Title
Minutes of the Special Joint City Council and SACIC Meeting Held on May 21, 2024. [City Council and SACIC] (City Clerk)
Body
UNAPPROVED
MINUTES OF THE JOINT MEETING OF THE CITY COUNCIL AND SUCCESSOR AGENCY TO THE COMMUNITY IMPROVEMENT COMMISSION (SACIC)
TUESDAY- - MAY 21, 2024- -6:59 P.M.
Mayor/Chair Ezzy Ashcraft convened the meeting at 7:11 p.m. Councilmember/Commissioner Jensen led the Pledge of Allegiance.
ROLL CALL - Present: Councilmembers/Commissioners Daysog, Herrera Spencer, Jensen, Vella and Mayor/Chair Ezzy Ashcraft - 5. [Note: Councilmember/Commissioner Vella arrived at 7:05 p.m. and was present via teleconference from 191 Dorrance Street, Providence, RI 029003.]
Absent: None.
CONSENT CALENDAR
Councilmember/Commissioner Herrera Spencer moved approval of the Consent Calendar.
Councilmember/Commissioner Jensen seconded the motion, which carried by unanimous voice vote - 4. [Absent: Councilmember/Commissioner Vella - 1.] [Items so enacted or adopted are indicated by an asterisk preceding the paragraph number.]
(*24- CC/24- SACIC) Minutes of the Special Joint City Council and Successor Agency to the Community Improvement Commission Meeting Held on April 16, 2024. Approved.
(*24- CC/24- SACIC) Recommendation to Accept the Investment Transactions Report for the Quarter Ending March 31, 2024. Accepted.
AGENDA ITEM
(24- CC) Resolution No.16164, “Appointing Jason Kim as a Member of the Transportation Commission.” Adopted.
Councilmember Herrera Spencer moved adoption of the resolution.
Vice Mayor Daysog seconded the motion, which carried by the following roll call vote: Councilmembers Daysog: Aye; Herrera Spencer: Aye; Jensen: Aye; Vella: Aye and Mayor Ezzy Ashcraft: Aye. Ayes: 5.
The City Clerk administered the Oath of Office and presented a certificate of appointment to Mr. Kim.
Mr. Kim made brief comments.
(24- CC/24- SACIC) Recommendation to Accept the Fiscal Year 2022-23 Audited Financial Statements and Compliance Reports.
The Finance Director gave a Power Point presentation.
The City Auditor made a brief presentation.
In response to Vice Mayor/Vice Chair Daysog’s inquiry related to residual fund balance policy, the Finance Director stated the economic uncertainty is higher.
Vice Mayor/Vice Chair Daysog stated City Hall is doing its best to manage funds well thanks to staff.
Read a policy on socially responsible investments by California State University Sacramento; urged Council to consider the policy in future audits and investments; expressed support for Council divesting City funds from genocide: Cam, Alameda Friends and Family for a Ceasefire.
Councilmember/Commissioner Jensen inquired whether the City’s accounting staff is feeling supported; noted the report does not include any increases to accounting staff; expressed support for the City bringing the report in-house; requested clarification about staffing concerns raised by the City Auditor.
The Financial Services Manager responded that she has been with the City four years and barely made it out of the first year due to workload and management; stated was not been supported; the past couple of years, a lot has changed; the Finance Department has busy schedules; the work is never-ending but staff now feel supported; new technology is being brought to ensure jobs are being made easier.
Councilmember/Commissioner Jensen requested clarification from the City Manager regarding Finance Department staffing.
The City Manager stated there was a request for a potential Finance Department position; the budget is tight; staff is waiting until the two-year budget cycle; hirings are typically kept to the two-year budget process due to planning efforts; she has instructed staff to place staffing requests into the two-year budget cycle; the additional staffing requests will likely be brought to Council in the future.
Councilmember/Commissioner Jensen noted that she is inquiring about staff due to comments and concerns raised by the City Auditor; expressed support for the recommendation for additional staff; stated having as much staff as possible is helpful, however, there are constraints.
Councilmember/Commissioner Jensen moved approval of the staff recommendation.
Vice Mayor/Commissioner Daysog seconded the motion.
Under discussion, Vice Mayor/Vice Chair Daysog stated there is good information in the Annual Comprehensive Financial Report; roughly $2 million over what was anticipated was collected; inquired whether staff has an idea about what is driving the increase and whether the amount might be due to the Transient Occupancy Tax (TOT) rate increase.
The Finance Director responded in the affirmative; stated some of the increase is due to TOT; some of the increase is also due to property taxes and the residual redevelopment agency; the mid-cycle budget includes a honed forecasting with upticks.
Vice Mayor/Vice Chair Daysog stated property tax revenues at the end of the last Fiscal Year were almost $2.5 million above the budgeted amount; inquired whether anything specific drove the increase or was the increase due to the previous response and fine tuning the forecasting.
