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HomeMy WebLinkAboutMinutes 2016-08-10 @7:00 MINUTES „zxso 50, � CITY COUNCIL 1101 CITY OF SOUTH SAN FRANCISCO `P f7 C�rT�r. O REGULAR MEETING c911FOo\'' MUNICIPAL SERVICES BUILDING COUNCIL CHAMBERS 33 ARROYO DRIVE SOUTH SAN FRANCISCO, CA WEDNESDAY, AUGUST 10, 2016 7:00 p.m. CALL TO ORDER Time: 7:01 p.m. ROLL CALL Present: Councilmembers Garbarino, Normandy and Matsumoto, Vice Mayor Gupta and Mayor Addiego. Absent: None. PLEDGE OF ALLEGIANCE Led by Planning Commissioner Wong. Meeting recessed: 7:04 p.m. Meeting resumed: 7:58 p.m. AGENDA REVIEW No changes. PRESENTATIONS 1. Proclamation honoring the 100th Anniversary of the Grand Avenue Library presented to South San Francisco Public Library accepted by Valerie Lambertson, Library Board Trustee. (Mark Addiego, Mayor) Mayor Addiego presented Valerie Lambertson, Library Board Trustee with a Proclamation honoring the 100th Anniversary of the Grand Avenue Library. Mayor Addiego stated this was a special moment for him as he and Ms. Lambertson have been friends since before Mayor Addiego's political days. Ms. Lambertson invited Eleanor Breite, Member of Friends of the Library to join her. Ms. Lambertson thanked Council for the proclamation and for all the support throughout the years. PUBLIC COMMENTS Resident Alvaro Bettucchi asked Council and members of the public if they have heard the name of John Basilone. Mr. Bettucchi continued to recite historical information regarding John Basilone including where he was born and medals he had earned while serving his country. Mr. Bettucchi reported the Italian-American Citizens Club of South San Francisco is celebrating its 100th Anniversary on December 7th. Mr. Bettucchi stated South San Francisco also had a hero from World War II, Roy Ghilardi. Mr. Ghilardi was born and raised in South San Francisco and eventually joined the United States Navy in 1940 where he received numerous medals including the Flying Cross. After the war, Mr. Ghilardi became the Head Building Inspector for the City of South San Francisco and shortly thereafter lost his battle to cancer. Mr. Ghilardi had two (2) children, his son Ronald and his daughter Carol. Mr. Bettucchi continued describing the Eternal Flame Memorial Sculpture in Orange Memorial Park dedicated to all those who participated in the various wars. Mr. Bettucchi feels it would be apropos if a street or a plaza at Oyster Point could be named after Mr. Ghilardi. Mayor Addiego thanked Mr. Bettucchi for his story and for all his effort he put in to remind everyone of his service. Mayor Addiego continued by saying he actually knew Mr. Ghilardi for a short time as they both ran for office around the same time. Mayor Addiego stated the street naming was something that should be considered. Residents Zakiya Hussein, Cailen Hale and James Jirachakkul spoke to Council as a group on behalf of the Youth Leadership Institute, a non-profit group in San Mateo working with youth all over San Mateo County and currently working in South San Francisco on a new public transportation project. Ms. Hussein requested a meeting with all Council members individually to talk more in depth. Ms. Hussein introduced Cailen Hale and James Jirachakkul, youth participants from the Youth Leadership Institute. They both were eager to work individually with Council on ways to work on a solution to resolve public transportation issues. Mayor Addiego thanked the group for their comments and advised he would meet with them in the next two (2) weeks. Cynthia Gomez, Research Analyst for Unite Here Local 2 addressed Council regarding 200 Linden Avenue. Ms. Gomez continued stating they are the union that represents hotel, hospitality and food service workers. Ms. Gomez asked that protection for rights of the workers be considered when Council considers which project would be selected for 200 Linden Avenue. Ms. Gomez stated she would love an opportunity to speak to Council further to answer any questions. She stated hotels can either lift up the community by providing good wages and providing other protections so that people can afford to live in the community and spend their money here or hotels can drag down the community by providing poverty level jobs which don't allow people an opportunity to be a part of the community. Mayor Addiego thanked Ms. Gomez for taking the time to educate the Council and stated it must have been a little confusing the way they had concurrent meetings running tonight. Mayor Addiego continued by saying the decision tonight was a recommendation to the Oversight Board which holds regular meetings at City Hall and the recommendation was for a condo development. Mayor Addiego commented it is good to have that discussion and asked Ms. Gomez if South