HomeMy WebLinkAboutMinutes 2019-10-09 @7:00SAN MINUTES
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CITY COUNCIL
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Meeting held at:
MUNICIPAL SERVICES BUILDING
COUNCIL CHAMBERS
33 ARROYO DRIVE
SOUTH SAN FRANCISCO, CA
WEDNESDAY, OCTOBER 9, 2019
7:00 P.M.
CALL TO ORDER 7:01 p.m.
ROLL CALL Present: Councilmembers Addiego, Nagales, and Nicolas,
Vice Mayor Garbarino, and Mayor Matsumoto.
PLEDGE OF ALLEGIANCE
Led by the South San Francisco Youth Advisory Council.
AGENDA REVIEW
No changes
ANNOUNCEMENTS FROM STAFF
None
PRESENTATIONS
1. Presentation of a proclamation recognizing October as National Italian American
Heritage Month in South San Francisco. (Karyl Matsumoto, Mayor)
Vice Mayor Garbarino read into the record a proclamation recognizing National Italian American.
Member of the Italian American Citizens Club of South San Francisco accepted the proclamation
and thanked Council for the recognition and support.
2. Presentation of a proclamation declaring October as Filipino American History Month
in South San Francisco. (Karyl Matsumoto, Mayor)
Councilmember Nicolas read into the record and presented a proclamation declaring Filipino
American History month to the youth of the South San Francisco Order of Demolay Chapter. The
youth accepted the recognition and thanked Council for their support.
3. Pledging to practice and encourage others to be kind to one another and not exhibit
bullying behavior, thereby proclaiming October as National Bullying Prevention Month
in South San Francisco. (Karyl Matsumoto, Mayor)
Mayor Matsumoto read into the record and presented a proclamation declaring October as National
Bullying Prevention month to the South San Francisco Youth Advisory Council. Members of the
Youth Advisory Council introduced themselves and provided an overview of their campaign efforts
against bullying and provided the National Suicide Prevention line 1 -800 -273 -TALK available 24
hours/7 days of the week. They shared personal experiences of bullying and encouraged Council
and the public to visit the display in the MSB Atrium to read about the stories shared. Mayor
Matsumoto shared their community efforts and thanked them for their commitment and drive.
4. Presentation of Beautification Awards (Greg Mediati, Deputy Director of Parks and
Recreation)
Members of the South San Francisco Beautification Committee, Nenar Nicolas and Jo Zemke,
provided an overview of the committee's mission including the annual beautification awards.
Committee Member Zemke indicated that the committee members selected 35 nominees and
selected five award winners in three categories:
Single-family residential: 74 Calvert Avenue; 22 Graystone Drive; 107 Buxton Avenue; 116
Adrian Avenue; 20 Canyon Court; 2645 Wexford Avenue; 2660 Wexford Avenue; 18
Jacinto Lane; 302 Forest View Drive; 439 Holly Avenue; 1131 Sunnyside Drive; 1240 Birch
Avenue; 1320 Crestwood Drive; 6 Sonora Drive; 23 Sonora Drive; 29 Portola Avenue; 109
Francisco Drive; 145 Ramona Drive; 414 Spruce Avenue; 527 Orange Avenue; 528 Spruce
Avenue; 645 Spruce Avenue; 669 Spruce Avenue; 773 Cottonwood Drive; 105 Belmont
Avenue; 106 Belmont Avenue; 228 Hazelwood Drive; 41 Greenwood Drive; 105 Rosewood
Way; 430 Hemlock Avenue (winner); 466 Dellbrook Avenue (winner); 223 Del Monte
Avenue (winner).
Multi -family residential: 570 Baden Avenue (winner)
Commercial: 89 Westborough Boulevard (winner)
PUBLIC COMMENTS — comments are limited to items on the Special Meeting Agenda.
Adrian Yepez, a resident of South San Francisco, addressed the Council to express his concern with
the condition of the Terra Bay field and requested that staff address the needed repairs.
