HomeMy WebLinkAboutMinutes 1985-04-29Mayor Richard A. Haffey
Vice Mayor Roberta Cerri Teglia
Council:
Mark N. Addiego
Emanuele N. Damonte
Gus Nicol opul os
MINUTES
City Council
City Council Conference Room
City Hal 1
April 29, 1985
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 Monday, the 29th day of April, 1985, at 5:30 p.m., in the City Council
Conference Room, City Hall, 400 Grand Avenue, South San Francisco, California.
Purpose of the meeting:
1. Goals and objectives of the City Manager and Deputy City Manager/Community
Development and Administration.
2. Performance evaluation of City Manager and Deputy City Manager/Community
Development and Administration.
Dated:
April 26, 1984
Closed Session for the purpose of the discussion of personnel matters, labor
relations and litigation.
R1 c ha rc~H a f f~e; ,~y~~y~
AGENDA
SPECIAL MEETING
CALL TO ORDER:
ROLL CALL:
(Cassette No. 1)
Councilman Damonte Arrived:
Goals and objectives of the City
Manager and Deputy City Manager/
Community Development and
Administration.
City Manager Birkelo:
ACTION TAKEN
SPECIAL MEETING
5:38 p.m., Mayor Haffey presiding.
Council present:
Council absent:
Nicolopul os, Addiego,
Teglia and Haffey.
Damonte.
Councilman Damonte arrived at 5:40 p.m.
Mayor Haffey stated that before the
Council entered the Closed Session it
would hear the short and long term goals
of the Manager and Deputy Manager and
evaluate their goals of last year.
City Manager Birkelo stated that it was
evident that the goals and objectives set
forth were not all inclusive of every-
thing a person did in his day to day job
in relation to the goals and objectives
4/29/85
Page i
AGENDA
Goals and objectives of the City
Manager - Continued.
ACTION TAKEN
of the organization. He proceeded to
define his goals and objectives: 1) To
improve general departmental management
through a record retention and retrieval
system; Explore biennial budget system
and corresponding longer-term financial
plan; Improve team management and
Staff/Council relations; Implement
departmental reorganization; 2) To
expand City's Economic Development
Program; Reach policy decision on confer-
ence center possibilities; Formed the
industrial development authority;
Implement community promotion activity
through participation in P.I.B.C.; 3) To
facilitate major project implementation;
Magnolia Center Project; Gateway
Connector Project; Surplus property
disposal; 4) Short Term Goals FY 1985-86
were: to improve public reporting of
municipal activites with a newsletter and
Cable TV "City Reports" program; To
improve departmental performance; Develop
productivity improvement program; Develop
improved management improvement program;
Develop improved management information
system; Improve departmental training
efforts; 5) To implement major projects
effectively by: Finalizing funding
program for Oyster Point Overcrossing
Project; Begin construction on Gateway
connector; Complete Price Club improve-
ments by November, 1985; Complete first
phase noise insulation project; Finalize
Chestnut/Grand housing project; Expand
transportation systems management coor-
dination efforts; 6) Longer Term Goals
and Objectives beyond 1986: To continue
improvement of all phases of city opera-
tions and service delivery; To develop
better methods of measuring performance;
To develop long-term financial program
allowing better advance project planning;
To improve all communications efforts.
Discussion followed: that the City
Manager would hold fireside chats; that a
public relations firm would not be
retained; that drafts of the newsletter
would be seen first by Council;
publishing a report to the citizens from
Council and Staff; improving departmental
4/29/85
Page 2
AGENDA ACTION TAKEN
Goals and objectives of the City
Manager - Continued.
Deputy City Manager/Community
Development and Administration.
Finance:
performance through incentives, recogni-
tion and accountability; investment in
excellence program being expanded to
middle management; internal measure of
performances; funding and the financing
for major projects; having a Council
study session for the potential of the
Chestnut and Grand Avenue property; that
the real estate market was not advan-
tageous at this time to sell property;
that if the Chestnut and Grand Avenue
property was sold, the money must be put
in the Public Facilities Fund; expand
transportation management efforts should
be discussed at the study session on
Magnolia Center; using vans and shuttles
for transportation; developing better
methods of measuring performance for mid-
management, etc.
