San Ramon City Council
June 13, 2023

CITY COUNCIL AGENDA
June 13, 2023

WE PROVIDE EFFICIENT DELIVERY OF QUALITY PUBLIC SERVICES THAT ARE

ESSENTIAL TO THOSE WHO LIVE AND WORK IN SAN RAMON
David E. Hudson, Mayor • Mark Armstrong, Vice Mayor
Scott Perkins, Councilmember • Marisol Rubio, Councilmember • Sridhar Verose, Councilmember Agenda Questions: Please call the City Clerk (925) 973-2539 Documents received after publication of this Agenda and considered by the City Council in its deliberation will be available for inspection in the City Clerk’s Office at 7000 Bollinger Canyon Road, San Ramon during normal business hours and in the red binder at the Council meeting.

Council Chamber
7000 Bollinger Canyon Road
REGULAR MEETING – 7:00 PM

MEETING PROCEDURES
This meeting will be conducted both in-person and remotely via Zoom. Please note that remote participation in the meeting is optional, and if there are technical or connection issues for Zoom, the City Council meeting will continue.

It is recommended that anyone wishing to view and/or participate in the meeting virtually download the Zoom application, www.zoom.us, before the start of the meeting. Zoom participants will have the opportunity to speak during one of the Public Comment periods (for topics not on the agenda), in addition to each of the agendized items.

If you would like to submit written public comment via email, please do so by 5:00 p.m. on Tuesday, June 13, 2023, to [email protected]. Please include “Public Comment 6/13/23” in the subject line. In the body of the email please include your name and the item you wish to comment on. Written comments submitted will be provided to the Council prior to the start of the meeting. Written public comment will not be read aloud during the meeting. If you wish to make your comments heard, you must participate in the Zoom meeting or attend the meeting in person.

Attendee Conduct
There will be zero tolerance for any person addressing the Council making profane, offensive and disruptive remarks, or engaging in loud, boisterous, or other disorderly conduct, that disrupts the orderly conduct of the public meeting. Specifically, it is important for all speakers to adhere to the following guidelines for participation in this meeting:
2 City Council Meeting – June 13, 2023
a. No profanity or obscenity.
b. Refrain from personal threats or attacks.
c. Refrain from hateful epithets and demeaning language based on any person’s race, religion, sexual orientation, ethnicity, gender, or disability. d. Respect all people that are present or watching.

At the discretion of the Mayor, a speaker may forfeit speaking time for any of the following reasons:
a. Exceeding the allotted time to speak;
b. Yelling, screaming, or other behavior that renders this Council unable to continue the meeting;
c. Excessive profanity or slander;
d. Specific threats or “fighting words” that incite violence; or e. Speech that is outside the subject matter jurisdiction of the Council or the specific agenda item in which you are speaking.

HOW TO VIEW OR PARTICIPATE IN THE MEETING:

1. In-Person – San Ramon City Hall, Council Chamber, 7000 Bollinger Canyon Road

2. To view or participate in the meeting through Zoom
Livestream online at: https://cityofsanramon.zoom.us/j/97866067382 Webinar ID: 978 6606 7382
Use the “Raise Your Hand” button to request to speak when Public Comment is being taken on the Agenda item. You will then be unmuted when it is your turn to make your comment for up to three minutes. After the allotted time, you will then be re-muted.

3. To view the meeting live online at: www.sanramon.ca.gov/YouTube

4. To listen or participate in the meeting by telephone, dial: +1 (669) 900-6833 Webinar ID: 978 6606 7382
Use *9 on your telephone to raise your hand and request to speak when Public Comment is being taken on the agenda item. You will then be unmuted when it is your turn to make your comment for up to three minutes. After the allotted time, you will then be re-muted. 3 City Council Meeting – June 13, 2023

1. CALL TO ORDER/ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. ANNOUNCEMENTS

3.1 Changes and Additions to the Agenda

3.2 If you wish to speak under Public Comment or regarding an agenda item please fill out a speaker card located in the back of the room and submit it to the City Clerk.

If you are participating remotely, click the "Raise Your Hand" button on your computer or *9 on your telephone to request to speak when Public Comment is being taken on the Agenda item.

3.3 Board, Committee and Commission Meetings
A complete list of upcoming meetings may be found on the City's website at:
www.sanramon.ca.gov. Subscription service is available at the link for automatic meeting notification. Contact the City Clerk with questions, (925) 973-2539.

4. PUBLIC COMMENT
Members of the audience are encouraged to address the City Council on any non-agenda item.

Members of the public who are participating via Zoom will have the opportunity to make comments to the City Council live through Zoom.

Comments from the public on non-agenda items may also be submitted by email to [email protected]. Comments received by email will not be read aloud; however, they will be forwarded to the Council for their consideration. If you wish to present your comments to the public, you may do so in-person, by Zoom, or by telephone during this Public Comment period or the second Public Comment period, later in the meeting. No Council action can be taken at this meeting on issues raised during Public comment, whether submitted in person or remotely. Those wishing to have an item brought before the City Council for consideration must request so during a City Council meeting. Upon Council approval, the item will be place on the Council Policy Committee Agenda for further consideration.

For the first round of Public Comment on non-agenda items, the first 10 people to speak will have three minutes to address the Council on matters not on the agenda. Any additional Public Comment will be accommodated later in the meeting.

During public comment, members of the public are permitted to address the City Council on:
▪ Items that are on the Consent Calendar, including requests to pull an item from the consent calendar and the reason why you wish to pull the item or items. Please note that the decision to remove the item from the Consent Calendar is strictly at the discretion of the City Council.
▪ Requests for Future Agenda Items
▪ Special Presentation Items under Section 6 of tonight’s Agenda ▪ Items that are not on the agenda and are within the City Council’s jurisdiction. 4 City Council Meeting – June 13, 2023

5. CONSENT CALENDAR
Consent Calendar items are considered routine and are acted upon by the City Council with a single action. Members of the audience wishing to provide public input may request (by email to the City Clerk or under Item 4 Public Comment) that the City Council remove the item from the Consent Calendar. Members of the public may request that items be removed from the Consent Calendar, however, the decision to remove the item is solely at the discretion of the City Council.

With respect to the approval of resolutions and ordinances, the reading of the title thereto shall be deemed a motion to waive a reading of the complete resolution or ordinance and unless there is a request by a Council member that the resolution or ordinance be read in full, further reading of the resolution or ordinance shall be deemed waived by unanimous consent of the Council.

5.1 Minutes of the City Council Meeting - May 23, 2023
Recommendation: Approve Minutes

5.2 Minutes of the City Council Joint Meeting - May 30, 2023 Recommendation: Approve Minutes

5.3 Minutes of the City Council Special Meeting - May 31, 2023 Recommendation: Approve Minutes

5.4 Minute Order No. 2023-008 - Authorizing Vice Mayor Armstrong to Attend the Association of Bay Area Government General Assembly on June 16, 2023 as the City’s Voting Delegate
Recommendation: Approve Minute Order No. 2023-008

5.5 Resolution No. 2023-065 - Authorizing the Interim City Manager to Sign Exhibit C – Lease Supplement No. 11 to the San Ramon Library Lease Agreement Between the City of San Ramon and Contra Costa County for the Operation of the San Ramon Library and Approve the Amount of $323,870 for July 1, 2023 – June 30, 2024
Recommendation: Approve Resolution No. 2023-065

5.6 Resolution No. 2023-066 - Authorizing the Interim City Manager to Sign Exhibit a – Lease Supplement No. 4 to the Dougherty Station Library Lease and Services Agreement Between the City of San Ramon and the County of Contra Costa for the Operation of the Dougherty Station Library and Approve an Amount of $57,560.00 for July 1, 2023 – June 30, 2024
Recommendation: Approve Resolution No. 2023-066
5 City Council Meeting – June 13, 2023

5.7 Resolution No. 2023-067 - Authorizing the Mayor to Execute Amendment #2 to Extend the Term of the Agreement with Mintier Harnish Until April 1, 2024 to Complete Updates to the Housing Element, Related General Plan Elements, Climate Action Plan, Zoning Ordinance and Other Necessary Document Revisions, Including an Environmental Impact Report, Consistent with the Previously Approved Scope of Work and Budget, with an Option to Renew the Agreement for an Additional One-Year Extension, and Ratify All Work Completed Without the Benefit of an Agreement Between April 1, 2023 and the Execution of Amendment #2
Recommendation: Approve Resolution No. 2023-067

5.8 Resolution No. 2023-068 - Appropriating $1,065,000 to the Crow Canyon Road Pavement Repairs Project (CIP 000009) from the Gas Tax Fund 208 and Measure J Fund 213
Recommendation: Approve Resolution No. 2023-068

5.9 Resolution No. 2023-069 - Authorizing the Mayor to Execute an Agreement with Dutchover & Associates for Landscape and Park Project Management Services in an Amount Not to Exceed $150,000 through June 30, 2025, with the Option to Renew for Two Additional One-Year Terms
Recommendation: Approve Resoluton No. 2023-069

