Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2021-08-25 e-packet@6:00
Wednesday, August 25, 2021 6:00 PM City of South San Francisco P.O. Box 711 South San Francisco, CA Municipal Services Building, Council Chambers 33 Arroyo Drive, South San Francisco, CA City Council Regular Meeting Agenda HYBRID IN-PERSON/VIRTUAL MEETING August 25, 2021City Council Regular Meeting Agenda HYBRID IN-PERSON/VIRTUAL MEETING NOTICE The purpose of conducting the meeting as described in this notice is to provide the safest environment for staff and the public while allowing for public participation. Councilmembers Coleman, Flores and Nicolas, Vice Mayor Nagales and Mayor Addiego and essential City staff may participate via Teleconference. Pursuant to Ralph M. Brown Act, Government Code Section 54953, all votes shall be by roll call due to council members participating by teleconference. This meeting will be conducted pursuant to the provisions of the Governor ’s Executive Orders N-29-20, N-63-20 and N-08-21 allowing for deviation of Teleconference Rules required by the Brown Act & pursuant to the order of San Mateo County Department of Public Health regarding gatherings during the coronavirus (COVID-19) outbreak, and recommendations to follow social distancing procedures, the City of South San Francisco will hold the meeting through a hybrid of in -person attendance with the City Council, designated staff, and limited members of the public at the City Council Chambers and through the virtual platform, Zoom . In-person attendance by members of the public will be subject to maximum capacity and current health and safety protocols. American Disability Act: The City Clerk will provide materials in appropriate alternative formats to comply with the Americans with Disabilities Act. Please send a written request to City Clerk Rosa Govea Acosta at 400 Grand Avenue, South San Francisco, CA 94080, or email at all-cc@ssf.net. Include your name, address, phone number, a brief description of the requested materials, and preferred alternative format service at least 72-hours before the meeting. Accommodations: Individuals who require special assistance of a disability -related modification or accommodation to participate in the meeting, including Interpretation Services, should contact the Office of the City Clerk by email at all-cc@ssf.net, 72-hours before the meeting. Notification in advance of the meeting will enable the City of South San Francisco to make reasonable arrangements to ensure accessibility to the meeting. Page 2 City of South San Francisco Printed on 9/29/2021 August 25, 2021City Council Regular Meeting Agenda ZOOM LINK BELOW -NO REGISTRATION REQUIRED Join Zoom meeting https://ssf-net.zoom.us/j/88485144058 (Enter your email and name) Join by One Tap Mobile : US: +16699006833,,88485144058# or +12532158782,,88485144058# Join by Telephone: Dial (for higher quality, dial a number based on your current location): US: +1 346 248 7799 or +1 669 900 6833 or 833 548 0276 (Toll Free) Webinar ID: 884 8514 4058 How to observe the Meeting (no public comment): 1) Local cable channel: Astound, Channel 26 or Comcast, Channel 27 2) https://www.ssf.net/government/city-council/video-streaming-city-and-council-meetings/city-council How to submit written Public Comment before the City Council Meeting: Use the eComment portal by clicking on the following link: https://ci-ssf-ca.granicusideas.com/meetings or by visiting the City Council meeting's agenda page. eComments are also directly sent to the iLegislate application used by City Council and staff. How to provide Public Comment during the City Council Meeting: 1) By Phone: (669) 900-6833. Webinar ID is 884 8514 4058. Click *9 to raise a hand to speak. Click *6 to unmute when called. By One tap mobile: US: +16699006833,,88485144058# or +12532158782,,88485144058# 2) Online at: https://ssf-net.zoom.us/j/88485144058 a. Enter an email address and name. The name will be visible online and will be used to notify you that it is your turn to speak. b. When the Clerk calls for the item on which you wish to speak, click on "raise hand." Speakers will be notified shortly before they are called to speak. c. When called, please limit your remarks to the time limit allotted. IN-PERSON: Please complete a Digital Speaker Card located at the entrance to the Council Chamber ’s. Be sure to indicate the Agenda Item # you wish to address or the topic of your public comment. When your name is called, please come to the podium, state your name and address (optional) for the Minutes. COMMENTS ARE LIMITED TO THREE (3) MINUTES PER SPEAKER. Thank you for your cooperation. Page 3 City of South San Francisco Printed on 9/29/2021 August 25, 2021City Council Regular Meeting Agenda PEOPLE OF SOUTH SAN FRANCISCO The City Council's regular meetings are held on the second and fourth Wednesday of each month at 6:00 p.m. MARK ADDIEGO, Mayor (At-Large) MARK NAGALES, Vice Mayor (District 2) BUENAFLOR NICOLAS, Councilmember (At-Large) JAMES COLEMAN, Councilmember (District 4) EDDIE FLORES, Councilmember (At-Large) ROSA GOVEA ACOSTA, City Clerk FRANK RISSO, City Treasurer MIKE FUTRELL, City Manager SKY WOODRUFF, City Attorney In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to an open session agenda item, and is distributed less than 72 hours prior to a regular meeting will be made available for public inspection in the City Clerk’s Office located at City Hall. If, however, the document or writing is not distributed until the regular meeting to which it relates, then the document or writing will be made available to the public at the location of the meeting, as listed on this agenda. The address of City Hall is 400 Grand Avenue, South San Francisco, California 94080. Page 4 City of South San Francisco Printed on 9/29/2021 August 25, 2021City Council Regular Meeting Agenda CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE AGENDA REVIEW ANNOUNCEMENTS FROM STAFF PRESENTATIONS Recognition of September as National Suicide Prevention Month. (Mark Addiego, Mayor) 1. Recognition honoring Trap’s Tire and Auto, and ProColor Collision South San Francisco, for their work with the catalytic converter etching program. (Mark Addiego, Mayor) 2. PUBLIC COMMENTS Submitted Public Comments Comments received by the deadline will be included as part of the meeting record but will not be read aloud during the meeting. The Public Comment portion of the meeting is reserved for persons wishing to address the Council on any matter NOT on the agenda. Comments on agenda items will be taken when that item is called. If joining the conference by phone you may raise your hand by dialing *9 and *6 to unmute. State law prevents Council from responding to public comments or taking action on matters not on the agenda . The Council may refer comments to staff for follow -up. Speakers are limited to three minutes. If there appears to be a large number of speakers, the Mayor may reduce speaking time to limit the total amount of time for public comments (Gov. Code sec. 54954.3.(b)(1).). Speakers that are not in compliance with the City Council's rules of decorum will be muted. COUNCIL COMMENTS/REQUESTS CONSENT CALENDAR Motion to approve the Minutes for the meetings of June 15, 2021 and June 23, 2021.3. Motion to cancel the Regular City Council meeting of September 22, 2021. (Rosa Govea Acosta, City Clerk) 4. Page 5 City of South San Francisco Printed on 9/29/2021 August 25, 2021City Council Regular Meeting Agenda Report regarding a resolution determining the continued existence of an emergency and the need to continue emergency repairs in response to the Sign Hill Diamond Fire. (Greg Mediati, Deputy Director of Parks and Recreation) 5. Resolution determining the continued existence of an emergency and authorizing procurement for emergency remediation work relating to fire damage on Sign Hill in South San Francisco. 5a. Report regarding a resolution approving amendments to the City Council Procedures and Protocols Handbook (Rosa Govea Acosta, City Clerk and Sky Woodruff, City Attorney) 6. Resolution approving amendments to the City of South San Francisco City Council Procedures and Protocols Handbook. 6a. Report regarding a resolution authorizing submittal of a Breakthrough Grant application to fund housing preservation policy and program development from the Partnership for the Bay’s Future Policy Fund. (Nell Selander, Deputy Director of Economic Development and Housing) 7. Resolution of the City Council of the City of South San Francisco authorizing the submittal of an application for a Breakthrough Grant with the Housing Leadership Council of San Mateo County as the City’s Community Partner. 7a. Report regarding an ordinance amending Title 2 and Title 20 of the City of South San Francisco Municipal Code, adopting Chapter 2.84 to allow for setting compensation of advisory body members by City Council resolution. (Sky Woodruff, City Attorney) 8. Ordinance amending Title 2 and Title 20 of the City of South San Francisco Municipal Code and adopting Chapter 2.84 to allow for setting compensation of advisory body members by city council resolution. 8a. PUBLIC HEARING Report regarding a resolution confirming and approving the emergency nuisance abatement cost report and certifying a special assessment against real property located on Westborough Blvd. between Oakmont Dr. and Galway Pl. (APN 091-022-030) for collection of abatement costs amounting to $35,958.97 . (Sky Woodruff, City Attorney) 9. Resolution confirming and approving the emergency nuisance abatement cost report and certifying a special assessment against real property located on Westborough Blvd. between Oakmont Dr. and Galway Pl. (APN 091-022-030) for collection of abatement costs amounting to $35,958.97. 9a. Page 6 City of South San Francisco Printed on 9/29/2021 August 25, 2021City Council Regular Meeting Agenda Report regarding consideration of a Zoning Text Amendment to prohibit Research & Development uses in the El Camino Real Corridor; modify the definitions of Freight Truck/Warehouse uses to introduce a Parcel Hub definition and where these uses are conditionally permitted or prohibited; and update the Accessory Dwelling Unit performance standards to comply with new State Law changes; and determination that the project is covered by a previously adopted environmental document consistent with the California Environmental Quality Act (CEQA). (Tony Rozzi, AICP, Chief Planner) 10. Ordinance considering a Planning Commission recommendation to make California Environmental Quality Act (CEQA) determinations and to adopt a Zoning Text Amendment to prohibit Research & Development uses in the El Camino Real Corridor; modify the definitions of Freight Truck/Warehouse uses to introduce a Parcel Hub definition and where these uses are conditionally permitted or prohibited; and update the Accessory Dwelling Unit performance standards to comply with new State Law changes. 10a. ADMINISTRATIVE BUSINESS Receive the Racial and Social Equity Commission Report and First Year Action Plan. (Lisa Costa Sanders, Project Administrator) 11. Report regarding a resolution approving the third amendment to the Purchase and Sale Agreement for the property located at 432 Baden Avenue. (Julie Barnard, Economic Development Coordinator) 12. Resolution approving a Third Amendment to the Purchase and Sale Agreement for the property located at 432 Baden assigning the Agreement from Baden Developments LLC to For the Future Housing, modifying the development to a fully-affordable housing project, and reducing the purchase price from $1,100,000 to $1; and authorizing the City Manager to execute the amendment. 