Deputy City Manager/Communi ty Development
and Administration Lewis stated that the
major goal for the coming year in Finance
was to begin the implementation of a
coordinated accounting system for the
City. He stated that the current system
was somewhat antiquated and that a new
system would provide better service for
the City as a whole.
Councilman Damonte stated that a few
years back the auditors had come into
Finance and upgraded the whole financial
system and questioned how the system
could be antiquated.
Deputy City Manager/Community Development
and Administration Lewis stated that
things were still being done mechanically
as they had been for ten years and that a
new system would allow Finance to print
and process checks through a computer
twice a month, each of which would take
half a day, rather than hand type the
checks. He stated that the payables had
always been hand typed.
Vice Mayor Teglia questioned what the
cost difference would be between the pre-
sent system and a new system.
4/29/85
Page 3
AGENDA ACTION TAKEN
Deputy City Manager/Community
Development and Administration -
Finance.
Print Shop:
I
I
Deputy City Manager/Community Development
and Administration Lewis stated that the
existing system cost $50,000-60,000 a
year and that the IBM 34 would cost
$25,000-30,000 and another $20,000-30,000
for the software plus the goal of
training the people.
City Manager Birkelo stated that there
would be some over lap until the system
was in and functioning.
Deputy City Manager/Community Development
and Administration Lewis stated that it
would take a year to go on-line and
parallel systems would be run until the
ledgers were balanced; as people retired
the City would utilize attrition; that a
lot of the software bugs had been worked
out of the new system.
Councilman Nicolopulos questioned if that
meant that there would be lay-offs.
Deputy City Manager/Community Development
and Administration Lewis stated that in
the short term a person would be added
and in the future employees would be
reduced through attrition. He stated
that he wanted to bring the accounting
into place with the standard accounting
systems; certify the system with the
Municipal Finance Officers for comprehen-
sive reporting for public distribution
which would be undertaken in the next
year; getting the inventory up to date.
He stated that the Printer, Bill
Koeppen, would be retiring at the end of
the year and that with the purchase of
two Xerox 5600 copiers it would enable
the phase out of the printing office.
He stated that the print shop had an
annual cost of $50,000 a year and that
with the two up-to-date Xeroxes, the
departments could process 80-90% of their
printing needs and send out special
printing jobs to local printers.
Councilman Damonte spoke of the large
amount of money spent for better in-house
printing as well as the moving of the
print shop to the annex.
4/29/85
Page 4
AGENDA ACTION TAKEN
Deputy City Manager/Communi ty
Development and Administration -
Print Shop:
Personnel:
./
Councilman Addiego stated that he
like to look at the printing ma
greater depth before anything
decided.
ld
Vice Mayor Teglia stated this was
being suggested becausl was
retiring, however th( were many things
within the City to re-evaluated that
would not be done five or six years.
Councilman
contention
fitted to
done in
stated that it was his
a position should be
individual which had been
Print Shop.
Counc Addiego stated that his
rec( ection was not to do away with the
Shop and that was why it had been
to the Annex and felt that now the
was being given different infor-
mation.
Vice Mayor Teglia stated that she had
talked to local printers who had
questioned why the City had in-house
printing when they did not see how it was
cost effective.
Deputy City Manager/Community Development
~ Administration Lewis stated that the
jor goal in Personnel was to establish
maintain superior, expeditious labor
rel ons with multi-agreements to ease
the sphere of labor; to establish
nguage; establish fewer
bargaini nits; continue labor nego-
tiations to .ep current.
Councilman stated that there were
arguments both , in consolidating
units and making units which gave
more chances to tie p the City.
