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HomeMy WebLinkAboutMinutes 1984-06-05Mayor Mark N. Addiego Vice Mayor Richard A. Haffey Council: Emanuele N. Damonte Gus Nicolopulos Roberta Cerri Teglia MINUTES City Council City Council Conference Room June 5, 1984 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 Tuesday, the 5th day of June, 1984, at 4:30 p.m., in the City Council Conference Room, City Hall, 400 Grand Avenue, South San Francisco, California. Purpose of the meeting: 1. Budget Review. e Closed Session for the purpose of the discussion of personnel matters, labor relations and litigation. City of South San Francisco Dated: May 31, 1984 AGENDA SPECIAL MEETING CALL TO ORDER ROLL CALL Mayor Addiego arrived: 1. Budget Review. ACTION TAKEN SPECIAL MEETING 4:37 p.m. Vice Mayor Haffey presiding. Council present: Council absent: Nicolopulos, Teglia, Damonte and Haffey. Addi ego. Mayor Addiego arrived at 4:38 p.m. City Manager Birkelo stated that before starting on the budget there were some items related to the Civic Center restoration work wherein the architects had talked to individual Councilmembers previously and that some portions of that work needed immediate decisions by the Council as a body. He stated that the matter would come up later in the meeting and the Council might want to wait to deal with the rest of the program deci- sions when reviewing the Capital Improvement Budget on 6/20/84. He stated that there were some replace- ment sheets before Council which changed 6/5/84 Page 1 AGENDA ACTION TAKEN 115 1. Budget Review - Continued. the heading on the last column and that the summary pages had not carried forward the proper totals by some $14,000. He stated that the budget provided for very modest increases in materials and supplies in the various departments; there were three additional positions included: fire inspector, civil engineer and a librarian; that MOUs had been pro- vided for that the Council had approved and a reserve of $350,000 had been put aside to cover any new MOUs such as Unit 1, and Unit 3's MOU that had come in after their budget had been submitted and that this would provide adjustments to the budgets submitted in salaries and wages; that the budget did not make any major changes in programs; the Park & Recreation Department had a significant increase in programs which was offset by an additional $100,000 in fees; that the revenues include a transfer of $1,300,000 from Revenue Sharing to the Operating Budget which was necessitated by the fact that the City had to allocate the funds within two years from the time of receipt, which means they are aging to that point, so the City must provide for the expenditures, but since that raises the excess revenues over expenditures by that much more he suggested the Council transfer $700,000 into the Capital Improvement Fund where money was needed to cover some of these projects. Director of Finance Lipton stated that the revenue picture for the coming year had increased and General Fund revenues over this current year were approximately $2,300,000. He stated that the sizable increase was based on several factors and that in property taxes there was not only a normal growth but was supplemented by the business inventory taxes; sales tax would be favorable and healthy with franchise and transcient occupancy taxes; an increase in other taxes of approxima- tely $840,000; revenue from other agen- cies increased a net of $690,000 from motor vehicle in-lieu tax subventions being fully restored to cities, this represents approximately $720,000 that was finally coming to this city; 6/5/84 Page 2 AGENDA ACTION TAKEN 1. Budget Review - Continued. City Council Budget: City Clerk, City Treasurer, City Attorney, City Manager, Personnel, Community Development, Finance, Parking Place Commission, Accounting and Purchasing Budgets: Building Maintenance Budget: recreation fees were increasing approxi- mately $100,000 to partially offset the increased programs provided; other reve- nues seem to be down $120,000; last year the City sold the fire station and this year sold the Orange Avenue house; decreasing reliance on Gas Tax Funds lessened; more reliance on Revenue Sharing Funds; the City is not raising sewer charges this year; the Sewer Fund was transferring a sizable sum of money to the Capital Improvement Fund for need repairs on the sewer project. He spoke of the Maintenance District and decreased revenue; debt service tax as the property tax levy for the Municipal Services Building, etc. Councilwoman Teglia stated that at some point Council should discuss the stan- dards of maintenance of the,Maintenance Districts and the options available. Discussion followed on Council fringe benefits and the total compensation package. Council did not question the following budgets: City Council, City Clerk, City Treasurer, City Attorney, City Manager. Councilwoman Teglia questioned what was taking the management audit so long by the Personnel Division. Councilwoman Teglia stated that she wanted Mr. Sipel to investigate the purchasing functions. Vice Mayor Haffey stated that as a Councilmember he was dissatisfied with the level of building maintenance received for the amount of money spent for the service. He stated that he had a real concern for the City Hall Annex, which was a new building with a large investment in the building, and if the City was going to have the same type of maintenance in the Annex as in the rest of the City it could cause extensive refurbishing. He questioned whether other options were being considered. 