HomeMy WebLinkAboutMinutes 2016-11-09 @7:00 MINUTES
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33 ARROYO DRIVE
SOUTH SAN FRANCISCO, CA
WEDNESDAY,NOVEMBER 9, 2016
7:00 p.m.
CALL TO ORDER Time: 7:02 p.m.
ROLL CALL Present: Councilmembers Normandy and
Matsumoto, Vice Mayor Gupta and Mayor Addiego.
Absent: Councilman Garbarino.
Mayor Addiego advised Councilman Garbarino was attending a conference in Southern California
as part of his service as Second Vice President of the Board of Directors of the League of California
Cities. He thanked the Councilman for representing the City in this capacity.
PLEDGE OF ALLEGIANCE
Led by Bruce Wright, CPA.
AGENDA REVIEW
None.
PRESENTATIONS
1. Citizens' Academy Graduation Presentation.
Management Analyst Rosa Acosta presented the graduates of the Citizens' Academy to City
Council. She explained the Citizens' Academy is an 11 week program offered by the City to its
residents. The program offers a comprehensive overview of the City's government and provides
residents with the tools and understanding to help strengthen the City. During weekly sessions,
participants tour various city facilities and learn about new developments and projects. Further they
meet with Elected Officials, Executive Staff and various Department members.
The following participants were called to receive their Certificate of Completion of the Academy:
Dana Abarca;
Kristina Anderson;
Soildee Barbosa;
Teresa Benavides;
Gregory Benavides;
Farah Bustos;
Debbie Dewiani;
Patricia Drinkwater;
Caroline Dunn;
Maggie Fernandez;
America Gutierrez;
Melinda Hamm;
Delmy Hinds;
Nelson Castillo;
Julie Kober;
Maria Lee;
Percy Mueda;
Yusha Ng;
Cathy Oi;
Anthony Perez;
Donna-Lee Powers;
Mary Quill;
Daniel Quill;
Christopher Ramirez;
George Smith;
Gracia Trejo;
Steven Yee; and
Nancy Zendejas.
Councilmembers thanked Management Analyst Acosta for her hard work on the program. They
further congratulated participants on completion of the Academy.
PUBLIC COMMENTS
Resident Henry Garcia addressed Council about a speedbump in front of his home on Alta Vista
Drive in the Avalon Park Neighborhood. He stated he was not advised of plans for installation of
the speed bump by the City before it appeared. The noise from traffic slowing down abruptly
and/or hitting the speedbump was disrupting his enjoyment of his home. He was hopeful the City
could reconsider placement of the speed bump given that it was located between two (2) stop signs
and he understood the placement to be temporary.
Mayor Addiego thanked Mr. Garcia for taking time to address the Council on this subject and
appreciated his input.
City Manager Futrell stated he would visit the site to learn more. Further, it was possible that
enough data had been gathered so that the speedbump could be removed and the project terminated
early.
REGULAR CITY COUNCIL MEETING NOVEMBER 9,2016
MINUTES PAGE 2
Resident Ray Tenada addressed Council. He was educated in South San Francisco public schools
and participated in the City's Youth in Government Day in 2008. He noted that he was disheartened
by the previous day's election results and felt he had to do something to impact positive change.
Instead of simply being discontent, he hoped to understand what he could do at the local level to be
more involved with his community and be a part of the change he wished to see. He hoped to
continue to raise the level of discourse and engagement throughout the community.
Mayor Addiego commended Mr. Tenada for taking the time to express his reactions and for
appearing before the Council. He encouraged Mr. Tenada to continue his efforts as it was important
to make sure that the entire community, including our youth, were dialed-in and participating in the
community.
Resident Alfredo Olguin Jr. addressed Council. He commented on his discontent with the election
results from the preceding day. He noted after the election, many people are scared and in a
position where they don't know what is going to happen next. He stated that people in our
community are facing displacement. The issues impact those at the K-12 level through senior
citizens. He commented that the community needs healing and trusted that the spirit of the dialogue
he was hearing at the Council meeting this evening was headed in the right direction.