The Finance Director responded a lot has to do with fine tuning the forecasting; stated the City switched financial systems and is getting better at using the data in the existing financial system.
Councilmember/Commissioner Vella expressed support for the report and for staff working above and beyond.
In response to Councilmember/Commissioner Herrera Spencer’s inquiries related to the City sending weapons or funding to the Middle East or supporting Israel, the Finance Director stated there is nothing in the audited financial statements which states the City is sending money to the Middle East.
Councilmember/Commissioner Herrera Spencer further inquired whether the City is sending money to the federal government for the uses previously mentioned, to which the Finance Director responded the information is not found in the financial statements.
Councilmember/Commissioner Herrera Spencer stated a sign shown during public comment was not associated with the topic; requested clarification about the comments and sign.
Mayor/Chair Ezzy Ashcraft stated the explanation is due to the First Amendment.
Councilmember/Commissioner Herrera Spencer stated the comment is out of order since members of the public are only able to comment on the related topic matter.
Mayor/Chair Ezzy Ashcraft stated Council is aware of the First Amendment and she will defer to staff for further explanation.
The City Attorney stated speakers are allowed to speak in the same way Councilmembers are allowed to ask questions on the matter’s topic; the speaker likely wanted to understand whether or not dollars are being spent in such a way; many time speakers are not well-informed on the topic of finances; the comments were related to the matter.
Councilmember/Commissioner Herrera Spencer inquired whether the City has allocated any funding to Israel, to which the Finance Director responded in the negative.
Councilmember/Commissioner Herrera Spencer stated that is important to clarify where the City is and is not spending money.
On the call for the question, the motion carried by roll call vote: Councilmembers/Commissioners Daysog: Aye; Herrera Spencer: Aye; Jensen: Aye; Vella: Aye and Mayor/Chair Ezzy Ashcraft: Aye. Ayes: 5.
(24- CC/24- SACIC) Budget Workshop for Fiscal Year 2024-25 Proposed Mid-Cycle Budget Update to Provide Direction on Funding Changes that Will Be Incorporated into Midcycle Budget Adoption Materials for City Council Consideration on June 18, 2024.
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(24- ) Mayor/Chair Ezzy Ashcraft suggested the presentation time be increased to 15 minutes.
Councilmember/Commissioner Jensen moved approval of allowing 15 minutes.
Vice Mayor/Commissioner Daysog seconded the motion, which carried by the following roll call vote: Councilmembers Daysog: Aye; Herrera Spencer: Aye; Jensen: Aye; Vella: Aye and Mayor/Chair Ezzy Ashcraft: Aye. Ayes: 5.
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The Finance Director gave a Power Point presentation.
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(24- ) Mayor/Chair Ezzy Ashcraft suggested an additional 5 minutes be allotted for the presentation.
Councilmember/Commissioner Herrera Spencer moved approval of allowing 5 additional minutes to the presentation.
Councilmember/Commissioner Jensen seconded the motion, which carried by the following roll call vote: Councilmembers Daysog: Aye; Herrera Spencer: Aye; Jensen: Aye; Vella: Aye and Mayor/Chair Ezzy Ashcraft: Aye. Ayes: 5.
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The Finance Director completed the presentation.
Vice Mayor/Vice Chair Daysog inquired the amount typically set aside by the City for CalPERS.
The Finance Director responded the City sets aside money and provides an additional payment; stated that she can provide the number to Council.
Vice Mayor/Vice Chair Daysog stated the amount is a $3 million payment on top of the normal cost; Council adopted a revised policy regarding excess reserve payments; inquired whether the $3 million additional payment directly relates to the formula adopted and if not, inquired the amount that would have been contributed as a result of the policy.
The Finance Director responded the amount which would have been contributed as a result of the policy would have been zero; stated staff is proposing an additional $3 million be set aside, absent the policy.
Vice Mayor/Vice Chair Daysog stated that he previously expressed concern over the consistency of the policy; stated that he has received correspondence from a resident outlining concern over street safety projects being on-hold; inquired whether the matter is related to a capital improvement project (CIP) and what kind of spending the City plans for street safety projects.