San Francisco REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 2 had any union hotels. Ms. Gomez replied she knows of at least one hotel but would do further research and get back to Mayor Addiego. COUNCIL COMMENTS/REQUESTS Councilwoman Normandy advised this was the first time she made it out to all the events for National Night Out with Councilwoman Matsumoto and had a great time. She wanted to give her gratitude to the following: Kamala Silva Wolfe—Paradise Valley; Julie and John Stone—Brentwood Area; Housing Authority on C Street Housing; West Winston Manor Association—Clay Park. Councilwoman Normandy gave thanks to Corporal James Delos Santos for her ride along. She continued by saying Corporal Delos Santos was involved in a foot pursuit in the Downtown Area and she locked herself in the patrol unit. Reserve Officer Gabriel Camel heard Corporal Delos Santos say to go check on his passenger during his pursuit and was able to catch the suspect. Councilwoman Normandy stated the communications from dispatch to police officers as a team was eye opening. Vice Mayor Gupta shared the following comments: 1) He recently read a police report regarding speeding tickets and advised that on one (1) day the Police issued sixty (60) tickets for doing 60+ miles per hour on City streets. He reminded everyone to please slow down to keep the community safe. 2) Vice Mayor Gupta gave an update on Peninsula Clean Energy regarding how some residents are receiving phone calls and in the near future will be receiving mail to make them aware of the options to either stay with Peninsula Clean Energy to supply their electricity along with PG&E or to opt out by making a phone call, returning the post card that comes in the mail or by going to the website. He also noted there is an option of opting up on service. The regular service guarantees 50% of the electricity coming from clean energy, but there is some interest from other cities in up to 100% of clean energy that charges one (1) cent more per kilowatt hour averaging about $5 a month. Vice Mayor Gupta stated only 20% of customers in Phase I will have the opt up option available starting in October and in April of 2017, all remaining customers will be supplied electricity in Phase II. Councilman Garbarino announced that it was his and his wife's 52nd Wedding Anniversary. He acknowledged his wife has been his rock, salvation, worst critic and strongest supporter over these years. Councilwoman Matsumoto thanked the Police Department for going down to New Orleans and also recognized Fire Battalion 17 and Engine 61 that recently returned from the Soberanes Fire after spending thirteen (13) days there. She also wanted to recognize Emergency Services Manager Ken Anderson for returning after being deployed to Monterey County for eight (8) days. Councilwoman Matsumoto expressed concern regarding the demographic information she requested at the July 13th Regular City Council meeting for sworn and unsworn public safety officers from the Fire Department. She stated the Police Department was doing well. Councilwoman Matsumoto recited the following statistics regarding the Fire Department: REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 3 Sworn Gender—75 males, no females. Ethnicity—64%white. Councilwoman Matsumoto advised diversity is important because public safety is the face of the City and also role models for children. Councilwoman Matsumoto suggested going to African- American colleges and making a more assertive effort. She also mentioned the City's internship program being a great source. Councilwoman Matsumoto inquired about the Library claiming six (6) interns and wondered why some of those interns weren't assigned to other departments in the City. She asked if interns were paid or given a stipend. Staff responded interns were given a stipend. Councilwoman Matsumoto indicated receiving a quarterly crime analysis from the Police Department and was pleased with the figures as they had dropped considerably. Councilwoman Matsumoto questioned whether drug offenses on the report included alcohol. Chief of Police Jeff Azzopardi responded they were non-alcohol related. She requested a similar report from Fire to better understand the types of calls the Department is receiving. Councilwoman Matsumoto stated she had asked for a succession development initiative and thanked staff for providing said report, but it wasn't what she had in mind. Councilwoman Matsumoto indicated she was looking for a breakdown by departments,job descriptions and what it takes to get there. She added there are a lot of entry level personnel that have been with the City for many years with no hope of moving up. Councilwoman Matsumoto stated she wants a program where the City offers the proper