COUNCIL COMMENTS/REQUESTS
Councilwoman Normandy congratulated the Citizens' Academy Graduates. She noted that she was
a graduate of the first Citizens' Academy Class in 2006. She applied what she learned in that
session and decided to run for the School Board. She was pleased that so many residents had taken
the opportunity to participate in the program this year and encouraged them to apply what they had
learned to become active in the community.
Vice Mayor Gupta commented on the value of the dialogue that takes place between Academy
participants and Government officials. He observed that the housing shortage and affordable
housing was of primary concern to local residents and was a topic of discussion during several
Academy sessions. Vice Mayor Gupta further advised he would be serving on the County's working
group on Measure K.
Councilwoman Matsumoto commented on the value of the discussions amongst the City
Councilmembers and the Citizens Academy participants. She noted that Council learned from the
participants during the roundtable sessions and she would work on the concerns discussed that
evening.
Mayor Addiego requested that the meeting be adjourned in honor of the birth of Josephine "Josie"
Nagales, the second child of Planning Commissioner Mark Nagales and his wife Aimee Lam. He
also congratulated John Baker on his election to the South San Francisco Unified School District
Board of Trustees and David Canepa on his election to the San Mateo County Board of Supervisors.
PUBLIC HEARING
2. Report regarding a resolution approving the issuance of Revenue Bonds by the California
Municipal Finance Authority to finance a multi-family rental housing facility for the benefit
of Miller Avenue Senior Housing LP. (Ron Gerber, Economic Development & Housing
Manager)
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MINUTES PAGE 3
2a. Resolution No. 129-2016 of the City Council of the City of South San Francisco approving the
issuance of Revenue Bonds by the California Municipal Finance Authority in an aggregate principal
amount not to exceed $20,000,000 to finance a multi-family rental housing facility for the benefit of
Miller Avenue Senior Housing LP, and certain other matters relating thereto.
Public Hearing Opened: 7:32 p.m.
Economic Development and Housing Manager Gerber presented the staff report recommending that
Council adopt a resolution approving the issuance of revenue bonds by the California Municipal
Finance Authority (CMFA) in an aggregate principal amount not to exceed $20,000,000 to finance
a multi-family rental housing facility for the benefit of Miller Avenue Senior Housing LP, and
certain other matters relating thereto. When Council approved the development in April staff
advised it would return with a bond financing proposal before the end of the year. The proposed
bond financing through the CMFA would help fund the acquisition, construction, improvement and
equipping of an 81-unit affordable multifamily rental housing facility to be owned and operated by
the borrower and located at 313 B Tamarack Lane and 310, 312 and 314 Miller Avenue within the
City of South San Francisco. Miller Avenue Senior Housing, LP requested that the CMFA serve as
the municipal issuer of the bonds. In order for all or a portion of the bonds to qualify as tax-exempt
bonds, the City of South San Francisco must conduct a public hearing providing the members of the
community an opportunity to speak in favor of, or against, the use of tax-exempt bonds for the
financing of the development. This public hearing had been opened for this purpose. Manager
Gerber closed with the recommendation that Council adopt the proposed resolution.
Vice Mayor Gupta commented on the positive impact of this financing method and its service as an
example of how future developments might be funded. He heartily supported the proposed
resolution.
Councilwoman Normandy approved of the proposed fact sheet and the Development generally. She
was looking forward to this project coming to fruition.
Public Hearing Closed: 7:39 p.m.
Motion—Vice Mayor Gupta/Second—Councilwoman Normandy: to approve Resolution No. 129-
2016. Approved by the following roll call vote: AYES: Councilmembers Normandy and
Matsumoto, Vice Mayor Gupta and Mayor Addiego; NAYS: None; ABSENT: Councilman
Garbarino; ABSTAIN: None.
