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HomeMy WebLinkAboutMinutes 1984-01-21Mayor Mark N. Addiego Vice Mayor Richard A. Haffey Council: Emanuele N. Damonte Gus Nicolopulos Roberta Cerri Teglia MINUTES City Council City Council Conference Room January 21, 1984 185 NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the State of California, that the City Council of the City of South San Francisco will hold a Special Meeting on Saturday, the 21st day of January, 1984, at 9:00 a.m.,.in the City Council Conference Room, City Hall, 400 Grand Avenue, South San Francisco, California. Purpose of the meeting: 1. Review of Departmental Goals. 9:00 a.m. - City Council 10:00 a.m. - City Manager 11:00 a.m. - Library City of South San Francisco Dated: January 17, 1984 AGENDA SPECIAL MEETING CALL TO ORDER I~OLL CALL 1. Review of Departmental Goals. 9:00 a.m. - City Council: ACTION TAKEN SPECIAL MEETING 9:14 a.m. Mayor Addiego presiding. Council present: Council absent: Nicolopulos, Teglia, Haffey, and Addiego. Damonte. Mayor Addiego stated that the Council subcommittee would give a report on the Council's goals and objectives. Vice Mayor Haffey stated that he and Councilwoman Teglia had been appointed to be the subcommittee by the Mayor and had put together a draft on goals and objec- tives for the Council. He stated that the roman numerals were goals and the let- ters were objectives: I. Balanced Budget for 1984-85; A. Reorganized Departmental Structure by July 1, 1984 (because it is of a personnel nature dealing with personalities it would be 1/21/84 Page 1 AGENDA ACTION TAKEN 18G 1. Review of Departmental Goals. 9:00 a.m. - City Council - Continued. conducted in a Closed Session); 1. Reduced number of management personnel; 2. Increased service levels at public contact points: B. Identify priorities for surplus property sales. Councilwoman Teglia stated that priori- ties had been discussed for some time and that goals and timetables were being set to resolve the issues. Vice Mayor Haffey continued: B. 1. Resolution of Magnolia Center issue by June 30, 1984; 2. Sale of~appropriate Spruce property by June 30, 1984; 2a. Development of Phase I of new cor- poration yard by June 30, 1985; 3. Resolution of Grand and Chestnut property by January 1, 1985; 4. Disposition of Alta Loma property by June 30, 1985. Discussion followed on the Magnolia Center study; the various phases; development alternatives; looking at a phase development for the corporation yard and the Master Orange Park Plan being phased in; freeing up Park and Recreation office space by moving Superintendent of Parks and Landscape to the Corporation Yard to be closer to the men he supervises; maintenance of medians; having a Council retreat; bringing in a consultant for the interim period before hiring an Assistant to the City Manager being hired who would also facilitate Council and serve as a partial facilitator in the retreat with Council and the City Manager to help with alternative organi- zation for two or three months; moving the Corporation Yard date up to June 30, 1985. Vice Mayor Haffey continued: C. Build on unappropriated reserves (sale of surplus property); D. Fast track deve- lopment of the Municipal Services Building surplus area by January lj 1985; E. Plan for Civic Center Renovation/ Restoration Project (landscaping, roof~ tower, other exterior repairs as well as interior completion). 1/21/84 Page 2 AGENDA ACT I 0 N TAK E N 187 Review of Departmental Goals. 9:00 a.m. - City Council - Continued. Councilwoman Teglia stated that she wanted an evaluation of the entire Civic Center restoration including work on the roof; wood railings, outside railings, the clock tower, the Library roof and all of the exterior repairs that have to be done to keep the architectural integrity of the building. Mayor Addiego spoke of repairing the eternal flame monument on the lawn at City Hall and relocating it at Memorial Park. Councilwoman Teglia spoke of a subcommit- tee of Council and the Chamber to insti- tute a tradition of planting a large evergreen tree for a lighting ceremony each Christmas. Councilman Nicolopulos spoke of the importance of having all Civic Center repairs done before the project was completed. Councilwoman Teglia stated that it would cost $500,000.00 or $600,000.00 more to do the other repairs which would require restructuring of the funding. She stated she wanted the evaluation from the Director of Public Services within 30 days. Councilman Nicolopulos questioned why the City didn't sell the $36,000 of pipe sitting out in the field or use it for Colma Creek. City Manager Birkelo stated that he would pursue the matter. Councilwoman Teglia discussed the following: E.1. Restructure priority from other funded projects to assist in completion of this pro3ect, E.2 Successive years budgeting from Revenue Sharing Funds; E.3. Seek private sector funding (partial corporate campaign funding) to complete project; E.4. Seek Government grant funding for restoration projects such as the City Hall complex; that the Library carpet should be ripped 1/21/84 Page 3 AGENDA 1. Review of Departmental Goals. 