The Public Works Director responded the City fell behind due to staffing challenges post-pandemic; there were challenges in finding and hiring engineers; staff is currently back on track and have hired four engineers in the last eight months; many projects have since gone into construction, such as the Clement Avenue Safety Improvements and signal upgrades along the Cross-Alameda Trail; Lincoln Avenue and Walnut Street improvements and the highway safety improvement projects have come before Council in the past six to eight months for construction contract awards; staff has been assigned to key projects. such as Grand Street and Central Avenue; the City is waiting on outside agencies, such as CalTrans, to approve the projects in order to continue; the mid-cycle recommendation presented includes Public Works is asking for a total of $500,000; $250,000 comes from General Fund and the rest is from gas tax and the Development Improvement Fund (DIF); the amount will be deposited into the City’s street safety CIP account; the intent of the funds is to ensure adequate construction dollars to move forward on fatal crash locations; three rapid flashing beacons are to be installed on Mecartney Road, as well as improvements to Lincoln Avenue and Ninth Street; daylighting corridors for high injury areas, as well as high visibility crosswalks, are also planned; Public Works is getting back on track and will take time while Engineers begin; the recommendation ensures a smooth transition into delivering on many projects.
Vice Mayor/Vice Chair Daysog expressed support for the Clement Avenue and Encinal Avenue projects; inquired whether staff envisions going out to bid for any other similar projects.
The Public Works Director responded in the affirmative; stated staff anticipates going out to bid in the fall for Grand Street from Shoreline Drive to Otis Drive and the Central Avenue safety improvement project; staff anticipates CalTrans will release the project very soon and Council will consider a construction contract to consider in the fall.
Councilmember/Commissioner Jensen stated that she understands the challenges related to staffing; discussed positions recently added to the budget; inquired whether Public Works has sufficient staffing for all pending projects.
The Public Works Director responded in the affirmative; stated a couple of vacancies exist and recruitment is an ongoing process.
Councilmember/Commissioner Jensen stated some of the projects use outside funding; expressed support for the street safety CIP partially using the General Fund along with other ancillary funds; stated that she supports the street safety CIP’s primary focus of daylighting; requested clarification about the status of other previously approved bicycle-pedestrian projects, the neighborhood greenways that are part of the Transportation Plan with Vision Zero, and Safe Routes to Schools (SRTS); stated some of the infrastructure for SRTS has been completed but not much; requested clarification on the status.
The Public Works Director stated a new engineer has been assigned to SRTS; the next project includes eight locations; staff is moving through the design process; the project is already funded by Measure BB; the project will begin construction as soon as the design is complete; construction is anticipated for 2025.
The City Manager stated the project is a separate CIP in addition to the street safety CIP; the $500,000 being requested is in addition to the $250,000.
The Public Works Director stated the amounts are part of the two-year budget adopted by Council in June 2023; the street safety CIP had $250,000 approved for 2024-2025; the $500,000 request brings the 2024-2025 total to $750,000.
Mayor/Chair Ezzy Ashcraft inquired whether the amount it the total needed for the SRTS project as outlined.
The Public Works Director responded SRTS is a completely separate project; the project was previously funded with $600,000 of Measure BB funds; the money has already been approved in the capital budget; the funding is currently sufficient through construction.
Councilmember/Commissioner Jensen inquired whether there is sufficient staffing for negotiations, construction, and project completion by 2025.
The Public Works Director responded in the negative; stated the project will begin construction by 2025.
Councilmember/Commissioner Jensen expressed support for the timeline; urged the project be prioritized; stated the hurdles of funding and staffing have been crossed; requested clarification about the status of neighborhood greenways.
The Planning, Building, and Transportation Director stated the project is under a separate CIP, the Active Transportation CIP, with roughly $600,000 planned for use this year; staff has three bids from design company consultants to assist with converting existing slow streets with A-frame barricades to neighborhood greenways; part of the process includes collecting data and working with consultants to evaluate the best ways to implement neighborhood greenway; traffic circles, speed humps, and types of materials will be considered; staff expects to provide cost estimates and request allocations as part of every budget; the process is part of the 2030 slow street backbone network; completing the neighborhood greenways will complete the network.
Councilmember/Commissioner Jensen inquired whether there is sufficient staff and funding in the Active Transportation CIP’s neighborhood greenway project.
The Planning, Building, and Transportation Director responded in the affirmative; stated the projects are complicated; the plan is to begin construction this year on at least one neighborhood greenway conversion; staff intends to research grants in the fall; staff has identified at least two grants to pursue and help subsidize construction.
The City Manager stated the neighborhood greenways network is large and crosses the City; staff does not believe the current $600,000 in funding will be sufficient to complete everything, but does not want to request additional funding until the related costs are better understood; $600,000 is enough to begin the project; staff can return at mid-year or the two-year budget process and ask for additional funding once there is a better handle on phasing; the neighborhood greenways project is a little different from other projects due to changing neighborhood streets; the project will require concerted outreach and effort to ensure people understand the changes being made; staff would like to move fast, but also wants to perform outreach regarding the changes; staff has been reallocated to prioritize focusing on the project.
Councilmember/Commissioner Jensen stated the expectations and initial scheduling may have been ambitious; expressed support for the reset, staffing, and funding for the project; stated that she appreciates the Vision Zero sites.
