Town Council Meeting May 14, 2024 Page 1 of 7
Town Council Meeting Minutes
May 14, 2024, 5:00 PM
Town Hall – Administrative Center | 10183 Truckee Airport Road, Truckee, CA
1. Call to Order: Mayor Polivy called the meeting to order at 5:03 p.m.
2. Roll Call: Council Members; Romack, Klovstad, Henderson, Vice Mayor Zabriskie, and Mayor Polivy.
Staff Present: Chris Hardy, Chief Information Security and Technology Officer; Denyelle Nishimori, Community Development Director; Danny Renfrow, Chief of Police; Dan Wilkins, Director of Public Works/Town Engineer; Kelly Carpenter, Town Clerk; Andy Morris, Town Attorney; Nicole Casey, Administrative Services Director; Hilary Hobbs, Assistant to the Town Manager; Jen Callaway, Town Manager; Erin Brewster, Sustainability Program Manager; Lynn Baumgartner, Program Analyst II; Nola Mitchell, Associate Engineer; Erica Mertens, Diversity, Equity and Inclusion Manager; Melanie Conti, Program Analyst I; Alfred Knotts, Transportation Program Manager, Robert Womack, Emergency Services Manager; Anika Kimme, CivicSpark Fellow; James Blattler, Emergency Services Coordinator.
3. Pledge of Allegiance: Recited in unison.
4. Public Comment:
Written comment received from: Sandra Marquez, Deborah Woolley, and David Capizano.
Verbal comment received from: Sandy, Deborah Grinder, and Shelley Crawford.
5. Presentations
5.1 Mayor Polivy presented the proclamation for Asian-American Pacific Islander Month.
The proclamation was received by Erica Mertens on behalf of Gordon H. Chang.
5.2 Mayor Polivy presented the proclamation for Truckee Day.
The proclamation was received by Virginia Donica, Truckee Day Chair.
5.3 Mayor Polivy presented the proclamation for Truckee Day Hall of Fame.
The proclamation was received by Virginia Donica, Truckee Day Chair.
5.4 Jen Callaway introduced Baker Tilly, Consultant for Town of Truckee's Operational Assessment.
Andy Belknap of Baker Tilly provided comment.
5.5 Jen Callaway, Town Manager, presented the Town Manager Report.
Mayor Polivy opened the presentation items to public comment.
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Seeing none, Mayor Polivy closed public comment.
6. Consent Calendar
It was moved by Council Member Henderson, and seconded by Vice Mayor Zabriskie, to approve the Consent Calendar Items 6.1 through 6.12, as follows:
6.1 Approved the minutes of the April 23, 2024, Regular Town Council Meeting.
6.2 Authorized the increase of existing multi-year blanket purchase order amount with PowerPlan from $49,500 to $85,000.
6.3 Authorized the Town Manager to execute a new agreement with Placemate in the amount of $125,000 to provide program administration for the Lease to Locals Program for a one- year term ending June 30, 2025, pending approval of the FY24/25 budget; and received an update on the Lease to Locals Program.
6.4 Accepted the Treasurer’s Report for the quarter ended March 31, 2024.
6.5 Adopted Resolution 2024-23 accepting the Town of Truckee Statement of Investment Policy for the 2024-2025 fiscal year.
6.6 Authorized the Town Manager to enter into a five-year contract with ClearGov in the amount of $228,293.
6.7 Adopted Resolution 2024-22 requesting an allocation from the Nevada County Transportation Commission of Transportation Development Act funds for fiscal year (FY) 2023/24 for State Transit Assistance operating and capital funds to provide funding for microtransit operations and specified transit capital projects, as indicated in the approved FY 2023-2024 transit budget.
6.8 Authorized expenditures up to $250,000 for the Utility Construction Observation Agreement with RailPros Field Services, Inc. for the West River Streetscape Project (C1703).
6.9 Authorized the Town Manager to execute a contract with DOWL for construction support services for the 2024 Paving and Drainage Project (C2402) and 2024 Trail Maintenance Project (C2418) in the amount of $121,000, and authorize a 10% contingency amount of $12,100, for a total authorized expenditure amount of $133,100.
6.10 Approved the submittal of an application for the California Energy Commission Local Government Building Decarbonization Challenge grant and authorize the Town Manager to execute any necessary application documents and grant agreement if awarded.
6.11 Accepted the quarterly financial update for the quarter ended March 31, 2024.
6.12 Approved a side letter with the Mid-Management (MM) Employees Group providing temporary additional compensation for the management of the National Pollutant Discharge Elimination System (NPDES).
The Consent Calendar carried with the following vote:
Ayes: Council Member Henderson, Council Member Klovstad, Council Member Romack, Vice Mayor Zabriskie and Mayor Polivy
Noes: None.