Mayor Haffey stated
had been created in
i.e., Unit No. 9 and the
two new units
ast two years,
ement Unit.
Councilman Damonte stated t dividing
the units up had not worked 1977 when
the City had its first strike.
4/29/85
Page 5
AGENDA
Deputy City Manager/Community
Development and Administration -
Print Shop:
Personnel:
ACTION TAKEN
221
Councilman Addiego stated that he would
like to look at the printing matter in
greater depth before anything was
decided.
Vice Mayor Teglia stated that this was
being suggested because someone was
retiring, however there were many things
within the City to be re-evaluated that
would not be done for five or six years.
Councilman Damonte stated that it was his
contention that a position should not be
fitted to an individual which had been
done in the Print Shop.
Councilman Addiego stated that his
recollection was not to do away with the
Print Shop and that was why it had been
moved to the Annex and felt that now the
Council was being given different infor-
mation.
Vice Mayor Teglia stated that she had
talked to local printers who had
questioned why the City had in-house
printing when they did not see how it was
cost effective.
Deputy City Manager/Community Development
and Administration Lewis stated that the
major goal in Personnel was to establish
and maintain superior, expeditious labor
relations wi th multi-agreements to ease
the atmosphere of labor; to establish
uniform language; establish fewer
bargaining units; continue labor nego-
tiations to keep current.
Councilman Damonte stated that there were
arguments both ways, in consolidating
units and making fewer units which gave
more chances to tie up the City.
Mayor Haffey stated that two new units
had been created in the last two years,
i.e., Unit No. 9 and the Management Unit.
Councilman Damonte stated that dividing
the units up had not worked in 1977 when
the City had its first strike.
4/29/85
Page 5
AGENDA ACTION TAKEN
Deputy City Manager/Community
Development and Administration -
Personnel:
P1 anning:
Building Division:
Deputy City Manager/Community Development
and Administration Lewis stated that
another goal was to establish an Employee
Appreciation Program.
Vice Mayor Teglia stated that
establishing an Employee Appreciation
Program had been in the Council's goals
and objectives.
She stated that she thought the outside
consultant for negotiations was a good
thing and was very impressed and did not
want to go back to the way it had been.
Deputy City Manager/Communi ty Development
and Administration Lewis spoke of the
following goals: to re-implement a quar-
terly newsletter; employee evaluations
for supervisors; revise the City's rules
and regulations.
Councilman Damonte stated that in
reference to the rules and regulations it
appeared that the Personnel Board's
powers had been striped by the Council
and Manager's Office. He continued, the
Board used to be involved in the inter-
viewing and testing of prospective City
employees.
Deputy City Manager/Community Development
and Administration Lewis stated that the
goals in Planning were: to update the
planning document; adopt a new zoning
ordinance and zoning map; standing back
and looking at the General Plan and then
streamlining the process.
He stated that the goals for the Building
Division were to improve the internal
operations and the inter-relationship
wi th the public.
Vice Mayor Teglia stated that during the
last budget the Council had been asked to
consider a new Fire Marshal for inspec-
tions which had not been approved. She
anticipated the same request would be
made in the coming budget and questioned
consolidating all inspections.
4/29/85
Page 6
AGENDA ACTION TAKEN
CLOSED SESSION
Closed Session for the purpose
of the discussion of the perfor-
mance evaluation of the City
Manager and Deputy City Manager/
Community Development and yl~
Administration and for
personnel matters, labor
relations and litigation.
RECALL TO ORDER:
ADJOURNMENT:
RESPECTFULLY SUBMITTED:
CLOSED SESSION
Council entered a Closed Session at 6:46
p.m. for the items noticed.
Mayor Haffey recalled the meeting to
order at 8:15 p.m., all Council present,
no action taken.
M/S Damonte/Addiego - To adjourn the
meeting.
Carried by unanimous voice vote.
Time of adjournment 8:16 p.m.
APPROVED:
City of South San Francisco
Ri char e
City of South San :isco
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
4/29/85
Page 7