6/5/84 Page 3 AGENDA ACTION TAKEN 117 1. Budget Review - Continued. Building Maintenance: City Garage: Non-Departmental: City Manager Birkelo stated that this was a prime candidate for the reorganization discussion which would be coming up next month. He spoke of the personnel factors in supervision and scheduling; that the division had been operating on a shoe string with the number of square feet per man; the supervisor being on sick leave for over a month; and that there were improvements to be made. Councilwoman Teglia stated that she had given the Manager a list of questions she had having to do with standards; how the areas were assigned; how the departments were involved in the standards of their areas; how supervision takes place; how the employees are evaluated; and her con- cern that there were ten permanent posi- tions, etc. City Manager Birkelo requested additional time to give a thoughtful report on the matter and hoped he would have infor- mation within a week before the final adoption of the budget on 6/27/84. Discussion followed: backlog in the past fiscal year on equipment needing repair and out of service - priority levels; progress on the current year's replace- ment program; outline of the 1984-85 vehicle replacement program; equipment outlay and the upgrading of equipment. City Manager Birkelo stated that included in the Non-Departmental was $50,000 for the estimated annual cost of the City's social grant program for Revenue Sharing and that $70,000 was broken down into a record retention program and other costs. He stated that instead of the $15,000 for the Chamber of Commerce, included was $25,000 under advertising without being allocated to any organization. Councilwoman Teglia questioned if that included one of the Council's goals and objectives which was a program for Boards and Commissions as an annual in-service type of thing, i.e., like a all day Saturday meeting required for all Boards and Commissions to attend. 6/5/84 Page 4 AGENDA ACTION TAKEN i18 Budget Review - Continued. Non-Departmental: Fire Budget: He stated that it had not been earmarked but that there was sufficient funds in the account that were not specifically allocated that could be used, a general reserve of $20,000. Fire Chief Drago stated that the addi- tional person had been requested for three years running due to the increased workload for the Fire Prevention Bureau in that for over ten years no one had been hired. He stated that two years ago Council had stated that it would look into the hiring of another person if additional fees were found, and a year and a half ago the Fire Department had looked for additional revenue by putting together a building fee for plan checking and such. He stated that in the last year the Department had collected $22,000. He stated that for the first time this last year the department had failed to annually inspect all of the industrial buildings in the City because of the increased workload, also failing in the training of firefighters in the industrial area. He stated that hiring the additional man would take up the slack and relieve the workload of the department and aid in training. Discussion followed on the wages and benefits of hiring a new person; arson inspection being a full time position; inspections for smoke detectors in homes; that there were ten fire alarms a day; utilizing other City inspectors to inspect smoke detectors; perhaps consider the new position next year but not this year; that Councilwoman Teglia wanted a much greater understanding of the speci- fics in fire protection; if the inspec- tion duties were given to the Building Department then they in turn would want additional people due to an overload; that the Police and Fire constitute 53% of the City's budget. Consensus of Council - To postpone adding another person to the Fire Prevention Staff. 6/5/84 Page 5 AGENDA ACTION TAKEN 1. Budget Review - Continued. Fi re Budget: Police Budget: Councilwoman Teglia questioned the lack of training in the Fire Department and the $16,000 increase in overtime for added training activity. Fire Chief Drago stated that the priority set in the training division was to improve officer training in the depart- ment because of a lack of managerial skills and secondly for hazardous material training. He explained the training in great detail. Councilwoman Teglia requested that the Fire Chief develop other training methods and come back to the Council. Discussion followed on the apprenticeship program and the fact that the union had to vote to go into the program, etc. Councilman Nicolopulos questioned whether the administration of the school crossing guards was covered in the Vehicle Code which would give the vehicle to turn it over to the School District. Police Chief Datzman stated that that had been discussed with the City Manager and the City Attorney and the Vehicle Code says that the School District may admi- nister a crossing guard program if they chose to rather than the City. He stated that the Superintendent of Schools had said he was proud of the program as it was being run by the City and could not see a reason for a change. Councilman Nicolopulos requested the Mayor to direct the Police Chief to pur- sue the matter, in that it was a $94,906 program that the City pays. A long discussion ensued on the crossing guard program; fines and forfeitures paying for the program.; that the School District did not have the manpower to administer the program; was it possible to have the School District share in the expense of the program; that the School District paid for a campus patrol, etc. 6/5/84 Page 6 AGENDA ACTION TAKEN 1. Budget Review - Continued. Police Budget: Public Services Budget: Vice