5.10 Consideration of Two Resolutions Amending Council Appointments for the Remainder of 2023:

Resolution No. 2023-070 - Approving the Amended 2023 City Council Liaison Appointments to the City Committees, City Foundations, City Liaisons, Council Committees, Regional Committees, Other Agencies, and Ex-Officio Assignments and Repealing Resolution No. 2023-010
Resolution No. 2023-071 - Approving the Amended 2023 City Council Appointments to the Southwest Area Transportation Committee and Repealing Resolution No. 2023-012
Recommendation: Approve Resolution Nos. 2023-070 and 2023-071

6. SPECIAL PRESENTATIONS

6.1 Proclamation Declaring June 2023 as LGBTQ+ Pride Month Presented by Mayor Hudson to Taylor DenBroeder and Angie Corritone, Boardmembers of PFLAG Danville/San Ramon Chapter

6.2 Proclamation Declaring June 2023 as Alzheimer’s & Brain Awareness Month.

Presentation by Mayor Hudson to Maya Geurtsen, Director, Walk to End Alzheimer’s, Alzheimer’s Association.
6 City Council Meeting – June 13, 2023

6.3 Recognition of San Ramon iQuest 2022/2023 Interns: Ha-Ly Carlson, Kent Kawashima, Tanvi Pandya, Aditi Nanda, Varsha Kuchibotla, Nadira Ramlogan Polo, Ali Taheri, Pranav Sannaasi, and Kushal Dave. Introduction by Megan O’Donoghue, Human Resource Manager. Presentation by Mayor Hudson

7. DEFERRED CONSENT ITEMS

8. CITY COUNCIL APPOINTMENTS

9. UNFINISHED BUSINESS

10. NEW BUSINESS

10.1 Dublin San Ramon Services District (DSRSD) Annual Update Introduction by Brian Bornstein, Public Works Division Manager. Presentation by Jan Lee, DSRSD Assistant General Manager

11. CITY MANAGER'S AND CITY COUNCIL MEMBERS' COMMENTS

11.1 Discussion of Cancellation of an August 22, 2023 City Council Meeting

12. PUBLIC COMMENT
At this time, those in the audience who have not previously spoken under Public Comment are encouraged to address the City Council on any item not already included in tonight’s agenda. No Council action can be taken at this meeting on issues raised during Public Comment. Comments should not exceed three minutes. Those wishing to have an item brought before the City Council for consideration must request so during a City Council meeting. Upon Council approval, the item will be placed on the Council Policy Committee Agenda for further consideration.

13. ADJOURNMENT
I hereby certify the attached City Council agenda was posted 72 hours before the noted meeting.

Dated: June 9, 2023
7 City Council Meeting – June 13, 2023
The agenda with links to minutes and staff reports is available on the City’s website:
www.sanramon.ca.gov
* * * * *
This Agenda is posted in accordance with Government Code Section 54954.2(a).

To request a disability-related accommodation(s) to participate in the meeting, please contact the City Clerk 48 hours in advance of the meeting at (925) 973-2539. * * * * *
Information for public participation at Council meetings, including the time limits for addressing the Council, is provided on the agenda.

If you have any questions, please contact the City Clerk prior to the meeting. * * * * *
Regular City Council meetings are broadcast on Contra Costa Television (CCTV) (Channel 27) on Wednesdays at 7:00 p.m. and Thursdays at 1:00 p.m. immediately following the meeting.

Regular City Council meetings are also broadcast on AT&T U-Verse (Channel 99).

Regular City Council meetings may also be viewed at
http://sanramonca.iqm2.com/citizens/default.aspx

MINUTES OF THE

CITY OF SAN RAMON

CITY COUNCIL MEETING
May 23, 2023

1. CALL TO ORDER/ROLL CALL
The meeting was called to order at 7:16 p.m.

Attendee Name Title Status Arrived
Dave Hudson Mayor Present 7:00 PM
Mark Armstrong Vice Mayor Present 7:00 PM
Scott Perkins Councilmember Present 7:00 PM
Marisol Rubio Councilmember Absent
Sridhar Verose Councilmember Present 7:00 PM
Also in attendance: Interim City Manager Steven Spedowfski, City Attorney Martin Lysons, Acting City Clerk Joan Snashall, Acting Deputy City Clerk Lisa Schlotz, Public Works Director Maria Fierner, Public Works Program Manager Jon Bell, Recreation Supervisor Jessica Reaber, and Administrative Services Director Kelly Sessions.

2. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Councilmember Perkins.

3. ANNOUNCEMENTS

3.1 Changes and Additions to the Agenda

3.2 If you wish to speak under Public Comment or regarding an agenda item please fill out a speaker card located in the back of the room and submit it to the City Clerk. If you are participating remotely, click the “Raise Your Hand” button on your computer or *9 on your telephone to request to speak when Public Comment is being taken on the Agenda item.

3.3 Board, Committee and Commission Meetings
A complete list of upcoming meetings may be found on the City's website at:
www.sanramon.ca.gov. Subscription service is available at the link for automatic meeting notification. Contact the City Clerk with questions, (925) 973-2539.

4. PUBLIC COMMENT
Public comment was received from Susie Ferris-Inderkum, Twyon Sacontrie, and Azad Aramandla.

5. CONSENT CALENDAR
Consent Calendar items are considered routine and are acted upon by the City Council with a single action. Members of the audience wishing to provide public input may request (by email to the City Clerk or under Item 4 Public Comment) that the City Council remove the item from the

5.1 Packet Pg. 6
Minutes Acceptance: Minutes of May 23, 2023 7:00 PM (CONSENT CALENDAR) 2 City Council Meeting – May 23, 2023
Consent Calendar. Members of the public may request that items be removed from the Consent Calendar, however, the decision to remove the item is solely at the discretion of the City Council.

With respect to the approval of resolutions and ordinances, the reading of the title thereto shall be deemed a motion to waive a reading of the complete resolution or ordinance and unless there is a request by a Council member that the resolution or ordinance be read in full, further reading of the resolution or ordinance shall be deemed waived by unanimous consent of the Council.

Cm. Perkins' motion to adopt the consent calendar items 5.1-5.9 was seconded by Vice Mayor Armstrong. The motion passed 4-0-1-0. Cm. Rubio was absent.

RESULT: ADOPTED [UNANIMOUS]
MOVER: Scott Perkins, Councilmember
SECONDER: Mark Armstrong, Vice Mayor
AYES: Hudson, Verose, Armstrong, Perkins
ABSENT: Rubio

5.1 City Council - Workshop - May 9, 2023
Recommendation: Accept Minutes

5.2 City Council - Regular Meeting - May 9, 2023
Recommendation: Accept Minutes

5.3 City Council - Special Meeting - May 16, 2023
Recommendation: Accept Minutes

5.4 Register of Demands as Presented by the City Treasurer (Period Ending April 30, 2023)
Recommendation: Approve Register of Demands

5.5 Resolution No. 2023-057 - Approval of the Proposed FY 2023-24 Statement of Investment Policy
Recommendation: Approve Resolution No. 2023-057

5.6 Resolution No. 2023-058 - Authorizing the Mayor to Appropriate $633,879 from Infrastructure Maintenance Fund, $190,3200 from General Fund Reserves and $326,000 from 2019 Certificate of Participation (COP) Debt Financing to San Ramon Olympic Pool and Aquatic Park Renovation (CIP 200006) - Interior Improvements, and to Execute an Agreement with Rodan Builders, Inc. to Provide Construction Services for the San Ramon Olympic Pool and Aquatic Park Renovation (CIP 200006) - Interior Improvements, in an Amount Not to Exceed $1,275,800
Recommendation: Approve Resolution No. 2023-058

5.1 Packet Pg. 7
Minutes Acceptance: Minutes of May 23, 2023 7:00 PM (CONSENT CALENDAR) 3 City Council Meeting – May 23, 2023

5.7 Resolution No. 2023-059 - Authorizing the Mayor to Execute a One-Year Revenue Sharing Agreement for Tennis Instruction with Akshay Arora with Projected Payments Not to Exceed $427,000
Recommendation: Approve Resolution No. 2023-059

5.8 Resolution No. 2023-060 - Authorizing the Mayor to Execute a One-Year Revenue Sharing Agreement for Tennis Instruction with Joyce Bonasera with Projected Payments Not to Exceed $261,000
Recommendation: Approve Resolution No. 2023-060

5.9 Resolution No. 2023-061 - Adopting Findings to Appropriate Funds in the Child Care, City Beautification, Creek Mitigation, Drainage Mitigation, Geographic Information System (GIS) Mapping, Park Development, and Traffic Improvement Funds, for the Period Ending June 30, 2022
Recommendation: Approve Resolution No. 2023-061

6. SPECIAL PRESENTATIONS

6.1 Proclamation declaring May 21-27, 2023 as National Public Works Week.

Presentation by Vice Mayor Armstrong to Maria Fierner, Public Works Director.

Vice Mayor Armstrong presented the proclamation to Ms. Fierner.

7. DEFERRED CONSENT ITEMS

8. CITY COUNCIL APPOINTMENTS

9. UNFINISHED BUSINESS

9.1 Resolution No. 2023-062 - Public Hearing – Approving the Amended Engineer’s Report for Landscape & Lighting District No. 1984-1, Confirming the Landscaping & Lighting District No. 1984-1 Diagram and Assessments and Levying the Landscaping & Lighting District No. 1984-1 Assessments for Fiscal Year 2023/24
Public Works Program Manager Jon Bell presented the staff report.

