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HomeMy WebLinkAboutMinutes 2016-01-11 @9:00 AM a So MINUTES SPECIAL MEETING _+ CITY COUNCIL cA °0* OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: DOMINIC'S AT OYSTER POINT 360 Oyster Point Boulevard South San Francisco, CA MONDAY, JANUARY 11, 2016 9:00 A.M. 1. Call to Order. TIME: 9:01 A.M. 2. Roll Call. PRESENT: Councilmembers Garbarino, Matsumoto and Normandy, Vice Mayor Gupta and Mayor Addiego. ABSENT: None. 3. Agenda Review. Mayor Addiego removed the Committee Assignments "Item 5(a)" as he required additional time to make Committee designations. He also proposed taking items out of turn to accommodate the schedule of attendance by staff and consultants. The minutes below reflect the order in which items were heard by the Council with the original agenda item number reflected in the header. 4. Public Comments—comments are limited to items on the Special Meeting Agenda. None. 5. Items for Discussion: a. Committee Assignments. Item not heard. b. [5(h)] Staff reports/informational flyers, including adding detailed cost/expense explanations for agendized items, and detailed maps and drawings for construction or other projects. Councilman Garbarino requested that staff reports reflect a complete picture of the basis of staffs recommendation. He suggested inclusion of a more robust financial breakdown on bids and cost estimates as well as detailed maps of property locations. Councilmembers agreed and referenced certain instances in which staff reports conflicted with their recollection of events. One such example related to a Fueling Station. Councilman Gupta noted that he would like to be able to search for City documents electronically. City Clerk Martinelli advised of the City's Laserfiche System supported by IT and maintained in the City Clerk's Office and utilized by certain other City Departments. She noted that the program is imperfect in that naming conventions are not precise; however, most significant City records are available and searchable by keywords. She agreed to work with IT to bring access to this program to Councilmembers. c. [5(j]) Criteria for presentations to Council. Vice Mayor Gupta suggested the establishment of criteria for presentations at the beginning of Council meetings. Councilmembers agreed and determined that presentations would be placed on the agenda at the discretion of the Mayor. d. [5(g)] Council expenses (clothing, subscriptions,memberships, etc.). Councilwoman Normandy noted a lack of clarity on policy related to Councilmember expenses. Councilmembers agreed that a more detailed policy would be helpful and noted that the Budget Subcommittee reviews Council's budget semiannually. e. [5(f)] Special events for 2016, including discussion of a South San Francisco Celebration Week. Vice Mayor Gupta noted the increase in City activities drawing more attention to the City. He suggested that some of these activities might be combined into a Celebration Week for the City. Councilmember Normandy sought clarification as to the budget location of certain events and promotions, including the Super Community Program for Super Bowl 50. SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 MINUTES PAGE 2 City Manager Futrell noted that participation in the Super Community Program was funded through the City Manager's Budget. Councilwoman Matsumoto observed that many of the new programs, including the City's Birthday Party, were primarily attended by the City's usual base of engaged residents,but that new-corner participation was not prevalent. Mayor Addiego believed that the Birthday Celebration had about 20%participation by residents new to City activities. Along with Mayor Garbarino, he suggested the new events were opportunities for Councilmembers to reach out and bring new resident attendees into the fold. City Manager Futrell advised Council of a proposed September event supported by the Parks and Recreation Department that would involve a concert and potentially reincorporate the food booths sponsored by local nonprofits. The event would not rise to the level of Day in the Park, however. Council concluded that it would like to review the events proposed for 2016 and weigh in on the options. f. [5(c)] Additional Police Resources. Mayor Addiego sought Councilmembers' opinions related to the possible use of drones and Equestrian Mounted Patrol by the Police Department. Councilmembers were amenable to having the Police Chief review both options. However, Councilwoman Matsumoto added the caveat that any proposed use of drones should be incident activated only. g. [5(d)] Funding for the Arts. Mayor Addiego suggested that Council review and consider a proposal that 1%of Transient Occupancy Tax ("TOT") revenue be designated for the Arts. Council concluded that this proposal might be worth consideration in the future. However, current circumstances were not favorable for such an option. h. [5(e)] Support for non-profits, including outreach to Homeowner Associations (HOAs). Mayor Addiego recounted recent experiences of local nonprofits and homeowners associations that had difficulty organizing under the respective laws governing each type of entity. He invited Council consideration of a City service that would assist such entities in navigating the processes related to formation. As part of this