Absent: None.
Abstained: None.
The motion passed unanimously.
7. Discussion Items
7.1 Solid Waste Franchise Agreement Amendments Specifically Related to Can-Averaging Billing System.
Recommended Action: That Council direct staff to decline the proposal from Tahoe Truckee Sierra Disposal to amend the solid waste franchise agreement to implement a “can-averaging” billing system in the Town of Truckee.
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Erin Brewster, Sustainability Program Manager, presented from the staff report (presentation on file with Town Clerk).
Brian Kemper, Accounting Manager, and Jeff Collins, General Manager, Tahoe Truckee Sierra Disposal (TTSD), present for questions.
Council Discussion:
In 2023, 37% of TTSD customers had zero overage charges. If can-averaging was to go into effect, the Town’s administrative fee to TTSD would remain the same this year but would increase next year by $1.98 to pay the fee for a one-time consultant.
An additional benefit to can-averaging includes the generation of fewer invoices by TTSD each quarter.
TTSD will utilize the same quarterly billing cycle regardless of whether can-averaging is in effect or not.
Can-averaging is utilized in other jurisdictions that TTSD services; it will not require any additional training by staff to document the data at the time of pick up.
Mayor Polivy opened the item for public comment.
Written comment received from: Paul Meyerhof, Barney Dewey, Elias Blawie, Jack Kashtan, and Sandra Caldwell
Mayor Polivy closed public comment.
Council Direction:
The staff recommendation was moved by Vice Mayor Zabriskie, seconded by Council Member Klovstad, and adopted with the following vote:
Ayes: Council Member Henderson, Council Member Klovstad, Council Member Romack, Vice Mayor Zabriskie and Mayor Polivy
Noes: None.
Absent: None.
Abstained: None.
The motion passed unanimously.
7.2 Parcel Charges for Town Special Service Areas (TSSAs) and Permanent Road Divisions (PRDs).
Recommended Action: That Council conduct a public hearing on Truckee Special Service Areas (TSSAs) and Permanent Road Divisions (PRDs) and adopt Resolution 2024-24 setting assessments for the 2024-2025 fiscal year.
Nola Mitchell, Associate Engineer, and Robert Womack, Emergency Services Manager, presented from the staff report (presentation on file with Town Clerk).
Mayor Polivy opened the public hearing asking for anyone wishing to speak in support or opposition to the action stated above.
Verbal comment received from: Annie Rosenfeld.
Mayor Polivy closed public comment.
Council Discussion:
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For emergency evacuations, Town would collaborate with all agencies for evacuation planning. No single agency would take the lead in evacuations. Tahoe Donner has dedicated staff who work with the US Forest Service, CalFire and Truckee Fire for evacuation planning.
o Proposed alternative evacuation routes are being discussed. Both Glenshire and Tahoe Donner have two access routes for ingress and egress.
Mayor Polivy again opened the public hearing asking for anyone wishing to speak in support or opposition to the action stated above.
Written comment received from: Jennifer Jennings.
Mayor Polivy closed public comment.
Council Direction:
The staff recommendation was moved by Council Member Klovstad, seconded by Council Member Romack, and adopted with the following vote:
Ayes: Council Member Henderson, Council Member Klovstad, Council Member Romack, Vice Mayor Zabriskie and Mayor Polivy
Noes: None.
Absent: None.
Abstained: None.
The motion passed unanimously.
Mayor Polivy called for a recess at 6:32 p.m.
Mayor Polivy reconveyed the meeting at 6:43 p.m.
7.3 Proposed Housing Program Guidelines for Rooted Renters Pilot Program (formerly, Long- Term Rental Preservation Program).
Recommended Action: That Council: (1) Approve the Rooted Renters Draft Program Guidelines, and (2) Approve a $65,000 contract with Placemate to provide administrative and marketing support services for the program.
Anika Kimme, CivicSpark Fellow, and Lynn Baumgartner, Program Analyst II, presented from the staff report (presentation on file with Town Clerk).
Isaac Landman, Placemate, present for questions.
Council Discussion:
The seven percent rent increase per year was based on the allowable increase for non- single-family homes of five percent with a two percent cost of living increase, per California law.
The name “Rooted Renters” will remain the name for the program. “Long-Term Rental Preservation” was never intended to be the name of the program but was only placeholder for the CIP.
A majority of property owners in the Lease 2 Locals program have been increasing rent. The Town does not enter into contracts beyond one year in length for program administration. If Town decided not to renew its contract with Placemate, it would find another program administrator for the program.
o Staff will research whether the Town or Placemate owns the data from the program.
