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HomeMy WebLinkAboutMinutes 1984-12-03Mayor Richard A. Haffey Vice Mayor Roberta Cerri Teglia Council: Mark N. Addiego Emanuele N. Damonte Gus Nicolopulos MINUTES City Council City Council Conference Room City Hall December 3, 1984 AGENDA ADJOURNED REGULAR MEETING CALL TO ORDER: (Cassette No. 1) ROLL CALL: Councilman Addiego Arrived: AGENDA REVIEW City Manager Birkelo Requested: - Item No. i Request to meet with the Architects of the Civic Center Renovation on the second phase of work or have the Subcommittee meet. ACTION TAKEN ADJOURNED REGULAR MEETING 5:25 p.m. Mayor Haffey presiding. Council present: Nicolopulos, Teglia, Damonte and Ha ffey. Council absent: Addiego. Counciman Addiego arrived at 5:28 p.m. AGENDA REVIEW Vice Mayor Teglia stated that the Subcommittee should meet and review the matter. City Manager Birkelo stated that if there was a difference of opinion among the members it might be better to have the full Council meet with the architects. Councilman Nicolopulos stated that Group 4 should receive input from the full Council, but perhaps have a short meeting before that with the Subcommittee. Mayor Haffey suggested setting a meeting date for early January. Deputy City Manager/City Engineer Yee stated that if a meeting was not held until January it would delay the project, as the plans had to go back out to bid and completion would be delayed until July 1985. Vice Mayor Teglia stated that the meeting should be at City Hall so a tour could be made of the building to see the items to be renovated - and no other items should be put on the agenda. Mayor Haffey stated that the meeting would be Monday, January 7, 1985 with the full Council in attendance. 12/3/84 Page I AGENDA AGENDA REVIEW - Add Item No. 2 Staff Report 12/3/84 recommending adoption of a Resolution establishing the Executive Management salary ranges. - Add Item No. 3 Review of Council Goals and Objectives. ACTION TAKEN AGENDA REVIEW City Manager Birkelo stated that this item could not be acted upon until after a Closed Session. Mayor Haffey stated that Item I.A.~ the reorganized departmental structure had been completed but a commitment had been made by the Subcommittee to come back and look at the use of civilians in public safety; and that phase two of the reorga- nization would be rescheduled to 3/1/85. Discussion followed: That I.C., the sale of unappropriated reserves Isale of surplus properties) was completed on 12-10-84 and that Item I.C.1. and C.2. were rescheduled to 5-1-85; That Item I.D. (fast track development of the MSB surplus area to be completed by 6-30-85; that Item I.E. Plan for Civic Center Renovation/Restoration Project would have preliminary data from the Director of Public Services bY the 1/7/85 meeting; That Item I.F.3., Report Bi-Annual Budget Process for 1985-86 was requested by 4-1-85; That Item II.C. Performance Pay Plan was completed on 9/12/84; That Item III.C. Reshape City Manager/City Council Reorganization A., B. and C. was completed in October 1984; Item IV. C.1~ 2 and 3 should be agendized for the first meeting in January 1985. The following suggestions were made: Item V.C. Youth Commission advertisements should be done in February or March 1985 and appointments would be made in May; Item V.D.1., Historical and Cultural Commission would have a study session in February. Discussion followed: Item V.I.B., Deal with Police Department's P.R. problems, had been completed; Item V.I.I. Complete General Plan Process was rescheduled to 6/30/85; Item X.A., Hold the 10 acres off Belle Aire Road - was no longer valid and should say there is a possibility in relation to the Shearwater and Chiltern 12/3/84 Page 2 AGENDA ACTION TAKEN AGENDA REVIEW Review of Council goals and Objectives - Continued. - Add Item No. 4 Review of the status of the Property Mainten- ance Standards Ordinance. - Add Item No. 5 Consideration of the Reorganization Plan for the Communications Bureau. AGENDA REVIEW Projects. (See the Updated Goals and Objectives for a more graphic notation of the conclusion of the discussion which are attached and a permanent part of this record). City Manager Birkelo stated that some time ago there had been a study session on this item with dissimination of infor- mation to home owner groups and that thereafter the Ordinance had gone into remission. Discussion followed: Having a citizens subcommittee formed to provide input to Council before the Ordinance is acted upon; How to solicit citizens to be a part of the subcommittee; That the Mayor would provide a mechanism for volunteers; drafting an Ordinance that has the poten- tial for legal action to be implemented to make it function; Enforcement pro- ceedings; That the Councilmembers should provide names to the Mayor or have interested citizens contact him directly for the formation of a citizen subcommit- tee; Whether the draft ordinance had too many governmental regulations. Police Chief Datzman gave a brief over view of the proposed reorganization plan for the Communications Bureau and the primary benefits: 1) Recognition that dispatchers were the first people con- tacted in an emergency; 2) The span of