3. Report regarding an ordinance repealing and replacing Chapters 15.06, 15.08, 15.12, 15.14,
15.16, 15.20, 15.22, 15.24, and 15.26 of the South San Francisco Municipal Code, repealing
Chapter 15.60 of the South San Francisco Municipal Code, and adding Chapters 15.32, 15.34,
and 15.36, adopting by reference and amending the 2016 Editions of the California
Administrative, Building, Residential, Electrical, Mechanical, Plumbing, Energy, Historical
Building, Fire, Green Building Standards, Existing Building, and Referenced Standards
Codes. (Alex Greenwood, Economic and Community Development Director)
3a. Ordinance No. 1527-2016 repealing and replacing Chapters 15.06 (California Administrative
Code), 15.08 (California Building Code), 15.12 (California Plumbing Code), 15.14 (California
Residential Code), 15.16 (California Mechanical Code), 15.20 (California Electrical Code), 15.22
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MINUTES PAGE 4
(California Green Building Standards Code), 15.24 (California Fire Code), 15.26 (California Energy
Code), and Repealing Chapter 15.60 (Recycling and Diversion of Debris from Construction and
Demolition) of the South San Francisco Municipal Code; and adding Chapters 15.32 (California
Historical Building Code), 15.34 (California Existing Building Code) and 15.36 (California
Referenced Standards Code) to the South San Francisco Municipal Code in order to adopt by
reference and amend provisions of the 2016 Edition of the California Building Standards Code,
California Code of Regulations, Title 24, Parts 1, 2, 2.5, 3, 4, 5, 6, 8, 9, 10, 11, and 12.
Public Hearing Opened: 7:41 p.m.
Director of Economic and Community Development Greenwood presented the staff report advising
that the proposed Ordinance had been introduced at the City Council's Regular Meeting on October
12, 2016. A public hearing on the Ordinance was required to complete the process prior to
adoption. This public hearing was opened for that purpose. As there were no public comments on
the item, Director Greenwood recommended that Council waive reading and adopt the Ordinance.
Public Hearing Closed: 7:42 p.m.
Motion—Councilwoman Normandy/Second—Vice Mayor Gupta: to waive reading and adopt
Ordinance No. 1527-2016. Approved by the following roll call vote: AYES: Councilmembers
Normandy and Matsumoto, Vice Mayor Gupta and Mayor Addiego; NAYS: None; ABSENT:
Councilman Garbarino; ABSTAIN: None.
ADMINISTRATIVE BUSINESS
4. Report regarding resolution approving a consultant services agreement with Kitchell of San
Jose, California for program management services for the Community Civic Center project in
an amount not to exceed $5,377,557 for a term through June 30, 2021 with a one-year
extension option contingent on budget approval in future years and authorizing the City
Manager to execute said agreement. (Marian Lee, Assistant City Manager)
4a. Resolution No. 130-2016 approving a consultant services agreement with Kitchell of San Jose,
California for program management services for the Community Civic Center project in an amount
not to exceed $5,377,557 for a term through June 30, 2021 with a one-year extension option,
contingent on budget approval in future years and authorizing the City Manager to execute said
agreement.
Assistant City Manager Lee presented the staff report recommending that the City Council adopt a
resolution approving a consultant services agreement with Kitchell of San Jose, California for
program management services for the Community Civic Center project in an amount not to exceed
$5,377,557 for a term through June 30, 2021 with a one-year extension option contingent on budget
approval in future years. She introduced Public Works Administrator Lovell who assisted with the
process as well as Debris Montenegro and Steve Dewan of Kitchell. The focus of the report would
be an overview of the proposed services and procurement process. Kitchell would present its firm
to Council and the public, and staff would discuss the proposed scope of work.
Assistant Lee advised the significant agreement was broad in scope as the project would include a
new fire station, police station, joint library and recreation facility with open space and parking in
the area of El Camino Real and Chestnut Avenue. The total contract capacity was not to exceed
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MINUTES PAGE 5
$5.38 million through June 30, 2021. In event of project delay, there was a one (1) year extension
option. In this instance, staff sought a multiyear contract to ensure a commitment over the life of
the critical project. Assistant Lee highlighted that the City had the right to cancel the contract at any
time and for any reason. Further the $5.38 million represented the contract capacity, but staff would
come to Council annually for budget approval.
