HomeMy WebLinkAboutMinutes 1988-06-15Mayor Jack Drago
Council:
Mark N. Addiego
Richard A. Halley
Gus Nicolopulos
Roberta Cerri Teglia
AGENDA
ADJOURNED REGULAR MEETING
CALL TO ORDER: (Cassette No. 1)
ROLL CALL:
AGENDA REVIEW
1. Budget Study Session
Councilman Addie9o Arrived:
MINUTES
City Council
City Council Conference Room
City Hal 1
June 15, 1988
0212
ACTION TAKEN
ADJOURNED REGULAR MEETING
6:12 p.m. Mayor Drago presiding.
Council present:
Council absent:
Haffey,
Nicolopulos, Teglia,
and Drago.
Addiego
AGENDA REVIEW
City Manager Lewis stated that he had
nothing to add or delete from the Agenda.
Mayor Drago explained that the City
Manager would run through the preliminary
budget; the Department Heads would pre-
sent their individual budgets; after
which the two Council Subcommittees would
present their recommendations.
Councilman Addiego appeared present at
6:15 p.m.
City Manager Lewis stated that in accor-
dance with the Municipal Code, staff had
submitted the proposed Operating Budget
for Council consideration. He stated that
the budget was in a summary program form
which was traditional in this City, and
reflected the changes implemented over
the last year. He stated that the pro-
posed budget was balanced, and was con-
servative both in its revenue and
expenditure recommendations.
He stated that the City had experienced a
decline in revenue growth over the past
years, however, the demand for expen-
ditures had not declined. He continued,
in spite of this the budget was designed
to maintain services in all areas of the
City.
He stated that the projected General Fund
6/15/88
Page i
AGENDA ACTION TAKEN 0213
1. Budget Study Session - Continued.
revenues available for operations are
expected to increase by 4%. He related
the following two new positions being
requested: a Code Enforcement Officer,
and a Building Maintenance Custodian. He
stated that the City's expenditures had
been held down for two years, which had
put the City in a more favorable light
than other cities in San Mateo County,
and if this trend continued then the City
could avoid some of the service delivery
cut back problems other cities were
facing; and would be able to maintain
future levels of service. He stated that
over the last ten years the General Fund
revenues had averaged a growth of 10%,
and the revenue decline was due to slow
sales tax growth and continued restric-
tions of Federal and State revenue
sources.
He stated that the budget proposal was
not based on any fee or tax increases;
total expenditures would increase
approximately $1,000,000; salary expen-
ditures amounted to 78% of the budget;
Non-Departmental Budget consisted of
reserves set'aside for emergency equip-
ment replacement, and $240,000 was set
aside as a reserve for MOUs not yet
settled; that all other MOUs were
included in the budget proposal; that the
diminished revenues could be an on-going
trend, however, plans were in process for
business enhancement to help combat that
trend; that staff had been meeting with
the Subcommittee for a detailed budget
review, and the budget would be before
the Council on 6/22/88 for action.
Mayor Drago expressed appreciation to
Council Subcommittee Members Teglia and
Nicolopulos for the many hours spent over
the last four weeks to compile the
resource material, and the resultant
recommendations. He commended staff for
their responses to the many inquiries for
the budget information given to the
Subcommittee.
Councilman Addiego expressed concern over
6/15/88
Page 2
1. Budget Study Session - Continued.
any action the Council might take this
evening, in that he had just received the
Subcommittees reports and had been unable
to review the documents.
Vice Mayor Teglia explained in detail the
color coordinated Subcommittee recommen-
dations in the report (a copy of the
report is attached and a permanent part
of the record of this meeting). She
stated that the first seven items were
general statements, some of which were
the outgrowth of the budget message from
the Manager and all were intended as
suggestions to the entire Council. She
stated that some of the items if adopted
would need funding that was not reflected
in the budget.
Mayor Drago stated that since one of the
seven general statements touched upon
management reorganization plans, now was
a proper time for discussion. He stated
that he and Councilman Haffey had met
with the City Manager on several occa-
sions, and had determined that the new
organizational structure would be imple-
mented without a net increase of person-
nel. He continued, there would be
division transfers within departments,
and jobs will be eliminated and other
jobs added without an overall increase of
personnel (a copy of the report is
attached and a permanent part of the
record of this meeting).