Mayor/Chair Ezzy Ashcraft stated that she is often asked about slow streets and neighborhood greenways; inquired what can be done in the interim; expressed concern over the projects being part of the 2030 backbone infrastructure plan; inquired about communication.
The City Manager responded staff is looking to take down the slow street barricades in the interim; stated originally, barricades were to be left up until greenway implementation; staff has fallen behind on the project and is trying to catch up; the delay has caused staff to take down the barricades; staff is not currently recommending the approach, but is considering it; staff is also looking to quick-build solutions, however, the options are not as attractive as the permanent solutions which cost more; the issue is complex and staff is looking at ways to phase the projects and move faster to remove the barricades in the meantime.
Mayor/Chair Ezzy Ashcraft inquired how and when the communication will begin with neighbors; stated there are many ways to communicate.
The Planning, Building, and Transportation Director responded the first step is to select a consultant; stated staff will likely choose a street similar to Pacific Avenue to kickstart the project; staff will need to understand the magnitude of improvement types; once a concept is in place, staff will begin neighborhood outreach; the implementation might vary for different streets; there will be discussions related to traffic calming for each situation.
The City Manager stated there are ways to communicate with neighbors upfront via survey or similar outreach that is not street-specific; should Council wish for staff to communicate sooner rather than later, staff can find a way to perform outreach upfront; the communication will provide expectations, but details will not be available yet.
Mayor/Chair Ezzy Ashcraft expressed support for the City providing information and outreach; stated it is good to hear from neighbors and understand concerns as a first step; staff can gather information from residents living the experience.
Councilmember/Commissioner Herrera Spencer inquired whether the outreach to neighbors includes only those living on Pacific Avenue or those on the cross-streets as well.
The Planning, Building, and Transportation Director responded the goal is to reach out to the community, not just the residents or property owners on the street; stated the streets are public and other users are present; the changes will impact the adjacent residents most; hearing feedback from others will not hurt; staff does not plan to limit the outreach at this time.
Councilmember/Commissioner Herrera Spencer inquired the timeline for completing the roads of Monarch Street and West Tower Avenue as well as adding lights to the area.
The Public Works Director inquired whether Councilmember/Commissioner Herrera Spencer’s inquiry relates to the proposed permanent improvements or the temporary asphalt curbs.
Councilmember/Commissioner Herrera Spencer expressed support for not installing the temporary asphalt curbs; stated that she would prefer an the lighting is updated.
The Public Works Director stated the City is finishing paving following the installation of the water main; the installation will occur over the next four weeks; staff will have the environmental design measures or temporary asphalt curbs to calm traffic and deter unsanctioned car events at Alameda Point; staff is also designing backbone infrastructure improvements and hopes to have the improvements in construction by 2026; there currently is lighting on Monarch Street and there is little lighting on West Tower Avenue; during the temporary asphalt curbs phase, staff will look into installing additional solar lighting.
In response to Councilmember/Commissioner Herrera Spencer’s further inquiry related to signage, the Base Reuse and Economic Development Director stated the wayfinding signage planned has been installed; Spirits Alley signage has been added to sign posts; staff has put up more professional Spirits Alley signage at the end of Pan Am Way as well; staff has completed all intended signage work.
Councilmember/Commissioner Herrera Spencer stated the lettering is too small and the lettering is not visible; expressed support for staff viewing the signage at night; inquired what is being done Citywide for potholes.
The Public Works Director responded there is already $300,000 in the 2023-2024 CIP; stated potholes are a continuing process; when the $300,000 is refreshed in 2024-2025, staff will mobilize again and fill potholes.
Councilmember/Commissioner Herrera Spencer inquired whether the issue is related to not having funding or sufficient staff; requested clarification about how potholes form.
The Public Works Director responded the process is regular and ongoing; stated any city with paving has to deal with potholes; staff approaches potholes with two methods, a contractual service of $300,000 providing a one-time mobilization and the City’s streets and maintenance division; filling potholes is one of many things performed by the maintenance division; staff tries their best to stay on top of potholes; the City has a See Click Fix program for users to submit pothole fix requests.
Stated the social justice team and shelter operating partner at Christ Church and Episcopal Community Services are grateful for the City’s continued support; last season, funds helped serve over 60 individuals; she anticipates the continued need for nighttime reprieve and would support the expansion into daytime services with Village of Love: Alisa Rasera, Alameda Warming Shelter.
Expressed support for the increase in funding for the Alameda Warming Shelter: Akesa Fakava, Twin Towers United Methodist Church, Alameda Warming Shelter.
Expressed support for the street safety funding and neighborhood greenway projects: Alex Spehr, Alameda.