12a. Report regarding a resolution approving budget amendment 22.016 appropriating $100,000 in American Rescue Plan Act funds (Fund 201) in Fiscal Year 2021-22 for the City of South San Francisco’s Shop Local Gift Card Program (Heather Ruiz, Management Analyst) 13. Resolution approving budget amendment 22.016 appropriating $100,000 in American Rescue Plan Act funds in Fiscal Year 2021-22 for the City of South San Francisco’s Shop Local Gift Card Program. 13a. Page 7 City of South San Francisco Printed on 9/29/2021 August 25, 2021City Council Regular Meeting Agenda ITEMS FROM COUNCIL – COMMITTEE REPORTS AND ANNOUNCEMENTS Designation of Voting Delegates and Alternates for League of California Cities Annual Conference and Expo - September 22-24, 2021. (Mark Addiego, Mayor) 14. CLOSED SESSION Conference with Legal Counsel-Anticipated Litigation Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2): One potential case (Sky Woodruff, City Attorney, Kyle Royer, RTGR Law, and Leah Lockhart, Human Resources Director) 15. ADJOURNMENT Page 8 City of South San Francisco Printed on 9/29/2021 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-655 Agenda Date:8/25/2021 Version:1 Item #:1. Recognition of September as National Suicide Prevention Month.(Mark Addiego, Mayor) City of South San Francisco Printed on 8/20/2021Page 1 of 1 powered by Legistar™ Dated: August 25, 2021 IN RECOGNITION OF SEPTEMBER AS NATIONAL SUICIDE PREVENTION AWARENESS MONTH August 25, 2021 WHEREAS, September is known around the United States as National Suicide Prevention Awareness Month when millions of people around the world join their voices to share a message of hope and healing; and WHEREAS, at the onset of the COVID-19 pandemic, several mental health experts warned the world to prepare for a concurrent increase in rates of suicide; and WHEREAS, many of us are facing challenges that can be stressful, overwhelming, and cause strong emotions in adults and children. Public health actions, such as social distancing, are necessary to reduce the spread of COVID-19, but they can make us feel isolated and lonely and can increase stress and anxiety; and WHEREAS, suicidal thoughts can affect anyone regardless of age, gender, race, orientation, income level, religion, or background; and WHEREAS, in these challenging times, messages of hope and healing are more needed than ever; and WHEREAS, the benefits of preventing and overcoming mental health challenges, suicide attempts and loss, and substance abuse are significant and valuable to individuals, families, and our community at large; and WHEREAS, it is essential that we educate residents about suicide, mental health and substance abuse problems and the ways they affect all people in the community; and WHEREAS, these observances are united in raising awareness that prevention is possible, treatment is effective, and people do recover. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco does hereby proclaim September as National Suicide Prevention Awareness Month and encourage all residents to take the time to inquire as to the wellbeing of their family, friends, and neighbors. ________________________________ Mark Addiego, Mayor ________________________________ Mark Nagales, Vice Mayor ________________________________ Buenaflor Nicolas, Councilmember ________________________________ James Coleman, Councilmember ________________________________ Eddie Flores, Councilmember City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-638 Agenda Date:8/25/2021 Version:1 Item #:2. Recognition honoring Trap’s Tire and Auto, and ProColor Collision South San Francisco, for their work with the catalytic converter etching program.(Mark Addiego, Mayor) City of South San Francisco Printed on 8/20/2021Page 1 of 1 powered by Legistar™ CITY OF SOUTH SAN FRANCISCO Certificate of Recognition Traps Tire & Auto Center South San Francisco City Council thanks Traps Tire & Auto Center for donating their services to the community with the “Catalytic Converter Anti-Theft Etching Events” and bringing good will to South San Francisco. We appreciate the hard work and devotion to our residents and for making this a safer City by holding these free events. Presented on this 25th day of August 2021 Mark Addiego, Mayor Mark Nagales, Vice Mayor Buenaflor Nicolas, Councilmember James Coleman, Councilmember Eddie Flores, Councilmember CITY OF SOUTH SAN FRANCISCO Certificate of Recognition ProColor Collision South San Francisco South San Francisco City Council thanks ProColor Collision South San Francisco for donating their services to the community with the “Catalytic Converter Anti-Theft Etching Events” and bringing good will to South San Francisco. We appreciate the hard work and devotion to our residents and for making this a safer City by holding these free events. Mark Addiego, Mayor Mark Nagales, Vice Mayor James Coleman, Councilmember Eddie Flores, Councilmember Buenaflor Nicolas, Councilmember City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-681 Agenda Date:8/25/2021 Version:1 Item #: Submitted Public Comments City of South San Francisco Printed on 8/25/2021Page 1 of 1 powered by Legistar™ Agenda Item PUBLIC COMMENTS 6 Public Comments Guest User at August 25, 2021 at 2:05pm PDT Dear Mr Mayor, I implore you to reconsider your decision to not light the tree on Sign Hill to commemorate Childhood Cancer Awareness Month. Lighting City Hall up instead is not appropriate. SSF City Hall is NOT a beacon of hope or light. You and city council have altered our community enough for years to come with the amount of condos/housing you have approved in order to garner as much tax money as possible with little consideration to our city’s overall infrastructure. This tree has taken on new, more meaningful value over the years that money cannot buy. It’s a minor thing in comparison to the high rises you approved…so I implore you as a citizen of SSF for over 20 years to change your vote and LIGHT THE TREE! Sincerely, An extremely disappointed and frustrated SSF resident who VOTES Guest User at August 25, 2021 at 1:56pm PDT Hello, I relocated from Southern California 6 years ago to manage a store on Grand Ave. From the minute I arrived, I fell in love with this city for so many reasons. The best reason is the community of South City. They are a friendly bunch, residents and business owners. As a newbie to South City of course I too asked why, why is that tree lit? What’s the story behind it? A customer who was born in South City took the time to tell me the reason why in September that tree is lit. Immediately my heart went out to all those parents, families, and friends who have lost a loved one at such a young age. I’ve heard people say how beautiful it looks from across the peninsula. Many have said that seeing this tree lit has given them hope, joy, and happiness. This brings a smile to my face every single time. It saddens me to read articles stating that this year, in September the Sign Hill Tree will not be lit. It makes no sense to light City Hall gold. It does not have the same effect and I agree that only people in the immediate vicinity will see City Hall. I am a resident of San Bruno and I support the community of South San Francisco. Mayor Addiego, and representatives, please listen and support our community... Guest User at August 25, 2021 at 1:54pm PDT Dear Mr. Mayor Mark Addiego, I am deeply concerned at your decision to not light the Sign Hill Light Tree for Childhood Cancer Awareness month and instead lighting city hall gold. Lighting the tree would obviously bring more “awareness” for this cause to the cities around South San Francisco, more than just lighting city hall. Not only is the tree seen by residents of SSF and the surrounding cities but it’s also seen by vehicles driving on at least 3 freeways. I’m not sure what’s behind your decision but I’m extremely disappointed. As a 53 year old 3rd generation resident, home owner, and voter I’m also a union member and on the finance board of local 467. I’ve worked on many construction projects for the bio pharmaceutical industry in SSF and can’t believe these companies would not support the lighting of the tree for Childhood Cancer Awareness. I hope you’ll reconsider your decision and I’m hoping the SSF City Council will urge you to reconsider. I’ve voted for you and supported you in the past and would like to continue doing so, but I’m asking you to reconsider. What cause would be more important than Childhood Cancer Awareness? You want to also light city hall? Than light city hall also, but NOT instead of our beloved lighting tree. Please Mr. Mayor LIGHT OUR TREE, bring awareness to Childhood Cancer and show SSF’s support for Juliana Pena, her family, and others. Please. Thank you, Trevor Kay Hillside Blvd. SSF Guest User at August 20, 2021 at 11:10am PDT Good Evening Mayor Addiego, I am writing to ask you to please continue lighting our SSF tree for the month of September for Childhood Cancer month in honor of our very own Julianna Pena. Thank you so much! Cindy Alger Guest User at August 20, 2021 at 11:08am PDT Oppose Dear Mayor Addiego, I am very disappointed in your sole decision to not help promote more Childhood Cancer Awareness by lighting “Light Tree” in September. Light Tree has been lit the last 7 years for Juliana Peña as well as all the children and their families who have been affected by childhood cancer, including former Mayor Garbarino’s granddaughter. When Light Tree was first lit for September in 2014, it was with a commitment from Mayor Matsumoto and the council to fight for more awareness. Light Tree can be seen from throughout the Peninsula, and SFO airport so it truly generates a lot of conversation and exposes many to it’s beautiful gold lights. Every year we field tons of questions from people who wonder why the tree is lit so early and we are able to explain the meaning and purpose behind SSF’s commitment and what those affected with Childhood Cancer endure. Lighting City Hall instead of Light tree will NOT generate more conversation this is not an accurate assessment at the significance to light tree and it’s unique way of spreading awareness. City Hall while important to light to show awareness, solely can’t provide the same widespread audience. Please reconsider your decision, as well as discuss this with your City Council. You should also go to the Everything South City FB page and read your constituents’ comments and requests for you to rethink your decision. You have also received emails from your community voicing their desire to keep our iconic tree lit in September. I hope you will see the importance of what your community is fighting for and why we want you to continue the Lighting of our Light Tree for Childhood Cancer Awareness in September. Sincerely, Angelique Presidente Current SSF Resident (41 years) Guest User at August 20, 2021 at 10:25am PDT Oppose To all the members of the City Council of South San Francisco & Mayor Addiego , My name is Rose Doles. My family has been residents of South San Francisco since 1967. My grandparents moved to this city from San Francisco for a better community and better environment for their large growing family. South San Francisco was a place that USED TO BE, where families could grow, business can thrive, better school's were offered, safer neighborhoods were the normal, and just basically get away from the hussel and bussel of the big city. We used to look after our friends and neighbors when they got injured or sick. We used to come together as a community to support one another. I feel very deeply you are making a mistake by not lighting the tree up on Sign Hill for the month of September for Childhood Cancer Awareness Month. That Tree helps to spread the word about the cause. You can see that tree on a clear night, from