body,date,page,text,path
CivilServiceBoard,2014-10-27,1,"OF
MINUTES OF THE REGULAR MEETING
OF THE
CIVIL SERVICE BOARD OF THE CITY OF ALAMEDA
MONDAY, October 27, 2014
1.
CALL TO ORDER
The meeting was called to order at 5:03 p.m. by Board President Peter Horikoshi.
2.
ROLL CALL:
PRESENT: President Peter Horikoshi, Vice President Dean Batchelor, Members Linda
McHugh, Marguerite Malloy, Zara Santos
STAFF PRESENT: Jill Kovacs, Acting Human Resources Director and Executive Secretary
to the Board
Stephanie Garrabrant-Sierra, Administrative Services Director
Beth Fritz, Administrative Assistant Il
Michael Roush, Attorney - Civil Service Board Legal Counsel
Chris Low, Senior Human Resources Analyst-AMP
Tiffany llacqua, Human Resources Analyst I
Monica Selles, Human Resources Analyst Il
Sharlene Shikhmuradova, Administrative Technician Il
Terry Flippo, ACEA Representative
3.
MINUTES:
A.
Approval of Minutes of the Regular meeting of July 2, 2014.
Member McHugh moved that the July 2, 2014 Minutes be approved. Motion was seconded by
Member Malloy which was passed by a 5-0 vote.
4.
CONSENT CALENDAR:
SUMMARY REPORT FOR EXAMINATION ELIGIBLE LISTS AND CLASSIFICATIONS FOR
OCTOBER 27, 2014.",CivilServiceBoard/2014-10-27.pdf
CivilServiceBoard,2014-10-27,2,"City of Alameda Page 2
Civil Service Board Minutes
Regular Meeting October 27, 2014
4-A-i.
ELIGIBLE LIST ESTABLISHED
DATE ESTABLISHED
EXAM NO.
Administrative Technician I
06/30/2014
2014-16
(Media and Communications Technician)
Apprentice Line Worker
06/02/2014
2014-09PR
Assistant General Manager -
09/02/2014
2014-23
Energy Resources Planning
City Engineer
06/26/2014
2014-07
Electrical Maintenance Technician
07/01/2014
2014-14
Fire Captain
07/03/2014
2014-11PR
Maintenance Worker I
07/28/2014
2014-20
Paralegal
07/27/2014
2014-22
Permit Technician I
09/04/2014
2014-28
Public Safety Communications Supervisor
08/12/2014
2014-30PR
Public Safety Dispatcher
06/25/2014
2014-10
Public Works Coordinator
06/19/2014
2014-17
Recreation Manager
07/10/2014
2014-18
Recreation Services Specialist
09/02/2014
2014-25
Senior Utility Accountant
09/02/2014
2014-32
System Dispatcher
07/02/2014
2014-15
Technology Services Coordinator
08/19/2014
2014-24
(CAD/RMS/MDT Specialist)
Police Officer
Brandon Hansen
07/08/2014
2012-33
Darryl DeRespini
07/08/2014
2013-05
Pierce Hanson
07/08/2014
2013-05
Patrick Helfrick
07/08/2014
2013-05
Tyler Horn
07/08/2014
2013-05
Brent McCord
07/08/2014
2013-05
Erik Rasmussen
07/08/2014
2013-05
Jeannette Cazares
09/11/2014
2013-20PT
Joseph Couch
09/11/2014
2013-20PT
4-A-ii.
ELIGIBLE LIST EXTENDED
DATE ESTABLISHED
EXAM NO.
Division Chief
02/04/2014
2013-39PR
Finance Supervisor
11/13/2013
2013-32
Fire Apparatus Operator
07/03/2013
2013-11PR
Intermediate Clerk
10/09/2013
2013-30
Planner I
03/06/2014
2014-02
Police Lieutenant
02/06/2014
2013-40PR
Police Sergeant
03/05/2013
2013-03PR
4-A-iii. ELIGIBLE LIST EXPIRED/
DATE ESTABLISHED
EXAM NO.
CANCELLED/EXHAUSTED
Assistant City Attorney
03/03/2014
2013-42
City Engineer
06/26/2014
2014-07
Code Compliance Officer
08/14/2013
2013-23
Combination Building Inspector
02/18/2014
2013-43
Economic Development Manager
02/03/2014
2013-36
Line Working Supervisor
03/06/2014
2014-03
Maintenance Worker II
10/01/2013
2013-27
Meter Service Technician
07/29/2014
2014-26PR
Recreation Manager
07/10/2014
2014-18PR
Senior Account Clerk
04/08/2014
2014-06
Substation and Meter Supervisor
03/03/2014
2014-04
Support Services Supervisor
01/27/2014
2013-33PR
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Civil Service Board Minutes
Regular Meeting October 27, 2014
4-A-iv. LIST OF SPECIFICATIONS
Existing Classification Specification Revision:
-
Senior Utility Accountant
-
System Operator
New Class Specifications:
-
Assistant Community Development Director
-
Crime Scene Specialist
-
Police Maintenance Technician (re-presented)
-
Police Technician (re-presented)
-
Public Works Project Manager I
-
Public Works Project Manager Il
-
Public Works Project Manager III
-
System Operator Trainee
Board Member Malloy made a motion to approve the Consent Calendar items with the
exception of the Senior Utility Accountant, Police Maintenance Technician and the Public
Works Project Managers I, II, and III specifications. Vice President Batchelor seconded the
motion. Motion was approved 5-0.
