HomeMy WebLinkAbout2011-10-18 e-packet et„, SPECIAL MEETING
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CITY COUNCIL
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, OCTOBER 18, 2011
6:30 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 18 day of October, 2011, at 6:30 p.m., in the City Hall Conference Room, 400
Grand Avenue, South San Francisco, California.
Purpose of the meeting:
1. Call to Order.
2. Roll Call.
3. Agenda Review.
4. Public Comments — comments are limited to items on the Special Meeting
Agenda.
5. Review of Alternative Sewer Rate Fee Structures for Residential Sewer
Customers.
6. Recommendation to Review and Discuss a Draft Sewer Lateral Inspection
Ordinance.
7. Direction regarding standards for the granting of Emeritus Status and the role
of an Emeritus Board and Commission Member.
8. Direction pertaining to Board and Commission Interview Procedures.
9. Adjournment.
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DATE: October 18, 2011
TO: Honorable Mayor and City Council
FROM: Terry White, Director of Public Works
SUBJECT: REVIEW OF ALTERNATIVE SEWER RATE FEE STRUCTURES FOR
RESIDENTIAL SEWER CUSTOMERS
RECOMMENDATION
It is recommended that the City Council review and discuss sewer rate fee structure
alternatives for residential sewer customers.
BACKGROUND
The City's residential sewer rate is currently a flat fee of $532 for all residential customers. This
fee is determined by totaling the costs of treating all residential sewage, and dividing it by the
number of living units in the city. This flat fee is applied to all single - family units (SFUs) and
multi - family units (MFUs), which include condominiums, townhomes, and apartment complexes,
per living unit. The City Council last reviewed and approved sewer rate modifications in 2009.
The current rate is expected to stay in place until 2014.
Sewer fees are being revisited not for financial reasons, but because of concerns voiced by the
community regarding the perceived inequity of the current flat fee sewer rate structure. Based on
2010 water use data, MFUs use, on average, 40% less water than SFUs, however, MFU residents
do not get a price break for their lower usage.
There are several different alternatives available to the Council that will address the issue of fee
equity without impacting the sewer system's financial health. It must be noted, however, that any
decrease in rates for MFU residents must be accompanied by a corresponding rate increase for
SFUs to insure that enough capital flows into the plant, the pump stations, and the collection
system to properly maintain them and pay the debt service for past construction projects. This
study sessions purpose is to look at residential rates only, not commercial or institutional rates per
se, however, if the rate structure is changed in the future the commercial structure will need to be
modified to recognize and segregate it in specific ways.
DISCUSSION
There exist four distinct methods to charge for sewer service. On the following page are the four
options, along with the advantages and disadvantages of each approach.
Staff Report
Subject: REVIEW OF ALTERNATIVE SEWER RATE FEE STRUCTURES FOR
RESIDENTIAL SEWER CUSTOMERS
Page 2 of 3
Rate S■ stem Advantages Disadvantages
1. Flat rate (current • Covers system costs • No relationship between water usage
system) adequately and sewer charges
Operational revenues • Predictable — provides reliable • Provides no incentive for water
needed are divided by revenue, no need for conservation
the number of projections • Residences with low water
residences in the city. • Consistent, familiar system for consumption subsidize heavy users
All residences pay the residents (usually MFUs subsidizing SFUs)
same rate of $532. • Works out to only $45 /month • Most "inequitable" system — treats
every resident equal regardless of
income /sewer usage
2. Flow -based • Theoretically, most equitable • Volatile revenues from year -to -year;
system system — residents pay for impossible to accurately project
Residences are what they use • System's financial health is at the
charged strictly based • Water conservation is mercy of the year's water usage
on the amount of rewarded with a lower sewage • Difficult to price water correctly due
water used. ($8 /HCF) bill to fluctuations in usage, which
• High usage is punished affects price (and vice versa)
1 HCF = 748 gallons • No one subsidizes anyone • Conservation Catch -22: The more
else's usage water is conserved, the more it costs
• Heavy use residents may be
unpleasantly surprised with a
significantly higher sewer bill
• Will need to restart Prop 218
process if implemented before 2013-
14 budget
3. Hybrid system • Combines best aspects of flat • A portion of revenues cannot be
A base fee ($275) is rate and flow -based systems projected and are subject to
assessed to all o Incentive for conservation volatility
residences, regardless o Moderately predictable • Does not reward water conservation
of usage. In addition revenue stream as heavily as flow -based system
to a base fee, residents • Revenue volatility is partially • Heavy use residents may be
pay a prorated mitigated with a base fee unpleasantly surprised with a
amount for water assessed to all residences significantly higher sewer bill
used. ($3.85 /HCF) • Will need to restart Prop 218
process if implemented before 2013-
1 HCF = 748 gallons 14 budget
4. Across -the -board • Gives MFUs a fee break of • Will increase rate for SFUs 4 %,
adjustment 10% — from $532 to $477 from $532 to $554
Maintain flat rate, • Addresses equity concerns • Price changes do not address
with adjustments to from MFU residents individual water usage
MFU and SFU rates. • Revenue streams are • Cannot control whether owners will
No relation to predictable pass on sewer savings to tenants
individual water • System's financial health is not • Will need to restart Prop 218
usage. endangered by year -to -year process if implemented before 2013 -
water use volatility 14 budget
Staff Report
Subject: REVIEW OF ALTERNATIVE SEWER RATE FEE STRUCTURES FOR
RESIDENTIAL SEWER CUSTOMERS
Page 3 of 3
CONCLUSION
City staff has projected how much would need to be charged to residences under each scenario in
order to maintain the sewer system's financial needs. These calculations are included in the
attached base data.
The attached sewer service rate alternatives were determined to be in accordance with State
guidelines. Once staff receives direction as to how to proceed, it can provide more detailed
projections of impact to residents and implementation details, if a change is desired.