all over our city. Not to mention every flight coming into SFO. It's there to help remind people to have compassion and for the ones affected by it, to keep fighting. If you limit the cause to City Hall being lit up on one street. You are taking away from the cause altogether... What about the people that can't see City Hall because they can't leave their homes like the elderly, or the families at home with those Cancer ridden children? Shouldn't they get to see it? Really lighting up a building is the best that you could offer? I am only one person, in your city, and this is my opinion. I hope you actually take the time to read this. I have many other things I'd like to discuss some other time when it's appropriate. I was born and raised in this city and I'm losing interest everyday in staying here. This matter however, deserves to be stood up for. Kind Regards & Very Concerned Resident City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-654 Agenda Date:8/25/2021 Version:1 Item #:3. Motion to approve the Minutes for the meetings of June 15, 2021 and June 23, 2021. City of South San Francisco Printed on 9/2/2021Page 1 of 1 powered by Legistar™ CALL TO ORDER Mayor Addiego called the meeting to order at 5:00 p.m. ROLL CALL Present: Councilmembers Coleman, Flores, and Nicolas, Vice Mayor Nagales, and Mayor Addiego. AGENDA REVIEW No changes. PUBLIC COMMENTS – comments are limited to items on the Special Meeting Agenda. Members of the public wishing to participate were encouraged to submit public comments in writing in advance of the meeting via eComment by 3:00 p.m. on the day of the meeting. None ADMINISTRATIVE BUSINESS 1. Report regarding the City of South San Francisco Operating Budget for Fiscal Year 2021- 22. (Janet Salisbury, Finance Director) Director of Finance Salisbury presented the report and provided an outline of the Operating Budget for Fiscal Year 2021-2022. She indicated that in 2017, the city made the strategic decision to switch from a one-year to a two-year operating budget cycle. The current fiscal year (FY) 2020-21 is the second year of the biennial operational budget for FY2019-21. However, in response to the worldwide economic crisis caused by the COVID-19 pandemic, considerable revisions were made to both the FY 2019-20 and FY 2020-21 budgets. As a result, instead of a biannual budget for the following fiscal year, staff is pursuing an annual budget for FY 2021-22. Once the economy shows signs of stabilization and longer-term recovery, the goal is to resume the two-year budget cycle, as biannual budgeting often necessitates a longer commitment of policy direction and funding levels. The General Fund is the City's largest and most important operational fund, and it is where most the city's vital services are budgeted, including Economic and Community Development, Fire, Library, Parks and Recreation, Police, Public Works, and City Administration. The operating shortfall and MINUTES SPECIAL MEETING CITY COUNCIL CITY OF SOUTH SAN FRANCISCO TUESDAY, JUNE 15, 2021 5:00 p.m. Teleconference via Zoom City Council conducted this meeting in accordance with California Governor Newsom’s Executive Orders N-29-20 and N-63-20 and COVID-19 pandemic protocols. SPECIAL CITY COUNCIL MEETING JUNE 15, 2021 MINUTES PAGE 2 additional capital improvement projects for FY 2020-21 were expected to be financed from the prior year's General Fund surplus when the FY 2020-21 was adopted (FY 2019-20). The deficiency in property tax in lieu of Vehicle License Fee is one of the most significant unanticipated monetary considerations to emerge in the current fiscal year 2020-21. (VLF). Simply put, there is a gap in the amount of property tax available for the VLF due to cities and county due to a decline in the number of non-basic aid schools in the County. The sum payable in VLF for South San Francisco in FY2020-21 is $8.6 million. However, the city will only receive $4.9 million this year, resulting in a $3.7 million VLF deficiency. In August 2021, the city will file a claim with the State for the VLF shortfall, but whether the city will be able to collect on that claim will be determined by the State's budget appropriation. Stronger earnings in other areas, as well as strict expenditure controls at the departmental level, are expected to mitigate the negative effects of the $3.7 million in VLF shortfall, according to staff. However, until the books are closed, and the accounts audited, the exact results for the current fiscal year will not be known. The Finance Department estimates operating revenues of $109,487,658 million (not including carryover purchase orders) and operating expenditures of $112,079,632, with a net operating shortfall of $2,600,000 to be covered by the fund balance available from the FY2019-20 surplus and/or federal stimulus available through the American Rescue Plan. With a vast industrial base based by the world's largest biotechnology research facility, South San Francisco is well positioned to recover economically from COVID-19. The negative economic impact of COVID-19 is likely to last through FY 2021-22, when businesses recover, restaurants reopen, domestic and international air traffic improves, and hotel occupancy rises. With estimated receipts of $108,797,568, net of any carryover purchase orders, and expenditures of $112,084,085 in Fiscal Year 2021-22, the City's General Fund will require an additional $3,290,000 to achieve a balanced budget. The remaining fund balance from the FY 2019-20 budget surplus should be applied to the General Fund, according to the staff. Vice Mayor Nagales requested clarification on the City Manager’s budget, specifically the South San Francisco Commission on Racial and Social Equity. City Manager Futrell indicated that the Diversity Officer is a full-time position currently on hold for this fiscal year. He will complete interviews for a Graduate Fellow to serve for one year. Mayor Addiego requested clarification on the cost of a full-time Diversity Officer and part-time Graduate Fellow. He expressed his desire to fulfill the commitment made by the South San Francisco Commission on Racial and Social Equity. City Manager Futrell provided an overview of the department’s budget constraints. Human Resources Director Lockhart provided an overview of staffing costs. Vice Mayor Nagales inquired about the Parks and Recreation Department, Common Greens Maintenance budget, and the proposed plans to address San Mateo County's drought. Deputy Director Mediati provided an overview of the department's plan to address the expected drought. Assistant City Manager Ranals provided an overview of the city's former efforts during the previous drought. She noted that the city won an award for outstanding water conservation and indicated that staff would follow the same process to address the expected drought. SPECIAL CITY COUNCIL MEETING JUNE 15, 2021 MINUTES PAGE 3 Vice Mayor Nagales indicated that the South San Francisco Chamber of Commerce needs assistance due to COVID-19 impacts. Deputy Director of Economic and Community Director Selandar provided an overview of funding needs and possible one-time funding. City Manager Futrell indicated that he would reach out to Executive Director Normandy to provide information on one-time funding. A consensus of the Council to approve one-time funding. Mayor Addiego requested an update on the proposed Sports Fields in the Irish Greens area downtown. Deputy Director of Parks and Recreation Mediati provided an overview of the proposed project for the area. Councilmember Coleman requested an update on the future renovation of Cypress Park. Assistant City Manager Ranals provided an overview of the project status and noted that staff continues to explore better ways to increase amenities in the area. City Manager Futrell indicated that staff would schedule a Closed Session to apprise Council. Councilmember Flores inquired about funding for the South City Shuttle and the Holiday Decoration budget. Director of Finance Salisbury indicated that the proposed budget does not include budget allocations approved on June 23, 2021. Deputy Director of Economic and Community Development provided clarification on the Holiday Decoration project. 2. Report regarding proposed Capital Improvement Program for fiscal year 2021-22. (Eunejune Kim, Director of Public Works/City Engineer and Mathew Ruble, Principal Engineer) Principal Engineer Ruble presented the report and provided an overview of the Capital Improvement Program (CIP). It lays out the city's major capital expenditures and infrastructure improvement initiatives. When creating the CIP, city departments identify needed improvements and prioritize project implementation. The projected CIP budget for fiscal year (FY) 2021-22 is $280.1 million, including $126.3 million in new appropriations and $153.8 million in ongoing project appropriations from previous years. There are 158 projects in the FY 2021-22 CIP: 19 new projects, 32 potential projects, and 107 ongoing projects. Public Facilities, Parks, Storm Drains, Sanitary Sewer, Streets, and Traffic are the six project types included in the CIP. Principal Engineer Ruble provided an overview highlighting proposed new projects and requests for additional funding for ongoing programs. Councilmember Coleman requested a report of citywide sound wall projects. City Manager Futrell indicated that he would provide the information to Council in a Thursday memo. Vice Mayor Nagales inquired about the feasibility study of the Downtown Parking Garage and the Westborough Preschool expansion. City Manager Futrell provided an update on the status of the garage and noted that the consultant would come to Council with their findings and recommendation in the near future. Assistant City Manager Ranals indicated that the project is called the "Carter Park Preschool." She noted that they are in the design process with SIM Architects, with construction costs higher than anticipated. Staff continues to explore the number of classrooms needed to accommodate 60 children and may need to cut back on amenities to stay within budget. Once the analysis is complete, staff will bring the report back to the Council. Councilmember Flores inquired about the feasibility of a recreation center in the Old Town community. City Manager Futrell indicated that staff continues to explore that option for members of the community. SPECIAL CITY COUNCIL MEETING JUNE 15, 2021 MINUTES PAGE 4 CLOSED SESSION Entered Closed Session: 6:34 p.m. Resumed from Closed Session: 7:05 p.m. 3. 