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HomeMy WebLinkAboutMinutes 2020-04-22 @7:00MINUTES REGULAR MEETING CITY COUNCIL 'LIFO RNCITY OF SOUTH SAN FRANCISCO WEDNESDAY, APRIL 22,2020 7:00 p.m. Teleconference via GoToMeeting City Council conducted this meeting in accordance with California Governor Newsom 's Executive Orders N-25-20 and N-29-20 and COVID-19 pandemic protocols. CALL TO ORDER Mayor Garbarino called the meeting to order at 7:01p .m ROLL CALL City Clerk Govea Acosta called the roll and explained the Executive Order by Governor Newsom that resulted in the meeting being held by teleconference only. Everyone listed in roll call participated virtually. The meeting was broadcast live on Astound, Channel 26 and Comcast, Channel 27 and streamed online. Participating Remotely: Councilmembers Matsumoto, Nagales, and Nicolas, Vice Mayor Addiego and Mayor Garbarino. AGENDA REVIEW No changes. ANNOUNCEMENTS FROM STAFF City Manager Futrell provided an update on the city's efforts to maintain the health and safety during the COVID-19 pandemic and indicated that the community continues to be in a shelter -in- place order through May 3, 2020. Recent amendments to the order require everyone to wear a mask q Y in public or at a place of business. Communications Director Arroyo informed the community about the Virtual Town Hall meeting tomorrow night and encouraged the community to participate. PRESENTATIONS 1. Presentation by Superintendent Dr. Shawnterra Moore of the South San Francisco Unified School District on the District's response to students needs during the COVID-19p andemic. Superintendent Dr. Moore provided a presentation on the South San Francisco Unified School District's response during the COVID-19 pandemic. She thanked the Council and the South San Francisco Unified School District Board for all their support during these difficult times. The school district has been navigating these times with compassion, empathy, recognizing p Y� reco i� g that many families were experiencing a wide range of circumstances. SheP rovide an update on the P extensive communication and engagement efforts with staff, students and the community. Staff were providing distant learning to all students and finding creative ways to encourage students. She provided an update on the promotion/graduation efforts and details on the meal distributions at various school sites. She also highlighted the need for additional pp technologies to support the g students during distant learning. Councilmember Nagales requested an update on summer school and implementation of protocols due to the pandemic. Superintendent Dr. Moore indicated that staff was having discussions at the County level and awaiting guidance from local health officials. Staff would continue to work on a plan and report back to Council. Councilmember Nag ales shared the city's efforts in reducing the digital divide and would like to collaborate with the School District to provide the additional hotspots and chrome books needed for the students. Councilmember Nicolas inquired whether the weekly communications toarents in Spanish and English p p g ish were sufficient to cover the various languages spoken by parents and students. Superintendent Dr. Moore stated that the school district's data indicated that English and Spanish were the top two languages spoken. Councilmember Nicolas inquired whether the school district planned on expanding communications in other languages especially during these times when parents were home with their children. Superintendent Dr. Moore stated that the school district collects the data and would provide the communications in additional languages. es. � Councilmember Matsumoto inquired about the technology distributionp lan and whether it included middle and elementary schools. Superintendent Dr. Moore indicated that the technology distribution was for all grade levels and open to all students. Councilmember Matsumoto inquired whether the school district could share their meal distribution list with city staff in order to include those families in the city's food distribution. Superintendent Dr. Moore indicated that the school sites know the families and would provide the information to city staff. Vice Mayor Addiego expressed his gratitude towards Superintendent Dr. Moore and complimented her for all her efforts working with the community. Mayor Garbarino thanked Superintendent Dr. Moore for the presentation and all the information provided. 