HomeMy WebLinkAboutMinutes 2013-05-22 (2)MINUTES
CITY COUNCIL
CITY OF SOUTH SAN FRANCISCO
REGULAR MEETING
MUNICIPAL SERVICES BUILDING
COUNCIL CHAMBERS
33 ARROYO DRIVE
SOUTH SAN FRANCISCO, CA
WEDNESDAY, MAY 22, 2013
7:00 P.M.
CALL TO ORDER TIME: 7:03 p.m.
ROLL CALL PRESENT: Councilmembers Addiego, Garbarino and Gupta,
and Mayor Pro Tern Matsumoto.
ABSENT: Mayor Gonzalez.
PLEDGE OF ALLEGIANCE
Led by Mayor Pro Tern Matsumoto.
AGENDA REVIEW
None.
PUBLIC COMMENTS
None.
ITEMS FROM COUNCIL
• Announcements.
• Committee Reports.
Councilmembers reported on attendance at community meetings and events, including a meeting
of the San Francisco Bay Conservation and Development Commission, a Finance Subcommittee
meeting, an ABAG meeting, a meeting of the Community Coalition and a Housing Endowment
and Regional Trust meeting. Staff was congratulated for its excellent work on the Public Safety
Information Event that took place on May 15th. Announcements were made regarding
upcoming events, including the Memorial Day Celebration that would take place at 10:00 a.m.
on Memorial Day at the Eternal Flame Sculpture at Orange Memorial Park. A procession to the
Memorial Day Ceremony from the Main Fire Station that would begin at 9:30 a.m. was also
announced. Specific items for further action and /or consideration were set forth as follows:
Councilman Addiego requested a future agenda item reporting on the City's departmental
donation accounts and possible uses for such funding, including CIP and other Budget items.
Councilman Garbarino requested that the meeting be adjourned in honor of Hon. Nadia Holober,
Esq. who was the Vice Mayor of Millbrae.
Mayor Pro Tern Matsumoto requested that the presentation made by Director Hollis at the May
15th Public Safety event related to internet security and ID theft be presented at an upcoming
City Council Meeting. She further suggested a yearly joint meeting between Council and the
Planning Commission for the purpose of checking -in on plans and projects.
Councilman Addiego supported the yearly joint Council /Planning Commission meeting concept
and suggested that members of the Planning Commission and City Council be integrated around
the Dais as opposed to on opposite sides of the table.
Mayor Pro Tem Matsumoto expressed concern related to a perceived lack of focus on the part of
the Community Coalition and suggested a possible meeting time and venue change for the
purpose of increasing participation amongst core community members.
Resident Michael Harris addressed Councilmembers to acknowledge National Maritime Day.
He also raised concerns related to the export of Liquefied Natural Gas ( "LNG ").
2013 City Council Reorganization.
After discussion, Council determined to hold the 2013 City Council Reorganization that would
take place in December 2013 at the South San Francisco Conference Center. It was anticipated
that the event would be large as it would include the celebration and acknowledgement of the
retirement of certain key management and executive level positions in the City. Further, based
on the significance of the upcoming election, greater attention to the event might be expected.
In response to a question from Councilman Addiego, Mayor Pro Tern Matsumoto advised that
the Conference Center charges for use of the venue for the event. She noted that the costs for
this event are typically shared amongst elected individuals.
While Councilmembers agreed the Conference Center would be an appropriate venue for the
2013 Reorganization, a preference was expressed for moving the event back to the Social Hall at
the Municipal Services Center in future years.
CONSENT CALENDAR
1. Motion to approve the Minutes of the Meetings of April 17, 2013 and May 8, 2013.
2. Motion confirming payment registers for May 22, 2013.
3. Motion to waive reading and adopt Ordinance 1471 -2013 adopting the First Amended and
Restated Development Agreement for the redevelopment of a 22.6 acre site for the
Gateway Business Park Specific Plan Zone District.
4. Motion to accept the Fire Station 63 Upgrade Project (Project No. pf1035) as complete in
accordance with the plans and specifications.
REGULAR CITY COUNCIL MEETING MAY 22, 2013
MINUTES PAGE 2
5. Resolution No. 45 -2013 approving changes to the City Clerk Department, Economic and
Community Development Department and Public Works Department/Engineering Division
sections of the records retention schedule.