Tom Carney, resident of South San Francisco, addressed the Council to express his concern with
potential power outages and the potential impact to seniors. He provided a safety overview of the
proper use and placement of portable generators. Mr. Carney suggested that both the Fire and Police
Chief's engage the community with precautionary measures pertaining to safety concerns in
English, Tagalog and Spanish. Mayor Matsumoto suggested that the Fire Department address
community concerns during Fire Prevention month. Fire Chief Magallanes shared the department's
efforts during Fire Prevention month and indicated that he will work with staff to share power
outage tips. City Manager Futrell encouraged residents to sign-up for newsletters and SMC Alert
notifications.
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Leslie Fong, resident of South San Francisco, addressed the Council to express her concern with
vegetation and overgrowth around town. She requested an update on the City's efforts. Chief
Magallanes provided an overview of the City's notification and weed abatement program.
ADMINISTRATIVE BUSINESS
17. Report regarding the progress of the Community Civic Campus Design Development.
(Jacob Gilchrist, Director of Capital Projects and SmithGroup, Project Master
Architect)
Director of Capital Projects Gilchrist presented the report and an update on the Community Civic
Campus project. The project envisions a new Library, Parks & Recreation center, 1.3 -acre park,
City Council Chamber that can also function as a community theater, state -of -the art police station,
and fire station to provide enhanced public safety services in our community.
He indicated that Project Architects, SmithGroup prepared a more detailed presentation regarding
the exterior skin of the combined Library/Parks and Recreation Facility that focuses on the
functional and aesthetic characteristics of the glass system. The focus of this presentation is a
detailed look at the building skin as well as an overview of the building program as the team begins
to work out the details for each activity space within the building. Additionally, SmithGroup will
provide an overview of the sustainability strategy for the project. The program description, site plan
and architectural renderings are included in the presentation.
Peter Buffington with SmithGroup provided an overview of the project and stated that the
functional programs areas within the Library/Parks and Recreation/Council Chambers building have
not shifted significantly since the last presentation. The building is three stories, 80,000 square feet,
with two main entrances: one from El Camino Real providing direct access to the second floor and
the other off Antoinette Lane and the campus park providing direct access to the ground floor. The
ground floor includes multiple event spaces and structured parking as well as the Community
Theatre/City Council Chambers. The second floor includes library zones for children and teens, the
Discovery Center, and Parks & Recreation classrooms. And, the third floor includes core library
spaces, Parks & Recreation classrooms and administrative offices. Parks & Recreation classrooms
are now on both the second and third floors.
They have achieved a signature design for the City of South San Francisco and the project team is
excited to present it to the City Council and community. The design is memorable and strives to
celebrate the past while embracing the future with confidence and enthusiasm. The design supports
all of the program commitments outlined at previous City Council meetings. There have been some
design changes necessitated by engineering and cost factors, but they do not change the key
program commitments.
Of particular note in this presentation is the summary of sustainability elements to be included in
the project. Resource management in the form of efficient energy ventilations systems, storm water
management, and construction waste management are integral to the project plan. To this end, the
building fagade is engineered to manage heat gain and daylight use to minimize the use of energy to
heat, cool, and illuminate the building.
One central component of this strategy, required to meet California Title 24 Energy Efficiency
Standards, is the treatment of air in the pre -function space surrounding the Council Chambers.
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Originally planned to be an outdoor courtyard between the separate Council Chambers and
Library/Parks and Recreation buildings, staff had concerns that noise, wind, and the inability to
secure the area would make it difficult to use as a complementary event space. Enclosing this space
into an indoor environment provides greater flexibility and a more useful area between program
areas. By passively cooling and heating this area through natural ventilation, the building will be
significantly more energy efficient.
Moving forward, the project team will continue to manage the project in three phases to reflect the
construction phasing of the project. Phase I construction will be the police station anticipated to
break ground in January 2020, Phase II construction will be the main campus that includes the
Library and Parks & Recreation building, Community Theatre/City Council building and the park in
fall 2020, and Phase III will be the Fire station to be built in the future, likely coordinated with
development at the Municipal Services Building site.
Councilmember Nagales suggested stripping el Camino Real to prevent vehicles from stopping and
help with the ingress/egress of vehicles with minimal traffic impacts. He expressed his concern with
parking and mobility issues.
