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2017-05-09TOWN OF TRUCKEE TOWN COUNCIL REGULAR MEETING MINUTES May 9, 2017, 6:00 p.m. Town Hall - Administrative Center 10183 Truckee Airport Road, Truckee, CA CALL TO ORDER — Mayor Goodwin called the meeting to order at 6:00 p.m. 2. ROLL CALL: Council Members; Flora, Tirman, Abrams, Vice Mayor Wallace Dee, and Mayor Goodwin. Staff Present: Hilary Hobbs, Management Analyst; Todd Landry, Senior Civil Engineer; Nicholas Martin, Administrative Analyst II; Kelly Beede, Administrative Analyst ll; Scott Mathot, Assistant Engineer; Jeff Loux, Community Development Director; Denyelle Nishimori, Planning Manager; Rob Leftwich, Chief of Police; Andy Morris, Town Attorney; Tony Lashbrook, Town Manager; and Judy Price, Town Clerk. 3. PLEDGE OF ALLEGIANCE — Alex Crosby. 4. PUBLIC COMMENT I Pam Neff, Truckee Home Show organizer, invited all to participate in the Truckee Home Show, May 27th and May 28th. The Home Show will feature tiny homes. 5. PRESENTATIONS 5.1 Mayor Goodwin, proclaimed May as Building Safety Month. Jeff Loux, Community Development Director; accepted the proclamation on behalf of the entire Building Division. 6. CONSENT CALENDAR It was moved by Vice Mayor Wallace Dee, and seconded by Council Member Flora, to approve the Consent Calendar Items as follows: 6.1 Approve the Minutes of April 13, and April 19, 2017 workshops and April 25, 2017, closed session and regular meetings. 6.2 Adopt Resolution 2017-22 authorizing the Town Manager to submit an application for operational assistance through the Federal Transit Administration 5311 program to provide funding for the Town of Truckee transit operations. 6.3 Approve the attached consultant agreement, including the scope of work, schedule, and costs to prepare a Workforce Housing Ordinance Feasibility Analysis and authorize the Town Manager to execute the agreement with BAE Urban Economics, which includes a cost not to exceed $30,500. 1 Town of Truckee May 9, 2017 Town Council Regular Page 1 6.4 Adopt Resolution 2017-16 to do the following for the Brickelltown Maintenance District (Community Facilities District 2013-1): 1) Increase the base special tax by ' the Engineering News Record Construction Cost Index; 2) Set the special tax assessments for the 2017-2018 fiscal year for the Brickelltown Maintenance District; and 3) Direct future special tax assessments for Town of Truckee Community Facilities Districts (CFD) be combined into a single Annual CFD Report. 6.5 Adopt Resolution 2017-17 to adjust the special tax by the April 2017 Engineering News Record Construction Cost Index of 3.9% for Fiscal Year 2017-2018 and set the special tax assessments for the 2017-2018 fiscal year for the Community Facilities District No. 2015-1 (Joerger Ranch Trail Maintenance District). Council Member Tirman recused himself from item 6.5 based on a business relationship with Joerger Ranch. The Consent Calendar carried with the following vote: Ayes: Vice Mayor Wallace Dee, Council Member Flora, Council Member Abrams, Council Member Tirman and Mayor Goodwin. Noes: none. Absent: none. Abstained: none. The motion passed unanimously. 7. DISCUSSION ITEMS 7.1 STAFF REPORT — Special Events Policy Updates. I Recommended Action: Provide staff direction on proposed Special Events Policy Updates. Hilary Hobbs, Management Analyst and Nick Martin, Administrative Analyst II, presented from the staff report (presentation on file with the Town Clerk). Council Discussion: • Post event surveys would be used to: o Pass on to organizers. o Make changes to the permitting requirements or process as necessary. • In the permit fees — Is there any direction of definition for waiving fees? o What events qualify as Town events for the purpose of waiving fees? o There is an informal list of Town events including: • July 4t" • Homecoming parade • Little league parade • And others o Formalize the list and provide an opportunity to apply for Town support for an event that achieves Town goals. o Arts and Culture — The Art and Culture District will be responsible for creating or identifying new funding opportunities. o Staff will work