2. Presentation on Fiscal Year 2019-2020 City Finances, and projected finances for Fiscal Year 2020-2021 (Mike Futrell, City Manager and Janet Salisbury, Finance Director City Manager Futrell presented the report and provided an update on the city's finances. He requested input from the Council on future expenditures and indicated that the city is still in a strong financial position. In response to the economic stress coming with COVID-19 the city's Business Recovery Team was working with local businesses to help them survive. The city's Finance Team is working as well, forecasting the short and long-term financial impact to city finances. Data points such as permit applications, reports from hotels and other local businesses, and regional reporting g p g from other cities provide the potential impact of COVID-19 in South San Francisco. Prior to the COVID-19 outbreak, South San Francisco fiscal year 2019-2020 budget reflected total general fund revenues of $127.8 million ($1.27,780,177) and commensurate expenditures of $127.8 REGULAR CITY COUNCIL MEETING APRIL 22, 2020 MINUTES PAGE 2 million ($127,888,734). This balanced budget incorporated the $2.2 million ($2,174,663) surplus that was reported during the mid -year budget review, which was presented to Council on February 261 2020. Updated predictions for fiscal year 2019-2020 include property tax revenue for the last quarter of FY 19-20 were adjusted to match actual property tax receipts for fiscal year 2018-2019 and no reductions were expected in property taxes for the current fiscal year. Licenses andp ermit revenue were adjusted to track actual receipts in the current fiscal year. Despite the positive revenues, city staff expects a reduction in overall city general fund receipts of $4,013,954 due to COVID-19. Staff expects that the FY 19-20 budget would balance after reduced expenditures and without requiring funds from city reserves. Councilmember Matsumoto requested clarification on the vacant positions list. City Manager Futrell indicated staff would revisit the list in the next fiscal year to fill some of thep ositions. Councilmember Matsumoto expressed her concerns with the possible second wave of COVID-19 and the effects it would have on the city's finances. Vice Mayor Addiego expressed his concerns with a possible second wave of COVID-19 and inquired about the methodology in the numbers presented. Finance Director Salisbury indicated that the methodology used was based on data collected as of April 12th and the figures were more optimistic. The assumption used were actual numbers based upon month to month snapshot of what was collected fiscal year 18-19, with monthly actuals decreasing 90%. Vice Mayor Addiego g inquired whether both occupancy levels and room rates were included. Finance Director Salisbury indicated that numbers represent Transit Occupancy Tax as a whole, not in terms of daily room rates, only considering the average revenues. Vice Mayor Addiego requested more in depth disc p discussion on the numbers for the budget subcommittee meeting. Councilmember Nicolas indicated she would also like to see the assumptions in the report at the upcoming budget subcommittee meeting. Councilmember Nagales requested clarification on the charges for services. City Manager Futrell provided clarification and indicated the services were at the mercy of the County's Health Officer Orders. Mayor Garbarino shared that many counties are relaxing their shelter in place orders but definitely some difficult decisions ahead. He thanked staff for all their work in putting the information together. PUBLIC COMMENTS Members of the public wishing to participate were encouraged to submit public comments in writing in advance of the meeting to all-cc@ssfnet 6:00 p. m. on Wednesday, April 22, 2020. Public comments were received for agenda item #9. COUNCIL COMMENTS/REQUESTS Councilmember Matsumoto inquired whether staff would be brought back to work and provided with personal protective equipment to ensure their safety. City Manager Futrell indicated he expected the shelter in place order to allow operations to resume and staff would be provided with personal protection equipment along with protocols in place to protect them. Councilmember REGULAR CITY COUNCIL MEETING APRIL 22, 2020 MINUTES PAGE 3 Matsumoto expressed her concerns with the city newsletters not being provided in other languages and r g reported out on the Conference Center Authority. Councilmember Nagales shared with Council stories of neighbors coming together and providing food for first responders. He gave Hula Hoops in Westborough a shout out and recognized the South San Francisco Rotary Club for providing 47 lunches to healthcare workers at two South San Francisco Care Homes. He also shared that Skyline elementary teachers paraded down Westborough with signs on their cars saying they missed their students and wanted an update on the Census outreach. City Manager Futrell indicated staff continues to outreach for residents to respond to the census and will increase outreach efforts. Councilmember Nicolas suggested reaching out to the local churches as her church gets about 800 people watching on Facebook live. She also thanked staff, health care workers, restaurants, and all essential workers. Mayor Garbarino shared with the community the upcoming Emergency Relief Food distribution event on Friday, April 241h from 10 a.m. to noon on Hillside Blvd. He thanked all the volunteers from Hope Ministries, South San Francisco Volunteer Corps, and city staff. He also thanked School House Deli for providing lunch and drinks to all the volunteers. Mayor Garbarino thanked his wife Elaine and members of the South San Francisco Women's Club for their donation of 200 masks for the South San Francisco Police Department. He recognized See's Candies for donating 100 tons of candy to hospitals, food banks and workers throughout the county. CONSENT CALENDAR The City Clerk duly read the Consent Calendar, after which Council voted and engaged