HomeMy WebLinkAboutMinutes 2010-09-14 SPECIAL MEETING
MINUTES
�� °?x �% CITY COUNCIL
, r r _ OF THE
CITY OF SOUTH SAN FRANCISCO
`4i F P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, California 94083
Meeting to be held at:
CITY HALL
LARGE CONFERENCE ROOM
400 GRAND AVENUE
SOUTH SAN FRANCISCO, CA
TUESDAY, SEPTEMBER 14, 2010
6:00 P.M.
NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the
State of California, the City Council of the City of South San Francisco will hold a Special Meeting
on Tuesday, the 14 day of September, 2010, at 6:00 p.m., at City Hall, in the Large Conference
Room, 400 Grand Ave, South San Francisco, California.
Purpose of the meeting:
1. Call to Order Time: 6:04 p.m.
2. Roll Call. Present: Councilmemebers Garbarino,
Gonzalez, Matsumoto, Vice Mayor
Mullin and Mayor Addiego
Absent: None
3. Agenda Review.
No changes
4. Public Comments — comments are limited to items on the Special Meeting
Agenda.
None.
5. Study Session: Five (5) Year Budget Realignment Plan.
Cit Manager Nagel began staff report and noted talks with the Budget Subcommittee about the
issues and budget forecast ahead. Staff identified the need to realign $5.0 -$6.0 million annually
in order to: (1) add back roughly $1 million per year in annual deferred maintenance costs, (2)
reinvest in an annual Capital Improvement Plan ( "CIP ") of approximately $1 million to sustain
facilities and infrastructure over time, and (3) provide for CalPers cost increase of roughly $3
million previously mentioned. This evening, staff would be looking at and identifying core
services for each department in order to prioritize whether costs are mandated or more
discretionary, clarify the impact of City services, and indicate if there are alternative options for
providing these services (i.e. by other levels of government, private sector, consolidation with
other cities or outsourcing). Feed back and direction from Council was needed to proceed.
Department heads were there to give 15 minute presentations on the services in question.
Mayor Addiego asked what year was the high water mark fiscally in terms of revenue for the
City. Director Steele responded the FY of 2007/2008. Mayor Addiego noted that had also
corresponded with a high water mark for fees.
Councilwoman Matsumoto questioned the $5 million/5 year target. What was the thought on
where the money should come from?
Manager Nagel stated the sources could vary and CalPers expenses would definitely hit 2 -3 years
from now. The City had to be mindful. Do some cuts have to be phased in? Should we lose
employees through attrition or lay offs? As for services, do we start raising fees now? At least
$1 million worth of starters were needed for the next fiscal year.
Vice Mayor Mullin noted the revenue side of equation would have to be addressed. On going
revenue discussions were out there, but right now we are just looking at operations.
Department heads presented summaries of the core services offered by their departments.
FIRE DEPARTMENT — Fire Chief, Phil White, prioritized the department's core services
between one and three within the divisions of Fire Administration, Training, Fire Suppression
and Stations, Emergency Medical Services ( "EMS "), Fire Prevention/Code Enforcement, and
Disaster Preparedness. The Chief gave a brief description of each division's functions, how they
are interrelated, which are and are not mandated and alternative options to provide their
functions. Options discussed included looking into a master or multi -city purchasing agreement
or purchasing through a Joint Powers Agreement ( "JPA "), eliminating Basic Life Support
services ( "BLS "), and elimination of CERT funding.
POLICE DEPARTMENT — Chief of Police Mike Massoni prioritized the department's core
services between one (1) and five (5) within the divisions of Operations and Services, and
Administration. Operations and Services included uniformed and investigating patrols, the
biggest part of the budget. K9 and Traffic units were also significant numbers. Elimination of
programs would not show significant savings as officers would not be eliminated, but duties
would be shifted. Elimination of K9 unit would also net little savings as again, officers would
not be eliminated and they make up the majority of the budget for that. Lowest ranking items
listed were the K9 program, Police Service Technicians, Detentions Services and Police
Reserves. Chief Massoni explained the functions performed by the various positions /programs
and noted their elimination would present more of a quality of life issue.