Cm. Verose's motion to open the public hearing was seconded by Cm. Perkins. The motion passed 4-0-1-0. Cm. Rubio was absent.

Public Comment was received from Susie Ferris-Inderkum.

Cm. Verose's motion to close the public hearing was seconded by Cm. Perkins. The motion passed 4-0-1-0. Cm. Rubio was absent.

5.1 Packet Pg. 8
Minutes Acceptance: Minutes of May 23, 2023 7:00 PM (CONSENT CALENDAR) 4 City Council Meeting – May 23, 2023
Cm. Perkins' motion to approve Resolution No. 2023-062, approving the Amended Engineer’s Report for Landscape & Lighting District No. 1984-1, confirming the Landscaping & Lighting District No. 1984-1 Diagram and Assessments and levying the Landscaping & Lighting District No. 1984-1 Assessments for Fiscal Year 2023/24, was seconded by Vice Mayor Armstrong. The motion passed 4-0-1-0.

RESULT: APPROVED [UNANIMOUS]
MOVER: Scott Perkins, Councilmember
SECONDER: Mark Armstrong, Vice Mayor
AYES: Hudson, Verose, Armstrong, Perkins
ABSENT: Rubio

9.2 Resolution No. 2023-063 - Public Hearing - Confirming the Preserve Landscaping and Lighting District Assessment Diagram and Assessments, and Levying the Preserve Landscaping and Lighting District Assessments for Fiscal Year 2023/24
Public Works Program Manager Jon Bell presented the staff report.

Cm. Verose's motion to open the public hearing was seconded by Cm. Perkins. The motion passed. Cm. Rubio was absent.

There were no public comments.

Cm. Verose's motion to close the public hearing was seconded by Vice Mayor Armstrong. The motion passed 4-0-1-0. Cm. Rubio was absent.

Cm. Perkins' motion to approve Resolution No. 2023-063, confirming the Preserve Landscaping and Lighting District Assessment Diagram and Assessments, and levying the Preserve Landscaping and Lighting District Assessments for Fiscal Year 2023/24, was seconded by Vice Mayor Armstrong. The motion passed 4-0-1-0. Cm. Rubio was absent.

RESULT: APPROVED [UNANIMOUS]
MOVER: Scott Perkins, Councilmember
SECONDER: Mark Armstrong, Vice Mayor
AYES: Hudson, Verose, Armstrong, Perkins
ABSENT: Rubio

10. NEW BUSINESS

10.1 Teen Council Annual Report
Introduction by Recreation Supervisor Jessica Reaber and presentation by Teen Council Chair Arpita Gupta.

5.1 Packet Pg. 9
Minutes Acceptance: Minutes of May 23, 2023 7:00 PM (CONSENT CALENDAR) 5 City Council Meeting – May 23, 2023
Mayor Hudson opened public comment. There was no public comment. Mayor Hudson closed public comment.

The City Council did not take any action on this item.

10.2 Resolution No. 2023-064 - Adopting the Fiscal Year 2023/24 Operating and Capital Budget, Establishing an Appropriations Limit, and Authorizing Carryover Project Appropriations
Administrative Services Director Kelly Sessions presented the staff report.

Mayor Hudson opened public comment, public comment was received from Tywon Sacontrie. Mayor Hudson closed public comment.

Cm. Verose's motion to approve Resolution No. 2023-055, adopting the Fiscal Year 2023/24 Operating and Capital Budget, Establishing an Appropriations Limit, and Authorizing Carryover Project Appropriations, was seconded by CM. Perkins. The motion passed 4-0-1-0. Cm. Rubio was absent.

RESULT: APPROVED [UNANIMOUS]
MOVER: Sridhar Verose, Councilmember
SECONDER: Scott Perkins, Councilmember
AYES: Hudson, Verose, Armstrong, Perkins
ABSENT: Rubio

11. INTERIM CITY MANAGER'S AND CITY COUNCIL MEMBERS' COMMENTS

12. PUBLIC COMMENT

13. ADJOURNMENT
The meeting was adjourned at 9:09 p.m.

5.1 Packet Pg. 10
Minutes Acceptance: Minutes of May 23, 2023 7:00 PM (CONSENT CALENDAR)

MINUTES OF THE CITY OF SAN RAMON

CITY COUNCIL / PLANNING COMMISSION

JOINT MEETING
May 30, 2023

1. CALL TO ORDER
The meeting was called to order at 6:00 p.m.

Attendee Name Title Status Arrived
Dave Hudson Mayor Present 6:00 PM
Mark Armstrong Vice Mayor Present 6:00 PM
Scott Perkins Councilmember Present 6:00 PM
Marisol Rubio Councilmember Present 6:00 PM
Sridhar Verose Councilmember Absent
Gary Alpert Chair Present 6:00 PM
Eric Wallis Interim Vice Chair Present 6:00 PM
S. Ashar Ahmed Commissioner Present 6:00 PM
Dave Curtis Commissioner Present 6:00 PM
Jean Kuznik Commissioner Present 6:00 PM
Also in attendance: Interim City Manager Steven Spedowfski, City Attorney Martin Lysons, Community Services Director Debbie Chamberlain, Senior Planner Cindy Yee, Acting City Clerk Joan Snashall, and Administrative Coordinator Amy Seykon.

2. PUBLIC HEARING

2.1 Joint City Council and Planning Commission Public Hearing: Draft General Plan 2040 Update (GPA 2023-0002), Rezone (RZ 2023-0002); Prezone (PZ 2023- 0001); Specific Plan Amendment (SP 2023-0001); and Environmental Review (ENVR 2023-0003)
Senior Planner Cindy Yee presented the staff report.

Cm. Perkins' motion to open the public hearing was seconded by Cm. Rubio. The motion passed 9-0-1-0. Cm. Verose was absent.

Public comment was received from Tywon Sacontrie, Garry Chaban, Jim Blickenstaff, Ed Shaffer, Joyce Carr, Susie Ferris-Inderkum, and Stephanie Hill. Written public comment was received from Chris Allison, Jonathan Singh, Edward Shaffer, Stephanie Hill, and Jim Blickenstaff.

Cm. Perkins' motion to close the public hearing was seconded by Chair Alpert. The motion passed 9-0-1-0. Cm. Verose was absent.

The City Council and Planning Commission provided comments and direction to staff.

3. ADJOURNMENT
The meeting was adjourned at 9:07 p.m.

5.2 Packet Pg. 11
Minutes Acceptance: Minutes of May 30, 2023 6:00 PM (CONSENT CALENDAR)

MINUTES OF THE

CITY OF SAN RAMON

CITY COUNCIL SPECIAL MEETING
May 31, 2023

1. CALL TO ORDER/ROLL CALL
The meeting was called to order at 8:37 a.m.

Attendee Name Title Status Arrived
Dave Hudson Mayor Present 8:30 AM
Mark Armstrong Vice Mayor Present 8:30 AM
Scott Perkins Councilmember Present 8:30 AM
Marisol Rubio Councilmember Present 8:30 AM
Sridhar Verose Councilmember Present 8:30 AM
Also in attendance: Acting City Clerk Joan Snashall.

2. CLOSED SESSION
Mayor Hudson opened public comment. There were no public comments. Mayor Hudson closed public comment.

2.1 Convene to Closed Session pursuant to Govt. Code §59457(b) for the Consideration of City Manager Appointment
The City Council convened to closed session at 8:39 a.m. and reconvened at 4:07 p.m.

2.2 Report on Closed Session
Mayor Hudson reported that the Council met in closed session with its recruiter for the City Manager position and there is nothing to report at this time.

3. ADJOURNMENT
The meeting was adjourned at 4:08 p.m.

5.3 Packet Pg. 12
Minutes Acceptance: Minutes of May 31, 2023 8:30 AM (CONSENT CALENDAR)

CITY COUNCIL STAFF REPORT
DATE:

TO:

FROM:

June 13, 2023
City Council/City Manager
Christina Franco, City Clerk
By: Joan Snashall, Acting City Clerk
SUBJECT: MINUTE ORDER NO. 2023-008 - Authorizing Vice Mayor Armstrong to Attend the Association of Bay Area Government General Assembly on June 16, 2023 as the City’s Voting Delegate

RECOMMENDED ACTION
Staff recommends that the City Council adopt the Minute Order authorizing Vice Mayor Armstrong to attend the Association of Bay Area Government (ABAG) General Assembly on June 16, 2023 as the City’s Voting Delegate.

BACKGROUND/DISCUSSION
ABAG will hold its General Assembly on June 16, 2023 in San Francisco, CA. The ABAG Business Meeting will be held during the General Assembly. Only a designated delegate who is registered for the meeting may vote at the Business Meeting.

On January 10, 2023, the City Council adopted Resolution No. 2023-010 approving the 2023 City Council Liaison Appointments. Mayor Hudson and Councilmember Perkins were designated as the primary and alternate City representatives, respectively, to the ABAG General Assembly. Mayor Hudson and Councilmember Perkins are unable to attend the meeting. Vice Mayor Armstrong will attend and, with the approval of this Minute Order, will be the City’s designated Voting Delegate.