Director of Capital Projects Gilchrist indicated that staff will continue to explore and determine
ideal pickup and drop off locations with a physical address to discourage drop offs on El Camino
Real. He also shared Commissioner Camacho's concern with walkway accessibility and future
walkway access, which staff will explore further.
18. Report regarding Resolution No. 131-2019 authorizing the City Manager to execute the
Third Amendment to the Cooperative Agreement for the South San Francisco Caltrain
Station with the Peninsula Corridor Joint Powers Board in an amount not to exceed
$1,200,000 and approving Budget Amendment number 20.020 to provide funding for
the additional City contribution. (Jacob Gilchrist, Director of Capital Projects)
Director of Capital Projects Gilchrist presented the report and indicated that the City of South San
Francisco and the Peninsula Corridor Joint Powers Board (PCJPB) secured funding to upgrade the
South San Francisco Caltrain Station (Project) in December 2015. The Project was estimated to cost
up to $59 million. He indicated that the City Council authorized the First Amendment to the original
agreement on January 25, 2017, the City committed up to an additional $1.3 million to incorporate
structural design changes that were important to maximize the pedestrian experience and encourage
Caltrain Station use. Additionally, on May 10, 2017 the City Council authorized, through the
Second Amendment to the original agreement, an additional $1.5 million to incorporate design
changes, improved lighting, expanded CCTV camera coverage/signage for the plaza and parking
lot; and gate system pending approval from Caltrain.
Per PCJPB staff, the current cost of these delay charges in total is approximately $7,934,800.
Consistent with the terms of the Agreement, as amended, the City and PCJPB negotiated how to
fund the cost increases. The City agreed to contribute an additional $1.2 million, as negotiated by
City and PCJPB staff, which represents approximately 15% of this overall Project shortfall. The
proposed Third Amendment to the Agreement would commit the City to an additional contribution
of $1.2 million for project cost increases.
Howard Beckford, Senior Project Manager with the Peninsula Corridor Joint Powers Board
provided an update on the project including project scope, new center platform, pedestrian
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underpass, shuttle pick-up/drop-off on Poletti Way, track and signal improvements and removal of
holdout rule & ADA Access. The project complete construction is expected to be finished
November 2020 with current SSF total project estimate of $71.6 million to complete construction.
He presented existing project conditions and renderings of the West Plaza Station Access,
Pedestrian Underpass, Center Platform, and Station East access on Poletti Way.
Mr. Beckford indicated that there were significant project challenges including delays in obtaining
Caltrans Airspace Agreement (working below 101 freeway), delays in obtaining Caltrans
Encroachment permit, PG&E bankruptcy filing (January 2019), coordination with Peninsula
Electrification Project, contaminated solid disposal causing higher bids and delays. He presented
utility relocation work and indicated that PG&E Electric Relocation was completed September
2019.
Councilmember Addiego indicated that initial project total of $59 million, the City agreed to a 10%
contribution although neighboring cities had stations built with no participation. He requested
clarification on the current project cost of $71.6 million and the increased cost. Mr. Beckford
indicated that the City's 10% contribution has not changed however, due to the City's extras that
were built in went beyond the 10%.
Motion — Vice Mayor Garbarino/Second — Councilmember Nicolas: To approve Resolution No.
131-2019, authorizing the City Manager to execute the Third Amendment to the Cooperative
Agreement for the South San Francisco Caltrain Station with the Peninsula Corridor Joint Powers
Board in an amount not to exceed $1,200,000 and approving Budget Amendment number 20.020 to
provide funding for the additional City contribution. Unanimously approved by roll call vote.
CONSENT CALENDAR — Item pulled for discussion
13. Report regarding adoption of Ordinance No. 1588-2019 amending Chapter 8.50 and Title
20, Chapter 20.420, and adding Title 6, Chapter 6.47 of the South San Francisco Municipal
Code pertaining to the sale of tobacco, flavored tobacco, and electronic smoking devices
(second reading). (Christina Fernandez, Assistant to the City Manager)
Assistant to the City Manager Fernandez presented the second reading of the ordinance amending
Chapter 8.50 and Title 20, Chapter 20.420, and adding Title 6, Chapter 6.47 of the South San
Francisco Municipal Code pertaining to the sale of tobacco, flavored tobacco, and electronic
smoking devices. If approved, the ordinance effective date will be January 1, 2020, with specified
exemptions for adult retailers.
