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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