/-
B� Approved: f 4 ` '
Terry White : arry M. Nage
Director of P . is Works City Manager
Attachment: Base Data
Presentation
#1 - Rate Structure - Flat Rate System (Current System)
Actual 2010 Water Charges
Type Units Fee Amount Collected
Residential — SFU 11645 $ 532.00 $6,195,140
Residential — MFU 4455 $ 532.00 $2,370,060
Trailers 411 $ 477.00 $196,047
Total 16511 $8,761,247
Target Revenue is $8.76 million
1
#2 - Rate Structure - Flow -Based (Pro Rated Usage)
Target Revenue: $8.76 million
Actual 2010 Water Usage Data
Type Fee Water Used (HCF) Amount Collected
Residential — SFU $8 /HCF 1,024,841 $8,198,728
Residential — MFU $8 /HCF 268,558 $2,148,464
Total 1,293,399 $10,347,192
Usage cut -back of 10%
Type Fee Water Used (HCF) Amount Collected
Residential — SFU $8 /HCF 922,357 $7,378,855
Residential — MFU $8 /HCF 241,702 $1,933,618
Total 1,164,059 $9,312,473
Usage cut -back of 15%
Type Fee Water Used (HCF) Amount Collected
Residential — SFU $8 /HCF 871,115 $6,968,919
Residential — MFU $8 /HCF 228,274 $1,826,194
Total 1,099,389 $8,795,113
Usage cut -back of 20%
Type Fee Water Used (HCF) Amount Collected
Residential — SFU $8 /HCF 819,873 $6,558,982
Residential — MFU $8 /HCF 214,846 $1,718,771
Total 1,034,719 $8,277,754
Usage cut -back of 25%
Type Fee Water Used (HCF) Amount Collected
Residential — SFU $8 /HCF 768,631 $6,149,046
Residential — MFU $8 /HCF 201,419 $1,611,348
Total 970,049 $7,760,394
MFU Statistics: SFU Statistics: Overall Statistics:
44.8% would pay more 62.9% would pay more 61.8% would pay more
55.2% would pay less 37.1% would pay less 38.2% would pay less
Median SFU would pay: $ 592.00 Maximum SFU would pay: $ 6,208.00
Median MFU would pay: $ 496.00 Maximum MFU would pay: $ 2,480.00
Median HH would pay: $ 650.40
2
#3 - Rate Structure - Hybrid System (Pro Rated Usage)
Target Revenue: $8.76 million
Actual 2010 Water Usage Data
Type Fee Units Water Used (HCF) Amount Collected
Residential — SFU $275 + $3.85 /HCF 11645 1,024,841 $7,301,739
Residential — MFU $275 + $3.85 /HCF 4866 268,558 $2,412,382
Total 16511 1,293,399 $9,714,121
Usage cut -back of 10%
Type Fee Units Water Used (HCF) Amount Collected
Residential — SFU $275 + $3.85 /HCF 11645 922,357 $6,891,803
Residential — MFU $275 + $3.85 /HCF 4866 241,702 $2,304,959
Total 16511 1,164,059 $9,196,761
Usage cut -back of 15%
Type Fee Units Water Used (HCF) Amount Collected
Residential — SFU $275 + $3.85 /HCF 11645 871,115 $6,556,167
Residential — MFU $275 + $3.85 /HCF 4866 228,274 $2,217,006
Total 16511 1,099,389 $8,773,173
Usage cut -back of 20%
Type Fee Units Water Used (HCF) Amount Collected
Residential — SFU $275 + $3.85 /HCF 11645 819,873 $6,481,866
Residential — MFU $275 + $3.85 /HCF 4866 214,846 $2,197,536
Total 16511 1,034,719 $8,679,402
Usage cut -back of 25%
Type Fee Units Water Used (HCF) Amount Collected
Residential — SFU $275 + $3.85 /HCF 11645 768,631 $6,276,898
Residential — MFU $275 + $3.85 /HCF 4866 201,419 $2,143,824
Total 16511 970,049 $8,420,722
MFU Statistics: SFU Statistics: Overall Statistics:
11.1% would pay more 62.9% would pay more 59.7% would pay more
88.9% would pay less 37.1% would pay Tess 40.3% would pay less
Median SFU would pay: $ 559.90 Maximum SFU would pay: $ 3,262.60
Median MFU would pay: $ 513.70 Maximum MFU would pay: $ 1,468.50
Median HH would pay: $ 586.85
3
#4 - Rate Structure - Across - the -Board Adjustment
Target Revenue: $8.76 million
Actual 2010 Water Charges
Type Units Fee Percentage Change Amount Collected
Residential —SFU 11645 $ 532.00 0% $6,195,140
Residential — MFU 4455 $ 532.00 0% $2,370,060
Trailers 411 $ 477.00 0% $196,047
Total 16511 $8,761,247
With a 10% decrease for MFUs (Moves MFUs to Trailer rate)
Type Units Fee Percentage Change Amount Collected
Residential — SFU 11645 $ 554.00 4% $6,451,330
Residential — MFU 4455 $ 477.00 -10% $2,125,035
Trailers 411 $ 477.00 0% $196,047
Total 16511 $8,772,412
MFU Statistics: SFU Statistics: Overall Statistics:
0% would pay more 100% would pay more 70.5% would pay more
100% would pay less 0% would pay Tess 29.5% would pay less
4
Sewer Rate Alternatives for
Residential Customers
City of South San Francisco
Council Study Session
October 18, 2011 Fes,
Background Research
• Currently, all residences pay a flat fee
sewer rate of $532
• Fee is determined by dividing necessary
operating revenues by number of
residential units
• Concerns regarding equity
Fes+
5
Background Research
• Single family units (SFUs) use, on
average, 40% more water than multi-
family units (MFUs).
• MFUs include:
— Condos
— Townhomes
— Apartment complexes
• SFU: 11,645 units
• MFU: 884 buildings, 4,455 units
Arguments against the current
residential rate structure
• There is no effective relationship between water
consumption and sewer charges.
• There is no incentive to reduce water
consumption, because the flat rate does not
penalize users for excess consumption.
• Residences with low water consumption
subsidize heavy users. (Usually MFUs
subsidizing SFUs.)
• Treats every resident equal regardless of
income or sewer usage.
6
Potential Options
1. Flat rate (current system)
2. Flow -based system (a.k.a. metered rate)
3. Hybrid (base fee + flow-based)
4. Across - the -board adjustment for MFU /
SFU rate
1. Flat Rate (Current System)
Operating revenues needed for operation of
the sewer system are divided by the number
of residential units in the city. This amounts
to $532 per living unit.
All residences pay this amount.
Fes,
1. Flat Rate (Current System)
Advantages Disadvantages
• Covers system costs adequately • No relationship between water
• Predictable — provides reliable usage and sewer charges
revenue, no need for projections • Provides no incentive for water
• Consistent, familiar system for conservation
residents • Residences with low water
• Works out to only $45 /month consumption subsidize heavy users
(usually MFUs subsidizing SFUs)
• Most 'inequitable" system — treats
every resident equal regardless of
income /sewer usage
2. Flow -based System
Residences are charged strictly based on
the amount of water used. ($8 /HCF)
1 HCF = 748 gallons
Median SFU would pay: $592 (avg.)
Median MFU would pay: $496 (avg.)
8
2. Flow -based System
Advantages Disadvantages
• Theoretically, most equitable system — • Volatile revenues from year -to -year,
residents pay for what they use impossible to accurately project
• Water conservation is rewarded with a • System's financial health is at the mercy
lower sewage bill of the year's water usage
• High usage is punished • Difficult to price water correctly due to
• No one subsidizes anyone else's usage fluctuations in usage, which affects price
(and vice versa)
• Conservation Catch -22: The more water
is conserved, the more it costs
• Heavy use residents may be
unpleasantly surprised with a significantly
higher sewer bill
• Will need to restart Prop 218 process if
implemented before 2013 -14 budget
3. Hybrid System
A base rate ($275) is assessed to all
residences, regardless of water usage. In
addition to the base fee, residences pay a
prorated amount for water usage ($3.85 /HCF)
1 HCF = 748 gallons
Median SFU would pay: $560 (avg.)
Median MFU would pay: $514 (avg.)