training to get there. She is concerned employees will leave to other agencies for more pay. City Manager Mike Futrell agreed with Councilwoman Matsumoto's recommendations, but stated they were never developed or laid out previously. City Manager Futrell added that an expert woud be brought in to guide the executive team through the process in the next couple of weeks to lay out the long term process to get from point A to point B. Councilwoman Matsumoto requested to see an organizational chart for each department. City Manager Futrell replied those charts are readily available for each department and would be very easy for staff to print and put together for council. Mayor Addiego took a moment to remember Marie Pariani, longtime friend that recently passed away. Ms. Pariani was eighty-eight (88) years old and spent nearly thirty (30) years volunteering at Kaiser Hospital and was a longtime member and officer of the Italian Catholic Federation. Mayor Addiego stated the meeting would close in her memory and a letter would be sent to her family advising of this honor. Mayor Addiego commented there was a power outage due to cut lines in San Francisco in the Hillside Neighborhood. He continued stating normally he gets an email from PG&E, but didn't receive one regarding this incident that happened about twelve (12) days ago. Initially there were 6,800 homes that were affected with some going beyond twenty-four (24) hours without electricity. Mayor Addiego stated residents have the right to ask for refrigerated foods compensation from PG&E when the electricity has been out for twenty-six (26) hours and was wondering if maybe the REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 4 City has to be a little more proactive with their residents. Mayor Addiego expressed his concerns on PG&E's outreach to the neighbors and most of the work was subbed out to Cupertino Electrics after PG&E was out there initially. Mayor Addiego suggested staff reach out to PG&E. Mayor Addiego stated he was in Millbrae and met with the San Mateo County Office of Trade for China and was pleased to find out they are putting together a First Annual China National Day Dinner and Celebration on September 23rd in South San Francisco. Mayor Addiego advised Vice Mayor Gupta and himself traveled to Davis, California where they had problems with their L.E.D. lighting. Mayor Addiego added he was accompanied by Public Works Director Brian McMinn and Dave Bockhaus to meet with the Davis representatives. Vice Mayor Gupta had a scheduling conflict and couldn't attend. He suggested Director McMinn give a report so the community understands this is still an active issue. Public Works Director Brian McMinn reported the City has been working with the California Lighting Technology Center at UC Davis to determine the effectiveness of different approaches to street lighting. Director McMinn stated results showed it was not so much regarding the intensity of the lighting but more so the distribution and color of the lighting. The City of Davis gained better results by using lower wattage lights opposed to brighter lights and the City of South San Francisco has ordered some of the same lights in hopes to get similar results. Director McMinn stated there is not a high demand for those lights so there is a six (6) to eight (8) week wait to receive said lights to install in the Pex Lot Neighborhood. Councilwoman Matsumoto asked about altering the distance between the speed bumps in the Avalon area. Director McMinn replied they tried to divide the street into thirds but had to move them to make better use of them. He added this is still a pilot project and would need to get more readings before they finish moving them. ADMINISTRATIVE BUSINESS 2. Report regarding resolutions approving and authorizing the City Manager to execute Notices of Conditions, Covenants, and Restrictions affecting agreement imposing: 1) Public Access Restrictions on the Use of Real Property, for BCDC Permit No. 1998.011.04; and 2) Open Space Restrictions on the Use of Real Property, for BCDC Permit No. 1998.011.04. (Brian McMinn, Director of Public Works/City Engineer) 2a. Resolution No. 101-2016 authorizing the City Manager to execute the Notice of Conditions, Covenants, and Restrictions affecting agreement imposing Public Access Restrictions on the use of Real Property, for BCDC Permit No. No.1998.011.04. 