He stated that with Mr. Yee leaving, part
of the organizational structure will
break his department into public services
and community development. He continued,
both department heads would be certified
engineers, for numerous reasons, and
would stream line the existing City
structure into functional lines, i.e.,
the Department of Public Works would have
all of the maintenance functions inclu-
ded: streets, parks, vehicles, building,
and the treatment plant; Community
Development would be all City development
functions that include engineering,
planning, building, and the Department
6/15/88
Page 3
DATE:
TO:
SUBJECT:
FROM:
CITY OF SOUTH SAN FRANCI~O
INTER-OFFICE MEMORANDUM
June 13, 1988
The Honorable City Council
CITY ORGANIZATIONAL CHANGES
Organizational Subcommittee
The Council's Organizational Subcommittee has met over the last
six weeks and carefully reviewed the City's organizational
structure. After this review, we recommend that the attached
organizational structure be approved by the City Council with the
following conditions:
me
That the City Manager be authorized to begin implementing
the attached organization subject to the appropriate Council
approvals.
®
That the new organizational structure be implemented without
a net increase in personnel.
e
That both the new Department Heads for the Departments of
Public Services and Community Development be Certified
Engineers.
ubcommitteW Member
Subcommittee Mum
SS/Z05 (11/117) ZOrm
6/l 5/88
Page 3A
RgVISED 6/9/88
This organizational structure streamlines the existing City
structure into functional lines.
Organizes a Department of Public Works with all
maintenance functions included:
- Street Maintenance Division
- Park Maintenance Division
- Vehicle Maintenance Division
- Building Maintenance Division
- Sewage Treatment Plant
Organizes a Department of Community Development with
all City Development functions included:
- Engineering
- Planning
- Building
Exchanges Labor Relations Coordinator for Assistant
City Manager position - Assigns line responsibility for
Personnel, Finance and day-to-day coordination of the
Library. Additionally, Assistant City Manager assumes
responsibility for City labor relations.
Eliminates old Department of Community Development and
Administration.
Pros:
1. Reduces direct reports to City Manager from ten to six.
2. Provides for more streamline organization.
3. Frees up City Manager for more work with City Council.
0
Follows traditional City organization.
disruptive to organization.
Would be less
Adds additional top management back-up support to City
structure.
Consolidates all permit functions within City and
eliminates overlap of development review.
Cons:
Eliminates Labor Relations Coordinator for Assistant
City Manager.
2. May be slightly more costly than existing structure.
3. Others.
6/1 5/88
Page 3B
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6/15/88
Page 3C
DATE:
TO:
SUBJE(~T:
FROM:
CITY OF SOUTH SAN FRANCI~O
INTER-OFFICE MEMORANDUM
June 15, 1988
The Honorable City Council
REPORT FROM SUBCOMMITTEE ON BUDGET REVIEW
Budget Subcommittee (Teglia & Nicolopulos)
Not is Manager's
Proposal - New
Expenditures
Possible $ Savings
Opportunity
Within Manager's
~ud§ct P~opesal
General Statements
1)
REVERE GROWTH: Subcommittee accepts the City Manager's opinion
that 4% growth for fiscal year 1988-89 is a conservative figure
and that the range of growth be estimated between 3% and 6%.
2)
STAFFING ADDITIONS: Subcommittee agrees these staffing additions
are long overdue and urge Council's support of the proposals.
Total cost for the building maintenance position may be offset by
increased rental fees to be assessed in the Recreation and
Community Services Department during the coming year. The
Subcommittee wishes to express concern to the City Council that an
additional maintenance position is needed.
3)
MANAGEMENT REORGANIZATION: It appears that some degree of
management reorganization will take place this fiscal year.
Subcommittee assumes certain budgetary repercussions. Therefore,
Council is requested to give high priority to this subject.
Subcommittee would like to point out that reorganization plans
should give careful consideration to specific project areas
heretofore managed by Bob Yee (i.e. Airport Insulation Project).
4)
MAINTAINING COST AT PREVIOUS YEAR LEVELS: The Subcommittee is
concerned that the budget constraints of the past three years will
soon impact City service levels. In the event that service and/or
staffing levels become negatively impacted by insufficient
revenues, Subcommittee requests that Council be given sufficient
advance notice to consider a range of alternatives.
5)
NEGOTIATIONS WITH CITY'S BARGAINING UNITS: Subcommittee
recommends that Council consider the adoption of an "ability to
pay" policy outlining both fiscal constraints and Council
philosophy with regard to this issue.