9
3. Hybrid System
Advantages Disadvantages
• Combines best aspects of flat rate and • A portion of revenues cannot be
flow -based systems projected and are subject to volatility
— Incentive for conservation • Does not reward water conservation as
— Moderately predictable revenue heavily as flow -based system
stream • Heavy use residents may be
• Revenue volatility is partially mitigated unpleasantly surprised with a significantly
with a base fee assessed to all higher sewer bill
residences • Will need to restart Prop 218 process if
implemented before 2013 -14 budget
WPM
4. Across - the -board adjustment
Maintain flat rate, with adjustments to MFU /SFU
rates. No relation to individual water usage.
Cut rates for all MFUs by 10 %, and
increase SFU rates by 4 %.
MFU - $477
SFU - $554
10
4. Across - the -board adjustment
Advantages Disadvantages
• Gives MFUs a fee break of 10% — from • Will increase rate for SFUs 4 %, from
$532 to $477 $532 to $554
• Addresses equity concerns by charging • Price changes do not address individual
MFUs Tess water usage
• Revenue streams are predictable • Cannot control whether apartment
• System's financial health is not complex owners pass on sewer savings
endangered by year -to -year revenue to tenants
volatility • Will need to restart Prop 218 process if
implemented before 2013 -14 budget
Summary
• Four options
1. Flat rate (current system)
2. Flow -based
3. Hybrid system
4. Across - the -board adjustment
• Staff can provide greater detail and /or
implementation plans on any of the
alternatives, once direction is received
11
Questions?
12
o zx Sav
c9 LIFOs. Staff
R eport
DATE: October 18, 2011
TO: Honorable Mayor and City Council
FROM: Terry White, Director of Public Works
SUBJECT: RECOMMENDATION TO REVIEW AND DISCUSS A DRAFT SEWER
LATERAL INSPECTION ORDINANCE
RECOMMENDATION
Staff recommends that the City Council review and discuss the feasibility of a draft Sewer
Lateral Inspection Ordinance for adoption and inclusion into the City's Municipal Code.
BACKGROUND
There exist thousands of residences in the City with decaying sewer infrastructure. Of particular
concern to public health and safety are sewer laterals. A sewer lateral is the pipe that connects a
building's plumbing to the City's sewer main. A majority of the sewer laterals built in the 1950s
and 1960s were constructed with Orangeburg pipe. Orangeburg pipe is constructed of heavy stock
paper, reinforced with tar. It is of poor quality construction, breaks easily, and was designed for a
lifespan of under fifty years.
Approximately 35% of the City's residences have sewer laterals made of Orangeburg pipe. These
pipes are prone to failure due to their limited lifespan. When a sewer lateral breaks, it creates
several adverse impacts for the property owner and the City, including:
1. Sewage back -up: Sewage cannot leave the property and enter the sewer main, backing up
into the resident's home.
2. Infiltration: Rain water seeps into the lateral and finds its way to the sewer main, eventually
ending up at the Water Quality Control Plant (WQCP). During heavy downpours, the WQCP
can become overwhelmed, resulting in the spillage of partially treated sewage into the Bay.
3. Exfiltration: Raw sewage escapes the lateral and seeps into the ground, polluting the soil.
4. Cost of repair /replacement: When a lateral fails, it must be replaced. The cost of replacing a
sewer lateral ranges anywhere from $5,000 to $9,000. This cost is borne by the property
owner.
5. Damage to the City's sewer infrastructure: Faulty laterals place extra strain on the City's
sewer mains, which results in chain reaction failures down the piping stream.
6. Exposure to litigation: The City has already been sued for the effects faulty laterals have had
on its sewer infrastructure and for WQCP sewage overflow spills into the Bay.
Staff Report
Subject: RECOMMENDATION TO REVIEW AND DISCUSS A DRAFT SEWER
LATERAL INSPECTION ORDINANCE
Page 2 of 2
Because of the numerous negative consequences associated with faulty sewer laterals, a Sewer
Lateral Inspection Ordinance is being recommended for Council's consideration.
DISCUSSION
The draft Sewer Lateral Inspection Ordinance accomplishes several important things. First, it
obliges all property owners to inspect their sewer laterals prior to the sale or major renovation of
the property. If the sewer lateral is found to be defective, the seller must have the lateral
repaired/replaced prior to the property's transfer. Since replacing a sewer lateral is such a major
out -of- pocket expense, this saves the new owner the unfortunate surprise of needing to replace the
property's sewer lateral upon move -in.
Second, the Ordinance clearly assigns responsibility for the property's private sewer lateral to the
property owner. This will eliminate any confusion as to what is the City's responsibility and what
is the property owner's responsibility. The Ordinance clearly stipulates that the City is responsible
for the public sewer main, while the property owner is responsible for the private sewer lateral. In
certain instances, if the property possesses City- approved sewer cleanouts, the City will assume
responsibility for the lower part of the sewer lateral's connection to the sewer main.
Third, the Ordinance enacts minimum design standards and minimum construction standards to
ensure that any new sewer laterals connected to the City's system are of sound quality.
Lastly, the Ordinance grants the City the power to remove faulty laterals and replace them at the
owner's expense if the owner refuses or is incapable of responding to the City's request for
replacement.
The City has restarted a program aimed at aiding property owners with the cost of replacing their
sewer lateral with up to 50% of the cost, up to $2,500.
CONCLUSION
City staff has surveyed nearby cities to determine how many currently have similar ordinances in
effect. Several cities in San Mateo County and throughout the Bay Area were found to have these.
City staff has drafted the attached ordinance with what it deems the best components of these
ordinances.
• 6 . App C
Terry White : any M. Nage
Director f P " blic Works City Manager
Attachment: Draft Sewer Lateral Inspection Ordinance
Presentation
Chapter 14.140 SEWER LATERAL INSPECTION
14.140.010 Public Sanitary Sewers, General
All City sanitary sewer mains, junction structures, pumping stations and appurtenant facilities
within the public right -of -way, public utility easements or sanitary sewer easements are part of
the City's wastewater collection system owned by the City and are under the control and
operation of the City.
14.140.020 Building Drain and Building Sanitary Sewer Lateral
A. The property owner is responsible at his/her expense to construct, operate, clean and
maintain all building sanitary sewer laterals or waste holding tanks, individual waste
disposal systems including septic systems, if permitted, sewage ejector pump stations and
appurtenant pipelines, valves and structures to either the point of connection with the
cleanout wye on the building sanitary sewer lateral or to the City sanitary sewer main as
provided below, in full compliance with the provisions of this chapter. The City shall
maintain the building sanitary sewer lateral from a City approved cleanout wye to the
City sanitary sewer main when a cleanout is provided either in the sidewalk, or if there is
no sidewalk within the public right -of -way then within two and one -half feet of the City
main. In such instances, the cleanout must be accessible at all times. When the cleanout is
located outside of these designated areas, the property owner is responsible for
maintaining the building sanitary sewer lateral all the way to the City sanitary sewer main
including the sanitary sewer lateral's wye junction to the main. Where a cleanout does
not exist and the property owner desires to install one, the City will not accept
maintenance responsibility from the new cleanout to the City's main until the property
owner satisfies the Public Works Director /City Engineer or his/her designee as to the
proper operational condition of that lateral.