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 Report out of Closed Session by Mayor Addiego: Council gave direction. No action taken. ADJOURNMENT Being no further business Mayor Addiego adjourned the meeting at 7:06 p.m. Respectfully submitted by: Approved: Rosa Govea Acosta, CMC, CPMC Mark Addiego City Clerk Mayor Approved: / / CALL TO ORDER Mayor Addiego called the meeting to order at 5:00 p.m. ROLL CALL Present: Councilmembers Coleman, Flores and Nicolas, Vice Mayor Nagales, and Mayor Addiego AGENDA REVIEW No changes. PUBLIC COMMENTS Members of the public were encouraged to submit public comments in writing in advance of the meeting via eComment by 3:00 p.m. on the day of the meeting. None. ADMINISTRATIVE BUSINESS 1. Report regarding Resolution No. 116-2021 authorizing the City Manager to execute the Fourth Amendment to the Cooperative Agreement for the South San Francisco Caltrain Station with the Peninsula Corridor Joint Powers Board in an amount not to exceed $2 million, subject to conditions, and approving a Budget Amendment to provide funding for the additional City contribution. (Mike Futrell, City Manager, and Philip Vitale, Acting Director of Capital Projects) City Manager Futrell provided an overview of the South San Francisco Station Improvement Project and funding. Michelle Bouchard with Caltrain thanked the council for their support and explained the proposed project and funding request. Robert Barnard, Deputy Chief, Rail Development of Caltrain, provided an overview of the project. Caltrain is owned and operated by the Peninsula Corridor Joint Powers Board (PCJPB). In December 2015, the City of South San Francisco and PCJPB successfully obtained money to improve the South San Francisco Caltrain Station (Project). The project cost estimate was $59 million. The City agreed to provide 10% ($5.9 million) of the original project cost, as stated in the MINUTES SPECIAL MEETING CITY COUNCIL CITY OF SOUTH SAN FRANCISCO WEDNESDAY, JUNE 23, 2021 5:00 p.m. Teleconference via Zoom City Council conducted this meeting in accordance with California Governor Newsom’s Executive Orders N-29-20 and N-63-20 and COVID-19 pandemic protocols. SPECIAL CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 2 current agreement. The city contributed an extra $1.3 million through the First Amendment, approved by the City Council on January 25, 2017. The City Council authorized an additional $1.5 million commitment on May 10, 2017, through the Second Amendment, and $1.2 million through the Third Amendment, approved by the City Council on October 9, 2019. The city sought the first two amendments to the original agreement, which included the cost of City-requested design changes and other facilities for the station and plaza. The third amendment was requested by PCJPB due to a $12 million cost overrun on the project at the time. The fourth amendment would bring the overall cost of the new station to $96.6 million. The new Caltrain station is currently under construction and is about a year behind schedule. Caltrain officials expect the station to be substantially finished in November 2021. Caltrain officials estimate that an additional $25 million is required to complete the construction work. Caltrain personnel has sought a financial contribution from South San Francisco. Due to ongoing project reviews and contractor negotiations, city staff could not validate the cost. However, it is evident that additional funding is required, or the project would halt. After the requested fourth revision awarding $2 million to the original funding agreement, South San Francisco would not be required to provide additional funding. Motion —Councilmember Nicolas/Second – Vice Mayor Nagales: To approve Resolution No. 11 6- 2021 authorizing the City Manager to execute the Fourth Amendment to the Cooperative Agreement for the South San Francisco Caltrain Station with the Peninsula Corridor Joint Powers Board in an amount not to exceed $2 million, subject to conditions, and approving a Budget Amendment to provide funding for the additional City contribution, by roll call vote: AYES: Councilmembers Coleman, Flores, and Nicolas, Vice Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None; ABSTAIN: None. 2. Report regarding providing direction to staff on how to proceed with the Council redistricting project of South San Francisco. (Rosa Govea Acosta, City Clerk; Kristen Parks, National Demographics Corporation) Kristen Parks with National Demographics Corporation presented the report and provided an overview of the redistricting process. Every ten years, the United States Constitution demands that everyone living in the country is counted. According to the California Elections Code, the Council shall change the borders of any or all of the Council Districts following each decennial Federal Census, using Census data as a basis. The information gathered from the Census is utilized to map up state and local legislative districts referred to as "redistricting." Although the City had a similar redistricting process in 2018, the Fair Maps Act (AB 849), signed into law in October 2019, has made substantial statutory adjustments to the redistricting process since then. When the City switched to district elections in 2018, the Council decided not to appoint a commission and instead finished the districting process with the help of staff and the National Demographics Corporation (NDC). The Council must adhere to the requirements of the United States Constitution, the California Constitution, the Federal Voting Rights Act of 1965, and the California Elections Code while redrawing district borders. These authorities require that each district have a roughly equal population, that race is not the primary reason for redrawing districts, and that racial or language minority communities' voting rights are not diluted. The City Council can take on the redistricting project without forming a commission or forming a Redistricting Commission. The Council will SPECIAL CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 3 work directly with consultants and staff on the project if it decides to complete the redistricting process without a commission. If the Council chose to form a redistricting commission, it could choose from three types: Advisory Redistricting Commission, Hybrid Redistricting Commission, or Independent Redistricting Commission. City Clerk Govea Acosta provided an overview of key dates, deadlines, and mapping tools. She indicated that the Redistricting information was available online, and outreach would begin in early October. The City Council consensus was not to form a Commission and work directly with the City Clerk and NDC. In addition, they provided direction in the choice of mapping tools, Caliper’s Maptitude and Districtr. ADJOURNMENT Being no further business Mayor Addiego adjourned the meeting at 6:00 p.m. Respectfully submitted by: Approved by: Rosa Govea Acosta, CMC, CPMC Mark Addiego City Clerk Mayor Approved by the City Council: / / CALL TO ORDER Mayor Addiego called the meeting to order at 6:00 p.m. ROLL CALL Present: Councilmembers Coleman, Flores and Nicolas, Vice Mayor Nagales, and Mayor Addiego AGENDA REVIEW No changes ANNOUNCEMENTS FROM STAFF None PRESENTATIONS 1. Proclamation designating July as Parks and Recreation Month. (Mark Addiego, Mayor) Vice Mayor Nagales read into the record a proclamation designating July as Parks and Recreation Month. Parks and Recreation Commissioner Uy accepted the proclamation and thanked the Council for the recognition. He invited the community to Orange Memorial Park on July 20th for Field Day. PUBLIC COMMENTS Members of the public were encouraged to submit public comments in writing in advance of the meeting via eComment by 4:00 p.m. on the day of the meeting. Assistant City Clerk Avila read into the record the public comments from the following individuals: • Martin Romero • Dwayne Frey The following provided public comments: • Omar Rincon, on behalf of Senator Scott Wiener • Wendell Potter, on behalf of the Center for Health and Democracy • Jennifer • Denton Murphy MINUTES REGULAR MEETING CITY COUNCIL CITY OF SOUTH SAN FRANCISCO WEDNESDAY, June 23, 2021 6:00 p.m. Teleconference via Zoom City Council conducted this meeting in accordance with California Governor Newsom’s Executive Orders N-29-20 and N-63-20 and COVID-19 pandemic protocols. REGULAR CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 2 COUNCIL COMMENTS/REQUESTS Vi ce Mayor Nagales requested that the city partner with Clear Channel to promote the Emergency Rental Assistance Program on a digital billboard. Councilmember Nicolas thanked Parks and Recreation staff and community volunteers for the Sign Hill Habitat Restoration event. She reminded the community of the Technology Access Program and to call (650) 650-829-6620 or check the city’s website for more information. Councilmember Nicolas expressed her gratitude to city staff member Angel Torres from the Public Works Department for his work in Old Town. Councilmember Coleman requested a mailer to inform the community of the statewide rental assistance program. Councilmember Flores informed the community that the Library was offering a variety of classes in person and PG&E was offering assistance for customers that were impacted by the pandemic. He stated that the YMCA would be hosting a back-to-school supplies event in August and registration was required. Councilmember Flores requested the city remedy a potential hazardous storm drain and would like an update on the city’s cyber security policies. Mayor Addiego stated that a barge was pulled out of the San Francisco Bay and thanked city staff for their work on the project. CONSENT CALENDAR The City Clerk duly read the Consent Calendar, after which Council voted and engaged in discussion of specific item as follows. Items 4 and 11 were pulled for further discussion. 2. Motion to approve the Minutes for the meetings of April 27, 2021 and April 28, 2021. 3. Report regarding a motion accepting the Water Quality Control Plant (WQCP) Sodium Hypochlorite Tanks Replacement Project (Project No. ss1601) as complete per plans and specifications (Total Construction Cost $1,872,971.50) (Brian Schumacker, Plant Superintendent, and Peter Vorametsanti, Engineering Division Consultant) 4. Report regarding a motion to accept the Water Quality Control Plant (WQCP) Switchgear and Cogen Controls Upgrade Project (Project No. ss1705) as complete per plans and specifications (Total Construction Cost $3,782,455.30) (Brian Schumacker, Plant Superintendent, and Peter Vorametsanti, Engineering Division Consultant) 5. Report regarding Resolution No. 117-2021 approving purchase agreements for the furnishing of bulk process chemicals at the Water Quality Control Plant for the fiscal year 2021-22; authorizing the City Manager to execute the necessary agreements. (Brian Schumacker, Water Quality Control Plant Superintendent). 6. Report regarding Resolution No. 118-2021 authorizing submission of the 2021 Infill Infrastructure Grant (IIG) Program to the California State Department of Housing and Community Development. (Julie Barnard, Economic Development Coordinator) REGULAR CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 3 7. Report regarding Resolution No. 119-2021 determining the continued existence of an emergency and the need to continue emergency repairs in response to the Sign Hill Diamond Fire. (Greg Mediati, Deputy Director of Parks and Recreation) 8. Report regarding Resolution No. 120-2021 approving a Memorandum of Understanding with Renaissance Entrepreneurship Center to establish roles and responsibilities for a co-application for a U.S. Economic Development Administration grant to support the North County Small Business and Entrepreneurship Center in South San Francisco. (Nell Selander, Deputy Director of Economic and Community Development Department) 9. Report regarding Resolution No. 121-2021 approving a consulting services agreement with Primex Municipal Water Control Solutions of Vacaville, California for the calibration, maintenance, and service of electrical instrumentation and Supervisory Control and Data Acquisition (SCADA) equipment at the Water Quality Control Plant and pumping stations for three years in an amount not to exceed $185,000 per year, beginning the fiscal year 2021-22. 