control is reduced for purposes of increased training and conducting form evaluations; 3) That retention of employees.will be further enhanced by the stability, efficiency and the general working atmosphere. He stated that the City Manager had agreed to support the proposal if it could be accommodated without any increase in this year's Police budget. He continued, based on the latest figures, it was felt that could be accommodated in that the last print out showed 18.7% of the year completed and there were 17.4% expen- ditures. He stated that the current atmosp, here in Communications was ver~y much improved over that that existed 12/3/84 Page 3 CITY COUNCIL GOALS & OBJECTIVES Balanced Budget for 1984-85 A. Reorganized Departmental Structure by July 1, 1984 (Objective can only be discussed in closed session due to personnel nature of issue) - Phase one. Reorganized Departmental Structure - the use of civi- lians in public safety - Phase two. 1. Reduced number of management personnel. 2. Increased service levels at public contact points. a. See other goals and objectives related to individual departments. B. Identify priorities for surplus property sales. 1. Resolution of Magnolia Center issue by June 30, 1984. 2. Sale of appropriate Spruce Property be June 30, 1984. Date Reschedul ed 9-1-84 3-1-85 1-23-85 12-1-84 Completed Oct. 1984 12-10-84 a. Development of Phase I of new corporation yard by June 30, 1985. Build on unappropriated reserves (sale of surplus properties). 1. Resolution of Grand & Chestnut property by January 1, 1985. 2. Disposition of Alta Loma property by June 30, 1985. Fast track development of the MSB surplus area to be completed by June 30, 1985. Plan for Civic Center Renovation/Restoration Project (Landscap. ing,,roof, tower., other ex. terior repairs as well as interior completion - preliminary data from Director of Public Services by April 1, 1984. 1. Restructure priority from other funded projects to assist in completion of this project. 2. Successive years budgeting from Revenue Sharing Funds. 3. Seek private sector funding (corporate campaign) to complete project. 4. Seek funding through appropriate state and federal grants. 6-30-85 5-1-85 5-1-85 3-1-85 1-7-85 12-10-84 Completed Completed -1- 12/3/84 Page 3a Balanced Budget for 1984-85 (Continued) F. Combine Capital and Operating budgets in the same process. Date Reschedul ed ,385 Completed 1. Budget should be submitted not later than the first meeting in June. Process should be completed by June 30, 1984. 6-27-84 3. Report on Bi-Annual Budget Process for 1985-86 wanted by April 1, 1985. 4-1-85 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 terms necessi tatl ng retroactivity. Establish percentage spread between rank & file and supervisory; supervisory & division; division and department heads. B. Evaluation procedure on an annual basis for all personnel. 1. Rank and File plan to be presented by June 30, 1985. 2. Mid-management plan to be presented by June 30, 1984. 1-1-85 C. Performance pay plan for the Executive Management Group to be prepared by April 1, 1984. 8-1-84 9-12-84 D. Preparation of an Employee Recognition Plan to follow the evaluation process. Provide information to the City Council of all full-time personnel vacancies or expected vacancies prior to initiation of recruitment procedure through the end of the year with a single sheet showing all activity. Reshape City Manager/City Council Relationship Review and make recommendations to the City Council of the performance evaluation of every member of the Executive Management Group by April 15 of every year, beginning in 1984. Oct. 1984 1. Make recommendations regarding retention or replacement. Oct. 1984 2. Implement Council direction regarding retention or replacement. Oct. 1984 Review with Council by June 1 of every year beginning in 1984 department goals for the following fi scm year. 1. Have department heads traine~t in similar and consistent manner on how to write goals and objectives. C. City Council/Management Retreat. -2- 12/3/84 Page 3b Oct. 1984 Oct. 1984 Oct. 1984 IV. Improve the Effectiveness of Parks & Recreation Operations and Service Delivery to the Public Date Reschedul ed A® Implement the process to make all six program coordinators full time at no additional cost to the City, using a combination of expenditure deletions and revenue increases July 1, 1984. Budget levels for the Recreation Division 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 neighborhood associations. 1. Facilitate a line of communication. 1-9 -85 2. Encourage continuation of current groups. 1-9 -85 3. Encourage the expansion of new groups. 1-9-85 Beautify, modernize, and generally improve the entrances to the City, partly accomplished, other areas to be investigated in the Capital Improvement Project. 1. Including proper signing. 2. Report back to the Council by January 1, 1985. E. Improvement of play areas throughout the City. 1. Replace antiquated metal equipment. 1984-85 2. Prepare and present to Council time schedule to accompl i sh this goal. 1985-86 Explore the possibility of establishing a child-care program for municipal employees - Teglia and Addiego to be subcommittee to meet with the businesses having such a project. V. Improve the Quality of Appointees on All Boards and Commissions 8-15-84 A. Early appointments where possible to enable advance preparation of appointees. 