B. Sanitary sewer connections to the City's wastewater collection system shall be limited to
one sanitary sewer lateral per lot, parcel or tract of land. Multiple or branched sanitary
sewer connections are specifically prohibited. The limitation to one sanitary sewer lateral
per lot shall also apply in the case of condominium subdivisions, planned unit
developments and commercial developments unless specifically waived in a subdivision
improvement agreement or sanitary sewer main extension agreement. Existing conditions
not in compliance with this chapter shall be brought into compliance within sixty
calendar days after owner receives notice from the City and in all cases prior to the
transfer of ownership. The replacement of existing multiple or branched sanitary sewer
connections shall be at the owner's expense.
14.140.030 Permits, General
A. Permits shall be required under this chapter to construct, alter, repair, maintain and
operate any building sanitary sewer lateral, sewage holding tank or discharge facility
including sewage pumping stations within the City. Encroachment permits for all work
within the public right -of -way shall be obtained from the Public Works Director /City
Engineer or his/her designated representative. Permits for all work on private property
shall be obtained from the Building Division and shall be subject to the South San
Francisco Municipal Code and the UBC and UPC. Encroachment and plumbing permit
fees are set by the City Council in the City of South San Francisco Master Fee Schedule.
A performance deposit, or bond, in an amount of one hundred percent of the estimate for
the work may be required. Permits shall not be considered valid until all fees and
1
connection charges have been paid, bonds and indemnification have been provided to the
City, and the permit has been signed by the appropriate City building official.
B. In the event a permit has expired and a reactivation fee is required, the original applicant
may pay an amount equal to half the original fee to reactivate the permit. A new applicant
of an expired permit shall be subject to the permit conditions required for a new permit
applicant and shall pay the full amount of the permit.
14.140.040 Encroachment Permits for Sanitary Sewer Construction
A. An encroachment permit application will be completed for any sanitary sewer
construction within the public right -of -way and shall contain all information required by
the Public Works Director /City Engineer, and be accompanied by payment of all fees
determined by the City Council in the City of South San Francisco Fees and Service
Charges.
B. All plans, calculations, designs, specifications, tests and surveys as required by this
chapter and by the Public Works Director /City Engineer shall be submitted with the
application. The applicant shall be subject to all conditions of the standard encroachment
permit including, but not limited to, time limitations, indemnification and compliance as
contained within this chapter and the City of South San Francisco Municipal Code.
14.140.050 Encroachment Permit Time Limitations
A. All work shall be initiated within six months of the date of issuance of the encroachment
permit and shall be completed within the time limit specified in the permit. If work is
discontinued for any reason for a period of six months, the permit shall be deemed
expired and no further work may proceed until the permit is reactivated and a reactivating
fee paid.
B. Encroachment permits may be extended with the express written consent of the Public
Works Director /City Engineer only after the applicant has filed a request for time
extension with the Public Works Director /City Engineer stating the reasons for the
request. The Public Works Director /City Engineer may require additional fees for costs
incurred by the City for permit time extensions.
14.140.060 Permit Indemnification
A. All applicants for permits required in this chapter shall be required to indemnify and save
harmless the City and its officers, agents and employees from any and all liability to
persons and property in connection with any activities related to the application for and
discharge of any permit. The applicant shall provide for indemnification of the City, its
Council members, and all officers, employees and agents of each of them in a form
acceptable to and approved by the City Attorney.
B. The applicant shall be solely liable for any defects in the performance of any activity
under a permit and for any failure or defect which may arise from the performance of any
activity or work permitted.
14.140.070 Permit Compliance
Any permit, when signed by the applicant and issued by the City, shall constitute an agreement
to comply with all permit conditions and all terms and requirements of this chapter. Any
2
modifications to the permit and its terms and conditions shall be made only upon written
agreement between the City and the applicant, and shall thereafter be binding upon the applicant.
14.140.080 Permit Revocation
A. The City may revoke any permit issued under this chapter when the applicant fails to
comply with the terms and conditions of the permit. Prior to permit revocation, the City
shall provide notification to the applicant stating the reason warranting revocation. The
applicant shall be provided ten days to respond to the proposed revocation action, unless
the City determines that an action must be taken to protect the public health, safety or
welfare. The City shall meet with the applicant and provide the applicant with the
opportunity to respond to any revocation action in writing within these ten days. If the
response provided by the applicant is deemed unsatisfactory to the Public Works
Director /City Engineer, the revocation will stand.
B. An applicant, only after filing a response with the City and having the request to repeal
the permit revocation denied, may appeal the revocation to the City Manager within ten
days of the revocation repeal denial. If no appeal is made within this specified period, the
revocation shall remain valid.
14.140.090 Abandonment of Sanitary Sewer Connection
A. Any sanitary sewer connection to the City's wastewater collection system not connected
to an existing structure having a current certificate of occupancy or being more than a
single connection and not approved in writing by the City shall be removed or abandoned
in place in a manner specified by the City. Demolition of an existing structure may
require the removal or in -place abandonment of the sanitary sewer line as determined by
the City. The City shall also approve of the manner in which the sanitary sewer line will
be removed or abandoned.
B. The property owner shall be responsible for any costs associated with the removal or
abandonment of a sanitary sewer connection. In the event a property owner fails to
properly remove or abandon a sanitary sewer connection, the City may cause and take
action to abate and remove or abandon the sanitary sewer connection or take any action
set forth with the costs paid by the property owner.
14.140.100 Design Standards, General
Minimum standards for the design and construction of public and/or private sanitary sewers,
including rehabilitation, repair and replacement of sanitary sewer facilities, shall be in
accordance with requirements of this chapter, the Uniform Plumbing Code sewer design and
construction standards, and the Specifications and Standard Plans for Public Works
Construction, a copy of which is available for viewing at the public works offices. The Public
Works Director /City Engineer or building official, as jurisdiction requires, may allow
modifications or require special design and construction where non - standard conditions are
encountered. The following design requirements shall apply:
A. Construction documents consisting of plans, profiles, details and specifications shall be
required for all sanitary sewer construction projects which document how sanitary sewer
facilities are to be constructed. The construction documents shall be prepared by a civil
engineer licensed to practice in the state of California. These construction documents
shall show locations and boundary lines of affected properties; plans for the proposed
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work at a scale not exceeding one inch equals twenty feet; profiles of sanitary sewer
facilities showing flow lines, pipeline grades, trench grades and ground surface elevations
to the nearest 0.10 foot; details showing facility cross - sections, dimensions and material
specifications; notes and specifications for the work including general notes and project
specifications.
B. All sanitary sewer facilities shall be designed for installation within easements or rights -
of -way dedicated for public use. Easement descriptions, dedications, acceptance and
recordation shall be completed prior to construction of any sanitary sewer facilities and
shall be prepared in accordance with the Subdivision Map Act (California Government
Code Section 66410 et seq.) or in a form acceptable to the City Attorney. Easements,
which provide operation, maintenance and access rights to the City, shall be granted to
the City and accepted at the discretion of the City Council.
C. Sanitary sewers shall be connected to the City's wastewater collection system in a
manner and at a location approved by the City. Unless otherwise permitted by the City,
all connections shall be made at the point of lowest elevation on the City sanitary sewer
main or manhole abutting or fronting the affected property.