FISCAL ANALYSIS
The funds required for this Conference are available in the 2021-22 City Budget as required by the San Ramon Municipal Code Section A6-1 (a) (1).

STEPS FOLLOWING APPROVAL

1. Move that the Council authorize Vice Mayor Armstrong to attend the Association of Bay Area Government General Assembly on June 16, 2023, as the City’s Voting Delegate.

2. Staff will process the ABAG General Assembly registration and indicate that Vice Mayor

5.4 Packet Pg. 13
Armstrong is the City’s Voting Delegate.

5.4 Packet Pg. 14

CITY COUNCIL STAFF REPORT
DATE: June 13, 2023
TO: City Council/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Mae Mlyniec, Administrative Analyst
SUBJECT: RESOLUTION NO. 2023-065 - Authorizing the Interim City Manager to Sign Exhibit C – Lease Supplement No. 11 to the San Ramon Library Lease Agreement Between the City of San Ramon and Contra Costa County for the Operation of the San Ramon Library and Approve the Amount of $323,870 for July 1, 2023 – June 30, 2024

RECOMMENDED ACTION
Staff recommends that the City Council approve this Resolution authorizing the Interim City Manager to execute Exhibit C - Lease Supplement No. 11 to the San Ramon Library Lease Agreement between the City of San Ramon and Contra Costa County for the Operation of the San Ramon Library and approve the amount of $323,870 for July 1, 2023 - June 30, 2024.

BACKGROUND/DISCUSSION
The City of San Ramon and Contra Costa County Library entered into the first Library Use and Maintenance Agreement in October 1989 commensurate with the opening of the San Ramon Library at 100 Montgomery Street. The original agreement was amended in March 1994 and added additional terms relative to the City’s contribution to expanded hours of service. A new 99-year term was established for the agreement from March 1994 to March 2093.

In August 2005, a new Lease Agreement, with the same terms as the presiding agreements, was executed, with the City responsible for maintenance and repair of the City-owned library building, and the County responsible for utilities, refuse collection, and reimbursement to the City for janitorial costs. The term of the new lease agreement was through December 2087 in keeping with the original 99-year agreement.

On January 25, 2011, the current Lease Agreement replaced the 2005 Lease Agreement and was approved by City Council with Resolution 2011-013. Under the current lease agreement, the City is responsible for maintenance and repair of the building, utilities, refuse collection, and janitorial costs of approximately $333,586 annually. The City is also responsible for the reimbursement for additional hours of staffing above the baseline of 40 hours each week currently funded by the County. The County updated the amount of “Base Hours” to 40 hours of service to the community on July 1, 2021 (Lease supplement No. 9).

The initial term of the agreement was effective from January 25, 2011, to June 30, 2011, with automatic renewals yearly unless written notice is given by either party of their intent to

5.5 Packet Pg. 15
terminate at least one year in advance.

Exhibit C of the San Ramon Library Lease Agreement has been amended annually to reflect the schedule of costs for FY 12/13, 13/14, 14/15, 15/16, 17/18, 18/19, 19/20, 20/21, 21/22, and 22/23. There was no amendment in FY 16/17 due to the renovation of the San Ramon Library.

The City will continue to be responsible for the annual facility and maintenance costs, and to cover the cost for the sixteen “Extra Hours” bringing the total “Actual Hours” of services at the San Ramon Library to 56 hours.

FISCAL ANALYSIS
The City’s obligation including the sixteen additional hours for the period of July 1, 2023 - June 30, 2024, is $323,870. Funding for 2023/24 Library services are included in the Parks and Community Services Department approved 2023-24 Operating Budget. Future fiscal impacts to the City are not known at this time and will be considered annually via the City and County budget process. This exhibit is for one year only.

STEPS FOLLOWING APPROVAL
Staff will work with the Contra Costa County Library administration to finalize Exhibit C - Lease Supplement No. 11 for execution by the Interim City Manager for San Ramon Library Services.

5.5 Packet Pg. 16
RESOLUTION NO. 2023-065

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE INTERIM CITY MANAGER TO SIGN EXHIBIT C – LEASE SUPPLEMENT NO. 11 TO THE SAN RAMON LIBRARY LEASE AGREEMENT

BETWEEN THE CITY OF SAN RAMON AND CONTRA COSTA COUNTY FOR THE

OPERATION OF THE SAN RAMON LIBRARY AND APPROVE THE AMOUNT OF $323,870 FOR JULY 1, 2023 – JUNE 30, 2024
WHEREAS, it is in the best interests of the City of San Ramon and Contra Costa County to operate the San Ramon Library as a joint use facility; and WHEREAS, the San Ramon Library Lease Agreement between the City of San Ramon and Contra Costa County for the Operation of the San Ramon Library was approved by City Council with Resolution 2011-013; and
WHEREAS, Exhibit C of the San Ramon Library Lease Agreement has been amended annually to reflect the schedule of costs for FY 12/13, 13/14, 14/15, 15/16, 17/18, 18/19, 19/20, 20/21, 21/22, and 22/23 (there was no amendment in FY 16/17 due to the renovation of the San Ramon Library); and
WHEREAS, Exhibit C - Lease Supplement No. 11 to the San Ramon Library Lease Agreement supersedes all previous amendments to Exhibit C and commits the City of San Ramon and Contra Costa County to support the library through funding and operations as determined by the joint use library plan and the goals of each agency; and WHEREAS, under Exhibit C - Lease Supplement No. 11 to the San Ramon Library Lease Agreement, Contra Costa County will provide forty hours of baseline library services to the Community at the San Ramon Main Library; and
WHEREAS, under Exhibit C - Lease Supplement No. 11 to the San Ramon Library Lease Agreement, the City of San Ramon will fund sixteen additional hours of library services to supplement the baseline hours and provide routine and annual maintenance at the San Ramon Main Library; and
WHEREAS, the City of San Ramon adopted 2023/24 Program of Services includes funding to supplement operating hours and maintenance for one year at the San Ramon Library.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize and direct the Interim City Manager to execute Exhibit C - Lease Supplement No. 11 to the Lease Agreement between the City of San Ramon and Contra Costa County for the joint use of the San Ramon Library.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 13, 2023 by the following votes:

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AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:
________________________
Joan Snashall, Acting City Clerk

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CITY COUNCIL STAFF REPORT
DATE: June 13, 2023
TO: City Council/City Manager
FROM: Kathi Heimann, Parks & Community Services Director By: Mae Mlyniec, Administrative Analyst
SUBJECT: RESOLUTION NO. 2023-066 - Authorizing the Interim City Manager to Sign Exhibit a – Lease Supplement No. 4 to the Dougherty Station Library Lease and Services Agreement Between the City of San Ramon and the County of Contra Costa for the Operation of the Dougherty Station Library and Approve an Amount of $57,560.00 for July 1, 2023 – June 30, 2024

RECOMMENDED ACTION
Staff recommends that the City Council approve this Resolution authorizing the Interim City Manager to execute Exhibit A - Lease Supplement No. 4 to the Dougherty Station Library Lease and Service Agreement between the City of San Ramon and Contra Costa County for the Operation of the Dougherty Station Library and approve an amount of $57,560 for July 1, 2023 - June 30, 2024.

BACKGROUND/DISCUSSION
The City of San Ramon, Contra Costa County, and Contra Costa Community College District entered into the first Dougherty Station Library Memorandum of Understanding in June 2007 and set forth the responsibilities of the parties in the administration, funding, and continuing development of the Dougherty Station Library. The MOU has been amended annually to reflect the schedule of costs for every year. The Contra Costa Community College paid annually a portion of the personnel costs, including one half-time Library Specialist, to increase hours of operation from the 35 baseline hours provided by the County to 50 hours a week, at a cost not to exceed $100,000. The City-funded any additional hours at DSL that exceed the $100,000 being contributed by the community college. The City also covered the cost of facility maintenance and utilities in the amount of approximately $197,262 annually.

The Community College District officially gave notice to the County and the City that they would no longer be participating in the agreement as of January 1, 2021. The Community College District built a separate library facility on campus to meet the needs of the students, faculty, and the Community.

On May 11, 2021, the San Ramon City Council approved Resolution No. 2021-065, authorizing the City Manager to enter into a new agreement with Contra Costa County for the operations of the Dougherty Station Library. The new agreement uses the same template both parties agreed to

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for the operation of the San Ramon Library with some modifications to address the differences between the two libraries. This is the same agreement the County uses for other agencies they partner with for Library Services within the region.

In 2021, the County modified the “Base Hours” to 40 hours of service to the community. This was an increase of five additional hours of services. The City will continue to be responsible for the annual facility and maintenance costs, as well as to cover the cost for the six “Extra Hours” bringing the total “Actual Hours” of services at the Dougherty Station Library to 46 hours.

Annual modification for each renewal term will continue to be handled through the Lease Supplement. The Lease Supplement will set forth the number of “Base Hours” the County will provide in the upcoming fiscal year, the number of “Extra Hours” of library services the City would like to provide, resulting in the number of “Actual Hours” and the cost of the City’s obligation.