PUBLIC COMMENTS
Smitha Gundavajhala, member of the Youth Leadership Institute, addressed Council to share their
tobacco control efforts and expressed her support of the proposed ordinance without the exemption
of adult retailers.
Annette Salgado, student at Skyline Community College, addressed Council to express her support
of the ordinance due to the industries target of youth consumers.
Randy Uang, representative of Breathe California, addressed the Council and thanked them for their
efforts and suggested a full ban on tobacco products.
Alexandra Arouxet, a local high school student, addressed the Council to express her support of the
proposed ordinance.
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Councilmember Nagales thanked the speakers for coming to share their concerns with Council. He
expressed his support of the ordinance with a full ban of tobacco products and inquired about the
law regulating tobacco retailers near schools. Assistant to the City Manager Fernandez indicated
that the ordinance is written to restrict additional tobacco retailers. City Manager Futrell stated that
staff will continue to outreach and educate the public on the future ban.
Councilmember Addiego congratulated the speakers on their commitment to the issues and
expressed his support of the proposed ordinance as presented.
Vice Mayor Garbarino expressed his support of the ordinance and indicated that he is looking
forward to a countywide partnership to eliminate tobacco products.
Mayor Matsumoto expressed her concern with the age verification process for the purchase of
tobacco products and inquired about the enforcement process. Police Chief Azzopardi indicated that
enforcement will be complaint driven.
Motion — Vice Mayor Garbarino/ Councilmember Addiego: To adopt Ordinance No. 1588-2019
amending Chapter 8.50 and Title 20, Chapter 20.420, and adding Title 6, Chapter 6.47 of the South
San Francisco Municipal Code pertaining to the sale of tobacco, flavored tobacco, and electronic
smoking devices.
Approved by the following roll call vote: AYES: Councilmember Addiego, Councilmember
Nagales, Councilmember Nicolas, and Vice Mayor Garbarino; NAYS: Mayor Matsumoto;
ABSTAIN: None, ABSENT: None.
COUNCIL COMMENTS/REQUESTS
Councilmember Nagales attended Concert in the Park and congratulated staff on their hard work
receiving great feedback from the community. He updated Council on the discussions with Caltrans
addressing litter on the on/off ramps near the downtown. Councilmember Nagales requested an
update on Centennial Village. Economic and Community Development Director Greenwood
indicated that there are no significant updates to report.
Councilmember Nicolas congratulated the Parks and Recreation staff on the successful Concert in
the Park event. She thanked the community for continued participation in City events and their
engagement. She requested additional lighting be added in the City Hall parking lot for safety.
Vice Mayor Garbarino attended the Brentwood/Avalon neighborhood meeting and provided an
update. He thanked the community for their feedback and staff for their outreach efforts.
Councilmember Addiego requested an update on Centennial Village and requested that the marquee
signs come down from the site. Economic and Community Development Director Greenwood
stated that staff will follow-up and work with Code Enforcement staff to address the issue.
Councilmember Addiego provided an update on the SFO Airport/Community Roundtable meeting.
Mayor Matsumoto also congratulated staff for a great job organizing the Concert in the Park event.
She recognized October as Disability Awareness month and discussed a proposed county tax to help
with transportation needs.
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CONSENT CALENDAR
The City Clerk duly read the Consent Calendar, after which Council voted and engaged in
discussion of specific items as follows: Councilmember Addiego pulled item #5. Mayor Matsumoto
pulled items 7, 8, and 9. Item #13 was pulled for Council discussion and community input.
5. Motion to approve the Minutes for the meeting September 3, 2019.
Item not heard.
6. Motion confirming payment registers for October 09, 2019. (Janet Salisbury, Director
of Finance)
7. Report regarding Resolution No. 132-2019 approving and authorizing the City Manager to
sign the response to the County of San Mateo Grand Jury Report titled "Soaring City
Pension Costs - Follow -Up on Grand Jury Report of 2017-2018". (Janet Salisbury, Finance
Director)
8. Report regarding Resolution No. 133-2019 approving the City of South San Francisco's
response to the San Mateo County Grand Jury Report, "Electric Vehicle Adoption in the
Cities and County of San Mateo", and authorizing the City Manager to submit the response.