discussion he mentioned the Community Outreach Group and suggested that it should either become a nonprofit or be formally included in the Council budget. SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 MINUTES PAGE 3 i. [5(1)] Operation of City Manager's Office, including written procedures for front office staff, orientation for new and existing employees,policy for written and/or oral invitations to all board and commission members to city events, and distribution to all Councilmembers of information requested by one Councilmember. Councilman Garbarino noted that his experience related to the flow of information from City Manager Office staff had improved,however he raised concerns related to consistency of response. He further requested that paper invitations be sent to individuals without email. He opined that an orientation for staff people related to the functions of the City Council might be helpful. Councilmembers also noted a desire to be informed of certain projects in a more timely fashion. City Manager Futrell advised that the Human Resources Department was working on developing a more robust orientation for new hires that would include information pertaining to City Departments and functions. He further advised that his staff was rounding out with three (3) recent hires, including an Assistant to the City Manager, Jennifer Shimabukuro. Jennifer recently started and part of her role would include responsibility for Council protocol related items. He had also hired an Assistant City Manager, Marian Lee, and Admin II, Jessica Cooper. Both of these new hires would be starting in the very new future. Mr. Futrell believed that with these additions, Council's concerns would be addressed. j. [5(i)] On-line retrieval of Council documents. Councilman Gupta noted that this item was covered under item 5(b) above and did not require further hearing. k. [5(k)] Criteria for projects that should come to Council before decisions are made if only for information and as a courtesy. The Mayor noted that this item was covered under item 5(i) above and did not require further hearing. 1. [5(m)] City website. Councilmembers discussed difficulties related to the City's website and the need for it to be updated more routinely. City Manager Futrell and City Clerk Martinelli addressed some of the structural limitations related to the City website program that affect ease of use for employees tasked with accomplishing website updates. Council acknowledged the new website has a much better aesthetic look than the previous SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 MINUTES PAGE 4 website, and hoped the issue of updating the website could be worked through. m. [5(n)] Street Parking Requirements. Mayor Addiego discussed parking issues related to multiple families living in one residence due to the current cost of housing. He suggested that it might be time to revisit the concept of permitted residential parking in the City. Councilman Garbarino expressed concerns related to double parking and dangerous driving in the Downtown area. He suggested that additional Police enforcement might be appropriate in the area. n. [5(b)] Council Goals/Objectives. i. Top three items you would like the City to accomplish in 2016. ii. Projects individual Councilmembers plan to work on. Councilmembers addressed items 5(n) (i-ii) as follows: Councilwoman Matsumoto noted she would like to see a cohesive strategic plan supported by Council. She would also like to have the issues concerning Oyster Point resolved. Finally, she wanted to identify and target sites for workforce housing as well as consider potential funding mechanisms. Councilwoman Normandy noted the issues of parking and traffic in the City. She stated concerns regarding the inefficient timing of signal lights, particularly during peak commute hours. The Councilwoman also addressed upcoming Downtown Projects, including Sares Regis and noted a need to get out ahead of possible traffic related issues concerning this and other projects. Finally she mentioned the need for social media etiquette training. Vice Mayor Gupta expressed a desire to make sure that options related to Measure W are thoroughly studied and implemented. He suggested that extra attention should be paid to getting it right. The Vice Mayor also stated a priority related to minimizing glitches related to Downtown building projects. He preferred that staff anticipate rather than react to circumstances related to the projects. Finally, he wanted to resolve issues out at the Harbor. Councilman Garbarino also commented on issues related to the traffic signals and timing, specifically at Westborough, Chestnut and Antoinette Lane. The Councilman also stated a desire to resolve issues concerning Oyster Point. Next the Councilman put emphasis on getting the Measure W implementation process right with an emphasis on transparency. Finally,he stated he would like to revisit the option of drive-through businesses in the City. SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 MINUTES PAGE 5 Mayor Addiego echoed the sentiments of his fellow Councilmembers noting concerns related to traffic and parking. He also stressed the need for programs addressing graffiti abatement and general clean-up in the City. He agreed with Councilman Garbarino's suggestion to revisit the Drive-through ordinance