Member Santos asked if the Senior Utility Accountant was classified as non-exempt. Senior Human
Resources Analyst Low stated it is an exempt classification. Member Santos asked how many
classification levels there are between Senior Utility Accountant and non-exempt line classifications.
Senior Human Resources Analyst Low stated it is right above the non-exempt line classes. For the
Utility Accountant classification family, basically it goes through Senior Account Clerk, Utility
Accountant, and Senior Utility Accountant. We go from non-exempt at the Senior Utility Accountant
level.
Member Santos stated that she feels this job description should be revisited. She performs a lot of
this type of wage and hour work and this seems that it would be red flagged for an audit. Acting
Human Resources Director Kovacs stated an FLSA duties test could be done. What we would be
looking for is: are they making independent judgments, are they recommending/formulating
recommendations that are going to be substantive in so far as business operations are concerned,
which is the foundation of the exemption under the FLSA.
Member Santos stated that it looks like they need graduation from an accredited college with a
degree in accounting, but when she reads the description she is not so sure that she is seeing the
discretion in independent judgment as related to certain policies and procedures. Acting Human
Resources Director Kovacs stated if you look at the definition "" perform responsible utility accounting
and related work involving financial planning, revisions to general accounting procedures, revisions to
procedures and functions, and review of detailed accounting procedures and recommendations for
the improvement thereof..
So they are involved in making recommendations and review of
processes and procedures.
Member Santos stated that she is not saying that this is not an exempt classification, but in reading it
she would like it revisited. If it is circumscribed by certain procedures, etc., for instance by the
General Accounting Principles, she is saying that it should be revisited. Acting Human Resources
Director Kovacs asked if Member Santos would like HR to do an FLSA duties test on this
classification. Member Santos stated that if staff is confident about the FLSA duties then she feels it
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Civil Service Board Minutes
Regular Meeting October 27, 2014
is fine. The job description can be a little stronger. When she looks at it she does not feel that it is
clearly exempt.
Member Santos stated that under California it is a quantitative test. There is no percentage in the
wage orders. The test is primarily engaged in over 50% and we do not have percentages. This may
be okay but when she looks at something right above the non-exempt line she feels it is worth a
revisit. Acting Human Resources Director Kovacs stated that as a Charter City, Alameda is exempt
from almost all of the provisions of the State Wage Orders, with the exception of minimum wage.
Member Santos stated that she feels that the job description is not that strong in qualifying for
administrative or professional exemption and that it could be better. Member Malloy asked Senior
Human Resources Analyst Low if the Board could see the job description which is below the Senior
Utility Accountant. This may help the Board to have a better sense of the description. The
description covers the bare bones of the job. Senior Human Resources Analyst Low stated that the
Board could find the job description on the City's website. He invited the Board to look at the redlined
version of the description in the packet, which indicates this job description was last approved in
1988. The Utility Accountant is going to have similar vintage text. It is not worded as strongly as the
Board would prefer as far as the level of description.
Member Santos stated that you could flush out more of the analysis to highlight the independent
judgment piece. Administrative Services Director Garrabrant-Sierra asked if Member Santos was
actually pointing out a violation of the FLSA duties. Member Santos stated no, this is the kind of job
description that would typically get red flagged as something to look into under the FLSA. Maybe
there is less risk as a Charter City. Acting Human Resources Director Kovacs stated that this
classification could be on the cusp of qualifying for exception. The majority of duties happen to be of
the exempt nature and perhaps that can be better reflected in the job specification.
Member Santos stated that when she looks at ""coordinate"" it is a more non-exempt status, when you
look at an audit you are following a certain set of procedures so there is not so much discretion in
independent judgment, preparation of general ledger is more on the non-exempt side. Without
knowing what the job is, she would like to see more of the exempt duties if staff feels this is truly
exempt.