3(Brian Schumacker, Plant Superintendent) 10. Report regarding Resolution No. 122-2021 approving the City’s Investment Policy for Fiscal Year 2021-22. (Paul Harris, Financial Services Manager) 11. Report regarding Resolution No. 123-2021 authorizing the acceptance of a $100,000 Workforce 9.0 grant from the State Workforce Development Board (SWDB) to support the development of a Regional Transportation, Distribution, and Logistics (TDL) Workforce Equity System, approving Budget Amendment Number 21.056, and authorizing the City Manager to execute the Participation Agreement with West Oakland Jobs Resource Center to support the development of the Workforce Equity System. (Michael Lappen, Economic Development Coordinator) 12. Report regarding Resolution No. 124-2021 approving a renewal agreement with Turbo Data Systems, Inc., for parking citation processing, adjudication services, traffic citation processing and issuance of equipment for a five (5) year term expiring June 30, 2026, in an amount not to exceed $375,000 and authorizing the City Manager to execute the agreement. (Fahmida Murphy, Police Sergeant) 13. Report regarding Ordinance No. 1624-2021 adopting a Development Agreement to allow for the installation of an 80 foot tall, double faced, digital billboard on property located at 345 Shaw Road. (Billy Gross, Senior Planner) Item 4- Councilmember Nicolas requested clarification on the total construction costs. Plant Superintendent Schumacker stated that the total construction costs listed on the staff report was the correct amount. Item 11 - Councilmember Flores requested clarification on the appointment process to ensure diversity and equity. Economic Development Coordinator Lappen provided an overview of the process. Motion —Vice Mayor Nagales/Second – Councilmember Coleman: To approve Consent Calendar items 2- 13, by roll call vote: AYES: Councilmembers Coleman, Flores, and Nicolas, Vice Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None; ABSTAIN: None. REGULAR CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 4 PUBLIC HEARING 14. Report regarding Resolution No. 125-2021 establishing sewer service rates for the Fiscal Year 2021-2022 amending the Master Fee Schedule to include the Fiscal Year 2021-2022 Sewer Service Rates; adopting the Report of Annual Sewer Rentals Charges for the Fiscal Year 2020-2021. (Mike Futrell, City Manager, Janet Salisbury, Finance Director and Brian Schumacker, Plant Superintendent). Public Hearing opened: 6:46 p.m. Public Hearing closed: 7:11 p.m. City Manager Futrell introduced the report and provided background information on the sewer rates. Plant Superintendent Schumacker stated that the sewage collection system conveys wastewater through a network of over 165 miles of underground sewer lines and thirteen sanitary sewage pump stations in South San Francisco to the Water Quality Control Plant (WQCP). The sewage collection and treatment system operates 24 hours per day, seven days per week, and can process up to 62 million gallons per day (MGD) of wastewater. The Clean Water Act requires adequate plant upgrades to meet new state and federal mandates. The most recent mandate requires additional plant upgrades and necessitated the adjustment of user sewer rates to fund the needed changes. City staff recommends applying the 2% increase for FY 2021-22 to fund mandated capital improvement projects. Vice Mayor Nagales inquired whether the City Manager had predictions of future city sewer rate increases for the next five years. City Manager Futrell stated the last five years were unique due to changes in state and federal regulations. He stated that the process would begin with the budget subcommittee at the end of August and was looking at 2% a year for five years. Councilmember Nicolas inquired on how often the state or federal government drafted new requirements. Plant Superintendent Schumacker stated that the release of new regulations varied; however, they were likely in the next five to ten years. Councilmember Flores thanked Plant Superintendent Schumacker and his team for the presentation and inquired on any programs for low-income residents that could not afford the increase. City Manager Futrell provided an overview of programs for low-income residents. The following individual provided public comment: • Mina Richardson Motion — Councilmember Nicolas/Second –Councilmember Flores: To approve Resolution No. 125-2021 establishing sewer service rates for the Fiscal Year 2021-2022 amending the Master Fee Schedule to include the Fiscal Year 2021-2022 Sewer Service Rates; adopting the Report of Annual Sewer Rentals Charges for the Fiscal Year 2020-2021., by roll call vote: AYES: Councilmembers Coleman, Flores, and Nicolas, Vice-Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None; ABSTAIN: None. REGULAR CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 5 15. Report regarding Resolution No. 126-2021 approving the report of stormwater management service charges, approving the stormwater management service charges for the fiscal year 2021-22, and directing the collection of stormwater management service charges on the official tax assessment roll. (Mike Futrell, City Manager, Janet Salisbury, Finance Director, and Andrew Wemmer, Environmental Compliance Supervisor) Public Hearing opened: 7:12 p.m. Public Hearing closed: 7:20 p.m. City Manager Futrell introduced the report and provided background information on the stormwater rates. Environmental Compliance Supervisor Wemmer provided an overview of the city’s current stormwater program, budget, and fee structure. He stated that the current fee for a single-family residential property averaged $8.72 per year, or $0.73 per month, and has remained unchanged for 28 years. The proposed program budget for the fiscal year 2021-22 is $1,216,059. However, current stormwater fees only bring in $433,192 in revenue. General fund revenues of $782,867 supplement the delta. Motion — Vice Mayor Nagales/Second – Councilmember Coleman: To approve Resolution No. 126-2021 approving the report of stormwater management service charges, approving the stormwater management service charges for the fiscal year 2021-22, and directing the collection of stormwater management service charges on the official tax assessment roll, by roll call vote: AYES: Councilmembers Coleman, Flores, and Nicolas, Vice-Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None; ABSTAIN: None. Meeting recessed: 7:21 p.m. Meeting resumed: 7:30 p.m. ADMINISTRATIVE BUSINESS 16. Report adopting Resolution No. 127-2021 supporting Single-Payer Healthcare. (Ashley Crociani, City Manager ’s Office, Policy Analyst) Policy Analyst Crociani presented the report and provided background information on the single- payer healthcare. The United States remains the only country in the developed world without a system of universal healthcare. According to the 2018 U.S. Census, 8.5% of Americans, or 27.5 million people, do not have health insurance. The majority of those uninsured are low-income and people of color. The Affordable Healthcare Act, passed in 2010 by the Obama Administration, significantly cut the number of uninsured, which once stood at 46.5 million. Despite this reduction, millions of Americans still struggle to pay medical bills and face the choice of either financial ruin or going without the healthcare they need. The following individuals provided public comments, along with three anonymous comments: • Jennifer Garstang • Alex Walker REGULAR CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 6 • Eunice Balancio • Marshall Dinowitz • Denton Murphy • Jordan Grimes • Erica Zweig • Sarah Funes • Marilu Ramirez • Mari Lopez Councilmember Coleman provided comments on the importance of having a single-payer healthcare system and supporting the resolution. Vice Mayor Nagales supported the resolution and the importance of making a statement as a country that people are suffering because they don’t have healthcare. Councilmember Nicolas stated that healthcare is an area of inequity and supported providing a single-payer healthcare system. Councilmember Flores requested clarification whether the resolution supported Assembly Bill 1400. Councilmember Coleman stated that because the Council’s policy was not to endorse specific pieces of legislation that the resolution was supporting the idea of a single-payer healthcare system. Mayor Addiego expressed he did not want to give people false hope that the system would change by passing the resolution. Councilmember Coleman shared his experience with the healthcare system and why passing the resolution was important to him. Motion —Councilmember Coleman/Second – Vice Mayor Nagales: To approve Resolution No. 127-2021 supporting Single-Payer Healthcare, by roll call vote: AYES: Councilmembers Coleman, Flores, and Nicolas, Vice Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None; ABSTAIN: None. 17. Report adopting Resolution No. 128-2021 of the City of South San Francisco Operating Budget for Fiscal Year 2021-22, approving the Gann Appropriations Limit, and accepting the revised Salary Schedules for Fiscal Year 2021-22. (Janet Salisbury, Finance Director) Director of Finance Salisbury presented the report and provided an outline of the Operating Budget for Fiscal Year 2021-2022. She indicated that in 2017, the city made the strategic decision to switch from a one-year to a two-year operating budget cycle. The current fiscal year (FY) 2020-21 is the second year of the biennial operational budget for FY2019-21. However, in response to the worldwide economic crisis caused by the COVID-19 pandemic, considerable revisions were made to both the FY 2019-20 and FY 2020-21 budgets. As a result, instead of a biannual budget for the following fiscal year, staff is pursuing an annual budget for FY 2021-22. Once the economy shows signs of stabilization and longer-term recovery, the goal is to resume the two-year budget cycle, as biannual budgeting often necessitates a longer commitment of policy direction and funding levels. The General Fund is the City's largest and most important operational fund, and it is where most the city's vital services are budgeted, including Economic and Community Development, Fire, Library, Parks and Recreation, Police, Public Works, and City Administration. REGULAR CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 7 One of the largest unexpected monetary considerations to emerge in the current 2020-21 fiscal year is the shortfall in property tax in lieu of Vehicle License Fee (VLF). Simply, due to a reduction in the number of non-basic aid school in the County, there is a shortfall in terms of how much property tax is available for the VLF due to cities and county. For South San Francisco, the amount due in VLF for FY2020-21 is $8.6 million. However, the City will only collect $4.9 million this year; the effective VLF shortfall is approximately $3.7 million. A claim for the VLF shortfall will be filed with the State in August 2021, but whether the City collects on that claim will be dependent upon appropriation in the State’s budget. Director of Finance Salisbury stated that for the upcoming fiscal year, FY 2021-22, the Finance Department is projecting operating revenues of $110,263,558 million (not including carryover purchase orders) and $113,050,543 in operating expenditures, with the net operating shortfall of $2,800,000 to be funded via the fund balance available from the FY2019-20 surplus and/or the federal stimulus available through the American Rescue Plan (ARP) Act. On Monday, June 7, 2021, the City received its first installment of the ARP allocation in the amount of $6,139,470.50. This accounts for half of the $12.3 million to be received via ARP. The resolution to this report includes language for the formal acceptance of the ARP funds. It is expected that the remaining half will be received in the latter part of FY 2021-22. Councilmember Flores thanked city staff for all their work and commented on the financial position of the city. Councilmember Nicolas acknowledged the Finance Director and City Manager for their leadership in bringing the budget to fruition. Councilmember Coleman thanked city staff and the budget subcommittee members for all their work. He recognized the strong financial position of the city