FISCAL ANALYSIS
The City’s obligation for the six additional hours for the period of July 1, 2023, to June 30, 2024 is $57,560. Funding for the Dougherty Station Library Services is included in the Parks and Community Services Department approved 2023-24 Operating Budget. Future fiscal impacts to the City are not known at this time and will be considered annually via the City and County budget process. This exhibit is for one year only.

STEPS FOLLOWING APPROVAL
Staff will work with Contra Costa County Library administration to finalize the Dougherty Station Library Lease Supplement agreement for execution by the Interim City Manager between the City of San Ramon and Contra Costa County.

5.6 Packet Pg. 20
RESOLUTION NO. 2023-066

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE INTERIM CITY MANAGER TO SIGN EXHIBIT A – LEASE SUPPLEMENT NO. 4 TO THE DOUGHERTY STATION LIBRARY LEASE AND

SERVICES AGREEMENT BETWEEN THE CITY OF SAN RAMON AND THE

COUNTY OF CONTRA COSTA FOR THE OPERATION OF THE DOUGHERTY STATION LIBRARY AND APPROVE AN AMOUNT OF $57,560.00 FOR JULY 1, 2023 – JUNE 30, 2024
WHEREAS, it is in the best interests of the City of San Ramon and Contra Costa County to operate the Dougherty Station Library as a joint use facility; and WHEREAS, on May 11, 2021, the San Ramon City Council approved Resolution No. 2021-065, authorizing the City Manager to enter into the Dougherty Station Library Lease Agreement (“Lease Agreement”); and
WHEREAS, Exhibit A - Lease Supplement No. 4 to the Lease Agreement supersedes Lease Supplement No. 3 to the Lease Agreement, committing the City of San Ramon and Contra Costa County to support the library through funding and operations as determined by the joint use library plan and the goals of each agency; and WHEREAS, Under the terms of Exhibit A - Lease Supplement No. 4 to the Lease Agreement, Contra Costa County will provide forty hours of baseline library services to the Community at the Dougherty Station Library; and
WHEREAS, Under the terms of Exhibit A - Lease Supplement No. 4 to the Lease Agreement, the City will fund six additional hours of library services to supplement the baseline hours and provide routine and annual maintenance at the Dougherty Station Library; and
WHEREAS, the City of San Ramon adopted 2023/24 Program of Services includes funding to supplement operating hours and maintenance for one year at the Dougherty Station Library.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize and direct the Interim City Manager to execute Exhibit A - Lease Supplement No. 4 to the Lease Agreement between the City of San Ramon and Contra Costa County for the joint use of the Dougherty Station Library.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 13, 2023 by the following votes:

AYES:

5.6 Packet Pg. 21
NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:
________________________
Joan Snashall, Acting City Clerk

5.6 Packet Pg. 22

CITY COUNCIL STAFF REPORT
DATE: June 13, 2023
TO: City Council/City Manager
FROM: Debbie Chamberlain, Community Development Director By: Lauren Barr, Division Manager
SUBJECT: RESOLUTION NO. 2023-067 - Authorizing the Mayor to Execute Amendment #2 to Extend the Term of the Agreement with Mintier Harnish Until April 1, 2024 to Complete Updates to the Housing Element, Related General Plan Elements, Climate Action Plan, Zoning Ordinance and Other Necessary Document Revisions, Including an Environmental Impact Report, Consistent with the Previously Approved Scope of Work and Budget, with an Option to Renew the Agreement for an Additional One-Year Extension, and Ratify All Work Completed Without the Benefit of an Agreement Between April 1, 2023 and the Execution of Amendment #2

RECOMMENDED ACTION
Staff recommends the City Council adopt the Resolution Authorizing the mayor to execute amendment #2 to extend the term of the agreement with Mintier Harnish until April 1, 2024 to complete updates to the Housing Element, related General Plan Elements, Climate Action Plan, Zoning Ordinance and other necessary document revisions, including an Environmental Impact Report, consistent with the previously approved scope of work and budget, with an option to renew the agreement for an additional one-year extension, and ratify all work completed without the benefit of an agreement between April 1, 2023 and the execution of amendment #2.

BACKGROUND/DISCUSSION
On May 11, 2021, the City Council adopted a Resolution authorizing the Mayor to execute an agreement with Mintier Harnish to prepare of updates to the Housing Element, related General Plan Elements, Climate Action Plan, Zoning Ordinance, and other necessary document revisions, including an Environmental Impact Report, for a total contract amount not to exceed $1,099,697 including reimbursables for a contract term to run until April 1, 2023, to be funded by CIP 969003.

On March 22, 2022, the City Council Authorized Amendment 1 to the Mintier Harnish contract for additional environmental review, traffic analysis, and Greenhouse gas analysis associated with the Climate Action Plan and appropriated $126,642 from Fund 201 Planning Cost Recovery fees to CIP 969003 to fund the addition scope of work.

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While the scope of work remains consistent with the project as approved by the Amendment, the Housing Element scheduling deadlines and the State review process required that the City shift priorities to approving the Housing Element, which delayed the schedule for the balance of the scope of work, including the updates to the other GP Elements, Rezoning, CAP, Objective Standards, and Environmental Impact Report. This delay in portions of the scope of work now requires a contract extension to complete the Project, and the extension will also ratify any work completed between the April expiration date and the new extension date. There are no additional funds requested, only that the contract be extended until April 1, 2024, with the option for an additional one-year extension.

FISCAL IMPLICATIONS
The proposed contract Amendment provides an extension of time for the consultant to complete the project with no additional funding. There are no fiscal impacts associated with the proposed contract extension.

STEPS FOLLOWING APPROVAL
Staff will finalize the contract time extension with Mintier Harnish for execution.

5.7 Packet Pg. 24
RESOLUTION NO. 2023-067

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE MAYOR TO EXECUTE AMENDMENT #2 TO EXTEND THE TERM OF THE AGREEMENT WITH MINTIER HARNISH UNTIL APRIL 1, 2024 TO

COMPLETE UPDATES TO THE HOUSING ELEMENT, RELATED GENERAL PLAN

ELEMENTS, CLIMATE ACTION PLAN, ZONING ORDINANCE AND OTHER

NECESSARY DOCUMENT REVISIONS, INCLUDING AN ENVIRONMENTAL

IMPACT REPORT, CONSISTENT WITH THE PREVIOUSLY APPROVED SCOPE OF

WORK AND BUDGET, WITH AN OPTION TO RENEW THE AGREEMENT FOR AN

ADDITIONAL ONE-YEAR EXTENSION, AND RATIFY ALL WORK COMPLETED WITHOUT THE BENEFIT OF AN AGREEMENT BETWEEN APRIL 1, 2023 AND THE EXECUTION OF AMENDMENT #2
WHEREAS, in 2021, the City has began the process for the General Plan Update to address required changes to the Housing Element to comply with the Regional Housing Needs Allocation (RHNA); and
WHEREAS, between February 19, 2021 and April 1, 2021 the City released a Request for Proposal for the proposed scope of work associated with the Housing Element and General Plan updates, updates to the Climate Action Plan, Zoning Ordinance and other modifications to maintain consistency between implementation documents; the scope of work included the preparation of an Environmental Impact Report; and
WHEREAS, Mintier Harnish and their consultant team is qualified and able to perform such services, has been recommended by staff, and has submitted a proposal setting forth the terms and conditions under which the firm is willing to perform such services in an amount not to exceed $1,099,697, including reimbursables; and
WHEREAS, on May 11, 2021, the City Council approved a consultant contract with Mintier Harnish for the General Plan Update scope of work in an amount of $1,099,679 funded by CIP 969003 for General Plan updates and modifications; and WHEREAS, the State adopted a new State law (AB 215) that went into effect January 1, 2022, related to draft Housing Element review and publication requirements; and WHEREAS, on March 22, 2022, the City Council authorized Amendment #1 to the agreement with Mintier Harnish to update the Housing Element, General Plan Updates, and related actions, with an additional cost of $126,642 for a total contract amount not to exceed $1,226,321, including reimbursables support an accelerated timeline associated with AB 215 and the additional analysis ensure that there are no late modification to the Housing Element that might create problems with the new HCD review timelines and ensure proper environmental analysis; and

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WHEREAS, Amendment #1 to the agreement with Mintier Harnish did not include an extension of time s beyond the original April 1, 2023 term of the Agreement; and WHEREAS, Under the new State statute, San Ramon needed to release the first public review of the draft Housing Element in Spring 2022 to allow adequate time for submittal to HCD in Summer 2022 for the review of the first and subsequent drafts of the Housing Element; and WHEREAS, the State review process required that the City shift priorities to approving the Housing Element, which delayed the schedule for the balance of the scope or work including the updates to the other General Plan Elements, Rezoning, CAP, Objective Standards and Environmental Impact Report; and
WHEREAS, the update to the 2023-2031 Housing Element was adopted by City Council in January 2023 and Certified by the State in February 2023; and WHEREAS, the original term of the Agreement expired on April 1, 2023; and WHEREAS, the City Council desires to ratify all work, consistent with the approved scope of work, completed by Mintier Harnish without the benefit of an agreement between the expiration of the Agreement and the execution date of Amendment #2.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute Amendment #2 to extend the term of the agreement with Mintier Harnish until April 1, 2024 to complete updates to the Housing Element, Related General Plan Elements, Climate Action Plan, Zoning Ordinance and other necessary document revisions, including an Environmental Impact Report, consistent with the previously approved scope of work and budget, with an option for an additional one-year extension, and hereby ratifies all work completed without the benefit of an agreement between April 1, 2023 and the execution date of Amendment #2.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 13, 2023, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________
David E. Hudson, Mayor
ATTEST:
________________________