Councilmember/Commissioner Vella expressed support for the warming shelter funding and related work; stated the service is necessary and the partnership is appreciated; it would be helpful for the City to have a future, separate, discussion on neighborhood greenways now that the project is fully staffed; the process for neighborhood greenways matters; the City needs to ensure the process and design are reflective of all goals, versus only ensuring the project happens quickly; expressed support for the project happening sooner rather than later; stated the process will need to play out and staff will need to be as inclusive as possible while also allowing for the best design to occur; it would be helpful to have a separate agenda item return to Council to begin a more robust and thorough discussion; the discussion has begun and a future agenda item will help provide a better understanding of the overall timeline; the City has done a good job of trying to pay down the outstanding liabilities; she supports the huge return on investment with the City making additional payments; the payments are partially why the City is at a place of good fiscal health; expressed support for staff’s approach and better understanding to ensure the City is making additional payments to avoid fiscal issues experienced by other neighboring cities.
In response to Councilmember/Commissioner Jensen’s inquiry related to the City’s fees to Alameda Unified School District (AUSD) for Encinal access, the Recreation and Parks Director stated an Encinal Pool project has been created with AUSD in order to gain daytime access; the joint use agreement for the Encinal Pool did not allow access during daytime hours, Monday through Friday due to the facility lacking security; staff initiated a project in agreement with AUSD to cover the cost of improving the security features to allow daytime access since Encinal Pool will be the only operating municipal pool in the summer while Emma Hood is being constructed; the cost for the project was roughly $75,000.
Councilmember/Commissioner Jensen stated nothing is included in the budget to address the Emma Hood pool construction; the City is partnering with AUSD to help support programs displaced during construction; inquired how the costs will be addressed.
The Recreation and Parks Director responded the costs are already addressed within the current operating budget; stated AUSD will be paying fees to utilize City fields and courts in order to accommodate usage.
Councilmember/Commissioner Jensen stated that she would like to receive a brief summary of the improvements and services changes related to the upgrade of the Administrative Services Coordinator to the American’s with Disabilities Act (ADA) Coordinator.
The Public Works Director stated the department has optimized its administrative staff to be able to repurpose a position to be dedicated towards ADA; an ADA transition plan will be presented at the second meeting in June; it details the prior year’s evaluation of facilities and proposes a road map of improving accessibility; the position will primarily be involved in implementing the plan and will increase accessibility awareness throughout the City.
Councilmember/Commissioner Jensen expressed support for the position being included in the budget; stated that she supports the new turnout gear for the Alameda Fire Department (AFD); there are issues with the current chemicals within fire gear; inquired whether the new gear is enough or whether the City should be spending more to protect Firefighters.
The Fire Chief responded older turnout gear has been identified to contain per- and polyfluoroalkyl (pfas) substances in the vapor barrier; stated the vapor barrier is what keeps moisture from getting into the suits; older gear models allowed the pfas layer to touch the skin and new models have an encapsulated vapor barrier so that there is no contact with the skin; the industry is working feverishly to come up with pfas free protective gear, however, the gear is years away; the proposed $250,000 is to replace the remaining approximately 60 sets of turnout gear that do not have the encapsulated vapor barrier; all members of the Department will have the best possible gear available to protect from thermal impact during fires and against pfas.
Councilmember/Commissioner Jensen expressed support for the proposed budget.
Mayor/Chair Ezzy Ashcraft requested clarification about whether the amount of funding for AFD is sufficient.
The Fire Chief stated the amount is sufficient; the equipment is not at the highest level to protect Firefighters; the amount will replace all remaining pieces of equipment to allow the best level for all.
Mayor/Chair Ezzy Ashcraft expressed support for the equipment needs of AFD; stated public safety staff put their lives on the line at work and the City does not want to add to the hazardous situation with the supplied gear being worn.
Vice Mayor/Vice Chair Daysog expressed support for Alameda residents and businesses; stated property and sales taxes and fees paid allow the City to be in the situation of relative abundance; expressed support for City staff for always being frugal; stated the result of frugality has allowed the City to experience impressive fund balances; the goal is to have a policy of 25% in fund balance; the prior year yielded a fund balance of roughly $24 million; with the residual fund balance of $35 million, the total unassigned fund balance is almost $60 million; while the balance is something to celebrate, Council and the City must always be careful of the economic headwinds that the community and Country are in; things can change; as the City ramps up its Police force and spend dollars on the workforce, the amounts will cut into the gap between revenues and expenditures; the gap has allowed the City to enjoy the present fund balance; the City must continue to be vigilant regarding expenditures; expressed support for the attention paid to the transportation matters previously discussed; stated that he would like the funding for different elements of Jean Sweeny Park to be considered; Alameda is doing great in its fiscal position and other cities’ budgets are not as healthy; Alameda is an Island and must be careful in how City Hall is conducted.