PARKS AND RECREATION — Parks and Recreation Director Sharon Ranals prioritized the
department's core services between one (1) and five (5) within the divisions of Facilities, Parks,
Commons Greens, and Recreation. Options discussed included cutting some recreational
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programs as well as deferring some responsibilities, such as tree maintenance, back to the
homeowner, increasing fees for co- sponsored sport teams and keeping fees for other activities
competitive. Outsourcing some Common Greens functions was discussed as well.
PUBLIC WORKS — Public Works Director, Terry White prioritized the department's core
services between one (1) and five (5) within the divisions of Garage, Signs, Electrical and Paints,
Storm and Sewers, and Street Maintenance. When came to the water treatment plant, 99.9% of it
is mandated by the state. Director White wanted to know where the focus should be directed.
Lowest on the list of priorities were: street clean up crew, graffiti removal, street closures for
special events or emergencies, stairs and ADA ramp installations, special projects such as statue
installations. Alternatives suggested to provide the services listed included contracting out the
services, researching volunteer programs and denying or deferring certain requests.
HUMAN RESOURCES — Human Resources Director, Kathy Mount noted most functions in the
department are mandated or required. Alternatives offered to performing/providing services
included: contracting out, shifting duties to less experienced and less expensive employees,
rethinking the municipal code that requires the Personnel Board and eliminating employee
recognition events. Director Mount noted eliminating events would have a minimal impact and
noted the lack of a holiday party in the years past. Vice Mayor Mullin felt employee recognition
events contributed to morale.
FINANCE — Finance Director, Jim Steele prioritized the department's core services between one
(1) and seven (7). Those services deemed not critical included: paying bills weekly rather than
biweekly, processing new business licenses after annex departments review and approve
businesses, periodically picking up documents in storage for departments and delivering and
picking up the mail for departments. Alternatives included contracting out mail service, having
departments retrieve their own records, and relaying all business licensing functions to annex
staff.
INFORMATION TECHNOLOGY — Director of Information Technology, Doug Hollis
prioritized the department's core services between one (1) and five (5) within the divisions
Operations, External Services and Geographical Information Systems ( "GIS "). Savings options
involving telephone service, equipment, server consolidation, and carrying costs were discussed.
LIBRARY — Library Director, Valerie Sommer prioritized the department's core services
between one (1) and five (5) within the divisions Main Library operations, Grand Library
operations, literacy services, and administrative and technical services. Director Sommer noted
there had already been a lot of cuts made to the library budget, most notably through a reduction
of library hours by 22 hours per week. Council appreciated the library greatly but felt, while
Project Read and the Learning Center were commendable and something for the City to be proud
of they were not sure if they could be considered core services. Council asked for Director
Sommer to come back with further information and statistics as to the services provided,
demographics served and alternatives available for these services.
Economic and Community Development ( "ECD ") — Director of Economic and Community
Development, Marty Van Duyn prioritized the department's core services between one (1) and
five (5) within the divisions of Planning and Building. Explaining each of the division's
functions, he noted the majority were mandated and required by law. Council expressed concern
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over the services shared between Code Enforcement and the Building Department. Residents
often find the process of obtaining permits or clearing citations cumbersome and confusing.
Streamlining of services and policies needed to be examined and could result in substantial
savings. Director Van Duyn agreed there could be some savings in the shifting of functions
without the denigration of service.
Discussion of the elimination or modification of some of the Boards and Commissions was held
however, Director Van Duyn felt the Design and Review Board should not be eliminated. Vice
Mayor Mullin felt the boards and commission were useful and served functionality, but heard
differently expressed from some of the Program Directors. Changes to the Board and
Commissions could be explored.
6. Adjournment.
Being no further business, Mayor Addiego adjourned the meeting at 9:41 p.m.
Submitted by: Approved by:
0
Anna M. Brown evin Mullin
Deputy City Clerk, City of South San Francisco Mayor, City of South San Francisco
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