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HomeMy WebLinkAboutMinutes - July 15, 2003 SMLODI CITY COUNCIL SPECIAL CITY COUNCIL MEETING CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, JULY 15, 2003 A. CALL TO ORDER / ROLL CALL The Special City Council meeting of July 15, 2003, was called to order by Mayor Pro Tempore Howard at 7:00 a.m. Present: Council Members — Beckman, Hansen, Howard, and Land Absent: Council Members — Mayor Hitchcock Also Present: City Manager Flynn, City Attorney Hays, and City Clerk Blackston CITY COUNCIL CALENDAR UPDATE City Clerk Blackston reviewed the weekly calendar (filed). B. REGULAR CALENDAR B-1 "Adopt resolution authorizing reallocation from 2002-03 unencumbered funds for the purchase of notebook computers (up to five at $1,900 each)" City Clerk Blackston reported that Council agenda packets were now available on the Internet through the Citys web page. Each item on the agenda is linked to the corresponding staff report and other supporting documents such as maps, resolutions, and various exhibits. She stated that since beginning the "e-agenda/packet" project in June, the following savings in paper has been accomplished due to recipients receiving the information electronically: ➢ Packets reduced from 25 to 15 = 3,500 pages ➢ Agenda subscription reduced from 200 to 130 = 210 pages ➢ Minute subscription reduced from 70 to 34 = 540 pages Ms. Blackston outlined the benefits that would result from fully utilizing the electronic agenda packet: ➢ Greater public access to information; according to a 2002 survey conducted by the Public Policy Institute of California, 75% of Central Valley residents use computers and 67% have internet access; ➢ Decreased staff time needed to prepare each packet for distribution, from five hours to two hours; Paper reduction from 10,000 pages to 1,600 pages per packet; ➢ Less wear and tear on the copy machine resulting in less frequent repair and replacement; ➢ Decreased expenditures for supply costs such as toner, binders, dividers, etc; ➢ Compliance with Assembly Bill 3035, which states in part, "If requested, the agenda and documents in the agenda packet shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act', Ms. Blackston explained that the portable document format files used to create the electronic agenda packet can be made accessible to people with disabilities, such as visual and motor impairments. Ms. Blackston noted that the Lodi Library has six computers with Internet access available to the public. Paper copies of the Council packet would continue to be on file for public review in the City Clerk's Office, the Library, and at the public information table in the Carnegie Forum during meetings. Ms. Blackston requested a reallocation of unexpended funds from the 2002-03 budget to purchase notebook computers for the purpose of City Council Members accessing the electronic agenda packet prior to and during meetings, as well as other large documents that are distributed to Council for review. In addition, the notebook computers would Continued July 15, 2003 eliminate the incompatibility issues that surface at times when staff attempts to electronically transmit information to Council Members who use Macintosh computers. The City's Purchasing Officer in consultation with Information Systems Division staff received a quote of $1,900 each for the notebook computers and software. The total price included tax and the following upgrades to a base model of approximately $1,250: ➢ Memory increased from 128 to 256 Megabytes = $45; ➢ Increased hard drive from 20 to 30 Gigabytes = $27; ➢ Added a floppy drive = $45; ➢ MS Office XP software = $306; ➢ Adobe Writer software = $130. Ms. Blackston recommended that Council approve the purchase of five notebook computers by reallocating $3,750 from the City Council account, which was a savings achieved by not renewing the United States Conference of Mayors annual dues for 2003; and $5,750 from the Protocol Account, which had a fiscal year ending balance of over $11,000. Council Member Hansen noted that Council received a blue sheet document (filed), which contained a message from a citizen who felt the cost of the notebooks were too high. Ms. Blackston replied that Purchasing Officer Joel Harris obtained the best price possible for notebook computers which would be powerful enough to operate the software efficiently and be able to manipulate large documents. In answer to Council Member Hansen, Ms. Blackston acknowledged that Council Members would need to take the notebooks to and from meetings so that they would be available to them at home for review of the e-agenda/packets. Council Member Hansen noted that he was originally opposed to this because similar budget requests had been denied or deferred. He explained, however, that he had changed his mind and would support this request, due to the savings in time and money as outlined in the staff report. Council Member Beckman commented that the $3,200 annual savings in time and paper would pay for all five notebooks in less than three years. In addition, he emphasized the benefit of increasing public access to information, as well as the impacts of saving 102,000 pieces of paper annually. Ms. Blackston noted that the figures in the staff report were conservative and there likely would be greater savings achieved when the e-agenda/packet is being fully utilized. Council Member Land stated that he remained opposed to this request, due to deferral of other capital projects and purchases in the 2003-05 budget. He was willing to reconsider the matter in October or November when the State's budget was adopted and the impact on the City was known. He saw this as similar, albeit on a smaller scale, to the State moving forward on building the multi-million dollar Governor's mansion even though the State is now deeply in debt. MOTION #1: Council Member Land made a motion to delay consideration of the notebook computer(s) purchase until after the State's budget is adopted. The motion died for lack of a second. MOTION #2: Council Member Beckman made a motion, Howard second, to adopt Resolution No. 2003-120 authorizing reallocation from 2002-03 unencumbered funds for the purchase of notebook computers (up to five at $1,900 each). 