D. Design criteria and pipeline materials criteria acceptable for design purposes shall be
provided by the public works engineering department for sanitary sewer lines within the
public right -of -way, and by the building department for sanitary sewer lines on private
property.
E. No more than one lot, parcel or tract of land shall be served from one sanitary sewer. An
exception may be granted by the City for the following circumstances:
1) Where one or more multifamily structures are located on a single parcel, under
common ownership, and are served by a common sanitary sewer lateral, the
structures may share the same sanitary sewer lateral if sized and constructed to
contain the sanitary sewer flows in a safe and adequate manner.
2) Where one structure is constructed behind another and a direct connection to the
City sanitary sewer main cannot be constructed, the existing building sanitary
sewer lateral for the front structure may be extended to the rear structure if sized
and constructed to contain the sanitary sewer flows in a safe and adequate
manner. This condition, if approved, will require the recordation of an easement
and maintenance agreement establishing authority and responsibility for the
jointly used sections of the sanitary sewer line for both structures.
14.140.110 Design Review and Approval
A. The Public Works Director /City Engineer shall approve all designs for City sanitary
sewer facilities before issuing an encroachment permit. Five sets of design documents
shall be submitted to the Public Works Director /City Engineer for review and approval.
The City shall review and comment on submitted design documents within thirty
calendar days of receipt of the documents.
B. The design engineer shall make all modifications, changes and revisions requested by the
City prior to any resubmittal of design documents previously reviewed by the City. When
4
all design documents meet the requirements of this chapter to the satisfaction of the City,
he /she will approve the design documents in writing within thirty calendar days of receipt
of acceptable design documents. All design documents shall be marked "APPROVED"
and shall indicate the date approved.
C. Upon approval of the design documents by the applicant, the City shall issue an
encroachment permit. The design documents shall become the approved construction
documents upon issuance of the permit. The City shall return two sets of approved
construction documents with the encroachment permit to the permittee. The permittee
shall keep at least one copy of the plans at the construction site at all times. One plan set
shall be retained for recordation of any changes or modifications made during
construction. Any changes or modifications made to the construction documents as
constructed shall receive prior written approval by the City. Changes to the sanitary
sewer line design will receive prior written approval from the building official. As a
condition of final acceptance, or approval, of completed sanitary sewer facilities, the
permittee shall submit one set of "as- built" construction documents to the City for the
public record. "As- built" construction documents shall show locations of all sanitary
sewer facilities as actually installed in the field to the nearest 0.25 feet vertically and
horizontally.
14.140.120 Construction Standards
A. Construction of wastewater collection facilities shall be in accordance with the
requirements of the City and construction documents approved by the City, this chapter
and other applicable provisions of the City of South San Francisco Municipal Code.
B. Any user constructing sanitary sewer facilities in the City shall comply with all state,
county and City laws, ordinances, regulations and standards pertaining to construction
practices. Where excavations over five feet are proposed, the applicant shall provide the
City with a copy of the approved trench excavation permit obtained from the local office
of Cal -OSHA. The user undertaking construction shall pay all required fees for any
permit required by government regulations.
C. Any user constructing sanitary sewer facilities shall provide adequate precaution to
protect the public from potential injury resulting from any construction work. All
excavations shall be adequately guarded with covers, barricades, cones, lights and
warning tape to protect the public from hazards. Any public property including
sidewalks, streets and landscaped areas shall be protected from damage. Any interference
or damage to public property, or private property, shall be restored and repaired in a
manner satisfactory to the Public Works Director /City Engineer or private owner as
appropriate.
D. Grade and line stakes shall be set by a registered civil engineer or land surveyor or an
appropriate employee of either prior to the start of construction work on any wastewater
collection system element. The contractor performing the work shall be responsible to
accurately transfer established design grades and elevations to constructed work.
14.140.130 Inspection Requirements
A. All construction work within the public right -of -way and PUE shall be inspected by the
Public Works Director /City Engineer or by his /her designated representative. Work on
5
private property shall be inspected by a City building inspector. All work shall be
inspected by the contractor prior to requesting an inspection by the City. Upon request
from the contractor, the construction inspector /building official, as appropriate, shall
inspect the construction work for compliance with the approved construction documents.
No construction work shall be covered or obscured before the construction
inspector/building official has made inspection and approved the construction work.
B. The contractor shall comply with and submit all test reports, material submittals,
certifications and schedules as required by the Public Works Director /City Engineer or
building official. Any materials or workmanship not meeting approved construction
document requirements shall be immediately removed or corrected to their satisfaction.
C. Before acceptance of any construction work by the City, and prior to admission of any
sewage into the City's wastewater collection system, the construction work shall be fully
inspected, tested and approved by the building official for sanitary sewer lines on private
property and by the City for sanitary sewer lines in the public right -of -way. The building
official and/or Public Works Director /City Engineer shall issue a signed and dated
certificate of occupancy for the constructed sanitary sewer facilities, copies of which
shall be provided to the contractor and property owner.
14.140.140 Testing Requirements
Prior to the acceptance of any constructed sanitary sewer facilities, testing shall be performed
and shall pass acceptance standards specified by the Public Works Director /City Engineer and /or
building official. These tests shall include as a minimum: low pressure air tests, and /or
pressurized water leakage tests of all sanitary sewer pipelines, manholes and appurtenant
structures.
14.140.150 Sanitary Sewer Laterals
As a general rule, the property owner at his/her expense shall maintain all sanitary sewer laterals,
including, but not limited to, the building drain, sanitary sewer lateral to the cleanout wye
connection or to the City sanitary sewer main as provided below, building cleanout, sidewalk
cleanout frame and cover, backflow protection and backflow relief equipment. The property
owner shall provide all maintenance of the sanitary sewer lateral, including the wye connection
to a City sanitary sewer main, to ensure unobstructed flow of sewage from the property to the
City sanitary sewer main. The property owner shall be responsible for clearing all obstructions in
the sanitary sewer lateral immediately upon discovery or notification by the City. When clearing
any obstructions in the sanitary sewer lateral or performing any maintenance to the sanitary
sewer lateral, the property owner must install a temporary trap downstream of the sanitary sewer
lateral to ensure any rootball, debris or other items dislodged from the sewer lateral do not flush
into the City's sanitary sewer system.
The City may require property owners to remove roots from private laterals that are growing into
lower lateral sewer lines in the sanitary sewer system owned by the City. Where this condition
occurs, the City will promptly notify the private property owner. Within one hundred twenty
days of receiving notification from the City, the private property owner shall remove the roots
from the sanitary sewer lateral, and will make all necessary repairs to the sanitary sewer lateral to
prevent a reoccurrence of root intrusion that reaches the City's lower lateral.