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Joan Snashall, Acting City Clerk

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CITY COUNCIL STAFF REPORT
DATE: June 13, 2023
TO: City Council/City Manager
FROM: Maria Fierner, Public Works Director
By: Robin Bartlett, Division Manager/District Engineer
SUBJECT: RESOLUTION NO. 2023-068 - Appropriating $1,065,000 to the Crow Canyon Road Pavement Repairs Project (CIP 000009) from the Gas Tax Fund 208 and Measure J Fund 213

EXECUTIVE SUMMARY
Crow Canyon Road between the western City Limits and Bollinger Canyon Road is in need of repairs that will include milling the existing surface, placing pavement mats, and overlaying new asphalt concrete. Alameda County has been planning and implementing various repairs on Crow Canyon Road between Norris Canyon Road and the County boundary with San Ramon. The County’s repairs include major pavement rehabilitation. In order to maximize efficiency and minimize disruption to the public, the City and Alameda County entered into an Agreement to combine their respective projects. Under the Agreement (C2023-022), the City is responsible for the design and inspection of its portion; however, the Project will be bid as a single element with award and overarching construction management by the Alameda County Public Works Agency (ACPWA). ACPWA has received four bids and the lowest responsible bidder is DeSilva Gates Construction LLC with a total bid of $6.799,799 for the entire project with the City’s share being $1,095,060. Staff recommends proceeding with the Project.

RECOMMENDED ACTION
Staff recommends approval of this Resolution and the appropriation of $1,095,060 to the Crow Canyon Road Pavement Repair Project (CIP 000009) from the Gas Tax Fund 208 and Measure J Fund 213.

BACKGROUND/DISCUSSION
Background
Crow Canyon Road between the western City Limits and Bollinger Canyon Road, including the intersection, is in need of significant maintenance. This section of road carries substantial highspeed traffic into and out of the City and has a current Pavement Condition Index (PCI) of 61. In addition to the relatively low PCI value, there are significant uneven areas in numerous places of the road. These include trench settlement in the eastbound lanes, cracking, and vertical and lateral offsets in the westbound lanes. The City’s Project will repair these defects, as well as

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update the pavement striping, concrete curb ramps, and replace the vehicle detection loops with a new video camera system. The Project has been included in the City’s Five-Year Pavement Plan since 2022.

Alameda County has been undertaking a variety of improvements and repairs to Crow Canyon Road between San Ramon and Castro Valley. The current phase of work includes completing work on retaining walls, repairing or replacing culverts, replacing guard rails, and undertaking a Full Depth Reclamation pavement repair project on a segment of the road that abuts the City’s Project.

Agreement with the County of Alameda
Due to: 1) the similarity of some elements of the work and the possibility of obtaining lower prices with a larger project; 2) the desirability of maximizing coordination to allow smooth progress of the projects; and 3) the desirability of minimizing road closures and disruption to people using Crow Canyon Road, the City and County entered into an Agreement to combine their respective projects as authorized by City Council with Resolution No. 2022-146 on December 13, 2022. Under the Agreement (C2023-022), the City will be responsible for the design and inspection of its portion; however, the Project was bid as a single project by ACPWA.

The Project will be awarded by Alameda County with overarching construction management by the Alameda County Public Works Agency. If bids for the City’s portion of the work are high, the City reserves the right to withdraw from the Project.

CEQA Compliance
After an initial environmental review of the Project, staff filed a Notice of Exemption for the Project with the Contra Costa County Clerk on October 4, 2022. Pursuant to Section 15301(c) of Article 19, “Categorical Exemptions” of Chapter 3, “Guidelines for Implementation of the California Environmental Quality Act” of Division 6, “Resources Agency” of Title 14, “Natural Resources” of California Code of Regulations, the Project is exempt from the provision of CEQA.

DISCUSSION
Advertisement of the Project was performed by Alameda County as the Pavement Rehabilitation and Safety Improvements on Crow Canyon Road at Various Locations in Alameda County and City of San Ramon, California which included the Crow Canyon Road Pavement Repairs Project (CIP 000009). Four (4) bids were received and opened on June 1, 2023. The bidders’ names, their rankings, and bid amounts are as follows:

No. Contractor Total Base Bid

1. DeSilva Gates Construction, LLC $6,799.799

2. Ghilotti Construction Company, Inc. $7,362,852

3. Goodfellow Bros. California LLC $9,659,965

4. Ghilotti Bros. Inc. $9,896,139.5

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Upon review of the bid results by Alameda County Public Works staff, DeSilva Gates Construction, LLC, Inc. was determined to be the lowest responsive and responsible bidder based on the Total Base Bid as set forth in the bid documents. The low bid amount of $4,655,054 is lower than the Engineer’s Estimate of $4,782,665 by $127,611, or approximately 2.7%. The City of San Ramon’s portion of the contract has a bid amount of $1,094,060 which exceeds the Engineer’s Estimate of $805,350 by $288,710 or 34 percent. However, analysis of the bids suggests that the City is unlikely to obtain appreciably better bid results at a later date. In addition, rebidding the project as a City-only project would add staff time and costs, and result in increased inconvenience and delay to motorists.

FISCAL ANALYSIS
The FY 2022/23 Capital Budget authorized the Crow Canyon Road Pavement Repairs Project (CIP 000009) with a total Project Budget of $435,000 for the design and construction funded by Gas Tax/Measure J. The Project scope has increased since initial inception to include more durable repairs to the pavement on the westbound lanes, the full intersection, curb ramp upgrades, and video signal detection cameras. Based on the Agreement with Alameda County and the bids received, staff anticipates the Project will be completed for an additional amount of $1,065,000 for a total budget of $1,500,000. This amount includes a 10% construction contingency. Staff is requesting the appropriation of $230,000 from Measure J Fund 213 and $835,000 from Gas Tax Fund 208. There are sufficient funds available to complete this Project.

NEXT STEPS
Following approval of the Resolution, staff will:

1. Work with Alameda County Public Works Agency staff to manage and inspect the Project through construction.

2. Keep the City Council informed of progress and developments related to the Project, as necessary.

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RESOLUTION NO. 2023-068

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON APPROPRIATING $1,065,000 TO THE CROW CANYON ROAD PAVEMENT REPAIRS PROJECT (CIP 000009) FROM THE GAS TAX FUND 208 AND MEASURE J FUND 213
WHEREAS, the City desires to construct the Crow Canyon Road Pavement Repairs Project (CIP 000009); and
WHEREAS, a Notice of Exemption for the Project was filed with the Contra Costa County Clerk pursuant to Section 15301(c) of the California Environmental Quality Act of 1970, as amended; and
WHEREAS, the City of San Ramon has executed a Joint Project Agreement (C2023- 022) with the County of Alameda authorized by City Council with Resolution No. 2022-146 on December 13, 2022; and
WHEREAS, the Project was advertised for bids by the Alameda County Public Works Agency; and
WHEREAS, Four (4) bids were received and opened on June 1, 2023; and WHEREAS, DeSilva Gates Construction, LLC was determined to be the lowest responsible bidder and
WHEREAS, the City of San Ramon’s portion of the work is $1,095,060.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the appropriation of $835,000 from the Gas Tax Fund 208 and $230,000 from Measure J Fund 213 to the Crow Canyon Road Pavement Repairs Project (CIP 000009) to complete the Project.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 13, 2023 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

5.8 Packet Pg. 31
________________________
David E. Hudson, Mayor
ATTEST:
_________________________
Joan Snashall, Acting City Clerk

5.8 Packet Pg. 32

CITY COUNCIL STAFF REPORT
DATE: June 13, 2023
TO: City Council/City Manager
FROM: Maria Fierner, Public Works Director
By: Christopher Low, Associate Engineer
SUBJECT: RESOLUTION NO. 2023-069 - Authorizing the Mayor to Execute an Agreement with Dutchover & Associates for Landscape and Park Project Management Services in an Amount Not to Exceed $150,000 through June 30, 2025, with the Option to Renew for Two Additional One-Year Terms

EXECUTIVE SUMMARY
The City currently contracts with Dutchover and Associates (Dutchover) for landscape and park project management services. The current contract (C2018-059) with Dutchover has been utilized for work on large projects that include The Preserve and City Village developments.

Dutchover’s current contract expires on June 30, 2023. Staff recommends a new contract with Dutchover be executed to complete work for these projects.

RECOMMENDED ACTION
Staff recommends adoption of this Resolution authorizing the Mayor to execute an Agreement with Dutchover & Associates for Landscape and Park Project Management Services in an amount not to exceed $150,000 through June 30, 2025, with the option to renew for two additional one-year terms.