6)
SEWER ENTERPRISE FUND TRANSFERS FOR ADMINISTRATIVE COSTS:
Subcommittee agreed, after much discussion, that the proposed
9.05% administrative cost transfer ($340,000) for fiscal year
1988-89, is reasonable and recommends this amount to Council.
7)
CITY TREASURER'S INVESTMENT OF CITY MONIES: Subcommittee
recommends an annual meeting between the City Treasurer and the
City Council to review City investment program.
i$/20S (11/B7) 20tm
6/15/88
Page 3D
Page 2
o,~unit¥ Development and Administration:
FINANCE: Recommend th&t Council re-evaluate the recently created
full time clerk slot in the Finance Division. Council will
remember that this position was created by the consolidation of
two part time positions held by the same individual. The
individual in question has since moved on. It appears that an
opportunity to reduce this position to a half time situation
exists. Savings: 1/2 salary plus benefits.
Non-Departmental - General Services
9)
EDP PROCESSING: Subcommittee recommends that Council be given a
comprehensive report covering our current EDP status as it relates
to on-going and future needs. Subcommittee is seeking better
coordination of existing hardware and software City-wide. Since a
number of replacements, as well as program additions are under
consideration, this appears to be an opportune time for such an
examination.
10) Council Fee Wavier for use of Public Facilities by Non-Profits:
Recommend account for reimbursement of various departments
(Recreation and Facilities Maintenance) when Council authorizes
the wavier of fees for certain non-profit use of City facilities.
Request: $7,000 (transfer from Recreation or Facilities
Maintenance Budgets) (1987-88 actual expenditure equals $6,400).
11) ART AND WINE FESTIVAL: Recommend account for reimbursement of in-
kind services provided to annual Art and Wine Festival (public
works assistance, electrical assistance over and above norm).
(Request: $1,500).
12) ITALIAN-AMERICAN GAMES: Recommend account for reimbursement of
in-kind services provided to the annual Italian-American games.
Request: $1,000. (Actual 1988-89 commitment equals $776.00).
13) SISTER/BROTHER CITY RELATIONSHIPS: Recommend accounts be set up
to cover legitimate exchange expenses such as City hosted
luncheons/dinners, visitors' admissions, tokens/representative
gifts, buses/other transportation. Suggest disbursement as needed
upon presentation of specific request approved by City Manager.
Requests: Sister City $3,000
Dolores Hidalgo $3,000
General Services Budget Augmentation:
$1,296,022
8,500 - New Requests
7,000 - Transfer
$1,311,522
6/1 s/88
Page 3E
14) CAPITAL OUTLAY RESERVE FOR EMERGENCY EOUIPMENT: Recommends that
Council consider the feasibility of early retirement of City debt
on two new fire engines. Dollar savings can be applied to
purchase of needed vehicle replacements in a variety of City
departments.
Fire Department:
15) FIRE PREVENTION - PUBLIC EDUCATION: Subcommittee recommends that
Council direct the Subcommittee on Reorganization to examine
staffing alternatives in the Fire Prevention Bureau. Public
education program, by Department admission, is practically non-
existent. Subcommittee feels that alternatives may provide for
more comprehensive coverage within existing budget, (i.e.:
civilianization of existing opening in Bureau and redrawing of job
specifications for a resulting two, or one and a half positions to
cover duties that may be performed by a non-safety person, thereby
relieving Fire Marshal an Deputy.
Subcommittee suggests that the current "Adopt-A-School" program
may be a serviceable mechanism to further fire department public
relations beyond their present boundaries, but this program, in
one nursery school, can in no way satisfy the requirements for a
comprehensive public education program.
16) OVERTIME vs. SICKLEAVE: Recommend that Council direct Fire
Department Administration to develop and implement a
policy/program, by August 1, designed to correct existing
situation in which certain employees accrue high levels of
overtime hours and high levels of sick leave hours. Further, it
is suggested that after August 1, the results of this
monitoring/corrective effort be monitored quarterly by the City
Manager with a report to the City Council Subcommittee suggests
that Department be directed to continue strong efforts to monitor
and evaluate department use of overtime hours for better resource
utilization.
17) UNIFORM ALLOWANCE: Subcommittee recommends that Council direct
Fire Administration to develop an improved system of uniform
replacement administration.
18) MULTIPLE RESIDENTIAL SMOKE DETECTOR REQUIREMENT COMPLIANCE:
Recommend that Council direct Fire Administration-to verify, by
inspection, mailed in compliance reports in multiple residential
structures. Special focus should be directed to those property
- owners who have not responded to initial correspondence.