Councilmember/Commissioner Jensen stated the budget report was prepared prior to the recent point-in-time count event; inquired whether the $50,000 budget request for the warming shelter is sufficient considering potential additional needs and the increase in unhoused individuals in Alameda.
The City Manager responded additional expenditures have been presented to increase homeless prevention and outreach; staff can provide shelter, but staff is also working to prevent people from becoming homeless; the approach is effective and keeping people housed less expensive; $185,000 has been added to the budget for related purposes; a presentation slide references the day use center and safe parking locations; the program not only relates to relocating, it adds shelter beds and safe parking spaces for increased capacity; staff is not recommending anything additional at this time; staff needs to better understand the numbers and perform research; staff will return with an item in the fall to provide an update on progress being made on efforts regarding homelessness; staff can decide whether to request additional funding at the midyear budget; staff is currently confident in the proposed recommendation.
Councilmember/Commissioner Jensen expressed support for funding the day center and safe parking programs.
Mayor/Chair Ezzy Ashcraft discussed a farm-to-table luncheon at Alameda Point Collaborative; stated a report on the Wellness Center construction was provided at the event; the Wellness Center will provide 100 spaces for frail, elderly, homeless residents.
Councilmember/Commissioner Jensen stated the City has a fund balance and there are needs in the community; she is appreciative of staff’s work to maintain accurate funding projections for revenues and expenses; the City can look forward to funding programs for the most vulnerable population.
Mayor/Chair Ezzy Ashcraft stated that she understands and supports the references made to economic headwinds being faced and the potential financial uncertainty; expressed support for the budget recommendations; requested staff to share plans for the new Village of Love day center and safe parking.
The City Manager stated the program will be located at Building 2 at Alameda Point, also known as the Bachelor’s Enlisted Quarters; the program is within the footprint of the Rebuilding the Existing Supportive Housing at Alameda Point (RESHAP) project and will be moving towards construction in a couple of weeks; the space is not in the direct footprint of the first phase, but will be surrounded by construction and demolition; staff is actively working to upgrade the wing of Building 2 near the field; significant upgrades must be made; the upgrades will allow the City to expand the number of beds, parking spaces and provide a longer term solution which does not require an additional move.
Councilmember/Commissioner Herrera Spencer stated $15 million has been allocated for the swimming pool; she attended a recent meeting about the two-pool design; inquired the plan based on community support for an Olympic sized pool.
The Recreation and Parks Director responded the approximate cost to-date between the two-pool solution and the single pool solution for the 50-meter option are about the same and are within about one million dollars in price of each other; as the project is designed, the price will become more solidified and staff can determine the true cost comparison; the current conservative estimate for both options is $30 to $31 million.
Councilmember/Commissioner Herrera Spencer stated there is a requirement to not have adults mixing with students during school hours; expressed support for the security solution and the ADA position in Public Works; stated accessibility is often left behind; designating an ADA to oversee improvements is appreciated; expressed concern over AFD staff being exposed to carcinogens; requested clarification about funding identified as not received.
The Finance Director stated interest rates have increased which has caused the housing market to slow; the City has lost anticipated revenues in residential and commercial real estate and TOT markets; interest rates have also hit auto sales which are likely to recover quickly; the City’s transaction and use tax has slowed down largely due to interest rates; staff is seeing that automobile dealerships are self-financing and deals are available; the result has been an approximate $500,000 downgrade in use tax.
Councilmember/Commissioner Herrera Spencer inquired how the resulting financials are being built-in and what is being done to anticipate the future.
The Finance Director responded the current economic time is interesting; stated forecasting is built into the revenues and will be monitored; the City has good consultants for sales and property tax; it is anticipated economic recovery will take a couple of years; the Measure F transaction use tax will recover by the end of the next fiscal year.
Councilmember/Commissioner Herrera Spencer stated that she hopes the economy becomes stronger; inquired whether there is a status update on the improvements being made to the Civic Center parking garage; stated there are ongoing concerns related to parking in the structure.
Mayor/Chair Ezzy Ashcraft requested an update also be provided for the elevator within the parking garage.
The Public Works Director stated Council has approved $1 million for improvements to the Civic Center parking garage; the improvements were approved as part of the 2023-2024 budget; since the time of approval, staff has procured the services of and been working with an architectural firm; the goal is to have the project bid by this coming summer with construction beginning in the fall; the improvements will primarily include an ability to close the facility at night and restrict access to the upper floors; elevator continuity issues has been due to vandalism; there is hope that the safety improvements will improve the elevator continuity of service; additional lighting and painting will also be included in the improvements in order to appear more inviting and safe; staff has recently installed some temporary fencing restricting access to the upper and bottom floors in order to prevent the establishment of encampments and loitering; the lighting in the stairwells has been improved as well.