Administrative Services Director Garrabrant-Sierra stated maybe we need a legal opinion on this
description. Michael Roush, Attorney-Civil Service Board Legal Counsel, stated he thinks that in
order to do that, perhaps understanding the percentage of time that this particular job is intended to
do these things would help understand if it is exempt or non-exempt. If preparation is done 5% of the
time and 50% of the time is spent doing typically more exempt functions, then we would be more
comfortable with this description. Without having gone through that process we can take a look at it.
Unless there is a timing issue, we can bring the information back to the Board. Or, at least come
back with better definitions to make it more clear on whether it is an exempt or non-exempt position.
Acting Human Resources Director Kovacs stated that if the Board directs, staff can review the duties
to make sure they meet the standards of exemption.
President Horikoshi requested that staff take a look at this item and bring it back to the Board for
review again.
Vice President Bachelor asked regarding the Police Maintenance Technician, if there was just one
position for this job description. Acting Human Resources Director Kovacs stated that right now there
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Civil Service Board Minutes
Regular Meeting October 27, 2014
is only one position assigned to this classification. Vice President Batchelor stated that when he
looks at the duties, etc., it is a pretty broad description.
Acting Human Resources Director Kovacs introduced Captain Leibnitz to the Board to answer
questions regarding the Police Maintenance Technician. Captain Leibnitz stated that the
job
description for the position is fairly broad and has evolved over the years to include understanding
and troubleshooting Police equipment, air conditioning systems, and anything to do with the Police
Department building, along with other various duties such as purchasing chairs and toilet paper, and
troubleshooting other areas. It is expected that this person would have an understanding of basic
computers, police computers, and logistics. Duties cover a wide spectrum and it is beneficial if the
person has experience with, and understanding of, basic computers and building maintenance.
Vice President Batchelor asked that when this position goes out for recruitment, what are the aspects
of the position that Police will be looking at; how will the Department determine what the best
candidates will look like; what is the most important piece that the Department will be looking for.
Captain Leibnitz stated it is based on something that can be learned, but also a personality trait.
Someone that is not afraid to reach out to others for help, someone who has good basic common
sense, and someone that knows the ins and outs of basic building maintenance. The Department is
looking for someone well-rounded and can get the job done. Acting Human Resources Director
Kovacs stated that staff is looking for the custodian facilities maintenance experience as well as
substantial electronics installation experience. So if they have done one form or another of any sort
of related electronics installation, in theory, they would be able to pick up the specialized electronic
knowledge that is needed at the Police Department. Additionally, the maintenance experience
desired would include working with complex instructions and rules. It could be difficult to find
someone who has actually worked in a Police Department in this line of work, but we would be
looking to find someone who has potential and has demonstrated the experience and aptitude to pick
up the pieces of work where needed. Captain Leibnitz also stated that the person would have to be
able to prioritize and be very well organized. The person in this position will be pulled in many
directions and would need to be able to prioritize and organize.
President Horikoshi asked if this is acceptable as written. Vice President Batchelor stated yes it is
acceptable.
Vice President Batchelor made a motion to approve the Police Maintenance Technician
specifications as written with the redlines. Board Member Santos seconded the motion.
Motion was approved 5-0.
Discussion was held on the specifications for Public Works Project Managers I, II, and III.
Board Member Santos stated that it looks like the Public Works Project Manager I does not supervise
and the Public Works Project Manager Il and III do supervise. Is that correct? Are there any other
differences? Is it a progression? Acting Human Resources Director Kovacs stated that it is a
progression. The difference between the classifications is the level of the project. There are certain
structural things that have to happen no matter what the size of the Public Works project, and the
different levels are for the different project magnitudes. The Public Works Manager I would be doing
entry level and more simple/routine projects; the Public Works Project Manager Il would be doing
more moderate and standard projects; and the Public Works Project Manager III would be doing more
complicated or complex projects. One way to identify these levels is by the dollar amount of the
projects. In the specifications the amount is not included as they may become obsolete in a short
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Civil Service Board Minutes
Regular Meeting October 27, 2014
time, so they are described in terms of project scope.
Board Member Santos asked in terms of the exempt, non-exempt line where would that be? Acting
Human Resources Director Kovacs stated they are all exempt.
Board Member Malloy asked if transfer or promotion within the job is available. Acting Human
Resources Director Kovacs stated the City does not have flexible staffing, but that is a future
possibility.
Board Member McHugh stated that one function that is missing from all of the specifications is risk
management; the identification, mitigation and having contingency plans for risks to the project. Is
that done by someone other than the Project Managers? Or, is it implied by something that is in one
or more of these position descriptions? Administrative Services Director Garrabrant-Sierra agreed
that it is implied in the description because it is project risk where you have to do a cost benefit
analysis of procedures and identify where there are problems.
Member Malloy asked if the Public Works Department uses project management software.
Administrative Services Director Garrabrant-Sierra stated it will. Member McHugh stated risk
management is not built into any software program. The ability to capture risk management is, but it is
not going to do the analysis.