9:00 a.m. - City Council - Continued. ACTION TAKEN out and relaid so that the shelving of books could be better utilized in that the present carpet was laid around the present shelving; F.1. Combine capital and operating budgets in the same process and complete by June 30, 1984; having a joint session with the Planning Commission on the Capital Improvement Budget before it is adopted. Vice Mayor Haffey discussed: II. Give clear policy direction to the Personnel Division; A. All MOU's on a Fiscal Year basis by June 30, 1985; 1. Establish bench mark cities policy; 2. Do not allow MOU's to routinely extend beyond their term necessitating retroactivity; 3. Establish percentage spread between rank and file and supervisory, super- visory and division, division and depart- ment heads; B. Evaluate procedures on an annual basis for all personnel; 1. Rank and file plan to be presented June 30; 1984; 2. Mid-management plan to be pre- sented by June 30, 1984; C. Performance pay plan for the executive management group to be presented by April 1, 1984; D. Preparation of an employee recogni- tion plan; E. Provide information to the Council of all full time personnel vacan- cies or expected vacancies prior to ini- tiation of recruitment procedure; the number of full time jobs in Parks and Recreation held by part-time people; how many openings there were in the parks and maintenance area, public works and building maintenance. Consensus of Council - no hiring City- wide, a freeze, Personnel Director to relate all job openings to City Council. Vice Mayor Haffey continued - III. Reshape City Manager/City Council Relations, he stated that this would be discussed during the City Manager's por- tion of goals; IV. Improve the effec- tiveness of Parks and Recreation operations and service delivery to the public; A. Implement the process to make 1/21/84 Page 4 AGENDA 1. Review of Departmental Goals. 9:00 a.m. - City Council - Continued. ACTION TAKEN all six program coordinators full time at no additional cost to the City using a combination of expenditure deletions and revenue increases by July 1, 1984; B. Budget levels for the recreation division are to be covered 50% by division generated revenues, this is to be accomplished for fiscal 1984/1985 and fiscal years thereafter; C. Implementation of a City liaison program with all organized homeowners and neigh- borhood associations for Parks and Recreation; D. Beautify, modernize and generally improve the entrances to the City; 1. Including property signing (Council will approve); 2. Report back to the Council by January 1, 1985; E. Improvement of play areas throughout the City; 1. Replace antiquated metal equipment; 2. Prepare and present to Council this schedule to accomplish thls goal and put in the Capital Improvement Program; V. Improve the Quality of Appointees on all Boards and Commissions; A. Early appointments where possible to enable advance preparation of appointees; B. Assign specific projects and tasks to Commmissions; 1. i.e. Jobs Program - Youth Commission; C. Expansion of Commissions; 1. Explore possibility of the creation of Historical and Cultural Commission; VI. Address the Police Department's Futures Report; A. Begin implementation of relevant areas of the report; 1. Find resources to accomplish implementation; 2. Create phase-in of the implementation; B. Deal with Police Department public relations problems; 1. Canine Unit; 2. Minority communities; 3. Abandoned vehicles. VII. Complete General Plan Process by April 1, 1984 - Meeting of February 15, 1984 to be televised and will be without public testimony; VIII. Creation of a Better PR Image of City Officials; A. Improve attitude and PR skills of our officials (To be discussed in Closed Session due to nature of issue); IX. Expedite Business Meetings without Loss of Public Input; A. Avoid digressions; 1. Save new subjects 1/21/84 Page 5 AGENDA Review of Departmental Goals. 9:00 a.m. - City Council - Continued. Review of Department Goals. 10:00 a.m. - City Manager ACTION TAKEN 190 for Items from Council the agendize for another meeting; 2. Council message to public to be done under Oral Communications and establish a Community Forum after Oral Communications. Items from Council will be used to agendize for another meeting; B. Provide clear direc- tion to Staff by reviewing that direction at the conclusion of each agenda item; X. Aggressively pursue Conference/Convention Center Feasibility; A. Hold South Airport ten acres for this purpose. Councilwoman Teglia discussed the following: XI. Pursue Successful Completion of Airport Noise Insulation Project and Begin Plans for Expansion of Program; A. San Bruno School District has taken out an application from FAA; 1. Put on agenda for School District/City liaison agenda. Councilwoman Teglia stated that this item was on both Council and City Manager goals: I. Reshape City Manage/City Council relationship; A. Review and make recom- mendations to the City Council on the performance evaluation of every member of the executive management group by April 15th of every year beginning in 1984. She stated that the Council had never received this and felt there had been differences of opinion as to the perfor- mance of executive managers. City Manager Birkelo stated that this concept was embodied in the executive managment proposal for performance. Councilwoman Teglia continued: 1. Make recommendations regarding retention or replacement; 2. Implement Council direc- tion regarding retention or replacement; B. Review with Council by June 1st of every year beginning in 1984 department goals for the following fiscal year; 1. Have department heads trained in similar and consistent manner on how to write goals and objectives; C. City Council/City Manger retreat; that the 1/21/84 Page 6 AGENDA Review of Department Goals. 