Councilmember/Commissioner Herrera Spencer stated safety for the parking garage is critical; expressed concern over the issues occurring and vandalism related to the elevator; stated the City has a difficult time keeping up with the vandalism; urged issues be reported.
Mayor/Chair Ezzy Ashcraft inquired the current status of the elevator in the parking garage, to which the Public Works Director responded the elevator is operational.
Mayor/Chair Ezzy Ashcraft stated the elevator is an ADA issue and will likely be addressed by the ADA Coordinator; requested clarification that work on the parking garage will begin in the summer.
The Public Works Director responded the plan is to have a final design drawings by summer and the project will go out for bid; the goal is to have Council approve construction in September.
Mayor/Chair Ezzy Ashcraft stated that she would like to understand the end date for the improvements.
The Public Works Director stated construction will likely start in October or November and will last about four to five months; the project is not anticipated to be complete this calendar year.
Mayor/Chair Ezzy Ashcraft concurred with comments; expressed support for staff’s work on the matter; stated staff is working for the City to be fiscally conservative and the approach is appreciated; there is temptation to spend funding on projects; the City has been prudent and has financial reserves; there is funding for fire inspections; discussed the aquatic center project at Jean Sweeney Park; stated Alameda is an older city with older housing stock; a number of homes appear to be fire hazards; AFD is allowed to inspect commercial buildings and multi-family properties; single family residences need to be reported to Code Enforcement; expressed support for staff returning to Council with ways to be proactive about residential fire hazards; discussed the property transfer tax estimate being lower; questioned when the revenue becomes excess; stated the report includes a recommendation to Council for developing a policy for excess transfer tax revenues and allowable expenditures; inquired the steps needed to address the matter as a Council agenda item.
The Finance Director responded staff is working on a comprehensive budget policy for Council to discuss; stated that she would like to bring something forth regarding real estate transfer tax; her previous employer had a policy that helped define excess real estate transfer tax and its uses, which allowed for a smoothing equation over one-time and ongoing revenues; the policy process is prudent for Charter cities.
Mayor/Chair Ezzy Ashcraft expressed support for the matter returning to Council; inquired whether Council needs to provide a motion to approve the mid-cycle budget update.
The City Manager responded the agenda item is a work session and she has not heard any changes to the proposed budget; stated there were no proposed changes to the additional uses for residual fund balance and other items, which staff will include in the proposed budget.
In response to Councilmember/Commissioner Herrera Spencer’s inquiry related to the Friends of the Alameda Animal Shelter (FAAS), the City Manager stated staff will bring back a resolution allocating additional funds to help close a deficit from FAAS; the amount will be a payment to FAAS to help cover some shortfalls in this fiscal year; the matter will be retroactive.
Mayor/Chair Ezzy Ashcraft outlined the Council alternatives for the workshop as listed in the staff report.
The City Manager expressed support for City staff’s work on the matter; stated the process is important.
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Mayor Ezzy Ashcraft called a recess at 8:59 p.m. and reconvened the meeting at 9:17 p.m. and Councilmember Vella returned at 9:32 p.m.
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(24- CC) Public Hearing to Consider Resolution No. 16165, “Amend Master Fee Resolution No. 12191 to Revise the Fee Schedules for the Alameda Recreation and Parks Department, Planning, Building and Transportation Department, Public Works Department, Finance Department, and the Fire Department.” Adopted.
The Planning, Building and Transportation Director gave a Power Point presentation.
Councilmember Herrera Spencer inquired whether there is a redline version of the master fee schedule exhibits.
The Planning, Building, and Transportation Director responded staff could produce one, however, the entire fee schedule was reorganization makes it difficult to show a redline; stated many fees have been deleted and new fees added; staff has moved sections and fees around.
Councilmember Herrera Spencer stated the report indicates Alameda Recreation and Parks Department (ARPD) is increasing swimming fees; inquired how the change in fees would be messy to show.
The Recreation and Parks Director stated the fees being raised for semi-private and private swim lessons through ARPD are increasing about 20%; the increase is roughly $12 for private and $9 for semi-private swim lessons per session; semi-private lessons are defined as one to three individuals versus single; private lessons take the longest amount of time; group swim lessons have not been modified and are still priced at the lowest amount of $6 per lesson.
Councilmember Herrera Spencer inquired whether there have been changes to field costs.
The Recreation and Parks Director responded the fees are typically raised in November or December of the prior year; stated the field allocations start at the beginning of the year; staff brough the fees last November and December; the current process is an attempt to maximize the Encinal Swim Center by offering 19 sessions of swim lessons per day during an eight-week period; the staff costs in order to cover the fees for the budget required an increase in the semi-private and private swim lessons.
Councilmember Herrera Spencer further inquired about the possibility of having a redline document and why it was not presented.
The City Manager responded the Planning, Building, and Transportation Director provided a response; stated sometimes a redline document is very different and would not be productive to produce.