(Sarah Henricks, Management Analyst)
9. Report regarding adoption of Resolution No. 134-2019 approving and authorizing the City
Manager to sign a response to San Mateo County Grand Jury Report "Fire Safety
Inspections Programs on the Road to Recovery" (Jesus Magallanes, Fire Chief)
10. Report regarding Resolution No. 135-2019 determining the continued existence of an
emergency and the need to continue emergency repairs for the Hillside (Terrabay) Field
Light Replacement Project. (Sharon Ranals, Assistant City Manager/Parks and Recreation
Director)
11. Report regarding Resolution No. 136-2019 authorizing the acceptance of materials and
services valued at $2,000 from the California Center for the Book to support Library
participation in the 2020 Book to Action program. (Valerie Sommer, Library Director)
12. Report regarding Resolution No. 137-2019 declaring that there is a need for a Parking
Authority to function in the City, declaring that the City Council shall be the Parking
Authority, and designating an Interim Chair of the Parking Authority. (Janet Salisbury,
Director of Finance)
Item 5: Councilmember Addiego requested clarification for the approval of the September 3, 2019
minutes presented for approval. City Clerk Acosta indicated that the item will be brought back for
Council's approval and clarified that the only minutes that will be approved for the General Plan
will be those with a quorum of the Council.
Item 7: Mayor Matsumoto requested clarification on the City's pension plan and allocation of future
funds. City Manager Futrell provided an update on the City's public pensions and indicated that a
policy was adopted by Council with a solid plan addressing pension obligations. He indicated that
staff is working on a Fiscal Sustainability Plan that will be brought to Council for review at a future
date.
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Item 8: Mayor Matsumoto requested clarification on the Electrical Vehicle adoption. City Manager
Futrell indicated that there has been significant staff discussion and the first process was to install
electric chargers. Management Analyst Hendricks indicated that 34 chargers were installed in the
City's Corporation Yard through a grant with PG&E. She indicated that staff will not prematurely
retire fleet vehicles to buy electric vehicles, instead once vehicles retire a fleet of electric vehicles
will be acquired in a fiscally prudent manner.
Item 9: Mayor Matsumoto requested clarification regarding paper inspection reports and computer
database and assessment of Fire Prevention staff. Fire Chief Magallanes indicated that at the time of
the Grand Jury report, the department used a citywide database to manage building, not specific to
the department but they are now in the process of deploying an exclusive software for field and
office use. He indicated that a building inventory was recently completed and staff is in the process
of evaluating the report and staffing needs. City Manager Futrell provided an overview of the
department's efforts to improve services in the Fire Department. Fire Chief Magallanes indicated
that the department did not meet the required annual mandated inspections from 2015-2018, due to
the combination of Fire Prevention and Code Enforcement. He provided an overview of department
staffing and reorganization. Code Enforcement services were reassigned to the Department of
Public Works. He will provide a report to Council, as required by SB 1205, and indicated that fire
protection inspections have been met.
Motion— Vice Mayor Garbarino/Second—Councilmember Nagales: to approve Consent Calendar
items #6-12. Unanimously approved by roll call vote.
Recess: 9:35 pm
Meeting Resumed: 9:43 pm
PUBLIC HEARING
14. Report regarding Resolution No. 138-2019 amending the Fiscal Year (FY) 2019-20 Master
Fee Schedule to apply the 2.2 percent Credit Card Transaction Fee to all credit card
transactions processed through the City's community development software regardless
of amount. (Janet Salisbury, Director of Finance)
Public Hearing opened: 9:43 pm
Public Hearing closed: 9:46 pm
Director of Finance Salisbury presented the report and indicated that in June 2019, the City Council
approved the Fiscal Year 2019-20 Master Fee Schedule. One of the fees adopted via the Fiscal Year
2019-20 Master Fee Schedule was a new transaction fee of 2.2 percent for payments made with
credit cards. The 2.2 percent credit card transaction fee was intended to be utilized across the city
for all transactions over one thousand dollars ($1,000). The credit card transaction fee is primarily a
cost recovery tool to offset the interchange fees that the City pays to the banks via merchant account
transactions. These interchange fees vary based on credit card issuer, rewards accounts, type of
transaction and amount. The City pays on average 2.2 percent for credit card transactions at this
time.
