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HomeMy WebLinkAboutMinutes 2011-04-19 MINUTES Ste', SPECIAL MEETING CITY COUNCIL '.a R� OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 CITY HALL CONFERENCE ROOM 400 GRAND AVENUE SOUTH SAN FRANCISCO TUESDAY, APRIL 19, 2011 1. Call to Order: Time: 6:32 p.m. 2. Roll Call. Present: Councilmembers Addiego, Gonzalez, Matsumoto, Vice Mayor Garbarino, Mayor Mullin Absent: None. 3. Public Comments — comments are limited to items on the Special Meeting Agenda. None. 4. Study Session: Structure of Boards and Commissions. Parks and Recreation Director Sharon Ranals spoke for the Parks and Recreation Commission ( "PRC ") and Cultural Arts Commission ("CAC"). She summarized information received from the Commissions in response to questions regarding their functions and meeting procedures. PRC reported: the Commissioners did not want to see the Commission eliminated and felt a consolidation would dilute its functions. They agreed the stipend could be eliminated, although it was noted that Commissioners spend countless volunteer hours and often expend personal resources, so a stipend was greatly appreciated. All agreed the Commission should remain comprised of an odd number of Commissioners, with no more that seven (7). Further, reducing meetings to a quarterly schedule would disrupt continuity. Lastly, it was felt the Beautification Committee should also stay intact as it provided a beneficial service at little cost. CAC reported the following responses: scheduled meetings may be reduced or cancelled if no pressing business exists, and stipends may be eliminated. Commissioners believe they accomplish a lot for the City, work hard at providing positive press and make the City a leader in the way of public art. The size of the CAC had already been reduced from 15 to nine (9) and there was no consensus on further reductions though Commissioners wanted to see an odd number remain. Commissioners did not want elimination of the CAC, but some supported consolidation. Council inquired as to whether the Beautification Committee was questioned. Director Ranals stated the questions were not referred to the Beautification Committee. She noted the Committee helps with certain City events, but its main function is to issue awards and facilitate the Arbor Day Celebration. Council questioned whether a Commission had to meet even if no business was pressing. City Manager Nagel stated the CAC had flexible language allowing for meetings as needed. However, with respect to other commissions with regularly established meetings, staff and the chairperson could propose cancellation for vote of the Commission at the preceding regular meeting. Councilman Gonzalez believed if an agenda had a low number of items, the meeting should not take place as it would not be a productive use of staff time. He congratulated the commissions for the work they do, but noted fewer meetings might be best. Mayor Mullin thought flexible meeting language should be drafted into the ordinances and stated earlier meetings might be preferable so that staff waiting time might be reduced. Economic and Community Development Director Marty Van Duyn presented the report regarding the Historic Preservation Commission ( "HPC "). He noted the HPC had a limited number of responsibilities and was created to put together a list of historic structures back in 1985/86, identify historic resources and establish designation criteria. The HPC had put together some successful awareness programs and in better times, implemented a grant program. However, for the most part the Commission's work was done and the grant program had not seen an infusion of funds for at least 9 or 10 years due to budget cuts. With little reason to meet, staff suggested eliminating the Commission. The Commission's functions would be rolled into the Planning Commission using the Historical Society as a resource should a request be made for demolishing a potentially historic site. Members of the HPC did not object to the Commission's dissolution. Council supported dissolution of the Commission. Human Resources Director Kathy Mount reported for the Personnel Board ( "PB "). Commissioners expressed some consensus but also some questions and concern about reducing the Commission's responsibilities. Currently, the Board was experiencing a sense of drift in terms of understanding its mission and desired direction. Concern was expressed that some of the Commission's duties had eroded. Members were open to meeting less frequently, perhaps every other month or on a quarterly basis. Members still felt strongly that the Commission performed good and important work for the City, just not as much as it would like. Mayor Mullin felt there could be long term structural issues surrounding public employee pensions and other weighty policy matters pertaining to employee contributions. Seeing the SPECIAL CITY COUNCIL MEETING APRIL 19, 2011 MINUTES PAGE 2 importance of the issue, the Mayor believed the Commission might be a resource with respect to researching these issues and obtaining citizen input. Councilman Addiego noted the PB had begun as a civil service commission that would report on retirement, new hires and reasons for severance. He recalled a time when the PB raised red flags about people exiting employment, which was not always for higher pay. Vice Mayor Garbarino questioned if one of its functions could be serving as an interview panel for new positions. Director Mount responded insuring the integrity of recruitment was a complex and delicate process. Generating eligibility could be challenged. It was important to find technical experts in the particular area of hiring to remain neutral and evaluate the candidates. Councilwoman Matsumoto stated one -third of the 20 functions done by the PB are usually done by Human Resources and City Manager staff. Council expressed a desire to reduce the number of scheduled PB meetings to quarterly and noted if more meetings were needed, a special meeting could be called. Eight (8) year PB member Rudy Bertolozzi noted though the board had limited functions, it still wanted to be a help to Council. He did not speak for the whole board, but felt it sincerely wanted to represent the employees of the City and felt it should remain intact though he did not want to become a problem. Though she understood the board member's sentiment, Councilwoman Matsumoto noted when the PB wanted to do more it required more staff to help. Boardmember Bertolozzi said the idea was to take pressure off of staff The Councilwoman suggested there be a study session to see what more could be done. PB member Chuck Elliot stated the board would like to help lighten the interviewing work. He noted the Board serves an important purpose, but is willing to cut the meetings down to quarterly in order to save money. Council provided the following direction with respect to Board and Commission procedures and responsibilities: PB meeting schedule would be reduced to a quarterly basis with special meetings as needed; the HPC would be dissolved and its responsibilities transferred to the PC; the CAC and PRC would remain as status quo. City Manager Nagel advised staff would bring the requested items for Council's action at upcoming Regular City Council Meetings. Mayor Mullin queried the criteria that should govern removal or denial of reappointment of a Commissioner. He opined that any action putting the City in legal jeopardy or dereliction of duties, such as numerous absences, would be grounds for such action. SPECIAL CITY COUNCIL MEETING APRIL 19, 2011 MINUTES PAGE 3 Councilmembers noted the importance of bringing in new members with fresh experiences and perspectives. It was suggested that Council could review incumbents and decide if reappointment was warranted prior to recruitment. City Attorney Steve Mattas stated there was broad direction in terms of how the recruitment could be run, but over the past years a desire to encourage people to apply was expressed in order to assess the talent pool. As long as he had been with the City, Council had maintained great discretion in the appointment process. Manager Nagel stated that in previous discussions consensus from Council was to have incumbents appear for interviews. Councilman Addiego noted his belief that if most Councilmembers were satisfied with an incumbent, there was no need for that incumbent to be interviewed again. Councilman Gonzalez noted if people did not like the way a Councilmember was conducting business, recall was an option. He believed Council should have a similar option with respect to Commissioners. He wanted the boards to be more effective for the public and felt interviewing incumbents was necessary. Mayor Mullin expressed his belief that board and commission interviews are very difficult. He appreciated the discussion and thought it could continue as things progressed and perhaps even at the 2012 Council retreat. 5. Adjournment. Being not further business, Mayor Mullin adjourned the meeting at 8:11 p.m. Submitted Appro Krist. oy Marti ► elli Kevin Mullin City Clerk, City of Sou San Francisco Mayor, City of South San Francisco SPECIAL CITY COUNCIL MEETING APRIL 19, 2011 MINUTES PAGE 4