6
Any sanitary sewer lateral blockage that cannot be mitigated through implementation of
reasonable measures by the property owner and /or a licensed professional sanitary sewer
cleaning contractor shall be reported to the public works department immediately. The property
owner shall reimburse the City for all reasonable costs, as determined by the City, incurred by
the City relative to any work or services rendered to remove a blockage or repair or otherwise
work on a sewer line facility which is the responsibility of the property owner. The City shall
only maintain the sanitary sewer lateral from the cleanout wye, inclusive of the cleanout wye, to
the City sanitary sewer main under the following circumstances:
A. A cleanout is provided either in the sidewalk, or within two and one -half feet of the face
of curb or edge of pavement where there is no sidewalk, or in a side or rear yard within
two and one -half feet of the City main; when the cleanout is located outside of these
designated areas, the property owner is responsible for maintaining the sanitary sewer
lateral all the way to the City sanitary sewer main, including the wye connection at the
main. The above maintenance responsibilities shall be conducted in full compliance with
all applicable requirements contained in this chapter.
B. Prior to the City's acceptance of maintenance responsibility for that portion of a sanitary
sewer lateral from a newly installed cleanout to the main, including the wye connection
to the main, the property owner shall be responsible for having this section of lateral
inspected internally by a closed circuit television camera and providing these results to
the City for review. If the City determines that this section of the lateral is defective and
does not meet City's requirements, the property owner shall be required to perform all
repairs necessary to bring the condition of the lateral up to City standards. Property
owner must obtain an encroachment permit from the City prior to performing any
required repairs on the City's right -of -way. The City will accept maintenance
responsibility for the section of the lateral from the new cleanout to the main only after
both of the following conditions have been met: (1) the City has issued an encroachment
permit for the required repairs in the City's right -of -way, and (2) all repair work is
completed to the City's satisfaction.
C. Where a property owner, or tenant in the absence of action by the property owner, refuses
to mitigate a condition that causes sewage to leak from the sanitary sewer lateral after
discovery or notification by the City, or if action is not effective, the City has the option
to either make the repairs itself or hire a licensed contractor, all at the owner's expense, to
mitigate the condition. If payment is not made by the owner, the City may impose a
property tax lien to recover all of its costs associated with repairing the leakage.
14.140.160 Abatement of Leaks, Breaks, and Improper Sanitary Sewer Conditions
A. All sanitary sewer laterals, cleanouts and sanitary sewer appurtenances which are found
to contain leaks, breaks, uncapped cleanouts, down spouts or yard drains which discharge
into the City's wastewater collection system, and any sources of accidental, negligent or
intended introduction of storm water into the City's wastewater collection system are
declared to be a violation of this chapter, and shall be abated by the property owner, who
is required to remove or correct such improper sanitary sewer connections. The property
owner shall have thirty days from the date of the City's notice of violation to obtain
permits and make repairs unless public health and safety considerations require earlier
action. If the work is not completed within this time frame, the City, at its option, may
either make the repairs itself or hire a licensed contractor to mitigate the condition all at
7
the owner's expense. If payment is not made by the owner, the City may impose a
property tax lien to recover all costs associated with mitigating the improper sanitary
sewer connection.
B. Where a sanitary sewer overflow has occurred in City's wastewater collection system as
a result of a blockage, break or other issue in a sanitary sewer lateral, the property owner
shall obtain permits and repair or replace the sanitary sewer lateral causing the sanitary
sewer overflow within one hundred eighty days, unless:
1) The property owned by the property owner is undergoing an extensive remodel, in
which case the repair and /or replacement of the sanitary sewer lateral shall occur
no later than the new occupancy date for the building, or
2) The property owner claims financial hardship, in which case the City may
conduct the repair or replacement.
If the work is not completed within this time frame, the City, at its option, may either
make the repairs itself or hire a licensed contractor to mitigate the condition all at the
owner's expense. If payment is not made by the owner, the City may impose a property
tax lien to recover all costs associated with mitigating the improper sanitary sewer
connection.
14.140.170 Testing and Replacement of Sanitary Sewer Laterals
A. A property's sanitary sewer lateral(s) shall be tested for inflow and infiltration and all
necessary repairs or replacement work shall be completed by the owner and approved by
the City prior to transfer of title whenever any property is to be transferred to or vested in
any other person or entity and such property includes any buildings or structures
constructed more than twenty years prior to the anticipated date of transfer of ownership.
Normally such testing need not be considered in the following circumstances:
1) For a period of five years following a test which sanitary sewer lateral passed;
2) For a period of twenty years after acceptance, by the City, of work performed for
replacement of the complete sanitary sewer lateral;
B. The Public Works Director /City Engineer shall establish or approve testing procedures.
Testing will be the owner's responsibility.
14.140.180 Inspection of Sanitary Sewer Laterals as Precondition for Obtaining a Building
Permit
A. For any project requiring a building permit where plumbing fixtures are added to the
property, and /or more than twenty -five percent of the building area is being remodeled,
altered or enlarged, the project applicant or property owner shall inspect all sanitary
sewer laterals on the property for defects and satisfy the requirements in this section
before a building permit is issued.
B. Sanitary sewer laterals are to be inspected by property owners, and their condition
evaluated by the City, according to the process set forth below.
8
1) The inspection must be conducted by a licensed plumber or sewer contractor
using a closed circuit television camera, or CCTV, to adequately evaluate the
internal condition of the sewer lateral.
2) Upon completion of the inspection, the person conducting the inspection shall
provide a copy of the video of the inspection to the City for viewing and
evaluation by the City.
3) The City shall evaluate the video for defects including blockages, structural
defects, illicit connections, open joints, appropriate cleanouts, materials that do
not have a remaining design life of twenty -five years, missing sewer relief valves
and sewer backwater valves.
4) A sewer lateral shall be considered in compliance with the provisions of this
chapter, and a building permit will be issued, if the video of the inspection verifies
all of the following conditions, to the satisfaction of the City:
a. The sewer lateral is free of roots, deposits of FOG, or other solids which
may impede or obstruct the flow of sewage.
b. There are no illicit or illegal connections to the sewer lateral which would
cause inflow, such as roof leaders or yard drains.
c. All joints in the sewer lateral are tight and sound to prevent the exfiltration
of sewage or the infiltration of groundwater.
d. The sewer lateral is free of structural defects, cracks, breaks, or missing
portions and the grade is reasonably uniform without major sags or offsets.
e. The sewer lateral is equipped with cleanouts.
f. The sewer lateral is constructed of materials with a remaining design life
of at least twenty -five years.
g. A sewer relief valve is installed.
h. A sewer backwater valve is installed.
5) Any defects in the sewer lateral that cause the sewer lateral to fail the inspection
must be repaired or replaced within ninety days of the date the City determines
that a defect exists. Proof of the repair or replacement as directed by the City must
be provided to the City before a building permit will be issued.
14.140.190 Sidewalk Cleanouts
A. Sidewalk cleanout construction details and material specifications shall conform to the
current edition of the City specifications and standard plans for public works
construction, a copy of which is available for viewing at the public works engineering
office or on City's website. Cleanouts, if not existing, shall be installed at the owner's
expense under any of the conditions listed below:
9
1) All new construction;
2) On remodels where plumbing fixtures are added to the property, and /or more than
twenty -five percent of the building area is being remodeled;
3) When any replacement or repair is performed on the sanitary sewer lateral;
4) Whenever backflow protection and /or relief device is installed;
5) When a property has been damaged by the blockage of the City sanitary sewer
main;
6) On all structures where a pump is used to lift sewage to the sanitary sewer lateral
and City sanitary sewer main or on structures where the elevation of any floor is
at or below the invert of the City sanitary sewer main, or where a condition may
exist where a plug in the City sanitary sewer main will cause the hydraulic grade
line to rise above the lowest floor level.