1-5 -85 Address need to improve training and selection and have annual meeting of all Boards and Commission with Council for overview of City progress. C. Assign specific projects and tasks to Commission. i.e., Jobs Program - Youth Commission. Advertise in Febrary or March for vacancies, interview in April and make appointments in May. -- D. Expansion of Commissions. 1. Explore possiblity of the creation of Historical and Cultural Commission -.Set a St. udy Session in February and invite the Historical Society for input. -3- Completed 6-27-84 6 -27 -84 12/3/84 Page 3c VI. VII. VIII. IX. XI. Date Reschedul ed Address the Police Department's Futures Report A. Begin implementation of relevent 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. Complete General Plan Process by April 1, 1984 A. Expedite Zoning Ordinance conformity to new General Plan. Creation of a Better Public Relations Image of City Officials A. Improve attitude and Public Relations skills of our officials (To be discussed in closed session due to nature of issue.) Expedite Business Meetings without Loss of Public Input A. Avoid digressions. 1. Save new subjects for "Items from Council" -- then agendize for another meeting. 2, "Community Forum" - at the beginning of the Council meeting, there will be a five-minute opportunity for Council members to report to constituents. B, Provide clear direction to staff by reviewing that direction at the conclusion of each agenda item. Agresslvely pursue Conference/Convention Center Feasibility A. Hold City-owned ten (10) acres off Belle Aire Road to potentially facilitate this project - no longer valid. Possibility with relation to Shearwater and the Chiltern Projects. Pursue Successful Completion of Airport Noise Insulation Project and ))egin Plans for Expansion of Program 6-30-85 Comp1 eted 6 -27 -84 6-27-84 1-25-84 -4- 12/3/84 Page 3d AGENDA ACTION TAKEN AGENDA REVIEW - Item No. 5 Consideration of the Reorganization Plan for the Communications Bureau - Continued. Councilman Damonte Requested: - Add Item No. 6, A report on Sign Hill on why the sign had not been painted. AGENDA REVIEW fifteen months ago and part of the credit went to Lieutenant Haskins. He stated that the evaluation process still had to be bolstered. He stated that one of his goals for 1985 included a team building workshop for Communications personnel which he intended to facilitate himself. He stated that the adoption of the prop- osed reorganization would further enhance and improve the general opera- tional effectiveness. Discussion followed: the cost of the program; increased personnel; volume of work in dispatching; that this item should be referred to the Council Subcommittee for some alteration of the document; Vice Mayor Teglia made a motion to refer this to the Subcommittee; that Council some years back had authorized additional dispatchers to alleviate problems at the time - yet the problems still existed and not resolved, and more dispatchers would be asked for in the future; overtime costs; high turn over in the female personnel; that the Subcommittee would meet on the matter in the next few weeks. Councilman Damonte questioned why some of the letters on Sign Hill had been painted and others had not. Discussion followed: what the maintenance program was for Sign Hill; volunteer help by Mr. Siebert and youth organizations; that Deputy City Manager/City Engineer Yee was looking for direction from Council before proceeding with the work; whether the City was providing paint to Mr. Siebert; that the job should be completed by the volunteers; protecting the City from liability when using volun- teers; that hold harmless agreements do not work with volunteers; contracting the work out; that the City was self insured and would pay the first $100,000.00; Councilman Damgn~e stat~ tha~ t~e sign should be compmeted by the volunteers; 12/3/84 Page 4 AGENDA ACTION TAKEN AGENDA REVIEW AGENDA REVIEW - Item No. 6, A report on Sign Hill on why the sign had not been painted - Continued. contractual labor or City forces which will be determined by Staff; that the City Attorney should render a report on City liability in the use of volunteers; looking into an umbrella type of policy to cover volunteers; Deputy City Manager/City Engineer Yee stated that he would have City forces complete the painting of the sign. CLOSED SESSION CLOSED SESSION For the purpose of discussion of personnel matters, labor relations and litigation. Council adjourned to a Closed Session at 7:00 p.m. to discuss the noticed items. RECALL TO ORDER: Mayor Haffey recalled the meeting to order at 8:08 p.m., all Council present, no action taken. M/S Teglia/Damonte - To adjourn the meeting Carried by unanimous voice vote. ADJOURNMENT: Time of adjournment 8:09 p.m. RESPECTFULLY SUBMITTED: APPROVED: ~ttaya~ City of South San Francisco City of South San Fi~ o 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 are available for inspection, review and copying. 12/3/84 Page 5