6/] 5/88
Page 3F
Page
?olice
19) DRUG ENFORCEMENT ENHANCEMENT: Recommended that $16,000 cut from
drug enforcement program last fiscal year be restored. It is
suggested that Council use $5,000 of CDBG funds to fund Police
Department's North Peninsula Family Alternatives youth diversion
program, thereby freeing up a similar amount of Police Department
funding to allow for increasing the funding of the drug
enforcement program. The remaining $11,000 would have to come
from other sources, if Council sees fit to assign.
20) OVERTIME COST IN THE POLICE DEPARTMENT: Subcommittee recommends
that Department be directed to continue to closely monitor
overtime that is within the ability of the Department to control,
so that necessary tasks may be completed in the most efficient
manner while minimizing costs and employee stress.
Technical and Maintenance:
21) PUBLIC WORKS: Recommend study of alternatives to current method
of steam cleaning downtown sidewalks, to take place prior to end
of fiscal year. Equipment is wearing out and decisions to repair,
replace, etc. will have to be made. Current method very labor
intensive and time consuming. (Two man crew - 4 to 6 weeks to
complete single cycle). (Perhaps chemical cleaning or contracting
might be better alternatives).
22) VEHICLE REPLACEMENTS (Other than safety): Council should be aware
that replacement of a variety of service vehicles have been
stretched well beyond normal limits due to budget constraints of
past three years. Recommend that Council direct staff to consider
feasibility of retiring the current debt on two fire engines.
Dollar savings might be applied to purchase of other service
vehicles (i.e.: Paint tr~ck with compressor, asphalt roller,
emulsion tank, sewer truck, etc.).
23) BUILDING MAINTENANCE: Management needs to access the impact of
our rental program on long-term and short-term maintenance
requirements. Recommend study this fiscal year. Special focus on
improvement of coordination between maintenance and rental units.
Need for a City policy and program regarding rental, monitoring,
marketing, damage control, assignment of responsibility, etc.,
exists.
24) BUILDING MAINTENANCE - PUBLIC ENTRIES: Recommends that greater
attention be given public entries and elevators within existing
budget.
25) WATER OUALITY CONTROL: Recommend that Council direct staff to
advise Council of any and all permit requirement violations in a
timely manner.
6/15/88
Page 3G
~age $
--5) WATER OUALITY - RADIO EOUIPMENT: Subcommittee supports budget
request regarding radios. However, committee feels that prior to
purchase, Council be assured of compatibility with existing
emergency equipment.
Recreation and Community Services:
27) RE: TRANSFER OF $7,000 TO NON-DEPARTMENTAL: Recommend transfer
of $7,000 in this budget to Non-Departmental for funding of re-
imbursement account regarding Council's wavier of rental fees by
non-profit groups.
28) RECREATION AND COMMUNITY SERVICES - EXCLUSION OF INSURANCE COSTS
FOR YOUTH SPORTS GROUPS: Subcommittee agrees to recommend to
Council that the City pay the insurance premium for the youth
sports groups and pass this charge along to participants at cost.
In so doing, the City (1) Allows itself the opportunity to find
the lowest cost insurance available before disbursing these
charges to each group and (2) insures that each youth group is
insured before participating in any activity. To defray these
costs, the City furnishes youth group managers with licenses for
merchandise sales at no fee.
COMPARISON INFORMATION
Field Field
Pays Rental Prep's Pays
City Insurance Charge Charge Printing
Burlingame No No Mon-Fri: Free No
field prep
Sat-Sun: $15.00
per field
Pacifica No No League does own No
field preps
San Bruno No No No Charge No
Millbrae No No City drags field No
3 times a week;
League does own
field preps
Redwood City No
No League does own No
field preps
Daly City No No No Charge Yes
South San
'rancisco Yes No No Yes
6/] 5/88
Pa9e 3H
Page 6
9)
RE= ERROR IN BUDGET LINE ITEM FORMAT= PAGE 76:
The "Teen Program" and "Special Services" categories will be
deleted and recategorized as "classes," "rentals," and
"recycling."
30) RE: PART TIME EMPLOYEES' SALARY ADJUSTMENTS: Subcommittee
suggests that the proposal costs of $108,000 be readjusted to
"wash" with the projected $97,051 revenue increase or that the
revenue increase be raised to meet the $108,000 proposal cost.
Staff has submitted a report indicating ability to raise $108,000.