Mayor Haffey questioned transferring the crime analyst to communications as systems manager and asked if it had ori- ginally been covered by a grant. Police Chief Datzman stated that up to two and a half years ago it had been covered by the ICAP Grant which included the PSTs. He stated that he had sent a senior clerk to the crime analyst school and that she was presently gathering information and putting together the crime bulletin which worked out very well. He stated that Daryl Jones, because of his computer expertise, had less and less time to spend in crime, personnel, etc. and that Lieutenant Haskins took care of supervision. Discussion followed on the chain of com- mand of communications; that Mr. Jones had written programs for the Fire Department and was an integral part of all of the systems employed, etc. Discussion followed on the number of sworn officers vs. non-sworn; that a lot of Police Departments, like Santa Rosa, have more non-sworn than sworn officers and a report was requested of other cities' ratios; putting more sworn offi- cers on the street; parking enforcement needs on Grand Avenue; the boundaries that the Parking Enforcement Officer covered; when the present Officer retired hiring a new one and utilizing PSTs to assist; strike the word "cultural" on page 23 and substitute the word "human." Director of Public Services Yee stated that his department had been understaffed for quite some time because of the volume of projects in the City which drained the permanent personnel which included the airport noise project. He stated that because of that he was lacking in the Capital Improvement Project. He stated that there were options: 1) hire someone full time to catch up the work for $20,000; 2) hire a consultant which would cost $50.00 an hours and was not as effective; 3) leave it alone until we get around to it and 6/5/84 Page 7 AGENDA ACTION TAKEN 1. Budget Review - Continued. Public Services Budget: Parks & Recreation: Library Budget: get the projects done. He stated that the longer it took to complete a project inflation would escalate the costs. He stated that that was why he was requesting one additional engineer who would help with the storm drain projects in the downtown. Councilwoman Teglia stated that the City needed some engineers with specialized technology to deal with some of the future projects and that that should be addressed in the near future rather than just filling engineering spots. Discussion followed on the Assessment District engineer, an independent contractor, who was paid by the hour, etc. Discussion followed; that Council's goals and objectives stated 7/1/84 as the date for the classification of six program coordinators as full time employees - not 9/1/84; revenue projections; 50% of the expenditures in the Recreation Division would be reco- vered through revenue; the amount of people required for the administration of new programs. Councilwoman Teglia questioned where the report was on the maintenance of medians. Director of Parks & Recreation Norton stated that the material was being worked up and he would have something within a week. City Librarian Goodrich stated that a year ago her predecessor had requested the elimination of a position and that when she had been hired by the City she had asked for a year to analyze the position without its elimination. She was now requesting that that position remain. She suggested that instead of continuing the processing contract with San Mateo County Library that the City not renew the contract. She stated that the price per title from the County was $9.00, which was going up to $9.50, and that she could get the title for $.99. She stated that she wanted to take the 6/5/84 Page 8 AGENDA ACTION TAKEN 1. Budget Review - Continued. Library Budget: Park & Recreation Budget: Civic Center Renovation: savings and buy another professional librarian which was greatly needed for mid-management and that the person would also speak Spanish to facilitate the community. Vice Mayor Haffey stated that the City Librarian was proposing to reduce her materials and services by cancellation of the contract and increase personnel ser- vices - which he could not see. City Librarian Goodrich stated that he could not see it because the way the budget worked the giant portion of it was building maintenance - $108,000, library materials - $108,000, other operating expenses where $68,000. She stated that if another librarian was not hired the City would still be looking at an addi- tional $54,000 for the contract with San Mateo County Library. Councilwoman Teglia stated that what was being suggested was to fill a slot - not to hire an additional position. City Librarian Goodrich stated that she was proposing to carry out the function in a different manner, rather than buying it from the County the City's library was going to provide the service. She stated that there had not been a pro- fessional to supervise staff by scheduling work and taking care of problems because the staff was com- posed of part time people. Further discussion followed on future programs and dincreased employee costs being offset by the fees charged. City Manager Birkelo stated that within the budget he had recommended transferring $750,000 over to the Capital Improvement Fund for the renovation. Mayor Addiego stated that the archi- tect had met at different times with all the members of Council and that the report showed areas of unanimous 6/5/84 Page 9 AGENDA ACTION TAKEN 1. Budget Review - Continued. Civic Center Renovation: agreement or on areas upon which there had been discussion. Councilwoman Teglia stated that she would