Administrative Services Director Garrabrant-Sierra stated that she has seen project management
done in many other cities and there are varying ways to calculate and assess risk. Risk can be read
into this but it is certainly possible to add it as well. Staff assumed that was read into this.
Acting Human Resources Director Kovacs stated that the key thing to remember in the job
specifications is that the intent is to not list every single duty on a specification, but to list examples of
duties. We try to represent the major focus and try to write the specification so that we can identify
the performance factors that are going to be needed to be measured in order to test, recruit, and
make an appointment to the job. Staff is not trying to represent every facet of work that may be
performed.
Administrative Services Director Garrabrant-Sierra stated that what is unique in project management
in the public works field is the fact that the City put out bids for projects that will have all the
specifications written out. The Project Manager's responsibility is to ensure that
professionals/contractors are following the specs and doing things on time, on budget, etc., that they
are on task.
Member McHugh stated that is a good example. So the risk awareness that the Project Manager
would need to have is one of the vendors is going to be late on delivering some component that is
required and it will impact someone else down the line. They will have to find a way around it or find
a way to minimize the impact and analyze what it is going to cost and how to move ahead. That is all
risk management. Administrative Services Director Garrabrant-Sierra stated that we consider that
project management. Acting Human Resources Director Kovacs state that Member McHugh may be
talking about including development, procurement, successful implementation and quality control
of each project from inception to completion.""
President Horikoshi asked Member McHugh if that was a substantial enough explanation. Board
Member McHugh stated she was not satisfied, but if that is the level that the City is at on project
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Civil Service Board Minutes
Regular Meeting October 27, 2014
management, maybe it is a maturity thing too. She thinks these are the first project management job
specifications that have been defined.
Acting Human Resources Director Kovacs introduced Public Works Director Bob Haun to answer
questions regarding the Project Manager specifications. Member McHugh stated that a key
component for Project Managers, going by best practices and industry standards, because risk
management is a big part of the job, it is not just scheduling and budget, etc., and the question is
where is that? Is it done by someone else other than the Project Managers? Is it the Project Manager
III who does it? It does not come through in the job description. It has been said that this is not such
a big problem with Public Works because the projects have more predefined requirements.
Administrative Services Director Garrabrant-Sierra stated that these were more of the project
management duties. Public Works Director Haun stated that is more of a management duty because
the City goes through a much more rigorous CIP selection process before the projects even end up
with Project Managers. As part of the CIP assessment process, we go through a risk management
component; how risky is the project, what are the environmental effects, safety risks of the project,
etc. By the time the project comes to a Project Manager, those items would have been identified and
dealt with.
Member McHugh stated that things also come up during projects too. The larger and longer and
more complex the project, the more likely there will be things that do not go as planned. That is part
of the Project Managers' duties, to identify those emerging issues and develop contingency plans.
That is part of Project Management 101. Public Works Director Haun agreed and stated that maybe
it was not articulated very well, but it will fall mostly on the Project Manager III. The Project Manager I
and II will have relatively small projects that do not encompass much risk. The Project Manager III will
have direct authority over the Project Manager I and II.
Member McHugh stated it says that the Project Manager I will have simpler routine projects, Project
Manager Il would have mid-scale, and Project Manager III will have large scale projects. Member
McHugh asked Public Works Director Haun to give an example of mid-scale versus large scale
projects. Public Works Director Haun stated that a mid-scale project would be more classic public
works projects, large-scale would be a building project. For instance a Project Manager III would be
in charge of constructing a new public works facility. The City is currently working on constructing a
new fire station, which would be handled by a Project Manager III. A Project Manager II would handle
more public works related projects including roads, sewers, sewer design and construction. A Project
Manager I would handle very small projects such as projects just beginning/starting out.
Acting Human Resources Director Kovacs stated that on Duty #2, it states ""developing policies and
procedures for establishing costs, schedule controls and coordinating activities"", which deals with
controlling the schedule and work. Member McHugh stated that is an administrative duty. Acting
Human Resources Director Kovacs referred to Duty #3, ""negotiates and administers conflicts;
supervises and coordinates the work of consultants and contractors; resolves conflicts in a timely
manner satisfying project needs.""
Member Santos stated that on Duty #9 it talks about variances and critical paths, and asked does
Member McHugh feel that needs to be flushed out? Member McHugh stated that she is a PMP and
she is on the Board of Directors for the Project Management Institute, and Project Managers do not
do
the
risk
management.
If
it
is
not
called
out
in
the
position
description,
you
are
not
going
to
have
it.
It is a critical component of getting the result that you want and not having budget overruns, etc.
Keeping track of the schedule and budget helps but that is really administrative. This requires some
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CivilServiceBoard,2014-10-27,8,"limit a major life activity and cannot perform the essential duties of the position for which
he/she has applied, with or without accommodation.""