and looked forward to thoughtful implementation of Measure W. Recess: 12:00 P.M. Meeting resumed: 12:30 P.M. o. Update on Measure W progress and plans. City Manager Futrell presented the staff report outlining options for Measure W funding in both the short and long term. City Manager Futrell first introduced Director of Finance Richard Lee who reviewed Measure W financial accountability. He advised that although technically part of the General Fund, staff recommended administratively separating Measure W revenue to enhance transparency and accountability relative to the funds. He further reported on the Measure W Citizens Oversight Committee and its roles and responsibilities. By July 1, 2016, the Council must adopt a resolution establishing the composition of the Committee and defining its scope of responsibilities. Finally, Director Lee provided an update on financial projections and bonding capacity. Muni Services, the City's sales tax consultant projected that the Measure W half-cent sales tax would generate $7.0 million/year in revenues. Through bonds, this income stream would yield the ability to bond up to $135 million. Staff had analyzed Measure W bond capacity and residual income using the indebtedness benchmarks of$120 million, $125 million, $130 million and $135 million. Next Council provided feedback on certain potential Measure W programs for seniors, youth and disabled residents. These included programming at the Library and in the Recreation Division. Council determined it would prefer to fund these worthwhile programs with the General Fund and use Measure W for larger programs like streets, child care and the facilities needed to improve or expand City Programs. City Manager Futrell next introduced Consultants from Group 4 Architecture to discuss improvements to City Facilities. Group 4 presented four(4) options for development of a new City Center or Campus to address needs in the Police, Fire, Library, Parks and Recreation, Information Technology, Finance and Human Resources Departments. The Four Options were as follows: Option 1: Renovate the Existing Buildings: This would include a renovated Municipal Services Building ("MSB") with the Police Department, Fire Station and Parks and Recreation Department still being housed there. It also stated plans for a renovated Main Library on its current location at West Orange Avenue. Option 2: New Library, Parks and Recreation Department at the former Public Utilities Commission ("PUC") site and a new Police Department and Fire Station at the MSB. This SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 MINUTES PAGE 6 included plans for a Library/Parks and Recreation site on El Camino at Chestnut Avenue and a renovated MSB to include an updated Police Department and Fire Station. Option 3: Relocate all to the PUC Site: This would include a joint Library and Parks and Recreation Facility with a separate Public Safety Building, including the Police Department and Fire Station on the PUC site. A new emergency road for egress would be added to the site. Option 4: All at PUC except the Fire Station: This would include a joint Library and Parks and Recreation Facility with the Police Department, Information Technology Department and Human Resources Department in a separate building. No emergency access road was included. The Fire Station would be renovated at the current MSB site. After discussion, Councilmembers expressed a preference for study of Option 4. They further recommended study of what was coined"Option 5"to include the facilities specified in Option 4 in a campus like configuration at the current MSB location with inclusion of certain properties immediately abutting it. This Option required staff to look into acquiring the abutting properties. Recess: 2:26 P.M. Meeting resumed: 2:36 P.M. P. [5b.] Council Goals/Objectives - Continued iii. City Manager's six priorities for 2016. iv. What three accomplishments are you most proud of that the City achieved in 2015? v. What are the top three trends in the community that need attention? City Manager Futrell addressed his priorities for 2016. He noted that at last year's retreat he presented a strategic plan that was reviewed with Council. This document was updated at the Department Head Retreat in December. He described the plan as a high level perspective-type document that suggested direction,but did not dictate implementation. His goal was to work collaboratively with Council on a document that would reflect their strategic plan. He summarized his priorities as follows: maintain, train and support a high performance team; 2)build and maintain a sustainable City with robust recreation and learning systems; 3) 3) maintain a robust internal and external communication strategy; 4) Work with HOAs to curb crime; 5) a Vibrant Downtown; and 6) a Competitive building process. In regard to the strategic direction, Council advised the City Manager it would prefer to hold-off on spending related to the Downtown Plan. Councilmembers cited examples of successful developments that unfolded without City encouragement. Councilmembers next addressed the accomplishments they were most proud of in 2015. SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 MINUTES PAGE 7 Finally, Councilmembers addressed the top three trends perceived in the community that needed attention. Councilmembers