Mayor/Chair Ezzy Ashcraft inquired whether the swim lesson fees remained unchanged for three years.
The Recreation and Parks Director responded swim lesson and pool rental fees have remained consistent; stated the fees were not raised as part of the last fee increase in November and December.
Councilmember Herrera Spencer inquired the procedure for false alarm appeals.
The Fire Chief responded people can contact Fire Administration for false alarm billing inquiries.
Councilmember Herrera Spencer inquired whether there is a phone number for appeals, to which the Fire Chief responded the number is listed on the City’s website.
Councilmember Herrera Spencer inquired whether there is an email listed, to which the Fire Chief responded in the negative; stated the AFD phone number is listed as well as a general department email which is checked daily; when residents receive an invoice, billing contact information is included when residents receive an invoice.
Vice Mayor Daysog discussed an ambulance fee of $2,500 from 2017; stated insurance paid for most of the fee; ambulance fees are currently roughly $3,600; the comparison of $2,500 to $3,600 seems to be a steep increase for individuals without insurance; inquired the process in place for those with no insurance or have low to very low income.
The Fire Chief responded the ambulance and transport service fees is at the direction of the County; Alameda County decides the fees based on the private, contracted transport provider, Falck Ambulance; the algorithm provides the allowable billing; agencies with transport have the ability to adopt the same fee; the City has a revamped hardship policy as directed by Council several years ago; the policy is more user-friendly and is tied to Federal poverty guidelines; if someone receives a bill and has a financial hardship, the billing company can be contacted and a payment plan is set up or the person is referred to AFD for a financial hardship application; determinations are made based on the poverty scale; the policy can be applied to any portion of the billing.
Mayor Ezzy Ashcraft stated residents should be grateful that Alameda has its own ambulance transport services; discussed a recent Alameda County Mayor’s Conference meeting presentation; stated cities under other transport systems are dealing with problems and delays; Alameda is well-served by AFD’s transport.
Councilmember Jensen stated the City chose to freeze ARPD fees for two years; some of the athletic facilities fees were raised in 2023.
The Recreation and Parks Director stated there has been a focus on fees that solely benefit individuals, not groups or the larger general public; staff focused fee increases incrementally on privatizing space and groups using space; ARPD has kept fees at or below market rate.
Councilmember Jensen inquired whether the Alameda Point Gym and athletic field fee are increasing.
The Recreation and Parks Director responded the only fees currently being increased are the semi-private and private swim lessons; the normal fee schedule will be brought before Council in November; no other ARPD fees are being increased in the proposed recommendation.
Mayor Ezzy Ashcraft expressed support for staff’s work on the report; stated the report is thoughtfully laid out; services do not pay for themselves and the City strives to provide high-level services.
Councilmember Herrera Spencer moved adoption of the resolution.
Councilmember Herrera Spencer stated significant changes to billing are being made in the Planning Department; inquired whether users receive a survey.
The Planning, Building, and Transportation Director responded in the affirmative; stated part of the permit system includes sending automated communications to applicants; once a permit is issued, a survey is sent.
Councilmember Herrera Spencer inquired whether the results are presented to Council.
The Planning, Building, and Transportation Director responded staff can present the results to Council; stated staff tracks the feedback; questions pertain to customer service, turnaround times, and are mostly process-related.
Councilmember Herrera Spencer inquired whether survey recipients have a section for feedback on new fee structures.
The Planning, Building, and Transportation Director responded staff has been messaging permit applicants and developers about fee increases; stated most applicants expected the fees to increase due to the lack of increases during the pandemic.
Councilmember Herrera Spencer expressed support for a question being included in the survey related to the increase.
The Planning, Building, and Transportation Director noted questions can also be added at various points throughout the permitting process.
Mayor Ezzy Ashcraft discussed users from other jurisdictions and cities trying to use the Alameda plan check process due to service and turnaround time.
Councilmember Vella seconded the motion.
Under discussion, Vice Mayor Daysog stated that he will support the fee schedule as recommended; noted the ambulance fee schedule increase of almost 55% is set at the County level; stated a hardship process is available; expressed support for the City Manager providing Council with data regarding those taking advantage of the hardship process; stated the fee increase is significant for uninsured individuals.
On the call for the question, the motion carried by the following roll call vote: Councilmembers Daysog: Aye; Herrera Spencer: Aye; Jensen: Aye; Vella: Aye and Mayor Ezzy Ashcraft: Aye. Ayes: 5.
ADJOURNMENT
There being no further business, Mayor/Chair Ezzy Ashcraft adjourned the meeting at 9:45 p.m.
Respectfully submitted,
Lara Weisiger, City Clerk and Secretary, SACIC
The agenda for this meeting was posted in accordance with the Sunshine Ordinance.