have preferred having the report in advance of the meeting so she could read it thoroughly. Mr. Munoz, Group 4/Architecture, stated that these were all high priority items which are not agreed to at this time and will be either included with the proposed work or in the schedule of completion. He recommended that the allocation of $55,500 for Task i be added to the approved costs. Motion by Teglia - to approve the $55,500 for Task 1. Councilman Nicolopulos stated that he agreed to that but questioned if there was a total of everything pro- posed in the report. Mr. Munoz stated that the figure was 1.98 million which was an aggregate total of the 1.2 million. He requested that Council include the work to be done in Task 2 as imme- diate work to be done by the same general contractor as exterior miscellaneous work. Councilwoman Teglia stated that she would include that in her motion. Vice Mayor Haffey stated that Councilman Damonte had seconded the motion. Carried by unanimous voice vote. Director of Public Services Yee stated that the figures for Task i and 2 were just estimates. Mr. Munoz stated that the direction given by Council was for the contractor to pre- pare change orders and come back to the Council. 6/5/84 Page 10 AGENDA ACTION TAKEN 1. Budget Review - Continued. Civic Center Renovation: Vice Mayor Haffey left the podium: Mayor Addiego stated that there was one aspect of Task 3 he did not like. He questioned why the air conditioning was not an immediate concern. Mr. Munoz stated that it was not an imme- diate high priority for the short range future of the contractor's work but was more in terms of high priority in terms of medium and long range plans. Vice Mayor Haffey left the meeting at 6:57 p.m. Discussion followed on the air con- ditioning and heating system; the duct system; Task 4a. maintain HVAC work; that the building was continuing to deteriorate without the work being done; Task 4b. to redesign the ductwork at the first floor if the HVAC equipment ser- vicing this floor was to be replaced in the near future (Task 3c.); Task 4c. new HVAC System for City Hall; Task 5 archi- tectural and related roof work (excluding tower); that the total project cost with all options was 2,000,000; did the City have the additional $700,000 to complete the whole project rather than doing it piecemeal, etc. Mayor Addiego suggested accepting everything through Task 6 except for Task 3. He stated that the burden was on the Council to save the building. Director of Public Services Yee stated that something should be done on Task 3, otherwise the carpeting and furnishing would be nice everywhere in City Hall except the Mayor's Office. He suggested that Council direct the architect to pre- pare plans for the Council to look at and then made a decision later. Councilwoman Teglia stated that the HVAC was a major item that would determine what was going to be done in the future. Councilman Nicolopulos stated again that he wanted to do the entire project and requested conversation on reservations councilmembers might have on the various 6/5/84 Page 11 AGENDA ACTION TAKEN 1. Budget Review - Continued. Civic Center Renovation: tasks. He questioned if the City had the $2,000,000 to do the entire project. Councilman Damonte stated that the pre- vious improvements to the air con- ditioning system had only lasted for ten years and questioned how long this reno- vation would last before repairs were necessary. Motion by Teglia - To approve Task 4c and Task 5. Councilman Damonte stated he thought the motion would include 6 also. Amended Motion by Teglia - To approve Task 4c, Task 5 and Task 6. Councilman Nicolopulos stated he would second the motion to question how long it would take to complete all of the renova- tion items in the report. Mr. Munoz stated that it would take another six months. Councilwoman Teglia questioned where the report spoke of the planter box on the second floor and how much more to have an opening and a rail. Mr. Munoz stated that it was shown under Task i as 3c. and would cost an addi- tional $14,000. Councilwoman Teglia stated that she would like to include that in her motion or perhaps make a new motion. Mayor Addiego expressed concern over the $100,000 to create high ceilings which he felt was excessive when the program was reaching $2,000,000 in costs. Councilman Nicolopulos withdrew his second to the motion. Motion by Teglia - To approve Task 4c., Task 5, and the $14,000 in Task I item 3c. Councilman Damonte questioned how Councilman Nicolopulos could withdraw a 6/5/84 Page 12 AGENDA ACTION TAKEN 1. Budget Review - Continued. Civic Center Renovation: Councilman Damonte left the podium: ADJOURNMENT: second that Councilman Damonte believed he had made. He stated that he was not withdrawing his second and called for the vote on the original motion. The Motion and Second failed to carry: yes votes - Nicolopulos and Damonte; no votes Addiego and Teglia. Confusion ensued on whether Task i and 2 had passed; that the money would be better spent on employees salary, etc. Councilman Damonte left the meeting at 7:16 p.m. Discussion followed: that a new vote should be taken; that no vote should be taken unless all five members of Council are present to discuss the spending of City funds. M/S Nicolopulos Teglia - That the meeting be adjourned. Carried by unanimous voice vote. The meeting was adjourned at 7:19 p.m. RESPECTFULLY SUBMITTED, APPROVED: City of South San Francisco City of South San Francisc6~ The entries of this Council meeting show the action taken by the City Council to dispose of an 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. 6/5/84 Page 13