14 Continued July 15, 2003 DISCUSSION: Mayor Pro Tempore Howard noted her appreciation to the City Clerk for having brought this to Council several months ago. She believed it was an appropriate time to undertake the project, due to the era, and technology that is now available. She noted that City funds are still being managed carefully and pointed out that the notebook purchases would be from money that was saved in the prior year's budget. She reported that a number of citizens have communicated to her that they are accessing the e- agenda/packet on-line and Ms. Howard felt it was appropriate that Council have the same opportunity. She commented that the League of California Cities has included the topic of electronic agendas as part of this year's annual conference program. In reply to Council Member Hansen, Ms. Blackston reported that Lodi's e-agenda/packet was modeled off the City of Tracy's. VOTE: The above motion carried by the following vote: Ayes: Council Members — Beckman, Hansen, and Howard Noes: Council Members — Land Absent: Council Members — Mayor Hitchcock B-2 "Adopt resolution approving plans and specifications, authorizing advertisement for bids, pending Caltrans approval, for Kettleman Lane Widening/Gap Closure Project from Lower Sacramento Road to Ham Lane, and Stockton Street to Cherokee Lane, and authorizing the City Manager to execute all necessary agreements to implement the project" City Manager Flynn reported that he met with developers last week who indicated that they hoped to break ground in January on a Super Wal-Mart store on the fourth corner at the intersection of Lower Sacramento Road and Kettleman Lane. He stated that this would make the Widening/Gap Closure Project even more important, due to the increase in traffic. He noted that Alex Spanos was planning a commercial project on the southwest corner of Interstate 5 and Eight Mile Road. Mr. Spanos has been able to attract the best commercial stores because Stockton is ready to build out. Mr. Flynn pointed out the importance in expediting this project so that the same type of amenities and speed in processing can be offered to retail stores interested in Lodi. Public Works Director Prima acknowledged the efforts of the San Joaquin Council of Governments (SJCOG) and stated that without its assistance staff would not have been able to bring this matter forward to Council today. He reported that SJCOG would be voting in August to finalize this project and get the funding in order. Paula Fernandez, Senior Traffic Engineer, reported that the Widening/Gap Closure Project would include Lower Sacramento Road to Ham Lane and Stockton Street to Cherokee Lane. She noted that it is a safety and traffic operation improvement project. Traffic volumes have been increasing on Kettleman Lane and the accident rate is twice as high as other similar facilities in California. There will be two inbound lanes into the Wal- Mart driveway, the bump will be eliminated, and the traffic signal will be modified. The traffic signals at Ham Lane and at Cherokee Lane will be modified to allow for two east- bound dual left turns. Street lights will be installed along the corridor, as well as providing a landscape median. The raised median will eliminate crossover traffic, as well as traffic in the median. The bottleneck west of the canal will be eliminated, which will improve traffic flow, as well as provide continuous bicycle and pedestrian access throughout the project. Ms. Fernandez recalled that the environmental documents for this project were approved in January 2002. A public meeting was held in 2001 and again in 2002. The status of the project was discussed at a Shirtsleeve Session. A closed session was held to discuss right-of-way costs. Ms. Fernandez reported that right-of-way has been acquired on all the properties except for one, which will be completed on August 4. Staff has worked with Continued July IS, 2003 Caltrans to complete the cooperative agreement for project development and construction. The design engineers have completed the plans and specifications and Caltrans has approved them. Staff is now working with SJCOG on cooperative agreements to transfer funds. The project is fully funded with State Transportation Improvement Program funds; however, they are earmarked for 2006-07. SJCOG indicated that it would hold a special meeting in order to expedite this project. Staff hopes to at least pave the west -bound lane and shoulder and widen the Wal-Mart driveway before Thanksgiving. Ms. Fernandez reported that construction would last approximately six months and disruptions would be minimized by staging construction. In answer to questions posed by Council Member Hansen, Ms. Fernandez reported that business owners along the corridor did attend the public meetings. Taylor Tours expressed concern that it would have to change its route. Les' Appliance was concerned that the raised median would not allow enough room for its truck to back into the property to unload appliances. Staff offered to work with them to provide a yellow loading zone so that it could be done from the street. The two-lane entrance into Wal-Mart would be westbound and southbound. There would also be two lanes exiting Wal-Mart. Ms. Fernandez stated that there would be a traffic signal at Vintner Road, or "Road A" as it is referred to. There would also be modifications to the traffic signal across from the Safeway store. Council Member Hansen was pleased with SJCOG's assistance and willingness to see Lodi's needs and issues. He believed that the Kettleman Lane Widening/Gap Closure Project was Lodi's most critical traffic issue. In reply to Council Member Hansen, Mr. Prima explained that Caltrans has certain requirements for the trees and landscaping, which include slow growth and minimal maintenance. Mr. Prima also added that he had received a complaint from one of the business owners on Kettleman Lane between Lakeshore Drive and Mills Avenue. Staff informed the business owner that there would be a left turn in at the office complex, and the master plan includes a drive that extends to Lakeshore Drive. MOTION / VOTE: The City Council, on motion of Council Member Hansen, Beckman second, adopted Resolution No. 2003-121 approving plans and specifications, authorizing advertisement for bids, pending Caltrans approval, for Kettleman Lane Widening/Gap Closure Project from Lower Sacramento Road to Ham Lane, and Stockton Street to Cherokee Lane, and authorizing the City Manager to execute all necessary agreements to implement the project. The motion carried by the following vote: Ayes: Council Members — Beckman, Hansen, Howard, and Land Noes: Council Members — None Absent: Council Members — Mayor Hitchcock B-3 "Consideration of the eviction of Greyhound at the Lodi Station North Annex" was pulled from the agenda pursuant to staff's request. C. COMMENTS BY THE PUBLIC ON NON -AGENDA ITEMS None. D. ADJOURNMENT There being no further business to come before the City Council, the meeting was adjourned at 7:32 a.m. ATTEST: Susan J. Blackston City Clerk 4