B. Failure of the owner to install a sanitary sewer cleanout for or as a result of any of the
above conditions shall relieve the City of any and all responsibilities for any and all
subsequent damage caused by sanitary sewer overflows.
14.140.200 Inspection and Correction upon Sale
A. Whenever any property is to be transferred to or vested in any other person or entity and
that property includes any buildings or structures constructed more than twenty -five (25)
years prior to the date of transfer or vesting, the sewer lateral(s) to that property shall be
tested for infiltration and all necessary repairs or replacements performed to prevent all
infiltration. The Public Works Director /City Engineer shall establish or approve testing
procedures. All repair or replacement work shall be completed and approved by the City
prior to transfer of title.
B. Exceptions: This section shall not apply:
1) To condominium or cooperative apartment buildings or the units within those
buildings, except as a condition to conversion to a condominium or cooperative
apaitment building; or
2) For ten (10) years after acceptance of a test pursuant to this section if partial or no
repairs of the lateral were required and any repairs were completed pursuant to
permit and inspection by the City; or
3) For ten (10) years after inspection and approval by the City of completed
alterations to the lateral, if alterations pursuant to a City permit were made to the
location of or connections to the lateral following a test pursuant to this section; or
4) For twenty -five (25) years after acceptance of work if replacement of the
complete sewer lateral was performed; or
10
5) If the Public Works Director /City Engineer determines testing is unnecessary
because the piping has less than three (3) joints and the total length does not
exceed ten (10) feet.
C. For purposes of this City of South San Francisco Municipal Code, a sewer lateral shall be
deemed to be the piping and sewer appurtenances outside a structure or traveling between
two (2) or more structures and terminating at a clean out, wye, or manhole acceptable to
the Public Works Director /City Engineer. Any modification to the sewer lateral shall be
performed and inspected under the requirements of this code and established City
procedures.
D. Prior to the close of escrow upon a sale or other transfer of the house, building, property
or other structure served. If there is no escrow, prior to recording a deed or other
document transferring title to the house, building, property or other structure served.
11
Proposal to Implement a
Sewer Lateral Inspection Ordinance
City of South San Francisco
Council Study Session
October 18, 2011
do we need a lateral ordinance?
• SSF currently has lateral guidelines — not
enforceable
• Municipal code is not clear on this issue
• Baykeeper litigation
— Environmental /regulatory compliance
— Orangeburg pipe
2 °
12
Baykeeper Consent Decree
"Within 180 days of the Effective Date, the City Manager
shall propose and recommend to the South San Francisco
City Council, with notice to Baykeeper, the adoption of an
ordinance that requires property owners to inspect Private
Laterals upon sale of a property and to replace defective
Private Laterals made of Orangeburg pipe as a requirement
of transfer of the property. The City Council shall take final
action on the City Manager's recommendation within ninety
days. If the City Council does not enact the Ordinance within
such ninety -day period, the City shall propose to Baykeeper
an alternative means for securing the replacement of such
defective Private Laterals that will secure a rate of
replacement of such defective Private Laterals equivalent to
the rate of replacement that would have been secured by
implementation of the Ordinance."
Fes
3
How the system works
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Also flowing into • Business • Commercial • Office Parks
the sewer system: • Manufacturers • Photo Shops • Hoteis
13
What is a sewer lateral?
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Edge of property or
/ Ueanouts where feasible
/ Street
Indoor Public
Plumbing i / Sewer
Main
Private
• Building Lateral /
5
Benefits of a functional lateral
• Properly functioning laterals
prevent infiltration
• Less water goes to the
Water Quality Control Plant
— Lower energy costs
— Lower chemical costs
— Increases capacity
• Lower chances of sewage
overflow at WQCP into Bay
• Less costs to the
homeowner
Rainwater infiltration into sewer line
6
14
Exfiltration
y:. 7 .7: : - ,,.
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Why a Sewer Lateral Inspection
Ordinance?
• Major provisions:
— Assigns more responsibility for private lateral
to the property owner
— Upon transfer /sale of a property, the seller
must have the sewer lateral inspected (private
plumber)
— If lateral is found to be defective, owner must
repair or replace it prior to sale
— Protects public health and safety
F
8 7:7
15
Sewer Lateral Inspection Ordinance
• Major provisions:
— Strengthens permit requirements
— Faulty laterals on abandoned properties are
subject to removal by the City
— Enacts stronger design standards to ensure
compatibility with City's sewer lines
— Enacts inspection and testing requirements
9
Sewer Lateral Inspection Ordinance
• Major provisions:
— Allows the City to force property owners with
leaking /broken laterals to replace /repair them
at their expense
— Sewer lateral inspections are required when
performing major renovations to a property
F
10
16
Orangeburg Pipe
• Made of paper and tar
• Popular in the 1950s and 60s due to their low
cost
• Have a Iifespan of Tess than 50 years
• 35% of SSF residences have Orangeburg
laterals
• 45% of residences do not have City - approved
cleanouts
• 75% of businesses /industrial do not have City -
approved cleanouts
11
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17
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Sewer Lateral Replacement Grant
Program (SLRGP)
• Occurred in 2006 and 2007 and restarted in mid -
2011
• Program stems from consent decree with
Baykeeper ($300,000 over 5 years)
• Aids property owners with 50% (up to $2,500) of
the cost of replacing their sewer lateral
• Budget of $60,000 per fiscal year
— Estimate 24 residences per year may benefit
— Program will be in place for 5 years
20 ' ..
21
Bay Area jurisdictions with similar
ordinances in effect
• Millbrae
• Burlingame
• San Carlos
• Berkeley
• Piedmont
• East Bay Municipal Utilities District (EBMUD)
• San Pablo
21
Financial Information
• Costs associated with lateral replacements
- CCTV inspection: -$250
- Repair /replacement: -$4,000-$8,000
- Permits: -$100 -$500
- Total: -$5,000-$9,000
22
22
Questions?
23
art
J�O
c4t1FO . S taff e p ort
DATE: October 18, 2011
TO: Honorable Mayor and City Council
FROM: Krista Martinelli, City Clerk
SUBJECT: DIRECTION PERTAINING TO PROCECURES FOR GRANTING OF
EMERITUS STATUS AND THE ROLE OF AN EMERITUS BOARD AND
COMMISSION MEMBER.
RECOMMENDATION
It is recommended that the City Council consider and provide direction to the City Clerk
regarding standards for the granting of Emeritus Status and the role of an Emeritus Board
and Commission Member.
BACKGROUND /DISCUSSION
At a Special Meeting on July 19, 2011, the City Council granted Emeritus Status to termed out
Personnel Board Member Gloria Taoromina. Council considered several factors in granting the
status and requested to consider formalizing the criteria at an upcoming meeting. In addition, upon
granting of the status to Ms. Taoromina, liaison staff requested direction from Council as to the role
of an Emeritus Board Member. After Council considers and provides direction on these topics, the
City Clerk will draft an Emeritus Section for inclusion in the City Council Handbook for Council's
approval.