She indicated that due to unforeseen administrative complications that caused potential errors in
payment, including the fact that the $1,000 threshold cannot be automated in the system, staff is
recommending to amend the Master Fee Schedule to charge the 2.2 percent credit card transaction
fee for all transactions in the City's community development software. This software is used for all
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building permits, fire inspections, planning projects, business licenses, engineering encroachment
permits and code enforcement cases. This change will have no impact on other City departments,
including the Parks and Recreation Department.
Currently the City is paying approximately two hundred and forty thousand dollars
($240,000) annually in credit card interchange fees. The Finance Department recently engaged with
Matrix Consulting to do a comprehensive fee study for Fiscal Year 2020-21 and will continue to
monitor the costs of credit card transactions. Once the study is completed the recommended
changes will brought before the Budget Standing Committee and City Council for adoption in the
new fiscal year.
This action could potentially recover at least an additional $10,000 in credit card transaction fees
the City already pays to the banks via merchant account transactions. In addition, it would reduce an
indeterminate implementation cost as the $1,000 threshold resulted in unforeseen administrative
hurdles that would have resulted in additional internal and external administration and IT costs. To
lessen the administrative burden and reduce potential errors, it is recommended that the City
Council adopt a resolution approving changes to the Fiscal Year 2019-20 Master Fee Schedule to
remove the one thousand dollar limit on credit card fee transactions and instead apply the 2.2
percent fee to all fees that are paid by credit card and processed through the City's community
development software.
Vice Mayor Garbarino expressed his support of imposing a fair and equitable fee to assist the City
in recovering expenses.
Councilmember Nicolas requested clarification on the fee percentage. Director of Finance Salisbury
indicated the 2.2% fee is a blended rate and will depend on the type of vendor, equitable cost
recovery.
Motion— Vice Mayor Garbarino/Second—Councilmember Nicolas: to approve Resolution No.
138-2019 amending the Fiscal Year (FY) 2019-20 Master Fee Schedule to apply the 2.2 percent
Credit Card Transaction Fee to all credit card transactions processed through the City's community
development software regardless of amount. Unanimously approved by roll call vote.
LEGISLATIVE BUSINESS
15. Report regarding an Ordinance repealing and replacing Chapters 15.06, 15.08, 15. 10,
15.12, 15.14, 15.16, 15.20, 15.22, 15.24, 15.26, 15.32, 15.34 and 15.36 of the South
San Francisco Municipal Code pertaining to building regulations in their entirety, and
adopting by reference and amending the 2019 Editions of the California Administrative,
Building, Residential, Electrical, Mechanical, Plumbing, Energy, Historical Building, Fire,
Green Building Standards, Existing Building, Referenced Standards Codes, and the
International Property Maintenance Code. (Phil Perry, Building Official)
Building Official Perry presented the report and indicated that every three years, the California
Building Standards Commission, along with other state agencies, reviews the California 'Building"
Codes and adopts and amends Title 24 of the California Code of Regulations ("California Building
Standards Code" or CBSC). The CBSC contains several titles such as: The California
Administrative Code (Part 1), The California Building Code (Part 2, Volumes 1 and 2), The
California Residential Code with Appendix K (Part 2.5), The California Electrical Code (Part 3),
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MINUTES PAGE 9
The California Mechanical Code (Part 4), The California Plumbing Code (Part 5), The California
Energy Code (Part 6), The California Historical Building Code (Part 8), The California Fire Code
with Appendices B, C, and D (Part 9), The California Existing Building Code (Part 10), The
California Green Building Standards Code (Part 11), and the California Referenced Standards Code
(Part 12).