in discussion of specific item as follows: Councilmember Nicolas pulled item 3 and item 4. Councilmember Matsumoto pulled item 4 and item 6. Item 3: Councilmember Nicolas and Mayor Garbarino abstained from voting on the approval of the minutes of February 21, 2020 due to their absence. Item 4: Councilmember Nicolas requested clarification on the write-off amount. Emergency Medical Services Chief Walls indicated that the sum was higher because normally staff would come to Council every four months and it had now been seven months. Councilmember Matsumoto requested clarification on the dates of the accounts. Emergency i g y Medical cal Services Chief Walls clarified the accounts being written off were old accounts from 2015 and exhausted any type of recovery. Item 6: Councilmember Matsumoto inquired how the project sites were determined. Senior Engineer Liu indicated that the project sites were based on five-year road rehab plan. City Manager Futrell indicated that staff could provide more information on the five-year pavement plan, which includes all future repairs. 3. Motion to approve the Minutes for the meetings on February 19, 2020, February 21, 2020 and February 26, 2020. REGULAR CITY COUNCIL MEETING APRIL 22, 2020 MINUTES PAGE 4 4. Report regarding Resolution No. 43-2020 authorizing the write-off of $306,673.54 in uncollectible ambulance billing accounts receivable. (Richard Walls, Emergency Medical Services Chief 5. Report regarding Resolution No. 44-2020 authorizing the City Manager to execute Program Supplemental Agreement No. U31 with the State of California in the amount of $72,000 to develop a Local Roadway Safety Plan for the City of South San Francisco. (Bianca Liu, Senior Engineer) 6. Report regarding Resolution No. 45-2020 adopting a proposed list of projects for fiscal year 2020-21 funded by SB 1: The Road Repair and Accountability Act of 2017. (Bianca Liu, Senior Engineer) 7. Report regarding Resolution No. 46-2020 authorizing the acceptance of $56,800 in donations from the South San Francisco Friends of Parks and Recreation and SC Properties. (Greg Mediati, Deputy Director, Parks and Recreation Department) Motion Councilmember Nicolas/Second Councilmember Nagales: to approve Consent Calendar items 3-7, by roll call vote: AYES: Councilmembers Matsumoto, Nagales and Nicolas, Vice Mayor Addiego and Mayor Garbarino; NAYS: None; ABSTAIN: Councilmember Nicolas and Mayor Garbarino from minutes of February 21, 2020 due to their absence. PUBLIC HEARING 8. Report regarding a Public Hearing to receive public comment and Resolution No. 47-2020 amending the City's Community Development Block Grant (CDBG) 2018-2023 Consolidated Plan and Fiscal Year 2019-2020 Annual Action Plan to reprogram funds for economic development activities to support businesses impacted by COVID-19 (Kris Romasanta, Community Development Coordinator) Public Hearing opened: 8:40 p.m. Community Development Coordinator Romasanta presented the report and provided background information on the City's Community Development Block Grant (CDBG) 2018-2023 Consolidated Plan and Fiscal Year 2019-2020 Annual Action Plan. In response to the COVID-19 pandemic, U.S. Department of Housing and Urban Development (HUD) allowed entitlement jurisdictions to use CDBG funds for a range of eligible activities that prevent and respond to the spread of infectious diseases such as COVID-19. Additionally, the federal Coronavirus Aid, Relief, and Economic Security Act (CARES Act) released an additional lump sum of funds to entitlement jurisdictions. The city is receiving an additional $290,353 through this new, special entitlement. The city must amend its Consolidated Plan and Annual Action Plan anytime there is a change of CDBG funding of more than $50,000 from one eligible activity to another or to fund a new activity not previously identified in the Annual Action Plan or Consolidated Plan. The public must also be notified whenever there is a substantial amendment. To help bridge the funding gap that many small businesses are facing, staff propose creating a COVID-19 Economic Development Assistance Program for Small Businesses. The Assistance Program would provide loans of $10,000 to $15,000 to small businesses in South San Francisco. REGULAR CITY COUNCIL MEETING APRIL 22, 2020 MINUTES PAGE 5 The proposed program allocates $400,000 of CDBG funds for the Assistance Program in FY 19-20 and an additional $250,000 in FY 20-21. Public Hearing closed: 8:55 p. m. Councilmember Matsumoto inquired about the requirements for loans and was concerned with a one-year repayment. Economic Development & Housing Deputy Director Selander indicated the program was consistent with other cities offering similar programs. Councilmember Nicolas inquired whether the city would be doing the underwriting for the applications. Economic Development & Housing Deputy Director Selander indicated that staff would be processing all aspects of the application process. Vice Mayor Addiego inquired about outreach efforts. Economic Development & Housing Deputy Director Selander indicated their database included 4500 businesses includes contractors. Motion — Vice Mayor Addiego/Second—Councilmember Nagales: To approve Resolution No. 47- 20201 by roll call vote: AYES: Councilmembers Matsumoto, Nagales and Nicolas, Vice Mayor Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None. 9. Report regarding a Public Hearing on the City's Fiscal Year 2020-2021 Annual Action Plan (Action Plan) for the Community Development Block Grant (CDBG) Program and consideration of adopting a resolution approving the Action Plan and authorizing its submittal and all other required documents to the U.S. Department of Housing and Urban Development; authorizing a budget transfer to incorporate the CDBG, HOME Administrative Funds, and CARES Act Funds into the FY 20-21 Operating Budget; and authorizing the City Manager to execute all documents and certifications necessary to secure and award CDBQ HOME Administrative Funds, and CARES Act Funds for the City. (Kris Romasanta, Community Development Coordinator) At 9:16 p. m., Councilmember Nagales recused himself from the discussion of this item. Public Hearing opened: 9:16 p.m. Community Development Coordinator Romasanta presented the report and indicated that the purpose of the public hearing was to hear public comments on the city's draft FY 20-21 Action Plan (Action Plan) for the city's CDBG Program. The Action Plan assesses the city's housing, community and economic development needs and available resources and outlines a strategy to address them. The Action Plan also includes the CDBG and HOME Administrative funded grant allocations to non-profit agencies for FY 20-21. The city's entitlement allocation for FY 20-21 is $493,573 and on March 2, 2020, the CDBG Subcommittee convened to review the proposed FY 20-21 budget, confirming that budgets were in line with the overall goals of the Action Plan. Since then, San Mateo County issued a shelter in place order due to the COVID-19 pandemic. On March 13, 2020, HUD announced new eligible activities for special economic assistance to aid businesses during the pandemic, providing assistance through working capital and to avoid job loss. In addition, the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) has provided the City with additional funding for REGULAR CITY COUNCIL MEETING APRIL 22,202-0 MINUTES PAGE 6 economic relief to communities impacted by COVID-19. In addition, the proposed FY 20-21 Action Plan contains a category for economic development needs. PUBLIC COMMENT Assistant City Clerk Avila read into the record the following public comments received via email from the following members of the public: • Melissa Lukin, Executive Director of Rebuilding Together Peninsula provided background information on the Minor Home Repair Program and National Rebuilding Day. Thanked the Council for the continued support and requested funding for the programs. • Krista Martinelli, CEO of IEP Collaborative, Inc. provided information on the program and thanked Council for considering funding the program. • Laura Fanucchi, Associate Executive Director of HIP Housing thanked Council for considering funding for the Home Sharing Program and provided a current status of the program. Public Nearing closed: 9:33 p.m. Councilmember Matsumoto thanked the subcommittee for their work and efforts to provide funding for non -profits in the city. Motion—Councilmember Nicolas/Second—Councilmember Matsumoto: To approve Resolution No. 48-2020, by roll call vote: AYES: Councilmembers Matsumoto and Nicolas, Vice Mayor Addiego and Mayor Garbarino; NAYS: None; ABSENT: Councilmember Nagales; ABSTAIN: None. At 9:33 p.m., Councilmember Nagales rejoined the meeting. ADMINISTRATIVE BUSINESS 10. Report regarding a resolution approving budget amendment 20.041 appropriating $57,100 from the Housing Trust Fund in Fiscal Year 2019-2020 to support non-profit organizations that provide homeless prevention programs for South San Francisco residents. (Kris Romasanta, Community Development Coordinator) Community Development Coordinator Romasanta presented the report and background information on the item. Adopting the resolution appropriates $57,100 in funds from the City's Housing Trust Fund. The Trust Fund, which had an unencumbered cash balance of $910,000 as of April 6, 2020, is replenished by developer in lieu fees. Eligible expenses include both housing production and housing programs, like those provided by the non-profit grantees. The City has two other housing funds, Fund 823 and Fund 241, which on April 6, 2020 had unencumbered cash balances of $4.78 million and $2.6 million, respectively. Funds were being appropriated in FY 19-20, rather than FY 20-21, because next year's city budget approvals have been delayed due to the COVID-19 pandemic. REGULAR CITY COUNCIL MEETING APRIL 22, 2020 MINUTES PAGE 7 Motion—Councilmember Nicolas/Second—Councilmember Nagales: To approve Resolution No. 49- 2020, by roll call vote: AYES: Councilmembers Matsumoto, Nagales and Nicolas, Vice Mayor Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None. 11. Report regarding a status update on the South San Francisco Station Improvements Project (st 1603), and a resolution approving the grant of a fiber optics easement in the City of South San Francisco Right -of -Way to Union Pacific Railroad for joint trench lines and authorizing the City Manager to execute an easement deed. (Jason Hallare, Senior Civil Engineer & Howard