To inform Council's discussion of these topics, the factors Council considered when granting
Emeritus Status and potential guidelines for the role of an Emeritus Board Member are set forth
below. The list of criteria below is not exclusive, but meant to serve as points for discussion.
Emeritus Criteria
Council's discussion prior to granting Emeritus Status on July 19, 2011 suggested the following as
criteria:
•The applicant had over 50 years of uninterrupted service to the City in various capacities,
including but not limited to, as an employee, a volunteer, and a Commissioner.
•The applicant was an active participant in the Community.
*The applicant's historical /institutional knowledge contributed to the Agency's discussions.
Staff Report
Subject: Criteria for Granting and Role of an Emeritus Board or Commission Member
Page 2
The Role of an Emeritus Board or Commission Member
Based on discussion with staff liaisons and review of Board and Commission meeting procedures,
the following suggestions are made regarding the role of an Emeritus:
•The Emeritus will be a recognized Board and Commission Member, appearing on all
rosters and being invited to all Board and Commission events with Emeritus Status noted;
• The Emeritus will receive all Commission paraphernalia, including, but not limited to,
nametags, meeting placards, jackets, T- shirts, etc. with Emeritus Status noted;
• The Emeritus is not subject to the Board and Commission absence policy;
•The Emeritus will sit on the dais and participate in discussion at meetings of the respective
Board or Commission;
• The Emeritus does not have a voting role on the Commission;
• The Emeritus is not necessary for a quorum;
• The Commission may schedule a meeting event if the Emeritus cannot attend;
• The Emeritus will not participate in Closed Sessions of the respective Board or
Commission;
• In the case of the Personnel Board, the Emeritus cannot participate in a Personnel Board
Disciplinary Hearing, whether held in open or closed session.
• Due to the non - voting role, the Emeritus will not receive a stipend for meeting attendance.
CONCLUSION
It is recommended that Council consider and provide direction to the City Clerk regarding standards
for the granting of Emeritus Status and the role of an Emeritus Board and Commission Member for
incorporation in the City Council Handbook.
diff* -� •
ista Marti • 9 Barry ' . Nagel
City Clerk ( ' City Manager
J J
ti� u
-\\ -,,..,-\,,.......___ s
____)
S taff Rep ort
DATE: October 18, 2011
TO: Honorable Mayor and City Council
FROM: Krista Martinelli, City Clerk
SUBJECT: DIRECTION PERTAINING TO BOARD AND COMMISSION INTERVIEW
PROCEDURES
RECOMMENDATION
It is recommended that the City Council assess the current procedures for interviewing
Board and Commission Candidates and provide direction to the City Clerk regarding
potential modifications.
BACKGROUND /DISCUSSION
Pursuant to the current Board and Commission Interview Process, all candidates, including incumbents,
appear before Council and answer a standard set of questions provided to Council by the City Clerk in
the staff report for the meeting.
At the Board and Commission Special Meeting for interviews and appointments on July 19, 2011,
Council made the following observations regarding the current process:
1. The standard interview questions constrain Council's ability to engage in meaningful dialogue
with applicants; and
2. Interviews for productive and satisfactorily performing incumbents when no challengers are
present might be inefficient.
So that Council might meaningfully address these concerns, the City Clerk requested that
consideration of the Interview Process be agendized this evening so that improvements might be
considered. Upon direction from Council, the City Clerk will draft modified procedures for inclusion
in the Council Handbook to be presented to Council for approval.
CONCLUSION
It is recommended that Council consider options for interviewing Board and Commission Candidates
and provide direction to the City Clerk regarding additions to the City Council Handbook.
lik ea _ • • a i arti I e i, Ci . \Clerk et.,
_ / M. agel, 1 1 1 anager
`-
Attachment:
Excerpt from City Council Handbook, Appendix 9: Board & Commission Application Process
City of South San Francisco
. Commissions, Boards, and Committees Application Process
Council Procedures
•
Application Procedures Anyone interested in serving on a City Commission, Board or
Committee must complete and submit a City Commissions, Boards,
and Committee application. Forms are available in the City Clerk's
Office. If there is no vacancy, the City Clerk will hold the application
on file for one year from receipt. If there is a vacancy, the City Clerk
will work with the Mayor to determine filing period, compose an
announcement brochure, advertising, and agree upon other relevant
dates, interview process, and interview questions.
Eligibility Review All applications received by the filing date are reviewed by the City
Clerk for conflict of interests, qualifications, residency and voting
status.
Other than those City employees who are currently se are Commission, Board, or Committee, City p lo Y ees s
considered to have a conflict of interest and generally will not be
appointed (but may be re- appointed). However, any retired or former
( . City employee is eligible and prior employment with the City is not
considered a conflict of interest.
Appointment Except for the Conference Center Authority, Council may consider
Procedures/Critexia • any Commission, Board, or Committee applicant who is a registered
voter in the City of South San Francisco.
The Mayor will receive all qualified candidate application materials
for review prior to interviews and along with the City Clerk (or
Council sub - committee) will develop questions for . a structured
interview process. Interview appointments will be scheduled and
candidates will be notified by the City Clerk.
'During the interview, applicants will be assessed for background that
would make the candidate a good appointee, any continually recurring
conflicts of interest, and reasons for wanting to serve the City. Only
those candidates who support the Council's philosophy and who can
regularly attend meetings will be appointed.
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APPENDIX 9
Revised 14145 _
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Commission, Board, and Committee Application Process
Page 2
City Council Procedures
Reappointment Process Three months prior to a term expiring, the Commissioner, Board
Member, or Committee Member will be asked about lamest i
reappointment. If not interested, a letter declining reappointment
should be forwarded to the City Clerk. If interested in reappointment,
an application must be submitted to the City Clerk by final d No less than 6 the a 0 days prior to the term ending, appointment
Will be advertised to notify other interested persons_ The
Commissioner, Board Member, or Committee Member who is
interested in reappointment, as well as any other qualified persons,
who have applied, will be considered in the selection process.
Reappointment The Council may not reappoint anyone who has demonstrated non-
Procedures/Criteria support for the Cotmcil's philosophy, who has been absent from more
than one-third of the regular meetings within a rolling 12 -month
period, or who has a continually recurring conflict of interest.
Term of Office Other than the Cultural Arts Commission, appointments to a specific
Commission, Board, or Committee are limited to a maximum of four
consecutive terms. An appointment to serve out an unexpired term
shall count as a first term if at the time of the appointment to the
unexpired term, there remained one-half or more of the term to serve.
If a person is appointed to serve a portion of an unexpired term, which
is less than one -half of the term, it shall not count as the member's
first term for the purpose ofthe four -term limit.
Orientation Each new Commissioner, Board Member, or Committee Member will •
have an orientation by the Department Head for which the
• Commission, Board, or Committee has responsibility, by the City
Attorney to review legal issues, and by ,the Mayor or designee to
communicate council philosophy.
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