2b. Resolution No. 102-2016 authorizing the City Manager to execute the Notice of Conditions, Covenants, and Restrictions affecting agreement imposing Open Space Restrictions on the Use of Real Property, for BCDC Permit No.1998.011.04 Public Works Director Brian McMinn presented the item to Council with the recommendation to approve public access and open space restrictions relating the permit issued by the Bay Conservation and Development Commission (BCDC). Director McMinn presented a slideshow presentation to Council and stated the City and ParkSFO are co-permittees. BCDC required public REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 5 access improvements and also required open space dedications. He continued stating these requirements affect City and ParkSFO owned properties. Councilwoman Matsumoto was concerned regarding who was responsible for the maintenance and wanted to make sure there are no gaps. Director McMinn replied the maintenance for the park itself is located on ParkSFO property and it is very clear ParkSFO is responsible for maintaining that park going forward. He continued by saying the sidewalks and bike paths are on City right-of-way and the City would be maintaining those going forward. Councilwoman Matsumoto asked if everything was ADA compliant. Director McMinn answered it was ADA complaint. Councilwoman Matsumoto requested clarification from the City Attorney that all the language and terms free the City from any liability. City Attorney Jason Rosenberg stated with respect to the City and ParkSFO, liability terms are in the underlying agreements that still go back to the documents and how they are laid out. Mayor Addiego thanked Director McMinn for all his hard work as he inherited this project with the original permit going back to 1998. Motion—Councilwoman Matsumoto/Second—Councilwoman Normandy: to approve Resolution No. 101-2016. Unanimously approved by roll call vote. Motion—Councilman Garbarino/Second—Vice Mayor Gupta: to approve Resolution No. 102- 2016. Unanimously approved by roll call vote. 3. Report regarding a resolution approving an agreement to purchase, install, and implement a new human resources, payroll and timekeeping software system with Personnel Data Systems Inc. in an amount not to exceed $250,000 and authorizing the City Manager to execute said contract. (Richard Lee, Finance Director; LaTanya Bellow, Human Resources Director) 3a. Resolution No. 103-2016 approving an agreement to purchase, install, and implement a new human resources, payroll and timekeeping software system with Personnel Data Systems Inc. in an amount not to exceed $250,000, and authorizing the City Manager to execute said contract. Finance Director Richard Lee presented the report to Council stating the current payroll system was implemented in 2008 and since that time a number of legislative changes have come to pass. Principally the Affordable Care Act in 2010, the Public Employees' Retention Reform Act in 2012 and the California Sick Leave Law in 2015. He continued saying many of the current payroll processes are done manually and are labor intensive. Human Resources staff analyzed the cost of payroll processing and noted the cost of error correction is 47%more than the actual cost to process personnel actions in time entry. REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 6 Human Resources Director LaTanya Bellow explained the selection process hiring Wise Consultants because they are experts in the payroll field. Wise Consultants supported the City in a vendor selection, not only from a systems perspective but from a payroll and user perspective as well. Director Bellow stated they also formed an internal committee using a representative from each department within the City consisting of about twenty (20) individuals. The RFP was submitted to fifteen (15) vendors with nine (9) not able to meet the requirements. Out of the remaining six (6), four (4) moved forward which were Highline, ADP, UltiPro and PDS. Following the selection of the four (4) vendors, the committee members met and participated in two (2) four (4) hour guided presentations from the vendors. Director Lee stated the process started on November 2015 and with Council's approval, will conclude with system implementation in December 2016. Director Lee advised the first pay date that will be included in the 2017 W-2's will be from the pay period beginning December 16, 2016. Director Bellow talked about the benefits of the new payroll system which include integration with Fire and Police Department Systems, employee and manager self-service, print W-2's paystubs, paycheck modeling, aligns with Council's strategic initiative to build and maintain a sustainable city and on-site software platform and available 24/7 system support. Director Bellow advised PDS was selected unanimously both from the committee members as well as Wise Consultants. Councilwoman Matsumoto voiced concern regarding staff not following standard operating procedures by not providing the bidding amounts for all vendors. Director Lee stated it was an oversight and would provide Council with that information. Councilwoman