BACKGROUND/DISCUSSION
Dutchover and Associates (Dutchover) is currently performing plan review and inspection for Contra Costa County for the Dougherty Valley development and has been under contract with the City since 2010 to assist City staff with various landscape and park projects. Due to their positive performance and being an essential resource in providing oversight in reviewing Dougherty Valley plans and landscape maintenance field work for the City, staff felt it prudent to retain Dutchover as a sole source provider for landscape and park project management, plan review, and maintenance and construction inspection services on an as-needed basis. On October 23, 2018, an agreement with Dutchover was executed at the City Manager signature level for landscape and parks project management to include plan review for Dougherty Valley acceptances and oversight of landscape and parks maintenance contract work for the Public Services Division. The Agreement was in an amount not to exceed $100,000 through June 30, 2021.

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Due to increased work generated by The Preserve Development, the original Agreement amount was increased to $250,000 through Amendment No. 1, which was approved by the City Council on April 23, 2019, with the adoption of Resolution No. 2019-041. On June 22, 2021, the City Council adopted Resolution No. 2021-084, approving Amendment No. 2 to the original contract and extended the contract to June 30, 2023, with no change to the contract amount.

Work at The Preserve Development has steadily progressed, and Dutchover’s plan check and inspection services for The Preserve Neighborhood Park (Sunrise Ridge Park) and Faria Preserve Parkway Landscape Phase I and Phase II projects have been invaluable for staff as these projects are anticipated to be completed by the end of the calendar year. Additionally, Dutchover has begun to assist staff in reviewing plans related to the City Village Development in Bishop Ranch.

Dutchover’s contract expires on June 30, 2023, and with the current work levels, staff recommends that Dutchover be retained under a new two-year contract with two additional oneyear contract extension options should they be necessary. The current work being performed by Dutchover totals $129,558.

Dutchover oversees many landscape and park projects within the Dougherty Valley and The Preserve, and recently in Bishop Ranch, and assists staff in consistency of design and work product Citywide. Dutchover also assisted City staff in updating City’s standard plans and specifications for irrigation, landscaping, and parks, and is, therefore, very familiar with City’s current standards.

Funding for Dutchover’s work is provided through development fees received for the various Preserve development projects and the City Village development.

FISCAL ANALYSIS
The proposed contract amount is $150,000 for a two-year period, with the option to renew for two additional one-year terms. There are no fiscal impacts as any expenditures will be from the approved Public Works – Engineering Division’s Operating Budget from fees received from The Preserve Development and City Village Development.

STEPS FOLLOWING APPROVAL
The City Attorney’s Office will forward the Agreement to Dutchover & Associates. Upon receipt of the executed Agreement, the City Attorney’s Office will send a copy of the executed Agreement to the Public Works – Engineering Services Division. Staff will continue to monitor the performance of the contractor throughout the remainder of the Agreement.

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RESOLUTION NO. 2023-069

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH DUTCHOVER & ASSOCIATES FOR LANDSCAPE AND PARK PROJECT MANAGEMENT
SERVICES IN AN AMOUNT NOT TO EXCEED $150,000 THROUGH JUNE 30, 2025,

WITH THE OPTION TO RENEW FOR TWO ADDITIONAL ONE-YEAR TERMS WHEREAS, Dutchover & Associates has been an essential resource to the City, providing landscape and park management services for the Dougherty Valley development, The Preserve development, and other projects for the Public Works Department; and WHEREAS, Dutchover & Associates’ knowledge of and experience using the City’s landscape and irrigation standards and specifications provides for greater consistency of design and construction of landscape and parks projects; and
WHEREAS, due to Dutchover & Associates’ unique qualifications to provide these landscape and park management services, staff deemed it necessary to continue contracting through a sole source contract; and
WHEREAS, on October 23, 2018, the City of San Ramon entered into an Agreement with Dutchover & Associates (C2018-059) to provide landscape project management services in the amount of $100,000 on an as-needed basis; and
WHEREAS, on April 23, 2019, the City Council approved Amendment No. 1 to the Dutchover contract for an amount not to exceed $250,000 for additional work related to The Preserve Development; and
WHEREAS, on June 22, 2021, the City Council approved Amendment No. 2 to the Dutchover contract extending the contract an additional two years with no changes to the contract amount; and
WHEREAS, the existing Agreement with Dutchover will expire on June 30, 2023; and WHEREAS, a new Agreement is necessary for Dutchover’s services to complete ongoing landscape and park tasks related to The Preserve Neighborhood (Sunrise Ridge) Park, Faria Preserve Parkway Landscape Phase I and Phase II Projects, and work associated with the City Village development totaling $129,558; and
WHEREAS, costs associated with the Agreement are paid for by development fees related to The Preserve and City Village developments; and WHEREAS, the Agreement shall be for an initial two-year term with the option to extend the agreement for two additional one-year terms.

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NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an Agreement with Dutchover & Associates for Landscape and Park Project Management Services in an amount not to exceed $150,000 through June 30, 2025, with the option to renew for two additional one-year terms.

PASSED, APPROVED, AND ADOPTED, at the meeting of June 13, 2023 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:
_________________________
Joan Snashall, Acting City Clerk

5.9 Packet Pg. 36

CITY COUNCIL STAFF REPORT
DATE:

TO:

FROM:

June 13, 2023
City Council/City Manager
Christina Franco, City Clerk
By: Joan Snashall, Acting City Clerk
SUBJECT: Consideration of Two Resolutions Amending Council Appointments for the Remainder of 2023:

RESOLUTION NO. 2023-070 - Approving the Amended 2023 City Council Liaison Appointments to the City Committees, City Foundations, City Liaisons, Council Committees, Regional Committees, Other Agencies, and Ex-Officio Assignments and Repealing Resolution No. 2023-010 RESOLUTION NO. 2023-071 - Approving the Amended 2023 City Council Appointments to the Southwest Area Transportation Committee and repealing Resolution No. 2023-012

RECOMMENDED ACTION
Staff recommends that the City Council review the proposed amendments to the 2023 City Council Liaison Appointments and adopt Resolution No. 2023-070 and 2023-071.

BACKGROUND/DISCUSSION
Annually, the Mayor, with consent of the City Council, makes City Council liaison appointments to: City Committees, City Foundations, City Liaisons, Council Committees, Regional Committees, Other Agencies, and Ex-Officio Assignments. Separate City Council resolutions are required for appointments to the Central Contra Costa Transit Authority (CCCTA), Southwest Area Transportation Committee (SWAT), and the Tri-Valley Transportation Council (TVTC).

On January 10, 2023, the City Council approved Resolution Nos. 2023-010, 2023-011, 2023- 012, and 2023-013, adopting the Councilmembers liaison assignments for 2023.

On June 13, 2023, the Mayor proposed amendments to the previously approved liaison assignments for the remainder of 2023, resulting in the need to amend Resolution Nos. 2023-010 and 2023-012.

The changes to the appointments are summarized in Attachment A.

FISCAL ANALYSIS

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There are no fiscal impacts.

ATTACHMENT
A: Proposed 2023 City Council Liaison Appointments

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2023 CITY COUNCIL LIAISON APPOINTMENTS

CITY COMMITTEES
Arts Advisory Committee.........................................................................................Rubio/Verose Economic Development Advisory Committee .......................................................Rubio/Perkins Housing Advisory Committee..................................................................................Rubio/Perkins Innovation and Technology Advisory Committee…………………………………............Verose/Rubio Library Advisory Committee....................................................................................Perkins/Armstrong Open Space Advisory Committee...........................................................................Armstrong/Rubio Senior Citizen Advisory Committee ........................................................................Armstrong/Hudson Teen Council............................................................................................................Rubio/Armstrong Transportation Advisory Committee.......................................................................Hudson/Verose

CITY FOUNDATIONS
Arts Foundation.......................................................................................................Rubio Historic Foundation.................................................................................................Verose Library Foundation..................................................................................................Perkins Senior Foundation...................................................................................................Armstrong

CITY LIAISONS
City of Dublin ...........................................................................................................Hudson City of Livermore .....................................................................................................Hudson City of Pleasanton ...................................................................................................Hudson Town of Danville......................................................................................................Hudson

COUNCIL COMMITTEES
Finance Committee **...........................................................................................Armstrong/Perkins Policy Committee **...............................................................................................Verose/Rubio Infrastructure Committee** ………………………………………………………… ................Rubio/Armstrong

REGIONAL COMMITTEES
Association of Bay Area Governments (ABAG) *...................................................Hudson Rubio/Perkins Central Contra Costa Transit Authority (CCCTA) *.................................................Hudson Community Emergency Response Team (CERT) * ...............................................Perkins/Armstrong East Bay Regional Parks District *.........................................................................Perkins/Verose Iron Horse Trail Advisory Committee * ..................................................................Perkins/Armstrong League of California Cities (LOCC) - East Bay Division ........................................All Southwest Area Transportation Committee (SWAT) *..........................................Hudson Perkins/Verose Street Smarts *.......................................................................................................Hudson/Rubio/Perkins TRAFFIX....................................................................................................................Hudson Perkins/Rubio Tri-Valley Transportation Council (TVTC)* .............................................................Perkins/Verose Tri-Valley Affordable Housing Committee *...........................................................Hudson/Rubio Tri-Valley San Joaquin Regional Rail Authority (Valley Link)1……………………………Hudson Tri-Valley Water Liaison Committee .......................................................................Rubio