and staff’s ability to start new programs while in an economic downturn. Mayor Addiego echoed Councilmember Coleman’s comments about staff and thanked the City Manager for steering the city into a strong financial position. Motion —Councilmember Coleman/Second – Vice Mayor Nagales: To approve Resolution No. 128-2021 of the City of South San Francisco Operating Budget for Fiscal Year 2021-22, approving the Gann Appropriations Limit, and accepting the revised Salary Schedules for Fiscal Year 2021-22, by roll call vote: AYES: Councilmembers Coleman, Flores, and Nicolas, Vice Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None; ABSTAIN: None. 18. Report regarding a resolution approving interim spending authority for the first 90 days of Fiscal Year 2021-22 (Janet Salisbury, Finance Director) Item not heard 19. Report regarding Resolution No. 129-2021 approving the Capital Improvement Program for Fiscal Year 2021-22, approving the appropriations request of $130,302,370, and authorizing city staff to prepare plans and specifications to advertise for construction bids for the projects under this program. (Matt Ruble, Principal Engineer and Eunejune Kim, Public Works Director/City Engineer) REGULAR CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 8 Principal Engineer Ruble presented the report and provided an overview of the Capital Improvement Program (CIP). It outlined the city's major capital expenditures and infrastructure improvement initiatives. When creating the CIP, city departments identify needed improvements and prioritize project implementation. The projected CIP budget for fiscal year (FY) 2021-22 is $284.1 million, including $130.3 million in new appropriations and $153.8 million in ongoing project appropriations from previous years. There are 159 projects in the FY 2021-22 CIP: 20 new projects, 32 potential projects, and 107 ongoing projects. Public Facilities, Parks, Storm Drains, Sanitary Sewer, Streets, and Traffic are the six project types included in the CIP. Principal Engineer Ruble provided an overview highlighting proposed new projects and requests for additional funding for ongoing programs. Motion —Vice Mayor Nagales/Second – Councilmember Flores: To approve Resolution No. 129- 2021 approving the Capital Improvement Program for Fiscal Year 2021-22, approving the appropriations request of $130,302,370, and authorizing city staff to prepare plans and specifications to advertise for construction bids for the projects under this program, by roll call vote: AYES: Councilmembers Coleman, Flores, and Nicolas, Vice Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None; ABSTAIN: None. 20. Report regarding Resolution No. 130-2021 approving the Conference Center Authority (Authority) Fiscal Year (FY) 2021-2022 Budget. (Dean Grubl, South San Francisco Conference Center Executive Director) South San Francisco Conference Center Executive Director Grubl stated that the Conference Center was hit hard during the current fiscal year due to the pandemic. It had affected all our revenue projections for the current year and next. End of FY 2020-21 revenue projections were forecasted to be $1,655,427 and expenditures at $2,287,989. The FY 2021-22 budget included a total revenue projection of $3,846,006 and a total expenditure request of $2,573,958. Also included in the FY 2021-22 budget is a capital project request of $52,000. The fund balance (approximately $2,856,461 at FY 2020-21 year-end) continued to be healthy and indicated the Conference Center could operate and pay its expenses without General Fund subsidies. Motion —Councilmember Nicolas/Second – Councilmember Coleman: To approve Resolution No. 130-2021 approving the Conference Center Authority (Authority) Fiscal Year (FY) 2021-2022 Budget, by roll call vote: AYES: Councilmembers Coleman, Flores, and Nicolas, Vice Mayor Nagales and Mayor Addiego; NAYS: None; ABSENT: None; ABSTAIN: None. 21. Report regarding a resolution authorizing Fiscal Year 2021-2022 Interim Funding for the South San Francisco Conference Center. (Dean Grubl, South San Francisco Conference Center Executive Director) Item not heard REGULAR CITY COUNCIL MEETING JUNE 23, 2021 MINUTES PAGE 9 CLOSED SESSION Entered Closed Session: 8:45 p.m. Resumed from Closed Session: 9:06 p.m. 22.Conference with Real Property Negotiators (Pursuant to Government Code Section 54956.8) Property: 71 Camaritas Avenue, South San Francisco (APN 010-402-240) City Negotiators: Alex Greenwood, ECD Director; Nell Selander, ECD Deputy Director and Julie Barnard, Economic Development Coordinator Negotiating Parties: Camino Royale Investment Corporation and Somil Gandhi Under Negotiations: Price and terms Report out of Closed Session by Mayor Addiego: Council provided direction to negotiators. ITEMS FROM COUNCIL – COMMITTEE REPORTS AND ANNOUNCEMENTS ADJOURNMENT Being no further business Mayor Addiego adjourned the meeting at 9:07 p.m. Respectfully submitted by: Approved by: Cindy Avila Mark Addiego Assistant City Clerk Mayor Approved by the City Council: / / City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-652 Agenda Date:8/25/2021 Version:1 Item #:4. Motion to cancel the Regular City Council meeting of September 22, 2021.(Rosa Govea Acosta, City Clerk) RECOMMENDATION It is recommended that the City Council,by motion,cancel the Regular City Council meeting of September 22,2021,due to the City Council’s attendance at the League of California Cities Annual Conference and Expo in Sacramento. CONCLUSION Cancellation of the September 22,2021,Regular City Council meeting will not result in an adverse effect on City business. City of South San Francisco Printed on 8/20/2021Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-610 Agenda Date:8/25/2021 Version:1 Item #:5. Report regarding a resolution determining the continued existence of an emergency and the need to continue emergency repairs in response to the Sign Hill Diamond Fire.(Greg Mediati,Deputy Director of Parks and Recreation) RECOMMENDATION It is recommended that the City Council adopt a resolution determining the continued existence of an emergency and the need to continue emergency repairs in response to the Sign Hill Diamond Fire. On October 16,2020 at 11:54 a.m.,a fire ignited on Sign Hill originating on the western section of the iconic letters.This was the third day of a regional Red Flag Warning with elevated temperatures,reduced humidity, and a steady easterly wind.The wind pushed the fire quickly to the west across the southern face of the hill through the grasses before spreading into the nearby tree groves.The incident commander realized the fire would grow quickly and structures would be threatened.Additional resources were immediately called to the scene to assist. In total,five alarms of fire apparatus from South San Francisco and nearby agencies responded to the emergency.Additionally,an agreement with the California Forestry and Fire Department (CalFire)was utilized and provided the City with their associated aircraft,hand crews and wildland firefighting equipment for the incident.The fire burned for nearly three hours before being declared under control.Fire crews remained on site for over two days to ensure all hot spots were extinguished and embers would not reignite.Fortunately,the fire was kept to 16 acres and only caused minor property damage to three homes on Mountain Road,and no one was injured,thanks to the fuel load reduction and fire break work completed in recent years and the fire fighters’ great efforts. Immediately after the fire,the City Manager’s Office,Parks and Recreation Department,Fire Department and Public Works/Engineering Department staff met to discuss next steps to prepare the hill for the winter months. On October 22,2020,City Parks and Recreation staff completed a walkthrough and prepared an assessment of the state of the Sign Hill environment and trails to evaluate the scale of fire damage.Based on staff’s assessment,two phases of work were established -short term work to winterize the hill,remove hazards,and make it safe to reopen,and longer term work to expand on the ongoing fuel load reduction and maintain firebreaks on Sign Hill. Due to the emergent nature of the work to prepare Sign Hill for wet weather,and potential debris flows,falling trees,or the potential for future fire due to the buildup of fuel in the form of dead trees and brush,it was determined an emergency declaration was needed to expedite the work. At the November 24,2020 Regular City Council Meeting,the City Council adopted a resolution determining the existence of an emergency as a result of the Diamond Fire,and authorized emergency repairs.These repairs largely include the removal of more than 1,500 trees directly impacted by the Diamond Fire for a contract total not to exceed $900,000.Additionally,the City executed a contract with Acacia Environmental Construction to City of South San Francisco Printed on 8/20/2021Page 1 of 3 powered by Legistar™ File #:21-610 Agenda Date:8/25/2021 Version:1 Item #:5. not to exceed $900,000.Additionally,the City executed a contract with Acacia Environmental Construction to perform immediate slope stabilization and erosion mitigation work on newly exposed and vulnerable sloped areas for a contract total not to exceed $110,559. For historical context,it should be noted that on September 12,2018,the City Council adopted a resolution delegating authority to the City Manager to order any emergency action and enter into necessary contracts pursuant to the provisions and restrictions of Public Contract Code Section 22050. Tree Removals Davey Tree Experts began their work on December 3,2020 focusing on the area near the Ridge Trail known as Seubert Grove.At the time of drafting this report,this portion of the work is largely complete,with only a handful of trees remaining that are of no hazard to trail users.In each work area,the trees being removed are largely being chipped on site to help with slope stabilization or are safely stockpiled for use in restoration efforts on the hill.Some tree trunks of twelve inches or greater in diameter may be left on the ground perpendicular to the slope of the hill.The smaller brush is being removed so as not to serve as potential fuel for the next fire season. This work is in accordance with CalFire forestry guidance. At the time of this report all trails are clear of hazardous trees,with only the Iris Trail remaining closed due to trail conditions.The Iris Trail has steps that need to be repaired,and staff are working on addressing that issue currently.Tree work has begun to shift focus on large dead stands that present a fuel load risk,and trees adjacent to residences on the hill in an effort to abate the impacted and hazardous trees for the dry season.The status of the trails on Sign Hill will be regularly updated,once the steps are repaired,on the City’s webpage under the Sign Hill link for residents to access closure information. Tree work under this emergency declaration is expected to continue through 2021. The month of March marked the beginning of bird nesting season,and Parks staff have gone out to bid and have finalized a contract with Wood PLC,a biologist consultant to survey for nesting birds.Performing bird nest surveys has allowed for work to continue through the nesting season.Wood PLC has conducted preliminary surveys on the week of April 19,2021 and continue to perform subsequent surveys every fourteen days through the end of August 2021,the end of nesting season.Some nesting species were found and these nests will be left undisturbed during the nesting season.Surveying for bird nests during the tree work is required by the Migratory Bird Treaty Act which provides protections to bird habitat.Staff