Mayor Polivy opened the item for public comment.
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Written comment received from: Benjamin Isaacson.
Mayor Polivy closed public comment.
Council Direction:
Remove the six-month waiting period between the two programs. Staff may update Council on the program as part of the work plan. Maintain separate buckets of funding between the two programs that limit the amount of Lease to Locals carryover subsidies.
The staff recommendation, with the direction provided above, was moved by Council Member Romack, seconded by Vice Mayor Zabriskie, and adopted with the following vote:
Ayes: Council Member Henderson, Council Member Klovstad, Council Member Romack, Vice Mayor Zabriskie and Mayor Polivy
Noes: None.
Absent: None.
Abstained: None.
The motion passed unanimously.
7.4 Dark Skies Spring Awareness Campaign and Lighting Rebate Program.
Recommended Action: That Council: (A) Approve adjustments to the Lighting Rebate Program guidelines; (B) Authorize the Town Manager to execute a contract amendment with Sierra Business Council for implementation of the Lighting Rebate Program in the amount of $11,006; (C) Authorize a budget adjustment of $11,006 from the Sustainability Designation to CIP 2414.
Jen Callaway, Town Manager, presented from the staff report (presentation on file with Town Clerk).
Council Discussion:
The Building Department is working the lighting program into its permit process.
Mayor Polivy opened the item for public comment.
Seeing none, Mayor Polivy closed public comment.
Council Direction:
Include the option to add a separate and additional incentive for motion sensors up to $20 per motion sensor.
The staff recommendation, with the direction provide above, was moved by Council Member Klovstad, seconded by Council Member Romack, and adopted with the following vote:
Ayes: Council Member Henderson, Council Member Klovstad, Council Member Romack, Vice Mayor Zabriskie and Mayor Polivy
Noes: None.
Absent: None.
Abstained: None.
The motion passed unanimously.
8. Council Reports
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Vice Mayor Zabriskie
Attended an Economic Vitality subcommittee meeting of the River Revitalization Steering Committee;
Attended a Tahoe Coalition meeting on the unhoused in South Lake Tahoe; Attended a Town Talk on the unhoused by the Chamber of Commerce; Attended a Firewise Community meeting.
Attended several Taco Talks for the River Revitalization Steering Committee. Attended a meeting with Tahoe Forest Hospital; and
Toured downtown capital improvement projects with Town Engineer Dan Wilkins.
Mayor Polivy
Participated in the Town’s evacuation exercise;
Attended a Visit Truckee-Tahoe board meeting;
Attended a meeting with Tahoe Forest Hospital; and
Attended a Nevada County Convene, Champion, and Catalyze meeting.
Council Member Klovstad
Visited Katie Santos’ seventh grade class at Sierra Expeditionary Learning School; Attended a webinar on unbottling the environment;
Attended a biomass task force meeting; and
Attended a meeting with Climate Transformation Alliance’s governing partners.
Council Member Romack
Participated in the Truckee Follies;
Attended a Nevada County Convene, Champion, and Catalyze meeting. Attended a Truckee North Tahoe Transportation Management Association meeting. Participated in an interview with Baker Tilly.
Council Member Henderson
Attended Tech Teens;
Attended the historic dedication of Truckee’s two Chinatowns; Participated in Dancing with the Stars; and
Attended a presentation by Sierra Watershed Educational Partnerships at Truckee Elementary School.
9. Closed Session
9.1 Conference with Labor Negotiators – Nicole Casey, Administrative Services Director; Hilary Hobbs, Assistant to the Town Manager, Jen Callaway, Town Manager; Andy Morris, Town Attorney; and Jack Hughes, Partner-Liebert Cassidy Whitmore, LLP. Government Code Section 54957.
Reportable Action: None taken.
9.2 Conference With Legal Counsel - Anticipated Litigation: One (1) case, Government Code Section 54956.9.
Reportable Action: None taken.
9.3 Conference with Real Property Negotiators – Property: 019-130-004-000; 10257 West River Street, Agency Negotiators: Jen Callaway, Town Manager; Andy Morris, Town Attorney; and Dan DocuSign Envelope ID: 688AA30B-C469-4F88-A568-F4D0DB3DE14A
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Wilkins, Public Works Director/Town Engineer; Under Negotiation: Price and Term of Payment; Government Code 54956.8.
Reportable Action: None taken.
10. Adjournment: 9:30 p.m.
To the regular meeting of the Truckee Town Council May 28, 2024, 5:00 p.m. at Town Hall, 10183 Truckee Airport Road, Truckee, CA.
Respectfully submitted by: Approved:
Kelly Carpenter, Town Clerk Dave Polivy, Mayor
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