with the Truckee Chamber. • Contract with the chamber included funding for a scholarship for events. ' o There is a possibility of refining criteria that would qualify for grants. Town of Truckee May 9, 2017 Town Council Regular Page 2 • Craft the language to allow July 4`h parade to close roads but not all other events ' on peak weekends. • Have a specific non-profit permit rate. • There are first amendment implications to subsidizing some events over others. • Staff will work to craft the policy to protect the Town and support events that meet the Town's event goals. Mayor Goodwin opened the item for public comment. Seeing none, Mayor Goodwin closed public comment. Council Discussion: Include cleanliness or cleanup requirements. Would the art shows that take place in Downtown Truckee that close Bridge street: o The Cultural District promotes Arts and Culture. We will receive credit on the application for what we are already doing. 2.2 prohibition — give staff latitude on the road closures o The cap would be less latitude. It sets expectations if you say we won't have these events without a public process. o If an event is going to close down public roadways there would need to be a public process. o If you are closing roads it should be in shoulder season, or there is a process to apply for an event that closes the roads during peak season. When does the peak summer season start and end? o Memorial Day to Labor Day is a Peak Season • Mid -June to Labor Day (Beginning of June is still soft). 7.2 STAFF REPORT — Contracts and Funding for Event Shuttles and Marketing Services. Recommended Action: 1) Authorize the Town Manager to enter into a contract with Metro transit Services to operate shuttles to the Truckee Thursdays' events and July 4th parade at the cost not to exceed $45,000; 2) Authorize the Town Manager to enter into an agreement with Truckee North Tahoe Transportation Management Association for Fiscal Year 2017-2018 marketing of Truckee TART and shuttle services no to exceed $33,000; and 3) Adopt Resolution 2017-20 requesting $10,000 in partner funding from the Truckee Tahoe Airport District. Kelly Beede, Administrative Analyst II, presented from the staff report (presentation on file with the Town Clerk). Council Discussion: • Concerned do not see signing a contract for $33,000 without approving the holiday shuttle o Direction from the Town to use the shuttle is approved by Council. • Three contractor buses and one of Town ' place of the additional $4,000. additional funding only if the holiday bus — The Town is adding the bus in Town of Truckee May 9, 2017 Town Council Regular Page 3 The Truckee Tourism Based Improvement District (TBID) did not have budget money set aside for this request. The board decided to fund the $5,000 in total. o The $5,000 was the amount remaining in the current fiscal year in the category that could be used for Transit services. o The TBID is created to promote stays in Truckee. The marketing is almost 20% of the cost of the shuttle. o The marketing plan is based on last year's cost to: • Develop all scheduling. • Create and distribute maps to include on the schedules. • Conduct service survey. • Rack cards — Provide the information on the funding partners. • Clings on the shuttles that identify the shuttle funding partners. • Printing and distribution of marketing material. • Creation of flyers. • Radio ads. • Articles in newspapers. • Creation of large standup boards for the bus schedule. o There is a lot of collateral necessary to promote a small targeted schedule of events. • Does is generate more bodies on the buses? • Staff believes it is the right amount of effort to get the word out and detail information on the schedules. o This does not include a downtown circulator. It would be an additional $10,000 to and the ridership is unclear. Many of the busses travel through the core form outer routes. o In the conversations with the funding partners — what is your interest in funding this this year and into the future. • This feels off to go around and ask for funding of this service. • We should do it on our own or have it a mutually beneficial