found it necessary to continue work through the nesting season in order to open all trails to the public within a reasonable timeframe, and to reduce the fuel load that still exists on the hill as much as possible prior to the next fire season. Erosion Control Acacia Environmental Construction was contracted to perform the erosion control efforts on December 11, 2020.Staff met with Acacia’s project team on December 14 to discuss the project’s priorities and phases of work.Erosion control work began on December 28,2020,and consisted of installation of check dams in drainage areas and culverts,fiber waddle installation on steep slopes,and hydro-seeding barren areas of the hill with a native seed blend,which in addition to the slope stabilization efforts will help re-establish the hill’s native grassland ecosystem.Additionally,tree stumps and root mass from felled trees are left in place to help with slope stabilization. Mulch from removed trees was also spread to lessen rain impacts. City of South San Francisco Printed on 8/20/2021Page 2 of 3 powered by Legistar™ File #:21-610 Agenda Date:8/25/2021 Version:1 Item #:5. Acacia Environmental Construction completed the erosion control work in early February 2021.The hydro- seeding that was installed has become established,providing crucial stabilization of hillsides and future native habitat for native species. Emergency Continuation Continuation of this emergency is necessary to continue the aforementioned work in response to the Diamond Fire and safely re-open the park as soon as possible.Terminating the work now would leave hundreds of hazardous trees and a significant amount of fuel load in close proximity to homes. As required by Public Contract Code section 22050(c)(1),this emergency tree removal and erosion control project will continue to be placed back on future regular City Council meeting agendas for the Council to review this emergency action and determine whether there is a need to continue the action,until such emergency repairs have been completed and the project terminated.Section 22050 requires the City Council determine the continuance of the emergency by a four-fifths vote.Adoption of the associated resolution authorizes the continuance of the emergency repair work to address the response to the Diamond Fire and related repairs. FISCAL IMPACT Work for the immediate tree work and erosion control measures is estimated to be $1,010,559,though subsequent work is needed to rehabilitate trails and park amenities,and for habitat restoration.Cost estimates for that work are to be determined once tree work is complete.Bird nest surveying for the year of 2021 is a total of $18,988. Currently, funding exists outside of the general fund for this project. RELATIONSHIP TO STRATEGIC PLAN This project will contribute to the City’s Strategic Plan under Priority #2 by helping to create sustainable parks and open space areas, and under Priority #4 by enhancing public safety on and around Sign Hill. CONCLUSION Approving the resolution and adopting the findings will authorize the continuation of emergency repair work to address the hazardous conditions as a result of the Diamond Fire on Sign Hill.Staff recommends that the City Council determines that the emergency continues to exist and the emergency action,undertaken pursuant to the City Manager’s delegated authority, remains necessary. City of South San Francisco Printed on 8/20/2021Page 3 of 3 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-611 Agenda Date:8/25/2021 Version:1 Item #:5a. Resolution determining the continued existence of an emergency and authorizing procurement for emergency remediation work relating to fire damage on Sign Hill in South San Francisco. WHEREAS,on September 12,2018,the City Council adopted a resolution delegating authority to the City Manager to order any emergency action and enter into necessary contracts pursuant to the provisions and restrictions of California Public Contract Code Section 22050; and WHEREAS,on October 16,2020,a multi-alarm grass fire broke out on the western section of the iconic letters at Sign Hill in South San Francisco,where multiple recreational trails are located and frequently used by the public; and WHEREAS,the wind pushed the fire quickly to the west across the southern face of the hill through the grasses and spread into the nearby tree groves,killing hundreds of trees which now pose a public safety hazard; and WHEREAS,the fire burned over 16 acres of land and damaged a significant number of trees and trails; and WHEREAS,although the fire has been contained,the damaged trees have since become a falling hazard and trails remain severely damaged or destroyed,creating an extremely dangerous condition for the public and rendering some of the Sign Hill trails unsafe for trail users, and also certain trails to be closed to the public; and WHEREAS,at the November 24,2020 Regular City Council Meeting,the City Council adopted a resolution determining the existence of an emergency as a result of the Diamond Fire,and authorized emergency repairs including removal of more than 1,500 trees directly impacted by the wildfire; and WHEREAS,in order to remediate such dangerous conditions,City staff retained consultants and contractors to assess the scope of the damage,recommend corrective action,and undertake or contract for a substantial amount of tree removal and trail repair/remediation work in order to restore the trails and other features of Sign Hill to a safe condition as quickly as possible,and to subsequently re-open them to the public; and WHEREAS,pursuant to the aforementioned delegated authority,the City solicited for and executed a contract with Davey Tree Expert Company,for the emergency removal of more than 1,500 damaged or hazardous trees for a contract total not to exceed $900,000; and WHEREAS,in December 2020,the City solicited for and executed a contract with Acacia Environmental Construction,for the emergency mitigation of potential erosion hazards within fire damaged City of South San Francisco Printed on 9/2/2021Page 1 of 3 powered by Legistar™ File #:21-611 Agenda Date:8/25/2021 Version:1 Item #:5a. areas on Sign Hill; and WHEREAS,the dead trees remain in a precarious and dangerous condition for the public and additional emergency mitigation work is still needed to eliminate the dangerous conditions. FINDINGS WHEREAS, the City Council of the City of South San Francisco hereby finds as follows: A.The above recitals are true and correct and incorporated herein by this reference. B.Pursuant to California Public Contract Code Section 20168,public interest and necessity demand the immediate commencement of the above-described work at Sign Hill in South San Francisco and the expenditure of public money for such work to safeguard life, health and property. C.Pursuant to California Public Contract Code Section 22050 and the authority delegated by the City Council on September 12,2018,and based on substantial evidence presented by the circumstances of the Sign Hill fire and City staff’s assessments,including but not limited to those from the City’s Fire,Police, and Parks &Recreation Departments,the staff report prepared concerning this resolution,and as set forth in this resolution,the City Manager would continue to be authorized to order emergency tree removal,trail repair and related work for the hazardous and threatening conditions at Sign Hill in South San Francisco. D.Terminating the above-described emergency work and let the remaining work at Sign Hill to competitive bidding would jeopardize public health,safety and welfare;risk additional damage to public and private property;and result in the public incurring additional expense,including,but not limited to, additional expense due to delay and further damage,due to the dangerous conditions of the falling trees and damage to trails and other features of the Sign Hill area and such work is necessary to respond to the emergency conditions at Sign Hill.Therefore,it remains that competitive bidding of such work would not produce an advantage for the public. E.Based on evidence presented in the record,the above-described emergency work continues to be statutorily exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15269, subparagraphs (b) and (c). NOW,THEREFORE,the City Council of the City of South San Francisco hereby does resolve,by at least a four-fifths vote, as follows: 1.The above recitals and findings are true and correct and hereby declared to be findings of the City Council of the City of South San Francisco. 2.The emergency conditions at Sign Hill in South San Francisco continue to exist and threaten public health,welfare and safety;thus,emergency repair work continues to be necessary to address the hazardous and threatening conditions of the falling trees and destructed trail improvements.The emergency work described in this resolution continues to be exempt from California Public Contract Code competitive bidding requirements pursuant to California Public Contract Code Sections 20168 and 22050. 3.The City Council continues to authorize City staff to procure contracts for the emergency work City of South San Francisco Printed on 9/2/2021Page 2 of 3 powered by Legistar™ File #:21-611 Agenda Date:8/25/2021 Version:1 Item #:5a. 3.The City Council continues to authorize City staff to procure contracts for the emergency work described in this resolution and the City Manager to execute such contracts on behalf of the City, as approved to form by the City Attorney,and to take any other related action necessary to further the intent of this Resolution. 4.City staff is directed,in accordance with California Public Contract Code Section 22050(c)(1), to place on future regular agendas of the City Council an item concerning the emergency work authorized pursuant to this resolution so that the City Council may determine,by at least a four- fifths vote,whether there is a need to continue the emergency work described above or whether such work may be terminated. 5.This resolution shall become effective immediately. 6.Each portion of this resolution is severable.Should any portion of this resolution be adjudged to be invalid and unenforceable by a body of competent jurisdiction,then the remaining resolution portions shall be and continue in full force and effect,except as to those resolution portions that have been adjudged invalid.The City Council hereby declares that it would have adopted this resolution and each section,subsection,clause,sentence,phrase and other portion thereof, irrespective of the fact that one or more section,subsection,clause sentence,phrase or other portion may be held invalid or unconstitutional. ***** City of South San Francisco Printed on 9/2/2021Page 3 of 3 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-614 Agenda Date:8/25/2021 Version:1 Item #:6. Report regarding a resolution approving amendments to the City Council Procedures and Protocols Handbook (Rosa Govea Acosta, City Clerk and Sky Woodruff, City Attorney) RECOMMENDATION It is recommended that the City Council adopt a resolution approving the amendments to the City Council Procedures and Protocols Handbook (Handbook). BACKGROUND/DISCUSSION The City Council periodically updates the handbook to reflect current Council policy and legislation changes. The handbook was last updated on November 30,2016.At the special meeting of the City Council on July 26, 2021,the City Council reviewed proposed amendments to the City Council Procedures and Protocols handbook and provided direction on additional changes.A redline version of the handbook and appendices are included as an attachment for review. Handbook Purpose The purpose of the handbook is to outline the fundamental responsibilities of the City Council members.The city intends for the handbook to orient new Council Members and serve as a point of reference in the event questions arise.The handbook is not all-inclusive,nor does the city intend for it to supersede any local,state,or federal laws. The city intends for the handbook to be a dynamic document, and it will be amended as needed. CONCLUSION Upon review of the revisions set forth,it is recommended that the City Council approve the amendments to the City Council Procedures and Protocols Handbook. Attachments 1.2021 City Council Procedures and Protocols Handbook and appendices (redline version) City of South San Francisco Printed on 8/20/2021Page 1 of 1 powered by Legistar™ CITY OF SOUTH SAN FRANCISCO CITY COUNCIL PROCEDURES AND PROTOCOLS HANBOOK Prepared by: Office of the City Clerk Rosa Govea Acosta Updated: 08/25/2021 1 | Page South San Francisco City Council Procedures and Protocols Handbook Table of Contents INTRODUCTION............................................................................................................. 