And
""Change Article VII, Section I to add: The Executive Secretary to the Board shall have the
authority and discretion to revise and maintain lists of the classifications considered entry
level and those requiring professional certification or advanced degree, however when any
change is made to the list, those changes shall be reported to the Board at the next regularly
scheduled meeting.'
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Civil Service Board Minutes
Regular Meeting October 27, 2014
And to remove the current list of classifications which enumerate entry level and those
requiring professional certification or advanced degree."" ""
Board Member Santos seconded the motion. Motion was approved 5-0.
5-B. EUPA Correspondence: Staff Response to Correspondence from the Electric
Utility Professionals of Alameda (EUPA) and Certain Individual Members
Regarding Bumping Rights in the Case of a Layoff.
Administrative Services Director Garrabrant-Sierra provided a report to the Board regarding letters
received by the Board and Human Resources regarding certain individual members in the new union,
(EUPA), regarding their bumping rights in the case of a layoff. Administrative Services Director
Garrabrant-Sierra stated that the City has received previous letters on this subject, but we do not like
to give an opinion/s on hypothetical subjects because every circumstance is different. There are no
Civil Service Rules that govern Bumping Rights. Those rules are actually covered by the individual
MOU's. Staff is advising to not make a determination on something that is covered in the MOU's and
that is a hypothetical.
Board Member McHugh made a motion to accept the report as written. Board Member Santos
seconded the motion. Motion was approved 5-0.
5-C. City of Alameda's Organizational Chart for FY 2013-2014 and FY 2014-2015
Acting Human Resources Director Kovacs provided the Organizational Charts for FY 2013-2014 and
FY 2014-2015 which were requested by the Board.
Acting Human Resources Director Kovacs stated that the Organizational Chart is subject to change
as approved by Council.
Acting Human Resources Director Kovacs stated that if the Board has questions on the
Organizational Charts, Salary Schedules, Council agenda reports/packets, etc., all of the information
is available on the City's website. The Board is always welcome to ask questions of staff, but wanted
to let the Board know that the information is also readily available on the City's website.
President Horikoshi asked the Board if they thought it would be helpful if when job descriptions are
being brought to the Board if it would be helpful if the Organizational Chart for that particular area be
included in the packet. Acting Human Resources Director Kovacs stated that the Organizational
Chart is really a reflection of Position Control and Authorized Positions within the City. Establishing
Authorized Positions is a function of City Council. President Horikoshi stated that the Board does not
want to change that function, but this would help the Board understand certain classifications. Acting
Human Resources Director Kovacs stated that if the Board looks at the Salary Schedules they will
have a better understanding on the order of things. Salary Schedules are organized by family or
group: management salaries would be on the Management and Confidential Employees Association
(MCEA) schedule, and general classes are on the Alameda City Employee Association (ACEA)
schedule. You can also see if a particular position is exempt because the salary will be listed
annually and if it is non-exempt, an hourly salary will be listed. Salaries are in descending order.
Acting Human Resources Director Kovacs suggested that the Board might find looking at the Salary
Schedules helpful.
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Civil Service Board Minutes
Regular Meeting October 27, 2014
Member McHugh clarified that the Salary Schedule can also be looked at as a classification chart.
Acting Human Resources Director Kovacs stated that while there is not one comprehensive Salary
Schedule, there is a Salary Schedule for each bargaining unit, which could be useful.
Michael Roush, Attorney-Civil Service Board Legal Counsel, asked as an example, where the Police
Maintenance Technician would fall on the Police Department Organizational Chart. If you added new
job classifications, and the Organizational Chart showed where that position would be placed on the
chart, it would be helpful.
Member Malloy asked how soon before the approved job description would be put online. Acting
Human Resources Director Kovacs stated that it generally takes approximately 1-2 weeks. Staff tries
to be timely but sometimes it takes longer due to the lack of staffing resources.
President Horikoshi suggested that when staff is including job descriptions in the meeting packets,
that they determine whether or not to include the Salary Schedule or Organizational Chart that might
be helpful to the Board.
5-D. Activity Report - Period of June 1, 2014 through August 31, 2014.