partnership. o Schedules are based on last year — Tahoe Donner would add 12 days, and adjusting the timetable for the Donner Lake route. o There will be two separate buses going to the resorts this year. o There are air quality grant opportunities that this would align with. Town is applying for grant funds for the 267 route again this year. Mayor Goodwin opened the item for public comment. Jaime Wright, Executive Director, Management Authority (TMA), spoke in changer for regional transit. TNT/TMA years. Mayor Goodwin closed public comment. Council Discussion: Truckee North Tahoe (TNT)/Transportation support of this effort adding it is a momentum is happy to collaborate on funding for future Staff should continue looking for long term sustainable funding for the transit services. Town of Truckee May 9, 2017 Town Council Regular Page 4 The staff recommendation, amended to be limited the Truckee North Tahoe ' Transportation Management Association for Fiscal Year 2017-2018 marketing of Truckee TART and shuttle services excluding the Holiday Shuttle service ($95,000) unless approved by Council in the future, was moved by Vice Mayor Wallace Dee, seconded by Council Member Tirman, and adopted with the following vote: Ayes: Vice Mayor Wallace Dee, Council Member Tirman, Council Member Abrams, Council Member Flora, and Mayor Goodwin. Noes: none. Absent: none. Abstained: none. The motion passed unanimously. 7.3 PUBLIC HEARING - Parcel Charges for Town Special Service Areas and Permanent Road Divisions. Recommended Action: Conduct a public hearing on Truckee Special Service Areas (TSSA) and Permanent Road Divisions, approve the additional eligible use of TSSA 1 funds to include enhanced snow removal service, and adopt Resolution 2017-18 setting assessments for the 2017-2018 fiscal year. Todd Landry, Senior Civil Engineer, presented from the staff report (presentation on file with the Town Clerk). Council Discussion: • Enhanced snow removal costs will very dependent on the service level provided. A berm removal program would completely deplete the TSSA 1 funds. o The Tahoe Donner Homeowners Association has requested berm removal service. This may be excessively expensive but other measure could be taken to improve snow removal and reduce headways. Mayor Goodwin opened the Public Hearing asking for anyone wishing to speak in support or opposition to TSSA and Permanent Road Divisions, approve the additional eligible use of TSSA 1 funds to include enhanced snow removal service, and adopt Resolution 2017-18 setting assessments for the 2017-2018 fiscal year. Seeing none, Mayor Goodwin closed the public hearing. The staff recommendation was moved by Council Member Tirman, seconded by Vice Mayor Wallace Dee, and adopted with the following vote: Ayes: Council Member Tirman, Vice Mayor Wallace Dee, Council Member Flora, Council Member Abrams, and Mayor Goodwin. Noes: none. Absent: none. Abstained: none. The motion passed unanimously. Town of Truckee May 9, 2017 Town Council Regular Page 5 7.4 STAFF REPORT — Adoption of the Initial Study/Mitigated Negative Declaration for the Donner Pass Road Corridor Improvements — Phase I Project (Envision DPR). ' Recommended Action: Adopt Resolution 2017-21 adopting the Mitigated Negative Declaration for the Donner Pass Road Corridor Improvement — Phase I Project. Scott Mathot, Assistant Engineer, presented from the staff report (presentation on file with the Town Clerk) and introduced Jessica Mitchell, Assent Environmental, initial study and mitigated negative declaration document consultant. Council Discussion: • Staff agrees with the Caltrans recommendation and is incorporating it into the design. Mayor Goodwin opened the item for public comment. Suzy Tarnay requested Council incorporate low impact development practices in this project to infiltrate water in place. Response: Low impact development (LID) practices have been considered as part of this project. Most of the improvements are occurring inside an impervious surface area. Town is removing eight feet of this surface. Staff also considered snow removal operations for the road and sidewalks of the corridor. On