6. Resolution No. 46 -2013 approving a Loan Agreement in the Amount of $7,624.15 with the
Successor Agency to the Redevelopment Agency of the City of South San Francisco to
allow the Successor Agency to make a Non - Housing Recognized Obligation Payment for
expenses that exceeded what was shown on ROPS I and were incurred during ROPS lI.
Motion— Councilman Garbarino /Second— Councilman Gupta: to approve Consent Calendar
Items Nos. 1 -3 and 6. Approved by the following voice vote: AYES: Councilmembers Addiego,
Garbarino and Gupta and Mayor Pro Tern Matsumoto. NOES: None. ABSTAIN: None.
ABSENT: Mayor Gonzalez.
Item No. 4: Councilman Garbarino queried the significance of the change orders required for the
project. He further requested that Council be notified when glitches in City projects arise.
Assistant Director of Public Works and City Engineer McMinn advised Council that due to the
age of the building, leaks in the roofing were discovered after the Grand Opening of the
renovated station. Accordingly, it was not yet ready to be occupied. He acknowledged
Council's concern regarding project delay.
Motion— Councilman Garbarino /Second— Mayor Pro Tem Matsumoto: to approve Consent
Calendar Item No. 4. Approved by the following voice vote: AYES: Councilmembers Addiego,
Garbarino and Gupta and Mayor Pro Tern Matsumoto. NOES: None. ABSTAIN: None.
ABSENT: Mayor Gonzalez.
Item No. 5: In response to questions from Councilman Gupta, City Clerk Martinelli advised that
when modifications to the City's Records Retention Policy permitting electronic records were
made in 2011, the City's records backup and storage systems for both the Laserfiche system and
City databases were reviewed and approved against the California Secretary of State's Standards
for Electronic Records Retention. She further advised that based on recent bills in the California
State Legislature electronic records were being encouraged and might soon be mandated to
accommodate sustainability and public accessibility. She further advised that certain records
were required to be maintained in hard copy by government codes. These primarily include
legislative materials and certain plans.
Councilman Gupta further queried whether the City would be protected in the event records
could not be located.
City Clerk Martinelli advised that entities that maintain records retention policies are protected,
because there is a schedule pursuant to which records are to be destroyed. She further advised
the actual destruction of records is a process requiring submission of a memo detailing the
categories and types of records being destroyed and subject to the approval of the risk manager,
the City Manager, the City Attorney and the City Clerk.
Mayor Pro Tern Matsumoto questioned whether off site storage companies are utilized for the
City's records.
REGULAR CITY COUNCIL MEETING MAY 22, 2013
MINUTES PAGE 3
City Clerk Martinelli responded that the bulk of City records are maintained at the City's
Corporation yard pursuant to a records index. She further noted several other City facilities are
being used as overflow at this point, such that the capacity for hard copy records is severely
limited, making electronic storage of permanent records critical.
In response to a question from Councilman Addiego, City Clerk Martinelli advised that upon
approval of electronic storage for certain permanent records, conversion to electronic format
could begin. This process would yield increased physical storage capacity for records required
to be maintained in hard copy.
Motion— Councilman Garbarino /Second— Councilman Gupta: to approve Consent Calendar
Item No. 5. Approved by the following voice vote: AYES: Councilmembers Addiego,
Garbarino and Gupta and Mayor Pro Tern Matsumoto. NOES: None. ABSTAIN: None.
ABSENT: Mayor Gonzalez.
COMMUNITY FORUM
Councilman Addiego requested that staff contact commercial property owners responsible for
maintenance of certain fences near Grand Avenue and Mission Road and near Southbound 101.
ADJOURNMENT
Being no further business, Mayor Pro Tern Matsumoto adjourned the meeting at 8:24 p.m. in
honor of Hon. Nadia Holober, Esq.
Submitted: Approved:
Kris Joy M elli J Karyl Matsumoto
City (Xerk, City of S uth San Francisco Mayor Pro Tem, City of South San Francisco
REGULAR CITY COUNCIL MEETING MAY 22, 2013
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