10:00 a.m. - City Manager - Continued. Review of Department Goals. City Manager - Personnel: ACTION TAKEN City Manager's image as projected in public relations to the public was the one acceptable to the Council while some department head's image was not accep- table and performance evaluations would instruct the proper image. City Manager Birkelo stated that most of his goals had been addressed and spoke of the Oyster Point Overcrossing funding Policy Development and contract nego- tiations with Diodati and other developers; attracting hotels to the area; the Conference Center; Brentwood Parking Assessment; processing the Terrabay grading permit; the Catchment Basin JPA; JPARK; City Garage mini computer; Building Maintenance. Discussion followed on why routine main- tenance or replacement of things such as toilets or doors should be shown in the Capital Improvement Program; allocation of resources in freezing positions to be reallocated in different departments; better maintenance of City facilities. City Manager Birkelo continued: 1. Reach policy decision on conference center possibilities; 2. Develop improved community reporting, combine it in quarterly brochure, using the newspa- pers, conducting weekly press conferen- ces, study alternative community promotion methods (industrial); Develop sound two-year financial plan; Study possible intern program to study funding special projects, assist Council and the Manager; Sand and gravel extraction lease; Explore record retention and retrieval; Inspect Millbrae implemen- tation with City Clerk; Review trust fund policies; Form Industrial Development Authority required IDB financing. Director of Personnel Marshall spoke of her 1985-86 goals: Review and revise employer-employee relations ordinance; Review and revise Personnel Rules and Regulations to eliminate duplication bet- 1/21/84 Page 7 AGENDA 1. Review of Department Goals. 10:00 a.m. - City Manager - Continued. RECESS: RECALL TO ORDER: Review of Department Goals. 11:00 a.m. - Library ACTION TAKEN ween MOUs; evaluate and assess the costs/benefits/problems associated with joint recruitment and selection of employees with other cities in the region; establish on-going training and staff development programs for City Managers, and then City employees; establish employee assistance program~ employee newsletter; improvement priori- tization of staffing program; that the most time is spent in labor relations; trying to establish policy foundations; target negotiation efforts; investigating a comprehensive cost/benefit analysis of insurance and leave policies; establishing comprehensive labor agreements; unit determinations and the distinction of those represented by a labor unit; using an ordinance or a reso- lution for non-labor represented unit in place of MOUs. Vice Mayor Haffey stated that he would prefer seeing MOUs for each unit and have the groups form individual organizations. Director of Personnel Marshall stated that there was also the question of an election of employees on whether to stay in Social Security or withdraw. She continued; establish formalized examina- tion and selection procedures for closed promotional and permanent part-time positions; develop an executive manage- ment performance pay program and eva- luation system by March 1, 1984, etc. M~or Addiego declared a recess at 11:05 aomo Mayor Addiego recalled the meeting to order at 11:22 a.m., all Council present. City Librarian Goodrich stated that staff morale had improved; the number of part- time positions versus full time; the absence of supervisory or professional staff; the material selection process; the frailty of newspapers, paper and books; the need for acid-free folders and 1/21/84 Page 8 AGENDA 1. Review of Department Goals. Library - Continued: ACTION TAKEN micro-filming to preserve records; the San Mateo Library contract for acquisi- tion review all internal policies and procedures; the meeting room in the Library; a networking of State librarians; Councilwoman Teglia stated that on net- work meetings the Librarian should soli- cit Council budget monies to provide ameni ties for the meetings i ncl udi ng having the Mayor welcome the out of town 1 ibrarians. City Librarian Goodrich continued: she voiced objection to spending $100,000 for office space and building maintenance and felt she would have better janitorial service at a cheaper price by contracting the work out. Discussion followed on the City's jani- torial service: insufficient cleaning of bathrooms, dirty floors and rugs not vacumned; departments contracting out for service; holding the Building Maintenance Supervisor accountable. City Librarian Goodrich continued: overhauling the materials for young adults, spanish books and best sellers; need for more large type books for the elderly for out-reach programs; engaging speakers for special programs at the library. She spoke of SB-358 funds in the amount of $13,346 and listed recom- mendations for the expenditure of the funds: 1) Security system for Grand Avenue; 2) Record bins for West Orange; 3) Additional GEAC terminal at West Orange; 4) Bike racks at West Orange; 5) Acid-free folders and boxes for the History Room; 6) Magazine index for West Orange; 7) 16mm projector for children programs; 8) Telephone answering machine. M/S Nicolopulos/Haffey - To adjourn the meeting. Carried by unanimous voice vote. 1/21/84 Page 9 AGENDA ACTION TAKEN ~ ADJOURNMENT Time of adjournment was 12:00 p.m. RESPECTFULLY SUBMITTED, City of South San Francisco APPROVED: Addie~o . 0 City of South San Francisco The entries of this Council meeting show the action taken by the City Council to dispose Of the item. Oral communications, arguments, and comments are recorded on tape. The tape and documents related to the items are on file in the office of the City Clerk and available for inspection, review and copying. 1/21/84 Page 10