Regarding the Request for Quotes (RFQ) process, 15 firms were directly solicited and the project
was listed on the City's building website. In response, the City received five (5) proposals. City
staff consisting of the Finance Director, Assistant City Manager, and Public Works Director
reviewed the five (5) statements of qualifications. The review focused on the firms' expertise and
capacity, the qualifications of key personnel, project experience and local familiarity. Staff
identified the top three (3) most qualified teams to continue with the selection process, including
Kitchell, PMA/Griffin and Swinerton. These firms were invited to an interview to introduce their
team and present their qualifications. A rating panel consisting of the Assistant City Manager,
Public Works Director from the City of South San Francisco and the City Manager from the City of
San Mateo rated the three interviews. The interviews were rated on individual
qualifications/experience, project team qualifications/experience, relevant project experience,
project understanding and presentation at the interview. There was a maximum score of 100. With a
score of 91, Kitchell far surpassed its competitors with the next nearest score being 71. Following
these rankings, staff conducted reference checks of the proposed project manager from all three (3)
rated firms. All of the references were positive with no concerns reported. Staff selected Kitchell as
a result of this process and worked on the proposed agreement attached to the resolution. At this
time, Assistant Lee invited Ms. Montenegro to present Kitchell's qualifications.
Ms. Montenegro introduced herself as the project's Program Manager from Kitchell. Before
discussing the firm's qualifications she presented her background. Her experience included a long
history of working in the public sector. She had worked for the City of San Jose for 28 years
helping to complete and deliver high profile projects, including the City Hall Complex, San Jose
Arena ("the Shark Tank") and the King Library. She understood the task before Council in
weighing this large scale multiyear contract and ensured Council that both she and Kitchell
appreciated the responsibility of this work. Together they would ensure that transparency was
maintained every step of the way. In fact, the contract was set up so that there were opportunities
for checks and balances and Council check-ins at critical junctures. Kitchell would be an extension
of staff and hold itself to the standard of a public servant. Kitchell had been in business for 66
years. During that time it worked on a plethora of different types of public buildings, including
essential service facilities, justice, higher education and at risk public developments. Recently it
added a facilities management component. The firm included many in-house resources, including
engineers and architects.
Mayor Addiego queried the firm's library experience.
Ms. Montenegro advised she had worked on the King Library in San Jose.
Councilwoman Matsumoto stated appreciation for the presentation, but raised concern over the size
of the contract given mismanagement she had observed in the South San Francisco Unified School
District's implementation of Measure J.
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Assistant Lee advised that while the total contract amount was being proposed for approval, staff
would not issue an annual notice to proceed until the budget for the project was approved each
fiscal year. Further, the contract could be cancelled at any time.
Councilwoman Matsumoto stated she was appreciative of the fact that Kitchell was well versed in
construction management as that is where the School District fell short. She queried whether the
Measure W Citizens' Oversight Committee would have any oversight of the agreement.
Assistant Lee advised that she and Kitchell would provide financial information directly to Finance
Director Lee and the auditor regarding all expenses utilized for the project. The Finance Director
and auditor would package the information for the Oversight Committee. While the Oversight
Committee had not formalized its Regular Meeting schedule, it was planning to finalize a Regular
Meeting schedule that would require meetings every other month.
Councilwoman Normandy queried the budget contingency.
Director Lee advised the contingency would apply for the last four (4) years of the project and be
brought to Council for approval if needed.
Vice Mayor Gupta stated he felt it would be helpful to find ways to engage Council in the process
of administration of the contract. He suggested that perhaps the Budget Standing Committee of the
City Council could assist the process. He queried whether this contract represented the total cost of
program management services for the Civic Center Complex.
Assistant Lee advised the total value of this contract, including any approved contingencies, would
represent the final number for program management services on this project. The dollar amount on
the contract proposed for approval represented staffs best estimate with a good level of confidence.
Vice Mayor Gupta suggested the creation of a milestone document for the project so that Council
could be apprised of and track progress.
Assistant Lee advised that Kitchell would produce monthly and quarterly reports that included
standard program management documentation and information. By monitoring these reports, which
would include a baseline master schedule, Council would know: 1) if deadlines were being met; 2)
whether the deliverables were on track; and 3) spending was at an appropriate rate.