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OTHER AGENCIES
Central Contra Costa Sanitary District (CCCSD)....................................................Hudson Rubio/Verose Dougherty Valley Oversight Committee (DVOC) **...............................................Hudson/Perkins Dublin San Ramon Services District (DSRSD).......................................................Rubio/Verose East Bay Municipal Utility District (EBMUD) & Water Issues................................Rubio/Verose East Bay Regional Communications Systems Authority (EBRCSA)2 ....................Perkins Local Agency Formation Committee (LAFCO) 3 .....................................................Perkins Marin Clean Energy ………………………………………………………………………….............Perkins/Armstrong San Ramon Valley Fire Protection District (SRVFPD)............................................Perkins/Verose San Ramon Valley Emergency Preparedness Citizen Corps Council (PAC)4....…. Armstrong/Hudson Verose San Ramon Valley Unified School District (SRVUSD)............................................Verose/Perkins

EX OFFICIO ASSIGNMENTS
Mayors’ Conference (Mayor & Vice Mayor) *........................................................Hudson/Vice Mayor Supervisor Andersen’s Liaison (Mayor & Vice Mayor) *.......................................Hudson/Vice Mayor Chamber of Commerce (Mayor & City Manager)..................................................Hudson/City Manager Corporate (Mayor)...................................................................................................Hudson NOTE:

Where marked with *, person named first will be the Representative, the second will be the Alternate.

Where marked with **, both must attend for a quorum.
1 The appointment for Tri-Valley San Joaquin Regional Rail Authority is made by Contra Costa Transit Authority (CCTA).
2 The appointment for East Bay Regional Communications Systems Authority (EBRCSA) is made by the Mayor’s Conference.
3 The appointment for Local Agency Formation Committee (LAFCO) is made by the Mayor’s Conference.
4 San Ramon Valley Emergency Preparedness Citizen Corps Council also known as Policy Advisory Committee (PAC)

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RESOLUTION NO. 2023-070

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

CONSIDERATION OF TWO RESOLUTIONS AMENDING COUNCIL
APPOINTMENTS FOR THE REMAINDER OF 2023: APPROVING THE AMENDED 2023 CITY COUNCIL LIAISON APPOINTMENTS TO THE CITY COMMITTEES,

CITY FOUNDATIONS, CITY LIAISONS, COUNCIL COMMITTEES, REGIONAL

COMMITTEES, OTHER AGENCIES, AND EX-OFFICIO ASSIGNMENTS AND REPEALING RESOLUTION NO. 2023-010
WHEREAS, each year City Councilmembers are appointed to serve as liaisons for a one-year term to the City Committees, City Foundations, City Liaisons, Council Committees, Regional Committees, Other Agencies, and Ex-Officio Assignments; and WHEREAS, on January 10, 2023, Mayor Hudson made the liaison appointments; and WHEREAS, at that time, the Council formally approved the appointments by adopting Resolution 2023-010; and
WHEREAS, on June 13, 2023, Mayor Hudson proposed changes to the appointments approved under Resolution 2023-010; and
WHEREAS, at that time, the Councilmembers accepted the proposed amended appointments.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby formally approve the Amended 2023 City Council Liaison Appointments for the remainder of 2023, attached hereto as Exhibit 1 of this Resolution, and repeals Resolution No. 2023-010.

PASSED, APPROVED, AND ADOPTED, on June 13, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________
David E. Hudson, Mayor
ATTEST:

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________________________
Joan Snashall, Acting City Clerk
Exhibit 1: Amended 2023 City Council Liaison Appointments

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2023 CITY COUNCIL LIAISON APPOINTMENTS

CITY COMMITTEES
Arts Advisory Committee...............................................................................Rubio/Verose Economic Development Advisory Committee .............................................Rubio/Perkins Housing Advisory Committee .......................................................................Rubio/Perkins Innovation and Technology Advisory Committee…………………………………. Verose/Rubio Library Advisory Committee..........................................................................Perkins/Armstrong Open Space Advisory Committee.................................................................Armstrong/Rubio Senior Citizen Advisory Committee..............................................................Armstrong Teen Council..................................................................................................Rubio/Armstrong Transportation Advisory Committee ............................................................Verose

CITY FOUNDATIONS
Arts Foundation.............................................................................................Rubio Historic Foundation.......................................................................................Verose Library Foundation........................................................................................Perkins Senior Foundation.........................................................................................Armstrong

CITY LIAISONS
City of Dublin .................................................................................................Hudson City of Livermore ...........................................................................................Hudson City of Pleasanton .........................................................................................Hudson Town of Danville............................................................................................Hudson

COUNCIL COMMITTEES
Finance Committee **.................................................................................Armstrong/Perkins Policy Committee **.....................................................................................Verose/Rubio Infrastructure Committee** …………………………………………………………......Rubio/Armstrong

REGIONAL COMMITTEES
Association of Bay Area Governments (ABAG) *.........................................Rubio/Perkins Central Contra Costa Transit Authority (CCCTA) * ......................................Hudson Community Emergency Response Team (CERT) * .....................................Perkins/Armstrong East Bay Regional Parks District * ..............................................................Perkins/Verose Iron Horse Trail Advisory Committee * ........................................................Perkins/Armstrong League of California Cities (LOCC) - East Bay Division ..............................All Southwest Area Transportation Committee (SWAT) *................................Perkins/Verose Street Smarts *.............................................................................................Rubio/Perkins TRAFFIX..........................................................................................................Perkins/Rubio

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Tri-Valley Transportation Council (TVTC)* ...................................................Perkins/Verose Tri-Valley Affordable Housing Committee *.................................................Rubio Tri-Valley San Joaquin Regional Rail Authority (Valley Link)1……………………………Hudson Tri-Valley Water Liaison Committee .............................................................Rubio

OTHER AGENCIES
Central Contra Costa Sanitary District (CCCSD)..........................................Rubio/Verose Dougherty Valley Oversight Committee (DVOC) **.....................................Hudson/Perkins Dublin San Ramon Services District (DSRSD) ............................................Rubio/Verose East Bay Municipal Utility District (EBMUD) & Water Issues......................Rubio/Verose East Bay Regional Communications Systems Authority (EBRCSA)2 ..........Perkins Local Agency Formation Committee (LAFCO) 3 ...........................................Perkins Marin Clean Energy ………………………………………………………………………… ..Perkins/Armstrong San Ramon Valley Fire Protection District (SRVFPD) .................................Perkins/Verose San Ramon Valley Emergency Preparedness Citizen Corps Council (PAC)4....…. Armstrong/ Verose
San Ramon Valley Unified School District (SRVUSD) .................................Verose/Perkins

EX OFFICIO ASSIGNMENTS
Mayors’ Conference (Mayor & Vice Mayor) * .............................................Hudson/Vice Mayor Supervisor Andersen’s Liaison (Mayor & Vice Mayor) * ............................Hudson/Vice Mayor Chamber of Commerce (Mayor & City Manager)........................................Hudson/City Manager
Corporate (Mayor).........................................................................................Hudson NOTE:

Where marked with *, person named first will be the Representative, the second will be the Alternate.

Where marked with **, both must attend for a quorum.
1 The appointment for Tri-Valley San Joaquin Regional Rail Authority is made by Contra Costa Transit Authority (CCTA).
2 The appointment for East Bay Regional Communications Systems Authority (EBRCSA) is made by the Mayor’s Conference.
3 The appointment for Local Agency Formation Committee (LAFCO) is made by the Mayor’s Conference.
4 San Ramon Valley Emergency Preparedness Citizen Corps Council also known as Policy Advisory Committee (PAC)

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RESOLUTION NO. 2023-071

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON APPROVING THE AMENDED 2023 CITY COUNCIL APPOINTMENTS

TO THE SOUTHWEST AREA TRANSPORTATION COMMITTEE
AND REPEALING RESOLUTION NO. 2023-012
WHEREAS, each year City Councilmembers are appointed to serve as liaisons for a oneyear term to the City Committees, Council Committees, Other Agencies, and Area Wide and State Wide Committees; and
WHEREAS, on January 10, 2023, Mayor Hudson was appointed as the primary and Councilmember Verose as the alternate to represent San Ramon on the Southwest Area Transportation Committee, and
WHEREAS, at that time, the Council formally approved the appointments by adopting Resolution 2023-012; and
WHEREAS, at that time, Mayor Hudson and Councilmember Verose accepted the appointments; and
WHEREAS, on June 13, 2023, Mayor Hudson proposed an amendment to the previously approved appointments, and appointed Councilmember Perkins as the primary and Councilmember Verose as the alternate to represent San Ramon on the Southwest Area Transportation Committee; and
WHEREAS, at that time, Councilmember Perkins and Councilmember Verose accepted the appointments.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby formally approve the amended appointments of Councilmember Perkins and Councilmember Verose to the Southwest Area Transportation Committee, and repeals Resolution No. 2023-012.

PASSED, APPROVED, AND ADOPTED, on June 13, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________
David E. Hudson, Mayor

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ATTEST:
____________________________
Joan Snashall, Acting City Clerk

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