FULL-TIME HIRES
DATE
DEPARTMENT
JOB CLASSIFICATION
06/06/14
Finance
Intermediate Clerk
07/07/14
Public Works
Public Works Coordinator
07/14/14
Police
Police Officer
07/21/14
Alameda Municipal Power
Alameda Municipal Power - General Manager
08/11/14
Alameda Municipal Power
Electrical Maintenance Technician
08/18/14
Public Works
Maintenance Worker I
08/25/14
Police
Police Officers (2)
PROMOTIONS
DATE
DEPARTMENT
JOB CLASSIFICATION
06/01/14
Human Resources
Human Resources Manager
06/26/14
Alameda Municipal Power
Apprentice Line Worker
07/13/14
Recreation/Parks
Recreation Manager
08/10/14
Alameda Municipal Power
Meter Service Technician
08/11/14
Alameda Municipal Power
System Dispatcher
08/17/14
Police
Police Sergeant
08/17/14
Police
Police Lieutenant
08/17/14
Police
Police Captain
RETIREMENTS
DATE
DEPARTMENT
JOB CLASSIFICATION
06/25/14
Fire
Fire Captain
07/11/14
Fire
Firefighter
08/19/14
Public Works
Fleet Mechanic
08/24/14
Fire
Fire Apparatus Operator
08/28/14
Police
Police Captain
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Civil Service Board Minutes
Regular Meeting October 27, 2014
SEPARATIONS
DATE
DEPARTMENT
JOB CLASSIFICATION
06/25/14
Community Development
Plan Check Engineer
06/30/14
Community Development
Community Development Program Manager
06/30/14
Community Development
Development Manager
06/30/14
Community Development
Office Assistant
08/22/14
Finance
Finance Director
Member Santos asked if exit interviews are conducted. Acting Human Resources Director Kovacs
stated yes, whenever possible. Those who were resigning from the City of Alameda were leaving for
better retirements and much better salaries.
6.
ORAL COMMUNICATIONS, NON-AGENDA (PUBLIC COMMENT)
(Any person may address the Civil Service Board in regard to any matter over which the Civil
Service Board has jurisdiction or of which it may take cognizance that is not on the agenda)
None
7.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM BOARD)
None
8.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM STAFF)
Acting Human Resources Director Kovacs informed the Board that all Members are up-to-date on
their Sunshine Training forms.
9.
CONFIRMATION OF NEXT CIVIL SERVICE BOARD MEETING
Wednesday, January 7, 2015
10.
ADJOURNMENT
Meeting was adjourned at 6:05 p.m.
Respectfully submitted,
Sifthe
Jill Kovacs
Acting Human Resources Director and
Executive Secretary to the Civil Service Board
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PensionBoard,2014-10-27,1,"OF
TERKA
MINUTES OF THE REGULAR MEETING
OF THE
PENSION BOARD OF THE CITY OF ALAMEDA
HELD 4:30 P.M., OCTOBER 27, 2014
ALAMEDA CITY HALL
2263 SANTA CLARA AVENUE, ALAMEDA
CONFERENCE ROOM 391
1.
The meeting was called to order by Chair Marie Gilmore at 4:30 p.m.
2.
ROLL CALL:
Present: Trustees: William Soderlund, and Elizabeth Wamerdam (designated
Secretary by City Manager for October 27, 2014 meeting)
Absent: Robert Follrath, Nancy Elzig,
Staff: Juelle-Ann Boyer, Interim Finance Director, Lelia Faapouli, Administrative
Technician, Human Resources.
3.
MINUTES:
The minutes of the Regular Meeting of July 28, 2014 were presented but
designated Secretary Elizabeth Warmerdam abstained from voting since she
was not in attendance at that meeting and there was not a quorum to vote. The
July 28, 2014 minutes will be held for approval at the next meeting.
4.
AGENDA ITEMS:
4-A. Pension Payroll and Financial Reports - Quarter Ending September 30,
2014 and City of Alameda Police & Fire Pension Funds Financial Reports for the
Period Ending September 30, 2014 were presented by Juelle-Ann Boyer, Interim
Finance Director. Member Soderlund inquired why the third quarter total went up
on Pension Payroll and Financial Report, Juelle-Ann Boyer will research. The
reports were moved for approval by Member Soderlund and seconded by
designated Secretary Warmerdam. Passed 3-0",PensionBoard/2014-10-27.pdf
PensionBoard,2014-10-27,2,"City of Alameda
Minutes of the Regular Meeting of the
Pension Board - Monday, October 27, 2014
Page 2
5.
ORAL COMMUNICATIONS, NON-AGENDA (PUBLIC COMMENT)
There were no oral communications.
6.
PENSION BOARD COMMUNICATIONS (COMMUNICATIONS FROM BOARD)
There were no Pension Board communications.
7.
ADJOURNMENT:
There being no further business to come before the board, the meeting was
adjourned at 4:45 p.m.
Respectfully submitted,
are
Elizabeth Warmerdam
Assistant City Manager
and Secretary to the Pension Board",PensionBoard/2014-10-27.pdf
PlanningBoard,2014-10-27,1,"APPROVED MEETING MINUTES
REGULAR MEETING OF THE
CITY OF ALAMEDA PLANNING BOARD
MONDAY, OCTOBER 27, 2014
1. CONVENE:
7:02 PM
2. FLAG SALUTE:
Vice President Henneberry led the flag salute.