Matsumoto asked if this new system would help solve payroll problems in the future. Director Lee confirmed that it would. Councilwoman Matsumoto, with the assistance of Director McMinn, asked if the new system could be used to track prevailing wage from contracts. Director Lee responded no, this system only tracks City employee data. Councilwoman Matsumoto had concerns regarding no breakdown in hours on page 19 of the Agreement. Director Bellow responded she would look into that and get an answer for Council. Councilwoman Matsumoto referenced page 39 on the Agreement and advised there were a lot of "To Be Determined" (TBD) lines and was concerned this Agreement was an open book of expenses. Director Lee advised they are allowing for contingency amounts in case there are cost over runs. Councilwoman Matsumoto read a section of the agreement stating PDS can write invoices once they reach the $250,000 amount. REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 7 Director Lee responded with all City contracts they have a change order process where by these funds would be encumbered if the Council would approve the contract. If PDS were to propose additional hours, they would need to ask the Council for additional budget. City Attorney Jason Rosenberg stated the contract has a not to exceed amount. The documents Councilwoman Matsumoto referred to were in the addendum. The main body of the Agreement has an explicit provision that says if there are conflicting provisions the body of the agreement shall prevail. City Attorney Rosenberg continued by saying if there was anything above the $250,000 threshold, the City would not have the authority to authorize those changes and would need to come back to Council for approval. Councilwoman Normandy referenced Section 2.6 noting reimbursement expenses up to $7,000 and asked how Director Lee came up with that figure. Director Lee stated since the developer is from Pennsylvania, they might endure more expenses coming here while in the implementation stage of the project. Vice Mayor Gupta supported the idea of upgrading the system to take advantage of new technology. His concern with this project is once implemented with this software, they are obligated to stay while other types of similar technology are emerging. He showed interest in open source software. He asked if there is a provision in the contract to include free updates. Director Lee replied yes, PDS updates regularly and they will be included. Mayor Addiego asked who identified the City was spending so much man power with the current system processing errors. Director Bellow responded Human Resources sent out a questionnaire to all of the departments and asked the employee who logs the time in to keep track of the amount of time it takes to submit time sheets and personnel action forms. Director Lee handed out a document to Council. Mayor Addiego asked Director Bellow how many hours the City will be saving. Director Bellow answered error processing will be reduced by 90%. Motion—Councilman Garbarino/Second—Councilwoman Normandy: to approve Resolution No. 103-2016. Approved by the following roll call vote: AYES: Councilman Garbarino, Councilwoman Normandy, Vice Mayor Gupta and Mayor Addiego; NOES: Councilwoman Matsumoto; ABSTAIN: None. ABSENT: None. Councilwoman Matsumoto requested that the record note that she supports the concept, but would vote no on the item. The agreement is poorly structured and incorporates too many unknowns. CONSENT CALENDAR 4. Motion to approve the minutes of meetings of July 27, 2016. 5. Motion confirming payment registers for August 10, 2016. (Richard Lee, Finance) REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 8 6. Report regarding motion to waive reading and adopt an Ordinance approving a Development Agreement for the development of a 6.1 acre site for the 475 Eccles Avenue project in the Business and Technology Park Zoning District. (Billy Gross, Senior Planner) 6a. Ordinance No. 1522-2016 adopting a Development Agreement for the development of a 6.1 acre Site for the 475 Eccles Avenue project in the Business and Technology Park Zoning District. 