The most recent State mandated adoption of the California "Building" Codes was on January 1,
2017. The California Building Standards Codes for 2019 are to be enforced at the local level and
thus must be adopted by January 1, 2020. Local jurisdictions may also adopt additional amendments
to the California Building Codes as necessitated by local climatic, geographical, or topographical
conditions by making specific findings regarding those conditions. Any amendments by the City
must be at least as stringent as those outlined in the CBSC. The purpose of City Council's action on
October 9, 2019, is to introduce the ordinance that repeals the City's previous CBSC, and adopts by
reference the 2019 edition of the CBSC in order to reflect the City's current needs to be effective
January 1, 2020.
Motion—Councilmember Nicolas/Second—Councilmember Nagales: to waive reading and
introduce an ordinance repealing and replacing Chapters 15.06, 15.08, 15.10, 15.12, 15.14, 15.16,
15.20, 15.22, 15.24, 15.26, 15.32, 15.34 and 15.36 of the South San Francisco Municipal Code
pertaining to building regulations in their entirety, and adopting by reference and amending the
2019 Editions of the California Administrative, Building, Residential, Electrical, Mechanical,
Plumbing, Energy, Historical Building, Fire, Green Building Standards, Existing Building,
Referenced Standards Codes, and the International Property Maintenance Code. Unanimously
approved by roll call vote.
16. Report regarding an ordinance amending Chapter 4.04 of the South San Francisco
Municipal Code revising the City Manager's contract approval authority. (Janet
Salisbury, Director of Finance)
Finance Director Salisbury presented the report and indicated that in 2014, City Council approved
an ordinance amending Chapter 4.04 of the Municipal Code, which codified the purchasing policies
and procedures of the City. As part of that ordinance amendment, City Council approved increasing
the City Manager's purchasing authority from $25,000 to $75,000 to increase administrative
efficiency and flexibility.
Five years have now passed since that last review. In conducting a comprehensive review of the
City's purchasing guidelines recently, one of the areas that have been identified by staff as an area
for increasing efficiencies is again increasing the City Manager's purchasing approval authority. In
comparison to other bay area jurisdictions, the current purchasing authority of $75,000 is low.
The City is on the low end of the spectrum with comparable cities. Increasing the City Manager's
purchasing authority from $75,000 to $150,000 will allow the City to keep pace with the increasing
budgets for which the City Manager must manage. To give some quantitative context, within the
last five years, budgetary expenditures have increased by almost 87% (e.g., $117 million total
expenditures in FY 2014-15 versus $219 million total expenditures in FY 2019-20). Increasing the
limit will allow the agility of the City's operations to keep pace with its overall obligations. This
recommendation is in line with those made by the City's outside consultant, Management Partners.
The City awarded a contract to Management Partners in 2018 to conduct a comprehensive review of
the City's purchasing guidelines and procedures. As part of this mandate, Management Partners
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conducted a series of interviews and meetings with the Finance Director, City Attorney, and staff
from each department. After a comprehensive observation period, Management Partners made
specific recommendations to ensure that best procurement practices are being utilized within the
City that spanned the gamut from optimizing business processes to providing insights into
enhancing system integrity. Importantly, Management Partners made the specific recommendation
to increase the City Manager's contract authority, especially in light of recent expenditure growth,
historical rates of inflation, and need for administrative efficiencies.
Mayor Matsumoto requested that Council receive quarterly reports with a breakdown of
agreements/contracts signed with the City Manager's purchasing authority increase. City Manager
Futrell indicated that Council will be given a Thursday memo report for Council's review.
Motion—Vice Mayor Garbarino/Second—Councilmember Nicolas: to waive reading and introduce
an ordinance an ordinance amending Chapter 4.04 of the South San Francisco Municipal Code
revising the City Manager's contract approval authority. Unanimously approved by roll call vote.
ITEMS FROM COUNCIL — COMMITTEE REPORTS AND ANNOUNCEMENTS
ADJOURNMENT
None
ADJOURNMENT
Being no further business, Mayor Matsumoto adjourned the meeting at 10:00 p.m.
Respectfully submitted by:
i4vo,a 4 110C
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osa Govea Acosta, CMC, CPMC
ity Clerk
Approved: 1Z/ It/ 2-o I�
Approved by:
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