3. ROLL CALL:
President Burton, Vice President Henneberry, Board Members
Alvarez-Morroni, Knox White, and Zuppan
Absent: Board Members Köster and Tang.
4. AGENDA CHANGES AND DISCUSSION:
No Changes
5. ORAL COMMUNICATIONS:
Mr. Ron Cassidy spoke about the Del Monte project and complained about the design of
the building and the lack of parking spaces.
Mr. Doug DeHaan mentioned Resolution 12567, which states that an individual has the
opportunity to speak in front of this Board. He suggested giving 15 minutes for speakers to
make their argument.
6. CONSENT CALENDAR:
Item 6-A. Design Review PLN12-0230- Applicant: Irman Turanovic. Revised signage and
landscaping plans for adding a smog station to an existing automotive repair establishment
at 1928 High Street. Exterior building modifications consist of removing one window facing
Fernside Blvd. and replacing it with a roll-up garage door. This project is categorically
exempt from the California Environmental Quality Act pursuant to CEQA Guidelines
Section 15301 - Existing Facilities.
The item was pulled from the Consent Calendar for public comment.
Mr. Terry Walker lives on Bayo Vista near High Street. He asked for the plan to not be
""rubber stamped,"" because the corner is the ""grand entrance"" for Alameda.
Ms. Pamela Knight lives on Fernside Blvd, and she wanted a more efficient plant watering
system. She thinks that the current plan will cause the intersection to be more busy and
dangerous.
Mr. Albert Bosschler is the owner of European Auto Repair at 1928 High Street. He wants
to update the premises and for the smog revenue to stay in Alameda. The building has not
Approved Meeting Minutes
Page 1 of 5
October 27, 2014",PlanningBoard/2014-10-27.pdf
PlanningBoard,2014-10-27,2,"been updated for 30 years, and he wants to do it before the 50-year anniversary of the
business.
Mr. Irman Turanovic, the applicant, has worked with Albert for two years. He thinks that
being closed on the weekends and holidays is a roadblock to financial success because
that is the easiest time for customers to get their smog service.
Planning Board closed public comment.
Mr. Allen Tai, Planning Services Manager, noted that the corner-landscaping planter is
irrigated. Neighbors are focused on irrigating the new added landscaped troughs.
The Board discussed with staff landscape irrigation, driveway visibility, and managing the
parking on the site so that cars are not left on neighborhood streets.
President Burton summarized four conditions of approval to include: 1) The addition of drip
irrigation for the galvanized planters; 2) Removal of the requirement for painted arrows in
the parking area; 3) removing the planter and the trellis to avoid the visibility issue on the
adjacent driveway; and 4) no parking of customer vehicles on the street.
Board Member Alvarez-Morroni motioned to approve the Design Review with four
conditions. Vice President Henneberry seconded. Motion carries 5-0.
7. REGULAR AGENDA ITEMS:
Item 7-A. Design Review Application for a 9,252 Square Foot Fire Station #3 Building,
located on a 25,085 Square Foot site at 1625 Buena Vista Avenue.
Mr. Andrew Thomas, City Planner, made a presentation, and invited Mr. Christopher Ford,
architect, to continue the presentation.
President Burton wanted to know about potential for solar on the building. Mr. Ford replied
that the roof could be used for solar, way above the tree line, and can be used to give as
much space as possible. Mr. Barry Reska, assistant General Manager at Alameda
Municipal Power reported that they were in the process of making the community solar
program. He wants to evaluate the specific site.
Planning Board opened public comment.
Ms. Irma Maria-Nolan, neighbor, lives across the street, and thinks the project is a great
improvement, but she is concerned that she didn't see how building looks on Grand St.
Mr. Jay Ingram, neighbor, asked if the police station is an EOC, how many EOCs does
Alameda have and need.
Mr. Thomas replied that this will be the new EOC, and the current one will be shut down
Approved Meeting Minutes
Page 2 of 5
October 27, 2014",PlanningBoard/2014-10-27.pdf
PlanningBoard,2014-10-27,3,"and used for police.
Planning Board closed public comment.
Vice President Henneberry remarked that the forums were pleasantly non-controversial.
He would move the project forward. Board Member Knox White agreed and would like
more clarification about planting strip right in front of the station.
Mr. Bob Haun, Public Works Director, replied that existing disabled parking spaces are
within the gate and therefore not open to the public. People will use the facility during
emergencies, so it would be nice to have accessible space on the street.
Board Member Knox White asked if there was a reason why the parking could not be
moved closer. Mr. Ford replied that there is a gradient problem with the street.