7. Report regarding a resolution authorizing the acceptance of$27,192 in grant funding from the San Mateo County Human Services Agency to support science, technology, engineering and math (STEM) programming at Library and Parks And Recreation Departments' after school homework program sites and amending the Library Department's fiscal year (FY) 2016-2017 Operating Budget. (Valerie Sommer, Library Director) 7a. Resolution No. 104-2016 authorizing the acceptance of$27,192 in grant funding from the San Mateo County Human Services Agency to support science, technology, engineering and math (STEM) programming at Library and Parks And Recreation Departments' after school homework program sites and amending the Library Department's fiscal year (FY) 2016-2017 Operating Budget. The Consent Calendar was duly read by the Deputy City Clerk, after which discussion was had on specific items as follows: Discussion regarding Consent Calendar Item No. 5: Councilwoman Normandy queried the charge description relating to the City Council dinner for Pronto Pizzeria. Finance Director Lee responded that the charge is related to the Council budget adoption meeting on June 22nd. Mayor Addiego advised staff to provide the invoice for that charge. Councilwoman Normandy queried the charge on page 5/34 under ECD Development, San Francisco Wine School for a room rental for the Oyster Point meeting. ECD Director Alex Greenwood responded there was a critical meeting with the Greenland Development Team that exceeded the capacity for any conference facility in City Hall and fortunately the San Francisco Wine School was available and staff rented a room for that meeting. Councilwoman Normandy asked if he tried booking the MSB. Director Greenwood replied he did and several other locations,but none were available that day. Councilwoman Normandy queried the charge on page 15/34 for Utility Telephone. Director Lee responded it is for long distance phone charges. Councilwoman Matsumoto queried the charge on page 1/34 under City Council for Plymire- Schwarz 14th Annual Victorian Tea under her name. REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 9 Director Lee responded it was for three (3) Council members. Councilwoman Matsumoto next questioned all the Bio-Tech charges appearing on the City Manager's budget and not ECD. Director Lee advised in the FY 2015/2016 budget the BIO Conference was budgeted in ECD and would make the adjustment to move them to the correct department. Councilwoman Matsumoto questioned if that includes the $7,300 for the Bio-Tech food and beverage reception. Director Lee confirmed it does and would also correct that. Councilwoman Matsumoto next queried under ECD the charges for shirts, uniforms and jackets for staff. Director Greenwood replied ECD included the Building Division and their inspectors are out in the field and are required to wear uniforms to project a consistent professional image to the public. Councilwoman Normandy queried the charge on page 21/34 under Parks and Recreation for Vortex Industries repairs for the PD door. She asked if PD is an acronym for something in Parks and Recreation. Parks & Recreations Director Sharon Ranals responded her Department includes Facilities Maintenance and Parks and Recreation. Facilities is responsible for repairs. Discussion regarding Consent Calendar Item No. 7: Councilwoman Matsumoto questioned what the STEM program is about. Library Director Valerie Sommer replied it is providing some hands on experiments to help students learn and have fun. Councilwoman Matsumoto requested to track the kids that take the STEM courses to reach out to them in the future and develop the kids that show an interest. Director Sommer responded that the Library does track them. Part of the reporting has to intersect with their grades and information from their teachers. Mayor Addiego asked what they are tracking. Director Sommer replied their grades. Director Ranals advised their coding instructor was collaborating with AmeriCorps to start a club using Google's curriculum. Motion—Councilman Garbarino/Second Councilwoman Normandy: to approve the Consent Calendar. Unanimously approved by roll call vote. REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 10 CLOSED SESSION Time entered Closed Session: 9:47 p.m. Open Session resumed: 10:56 p.m. 8. Closed Session: Conference with Real Property Negotiators: (Pursuant to Government Code Section 54956.8) Properties: 178-190 Airport Boulevard (APN 012-338-060 and 012-338-070) Agency Negotiator:Alex Greenwood, ECD Director Negotiating Parties: Sierra Investments and the City of South San Francisco Under Negotiation: Price and terms for disposition of the property. Report out of Closed Session: Direction given. No reportable action taken. 9. Closed Session: Conference with Legal Counsel -Anticipated Litigation Initiation of litigation pursuant to paragraph (4) of subdivision of Section 54956.9: 1 case. Report out of Closed Session: Direction given. No reportable action taken. ITEMS FROM COUNCIL - COMMITTEE REPORTS AND ANNOUNCEMENTS None. ADJOURNMENT Being no further business, Mayor Addiego adjourned the meeting at 10:57 p.m. in honor of Marie Pariani. Submitted by: Approved by: A11112.- Ata, Gabriel Ro nguez, Deput City Clerk Mark ddiego, Mayor I, City of South San Francisco City of South San Francisco REGULAR CITY COUNCIL MEETING AUGUST 10,2016 MINUTES PAGE 11