identified traffic as a concern- specifically, poor timing at signal lights and the need for the installation of meters at certain locations. They wanted staff to consider the installation of meters at the Smart and Final Parking Lot. They also noted the need for workforce and affordable housing. Increasing green space in the City by revisiting the concept of Pocket Parks was also referenced. Councilmembers further expressed a desire to address the burglary and graffiti trends in the City. Cleaning up trash around the City and focusing on beautification efforts were also mentioned. q. Update on the Office of the City Clerk. i. Office responsibilities/duties. ii. Recent accomplishments. ii. New Programs including Public Records Act Automation and Agenda Management. iii. Discussion of staff plan and positions. City Clerk Martinelli presented the staff report. She thanked Council for the opportunity to discuss the functions of her Office as it was the first time since her election nine (9) years ago that this dialogue was had. She began by outlining the duties of the City Clerk's Office, including general, state mandated and City-wide. She further referred Council to the City Clerk Job Description, which described the Clerk's role as an elected official serving in a department head capacity. She noted the elected City Clerk in South San Francisco does not serve the function of administrative assistant to the City Council, accordingly, items related to Council scheduling and secretarial support were not handled in the Office of the City Clerk. Clerk Martinelli continued to relay recent accomplishments in the Clerk's Office, including those related to a) electronic records management and the City's records retention schedule and b)records security through storage at an offsite facility as opposed to the City's Corporation Yard Warehouse. She advised this transition included an audit of over 4000 boxes in storage. Clerk Martinelli next described two (2)programs the City Clerk's Office had been working on over the past few months that were primed to go live in the early parts of 2016, including WebQA for Public Records Act processing and Legistar for Automated Agenda Management. In coordination with the Information Technology Department the City Clerk's Office had worked with the vendors to build out the systems and looked forward to the efficiencies each would bring to the City. Councilmembers raised the issue of agenda placement on the City's website. City Clerk Martinelli explained that the two types of meeting agendas—regular and special are maintained in separate programs, Granicus and Weblink respectively. The previous website architecture allowed for separate links to each type of agenda on the homepage. The City Clerk shared Council's frustration over the current number of clicks required to navigate to either type of agenda and noted efforts to minimize these were stymied by the current website architecture. She agreed to work with Information Technology staff to find a solution that would minimize SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 MINUTES PAGE 8 the number of clicks needed to access City Council agendas working within the confines of the new website system. Councilmembers questioned electronic delivery of agenda packets under the forthcoming Automated Agenda Management System. City Clerk Martinelli explained the new system would use ILegislate as opposed to IAnnotate, the current electronic delivery system. She noted that ILegislate is part of a suite of products tailored to ensure efficient electronic agenda delivery. She stated that larger attachments and bound reports would be uploaded to the system but might still be presented to Council in hard copy to facilitate ease of reading. This is standard practice in local cities that had implemented automated agenda management some time ago. The City Clerk next reviewed the history of staffing in the City Clerk's Office, including her original 2008 proposal for two (2) new positions, including the Assistant City Clerk and City Clerk Records Technician. These proposals were in addition to the already established Deputy City Clerk. Given a hiring freeze and budget concerns in the 2008-2009 time frame, only the position of Assistant City Clerk was presented and approved. Since that time, the responsibilities, duties and demands on the City Clerk's Office have grown substantially. As a result of this, the City Clerk proposed the position of City Clerk Records Technician to Council in November 2015 and the position was approved. As a result of a study requested by a City Clerk's Office employee, a consultant has recommended to abolish the position of Assistant City Clerk and replace it with an additional Records Tech position. As part of this reorganization and to make salary structures accurate and consistent throughout the Department, the City Clerk intends to study the Deputy City Clerk salary and reopen the City Clerk contract negotiation with a Council subcommittee for presentation to Council in the near future. 6. Adjournment. Being no further business, Mayor Addiego adjourned the meeting at 4:28 P.M. Submitted: , Approved: ;/ IF / P s a Joy 'in- i, G ty Clerk Pradeep Gupta, Vice Mayor City of South 'an Francisco City of South San Francisco SPECIAL CITY COUNCIL MEETING JANUARY 11,2016 MINUTES PAGE 9