President Burton expressed his reservations about current design. There is an odd
disjunction with two story section and the one story section. He suggested design solutions
such as making some small sections taller, and replacing three small windows with two
larger ones. Vice President Henneberry agreed having staff, architects and the Fire
Department address these minor changes.
Board Member Zuppan asked if the cost of making these changes is a concern to the city.
President Burton replied that there probably will not be a large cost implication. Mr.
Thomas and Mr. Haun agreed.
Mr. Thomas summarized the conditions of approval regarding the change to the
architectural design and the landscaping.
Board Member Zuppan moved for approval with two conditions. Vice President
Henneberry seconded the motion. The motion carried, 5-0.
Item 7-B. Public hearing to consider approval of a Transportation Demand Management
Plan and provide direction on the adjacent Street Sections and Plans for the adaptive
reuse and redevelopment of the Del Monte Warehouse located at 1501 Buena Vista
Avenue and two vacant areas between the building and Sherman Street.
Mr. Thomas gave a presentation.
Planning Board opened public comment.
Mr. Ron Cassidy, neighbor, stated there is a petition from 200 residents that there is a
parking problem.
Mr. Jonathan Platt, neighbor, stated that he likes the concept of the plan, but was worried
about traffic and parking. He thought that there isn't enough parking in the street, and felt
that the City is more focused on new residents than existing ones.
Approved Meeting Minutes
Page 3 of 5
October 27, 2014",PlanningBoard/2014-10-27.pdf
PlanningBoard,2014-10-27,4,"Mr. Stewart Rickard, neighbor, stated that it was the biggest building project in Alameda.
Getting the parking ratio wrong will amplify traffic problems. Unbundling parking is only
effective as a deterrent if it is costly. If it is costly, it will cause residents to take up street
parking. He believed that the current project has a very low amount of parking for the
amount of people with cars.
Ms. Patricia Young, from the Alameda Home Team, was in favor of the transportation plan.
She stated that Alamedans are now using different transportation methods such as Uber
and Lyft, and six car share programs.
Ms. Alison Green, neighbor, wanted the neighborhood to have a successful input for the
Del Monte project, especially issues that relate to parking input.
Ms. Deborah Arbuckle, neighbor, also agreed with previous speakers that there is not
enough parking. She feared that parking will be taken up first in the park.
Mr. Lester Cabral owns property on Pacific Avenue; he stated his support for the project.
Ms. Helen Saus expressed support for the project. She was delighted that a developer is
going to preserve that building, which is not earthquake safe.
Mr. Doug DeHaan wanted more clarification on the staff report. He noted that the parking
ratio referenced for the project is the ratio used for BART parking. He worries that the truck
route will not be safe where it is and wanted the project to consider Alameda as a whole.
Mr. DeHaan also suggested certain board members recuse themselves to avoid any
Brown Act violations.
Ms. Farimah Faiz, City Attorney, stated that there was no Brown Act violation, as
suggested by Mr. DeHaan. The Board member that has transportation planning expertise
does not have to recuse himself unless there is a financial gain.
Mr. Jay Ingram feared that water taxis are not feasible. He asked why the city has to
exceed regional housing requirements at Del Monte.
Planning Board closed public comment.
Board Member Alvarez-Morroni said she appreciates feedback from the community. She
had an issue with unbundled parking.
Mr. Thomas replied that the amount of traffic does not change no matter how project is
designed. Building the Clement Avenue extension will move some of the traffic from Buena
Vista to Clement.
Board Member Zuppan asked if there is a backup plan in the event there are parking
impacts.
Approved Meeting Minutes
Page 4 of 5
October 27, 2014",PlanningBoard/2014-10-27.pdf
PlanningBoard,2014-10-27,5,"Board Member Zuppan noted that only $350 per unit per year pays for transit, which
includes two passes per unit for AC Transit and shuttle to BART.
Mr. Thomas described various strategies to address parking with future development.
Board Member Knox White motioned to extend the meeting past 11:00 p.m. if necessary.
He also motioned to approve street sections and postpone the TDM discussion until
November 10th. Vice President Henneberry seconded motion. Motion carries 5-0.
8. MINUTES:
Draft minutes of August 25, 2014.
Board Member Knox White motioned to approve meeting minutes. Board Member Zuppan
seconded the motion. Motion carries 5-0.
9. STAFF COMMUNICATIONS: None
10. WRITTEN COMMUNICATIONS: None
11. BOARD COMMUNICATIONS:
Board Member Zuppan asked Mr. Thomas to look at crosswalk from Del Monte to
Littlejohn Park that was mentioned in one of the public speaker's comments.
12. ORAL COMMUNICATIONS: None
13. ADJOURNMENT: President Burton adjourned the meeting at 10:50 p.m.
Approved Meeting Minutes
Page 5 of 5
October 27, 2014",PlanningBoard/2014-10-27.pdf