31) RE: LIBRARY STAFFING - FULL TIME VS. PART TIME: Subcommittee
concurs with Librarian's request to convert a limited number of
part time hours to a full time position (to be accomplished within
existing budget). Subcommittee further requested that the City
Librarian submit to the Council a report outlining her "ideal"
perception of library staffing that includes a proposal to further
convert part time hours to a full time position or positions.
Report due August 1 - for future consideration.
6/15/88
Page 3I
AGENDA ACTION TAKEN
Budget Study Session - Continued.
Head would be the City Engineer.
He stated that the third roster exchange
was the Labor Relations Coordinator for
an Assistant City Manager who assumes
line responsibility for Personnel,
Finance, and day to day coordination of
the Library, as well as Labor Relations.
He stated that the old Department of
Community Development & Administration
would be eliminated.
Councilman Haffey stated that the Mayor
had a concern that there were too many
people and too many divisions that
reported directly to the City Manager,
and this reorganization would reduce that
span of control. He continued, the City
Manager would then have better control
over all departments, and he would have
more time to spend with the City Council.
He stated that the Subcommittee had found
that the City did not have much back-up in
engineering, and had counted very heavily
on Mr. Yee during his tenure with the
City. He stated that this reorganization
would allow engineering backup without
having to rely on only one individual,
and it would also provide engineering in
the maintenance division. He stated that
this would provide an applicant for a
permit to only deal with one department
rather than two.
The following Department Heads presented
their budgets: Police Chief Datzman,
Fire Chief Feuerstein.
Discussion followed: using $5,000 of
CDBG funds for the Drug Enforcement
Enhancement Program; the increase in. the
records and communications budgets; effi-
ciencies of investigations; using non-
safety people to free up the Fire
Marshal; Adopt A School Program did not
satisfy the requirements for public edu-
cation; concern over the accrual of sick
time, vacation leave and misuse of over-
time in the Fire Department; that after
7/1/88, the City Manager will monitor
6/15/88
Page 4
AGENDA ACTION TAKEN
ml.
Budget Study Session - Continued.
(Cassette No. 2)
(Cassette No. 3)
uses of vacation and sick leave usage;
using civilians in the Fire Dept. for
public education, and in arson inspec-
tions; uniform standards; the Burn
Program being administered in the elemen-
tary schools; training of fire
suppression employees; expenditure of
overtime in the Fire Dept.; response
time; cost cutting measures taken in the
last year by the Fire Dept.; EMT
training provided the individual with a
21/2% increase, etc.
The following Department Heads presented
their budgets: Recreation & Community
Development Director Jewell, Deputy City
Manager/City Engineer Yee.
Discussion followed: that part-time
recreation salaries should be increased
to attract qualified people; purchase of
a new street steam cleaner for the down-
town area, and explore different cleaning
additives; reestablishing a vehicle
replacement program; retiring the debt of
the two fire engines; whether replacement
of street vehicles could be charged to
Enterprise Funds, such as Gas Tax Funds
or other such funds; that the City had
commitments for Gas Tax monies in the
Operating Budget; that instead of
replacing police cars over the past few
years, their use had been stretched to
the limit; the growth of the vehicle
fleet; the reserve for the paving of
streets; maintenance of damage to
recreation classroom floors;the need for
additional maintenance workers; the
shining of the brass rails at City Hall;
maintenance of the public entries to City
buildings; the type of percentage to be
used for administrative costs of the
Water Quality Control Plant; needed capi-
tal improvements to the Sewer Plant.
The following Department Heads presented
their budgets: Library, Planning,
Building, City Attorney, City Clerk,
Finance, Non-Departmental.
Discussion followed: establishing a
6/15/88
Page 5
AGENDA ACTION TAKEN
1. Budget Study Session - Continued.
ADJOURNMENT:
reimbursement account for Sister City
cultural exchange functions; that the
funds should be put into the Council's
Community Development account; that a cap
should be put on exchange functions of
$10,000; that $2,500 should be added to
the account for future Board and
Commission receptions, etc.
CLOSED SESSION
Council chose not to hold a Closed
Session.
M/S Haffey/Addiego - to adjourn the
meeting.
Carried by unanimous vote.
Time of adjournment was 9:45 p.m.
RESPECTFULLY SUBMITTED,
Barbara A. Battaya,
City of South San Francisco
The entries of this Council meeting
APPROVED.
of South San Francisco
show t e 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.
6/15/88
Page 6