Ms. Montenegro added that it was Kitchell's responsibility to provide updates on benchmarks and
milestones and to monitor the budget for each of the project's components. This was included in the
scope of services, and Kitchell would deliver on this obligation.
Mayor Addiego stated that the Council was grateful for the community's trust in the passage of
Measure W. The community had been disappointed by the School District's performance in
mismanagement of the Measure J bond funds. Because of this, the City was extra cautious with
respect to implementation of Measure W.
Motion—Vice Mayor Gupta/Second—Councilwoman Normandy: to approve Resolution No. 130-
2016. Approved by the following roll call vote: AYES: Councilmembers Normandy and
Matsumoto, Vice Mayor Gupta and Mayor Addiego; NAYS: None; ABSENT: Councilman
Garbarino; ABSTAIN: None.
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CONSENT CALENDAR
5. Motion to approve the minutes from the meetings of August 31, 2016, October 12, 2016,
October 17, 2016, October 18, 2016, October 24, 2016 and October 26, 2016.
6. Motion confirming payment registers for November 9, 2016. (Richard Lee, Finance)
7. Report regarding a resolution entering into a Services Agreement with Wastewater Solids
Management for digester cleaning at the Water Quality Control Plant in an amount not to
exceed $193,200. (Brian Schumacker, Water Quality Control Plant Superintendent)
7a. Resolution No. 131-2016 entering into a Services Agreement with Wastewater Solids
Management for digester cleaning at the Water Quality Control Plant in an amount not to exceed
$193,200.
8. Report regarding a resolution authorizing the filing of an application for funding assigned to
MTC, committing $275,000 of local matching funds, and stating assurance to complete the
One Bay Area Grant II - Grand Boulevard (Kaiser Way to Arroyo Drive) Complete Streets
Project. (Lawrence Henriquez, Associate Civil Engineer)
8a. Resolution No. 132-2016 authorizing the filing of an application for funding assigned to MTC
and committing any necessary matching funds and stating assurance to complete the OBAG 2 -
Grand Boulevard (Kaiser Way to Arroyo Drive) Complete Streets Project.
9. Report regarding adoption of an Ordinance Amending Chapter 8.50 of the South San
Francisco Municipal Code to ban smoking throughout multi-unit residences. (Jason
Rosenberg, City Attorney)
9a. Ordinance No. 1528-2016 Amending Chapter 8.50 of the South San Francisco Municipal Code
to ban smoking throughout multi-unit residences.
10. Report regarding a resolution approving Amendment No. 20 to the Professional Services
Agreement with Meyers,Nave, Riback, Silver and Wilson. (Mike Futrell, City Manager)
10a. Resolution No. 133-2016 approving Amendment No. 20 to the Professional Services
Agreement with Meyers, Nave, Riback, Silver and Wilson.
11. Report regarding a resolution authorizing the acceptance of$40,000 from the Silicon Valley
Community Foundation to support Project Read's Financial Well-being program and
amending the Library Department's Fiscal Year 2016-2017 Operating Budget. (Valerie
Sommer, Library Director)
11a. Resolution No. 134-2016 authorizing the acceptance of $40,000 from the Silicon Valley
Community Foundation to support Project Read's Financial Well-being program and amending the
Library Department's Fiscal Year 2016-2017 Operating Budget.
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12. Report regarding a resolution authorizing the filing of a $20,000 grant application for
Community Development Block Grant funds allocated through the City of Daly City to
support Project Read and authorizing the Finance Director to adjust the Fiscal Year 2017-
2018 revenue budget upon receipt of grant award. (Valerie Sommer, Library Director)
12a. Resolution No. 135-2016 authorizing the filing of a grant application for Community
Development Block Grant funds allocated through the City Of Daly City to support Project Read
and authorizing the Finance Director to adjust the Fiscal Year 2017-2018 revenue budget upon
receipt of grant award.
13. Motion to cancel the regular meeting of the City Council on November 23, 2016. (Mike
Futrell, City Manager)
The City Clerk duly read the Consent Calendar, after which Council engaged in discussion of
specific items as follows:
Item No. 6: Councilwoman Normandy noted that she appreciated that Finance Director Lee
forwarded the warrants two (2) weeks in advance. She took that opportunity to query certain items,
to which Director Lee had already responded. Her outstanding question regarding this warrant list
pertained to the petty cash reimbursement policy for departments.