street parking is restricting LID and sidewalk itself. The Town has miss matching curb and gutter that go to the wetland area drainage inlet that goes underground. Landscape areas are included where possible. We looked into LID's with the understanding that we have to get the water across a long distance. The effort will improve the site within the constraints. Mayor Goodwin closed public comment. ' The staff recommendation was moved by Vice Mayor Wallace Dee, seconded by Council Member Tirman, and adopted with the following vote: Ayes: Vice Mayor Wallace Dee, Council Member Tirman, Council Member Flora, Council Member Abrams, and Mayor Goodwin. Noes: none. Absent: none. Abstained: none. The motion passed unanimously. 7.5 STAFF REPORT — Envision DPR (Donner Pass Road) — Western Segment Utility Undergrounding Funding Partnership. Recommended Action: Authorize 1) Mayor Goodwin to execute the letter to the Truckee Donner Public Utility District outlining a cost sharing proposal to underground utilities on the western Envision DPR (Donner Pass Road) segment; and 2) Staff to formally notice AT&T and Suddenlink regarding the Envision DPR utility undergrounding project and their respective funding responsibilities required by the newly formed Underground Utility District and their tariff. Scott Mathot, Assistant Engineer, presented from the staff report (presentation on file with the Town Clerk). ' Town of Truckee May 9, 2017 Town Council Regular Page 6 Council Discussion: ' • The cost estimates include a joint trench wherever possible. • AT&T is governed by a tariff that includes a portion that requires including undergrounding. • Suddenlink does not have a tariff but we have the control to tell them where they operate in our right of way — based on the electrical undergrounding. • Cost sharing changes if the existing trench is used by the Truckee Donner Public Utility District (TDPUD). Mayor Goodwin opened the item for public comment. Seeing none, Mayor Goodwin closed public comment. Council Discussion: • There is still some trenching from the line on Donner Pass Road to the connection points for service. • If TDPUD undergrounds, AT&T and Suddenlink could hang on the poles that the TDPUD abandons. • If undergrounding was desired at a later date, lateral trenching would be through the pavement, landscaping and sidewalk. o Staff views this as a now or never option. The staff recommendation was moved by Council Member Tirman, seconded by Vice Mayor Wallace Dee, and adopted with the following vote: ' Ayes: Council Member Tirman, Vice Mayor Wallace Dee, Council Member Abrams, Council Member Flora, and Mayor Goodwin. Noes: none. Absent: none. Abstained: none. The motion passed unanimously. 8. COUNCIL REPORTS Council Member Tirman • Attended Truckee River Operating Agreement meeting, April 26th. • Attended Housing Workshop April 29th at the High School. • Attended Good Morning Truckee. • Attended the National Association of Ski Areas Conference. Vice Mayor Wallace Dee • Announced the Nevada County Transportation Commission (NCTC) meeting May 17th Council Member Abrams • Attended the Housing Council Kick off meeting. • Attended Good Morning Truckee. Town of Truckee May 9, 2017 Town Council Regular Page 7 Mayor Goodwin Attended the Nevada County Mayors Breakfast, hosted by West County I Churches, focused on homelessness issues. Attended the Housing Council meeting Attended the Climate march organized by a high school teacher. 9. CLOSED SESSION 9.1 CONTINUED PUBLIC EMPLOYMENT — Title Town M ana ger, Government Code Section 54957. Continuation was not necessary. 9.2 CONTINUED PUBLIC EMPLOYEE PERFORMANCE EVALUATION — Title Town Manager, Government Code Section 54957. Continuation was not necessary. 10. ADJOURNMENT — 8:23 p.m. To the Cannabis Workshop May 11, 2017, 6:00 p.m., Annual Budget Workshop May 15, 2017 at 2:00 p.m. and the regular meeting of the Truckee Town Council May 23, 2017, 6:00 p.m. at Town Hall, 10183 Truckee Airport Road, Truckee, CA. Approved: Morc Go win, Mayor Respectfully submitted by: ( ]�'a '-, I Judy rice, MMC, Town Clerk Town of Truckee May 9, 2017 Town Council Regular Page 8