Beckford, Project Manager) Senior Civil Engineer Hallare presented the item and introduced Project Manager Beckford whom provided an update on the project. As part of the project, fiber optics cable relocations are necessary to resolve potential conflicts with the proposed pedestrian underpass stairwell and ramp on the Poletti Wayside. Union Pacific Railroad ("UPRR") have existing easements containing joint trench fiber optics lines and facilities that will require relocation to accommodate the new pedestrian underpass entrance. The Project proposes to relocate the joint trench facilities into the City's Right - of -Way ("ROW"). UPRR does not currently have an easement agreement to relocate these facilities within the ROW. UPRR requests the City grant a fiber optics easement to accommodate the relocation of existing joint trench lines. The proposed easement would only permit UPPR to use the easement area for the purposes of installing, operating, maintaining and replacing fiber optics facilities. Due to the proximity and overlap of the proposed relocation of the joint trench over the City's Storm Drain infrastructure, the City's Public Works department will retain rights to access, maintain, and repair storm water facilities within the proposed easement area. Staff recommends that the City Council adopt a resolution approving the grant of a fiber optics easement in the City of South San Francisco Right -of -Way, for the South San Francisco Station Improvements Project (st 1603), to Union Pacific Railroad for joint trench lines, and authorizing the City Manager to execute an easement deed to grant the easements. Councilmember Matsumoto inquired whether the city could put their own fiber optics once the trench was open. Project Manager Beckford indicated that the trench was still own by Union Pacific Railroad and unlikely they would allow it. Motion—Councilmember Matsumoto/Second—Councilmember Nagales: To approve Resolution No. 50-2020, by roll call vote: AYES: Councilmembers Matsumoto, Nagales and Nicolas, Vice Mayor Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None. 12. Report regarding a resolution approving amendments extending two Consulting Services Agreements for Administrative, Plan Review, and Inspections Services for an additional one-year period respectively with CSG Consultants Inc., and with West Coast Code Consultants, Inc. (Phillip Perry, Chief Building Official) Chief Building Official Perry introduced the item and provided background information on consulting services. In order to plan for the end of the current contract cycle and the continuation of contract services, in December 2019 staff prepared a Request for Proposals (RFP) document. The RFP was issued in January 2020, and the City received six proposals by the March 6th deadline. REGULAR CITY COUNCIL MEETING APRIL 22, 2020 MINUTES PAGE 8 At that point, however, the RFP process was disrupted by COVID-19 and the accompanying Y g Shelter -in -Place Orders issued at the State and County levels. Staff was unable to proceed with the scheduled review panel or complete its review of RFP respondents. Staff plans to issue a new RFP as soon as circumstances permit. In the meantime, however, there is a concern about maintaining plan review and inspection services. To maintain continuity of operations in unprecedented times, staff is requesting a one-year extension for both current contracts. Councilmember Matsumoto requested clarification on the monetary value of extending the contracts. Chief Building Official Perry indicated that no additional funds were needed. Motion—Councilmember Nagales/Second—Councilmember Matsumoto: To approve No. 51-2020, by motion, AYES: Councilmembers Matsumoto, Nagales and Nicolas, Vice Mayor Addieg o and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None. ITEMS FROM COUNCIL — COMMITTEE REPORTS AND ANNOUNCEMENTS Councilmember Nagales shared that April 22nd was Administrative Assistants' Day and thanked all administrative professionals in the city. He also wanted to recognize Renee and Marie in the City Managers office. Entered into Closed Session: 10: 04 p.m. CLOSED SESSION 13. Conference with Labor Negotiators Agency designated representatives: Leah Lockhart, Human Resources Director, Donna Williamson, Liebert Cassidy Whitmore Employee organization: AFSCME, Local 829; Confidential Unit - Teamsters Local 856; Mid -management Unit - Teamsters Local 856; and International Union of Operating Engineers, Local 39 14. Conference with Labor Negotiators (Pursuant to Government Code Section 54957.6) Agency designated representative: Sky Woodruff, City Attorney Unrepresented employee: Mike Futrell, City Manager 15. Public Employee Performance Evaluation (Pursuant to Government Code Section 54957) Title: City Manager Resumed from Closed Session: 10:39 p.m. Report out of Closed Session by Mayor Garbarino: The City Council gave direction to negotiator. REGULAR CITY COUNCIL MEETING APRIL 221, 2020 MINUTES PAGE 9 ADJOURNMENT Being no further business Mayor Garbarino adjourned the meeting at 10:40 p.m. Respectfully submitted by: 4Cindyyyvila,/e Assistant City Clerk Approved by the City Council: Approved by: ich rd arba7in6 Mayor REGULAR CITY COUNCIL MEETING APRIL 22, 2020 MINUTES PAGE 10