Finance Director Lee advised that every departmental petty cash collection site is audited annually.
Further, the audits are unannounced.
In response to a question from Councilwoman Matsumoto regarding staff credit card payments,
Director Lee advised the card holders' initials are reflected on the log.
Councilwoman Matsumoto queried a $2000 payment to Billy Hustus for Concert in the Park photo
services.
Director Ranals advised that Mr. Hustus' services are cost effective because he grants the City the
right to the photos such that they are able to be reproduced without further charge. The City uses
these photos in brochures, on the website and for other informational and marketing purposes.
Item No. 7: Councilwoman Matsumoto stated appreciation for the prevailing wage description set
forth in the staff report.
Interim Director of Public Works Towne credited former Public Works Director McMinn for the
information.
Item No. 8: In response to a question from Vice Mayor Gupta regarding the process of identifying
the amount of City funds necessary for matching purposes, City Manager Futrell advised the OBAG
grant had criteria and benchmarks. Staff used these to maximize competiveness when identifying
the numbers.
Item No. 9: Mayor Addiego advised he received correspondence from Rhovy Lynn Antonio of the
Tri County Apartment Association. The letter indicated a request to include language that would
REGULAR CITY COUNCIL MEETING NOVEMBER 9,2016
MINUTES PAGE 9
clarify that a property owner or manager is not liable for a tenant's breach of the Ordinance if a
property owner or manager is deemed in compliance with the Ordinance.
City Attorney Rosenberg stated that section 8.50050 made this clarification.
Councilwoman Matsumoto queried how the City would promote awareness of the Ordinance.
City Attorney Rosenberg noted the Ordinance would not be enforceable for 6-12 months depending
on the lease or ownership interest. During this time, the City would conduct outreach to multiunit
residences and their associations.
In response to a question about appropriate signage, San Mateo County Tobacco Prevention
Program Director, Shanda Scruggs, advised that the County had templates of notices and signs that
could be sent to impacted residences.
Item No. 11: Council congratulated the Library on receipt of the grant. In response to a question
regarding the recent Trivia Challenge event, Library Director Sommer advised profits from the
evening would likely total around $22,000.
Item 12: Councilwoman Matsumoto queried the number of South San Francisco residents served by
Project Read Annually.
Literacy Services Manager Bourdon replied that Project Read serves 135-145 South San Francisco
residents throughout the year.
Motion—Vice Mayor Gupta/Second—Councilwoman Normandy: to approve the Consent Calendar.
Approved by the following roll call vote: AYES: Councilmembers Normandy and Matsumoto, Vice
Mayor Gupta and Mayor Addiego; NAYS: None; ABSENT: Councilman Garbarino; ABSTAIN:
None.
ITEMS FROM COUNCIL- COMMITTEE REPORTS AND ANNOUNCEMENTS
Mayor Addiego mentioned the passing of Alice Bulos. He stated she arrived from the Philippines
in 1972 and became active in the local democratic process. Her contributions to the community
were enormous and she would be greatly missed. He further announced that on Veterans' Day he
and a group of volunteers would be placing flags at the graves of South San Francisco Veterans
killed in action. These graves were located in the Golden Gate Memorial Cemetery. He also
announced an event at the Produce Alley Sports Tavern that would take place on Veterans' Day
between 11:30 a.m. and 2:00 p.m. Veterans would eat for free and the tri-tip meal would be
prepared by Tom Carney.
Councilwoman Matsumoto noted attendance at an event sponsored by Supervisor Slocumb at Hiller
Aviation Museum and in honor of Carolyn Livingood.
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ADJOURNMENT
Being no further business, Mayor Addiego adjourned the meeting at 9:08 p.m. in celebration of the
birth of Josephine "Josie"Nagales and in memory of Alice Bulos.
Su: itted by: Approved by:
Krista i artinelli, ity • erk Pradeep Gupta, Mayor
City of ,uth S. Fran isco City of South San Francisco
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MINUTES PAGE 11