4 Mission Statement ........................................................................................................... 4 Core Values ..................................................................................................................... 4 CITY COUNCIL ............................................................................................................... 5 Core Responsibilities....................................................................................................... 5 Council Conduct .............................................................................................................. 5 Newly Elected Members ................................................................................................. 6 Council Reorganization ................................................................................................... 6 Mayor .............................................................................................................................. 6 Vice-Mayor (Mayor Pro-Tempore) ................................................................................. 6 Presiding Officer ............................................................................................................. 6 Seating ............................................................................................................................. 7 Administration of Oaths .................................................................................................. 7 Subpoenas........................................................................................................................ 7 Councilmember Obligation as to Continued Matters ...................................................... 7 Absences from Council Meetings ................................................................................... 7 Council Committees ........................................................................................................ 8 Compensation of Councilmembers ................................................................................. 8 Council Mail .................................................................................................................... 8 Staff Assistance ............................................................................................................... 9 Council Conduct with staff ........................................................................................... 10 Equipment and Supplies provided to Councilmembers ................................................ 10 Requests to add items to the Agenda, Ordinances, or Legal Opinions ......................... 10 City Seal ........................................................................................................................ 11 CONCURRENT ROLES ............................................................................................... 11 Successor Agency to the Redevelopment Agency ........................................................ 11 Recreation and Park District ......................................................................................... 11 Willow Gardens Parks and Parkways Maintenance District ......................................... 12 South San Francisco Public Facilities Financing Authority ......................................... 12 CONFLICT OF INTEREST .......................................................................................... 12 BROWN ACT.................................................................................................................. 12 2 | Page South San Francisco City Council Procedures and Protocols Handbook Permitted Closed Sessions ............................................................................................ 14 MEETINGS ..................................................................................................................... 15 Quorum.......................................................................................................................... 16 Regular Meetings .......................................................................................................... 16 Special Meetings ........................................................................................................... 16 Emergency Meetings ..................................................................................................... 16 Adjourned Meetings ...................................................................................................... 17 Closed Sessions ............................................................................................................. 17 Study Sessions ............................................................................................................... 17 Teleconference Meetings .............................................................................................. 17 Virtual Meetings ............................................................................................................ 19 Meeting Cancellation .................................................................................................... 19 CONDUCT OF MEETINGS ......................................................................................... 19 Agenda Order ................................................................................................................ 19 Call To Order and Roll Call ......................................................................................... 20 Order of Business ......................................................................................................... 20 Continued Items ........................................................................................................... 20 Introduction of Items after 11:00 p.m. .......................................................................... 20 Presentations.................................................................................................................. 20 Councilmember Participation ........................................................................................ 20 Public Participation ....................................................................................................... 21 Decorum ........................................................................................................................ 22 Smoking Prohibited ....................................................................................................... 23 COUNCIL ACTIONS .................................................................................................... 24 Proclamations ................................................................................................................ 24 Commendations/Certificates of Recognition ................................................................ 24 Ordinances ..................................................................................................................... 24 Resolutions .................................................................................................................... 24 Motions.......................................................................................................................... 25 Minute Orders ............................................................................................................... 25 Finality of Administrative Actions ................................................................................ 25 MINUTES ........................................................................................................................ 25 3 | Page South San Francisco City Council Procedures and Protocols Handbook BASIC PROCEDURES – MAIN MOTIONS .............................................................. 26 PARLIAMENTARY PROCEDURE MOTIONS ........................................................ 26 Processing of Motions ................................................................................................... 26 Precedence of Motion.................................................................................................... 26 Types of Motions/Purpose ............................................................................................ 27 Division of Question ..................................................................................................... 29 Robert’s Rules of Orders ............................................................................................... 29 Parliamentarian.............................................................................................................. 30 VOTING .......................................................................................................................... 30 Disqualification ............................................................................................................. 30 Tie Votes ....................................................................................................................... 30 Voting Requirements for Specific ................................................................................. 30 PUBLIC HEARINGS ..................................................................................................... 31 BOARD AND COMMISSIONS .................................................................................... 32 Procedures for Making Appointments and Reappointments......................................... 33 Procedures for Granting Emeritus Status ...................................................................... 34 Council of Cities/City Selection Committee ................................................................. 35 POLICY ON EXPRESSION OF CITY OR COUNCIL POSITIONS ...................... 35 POLICY ON COMMUNITY FUNDING ..................................................................... 36 POLICY ON DEDICATION OF PUBLIC FACILITIES .......................................... 36 APPENDIX .......................................................................................................................... Appendix 1: Selection of Mayor and Vice-Mayor/Council Reorganization……….….37 Appendix 2: Guide to Conducting Meetings................................................................. 38 Appendix 3: City Council Expense Reimbursement Forms…………………………...39 Appendix 4: Summary of Elected Officials Benefits .................................................... 40 Appendix 5: City Council Policy for use of telecommunication equipment ................ 41 Appendix 6: Solicitation of Donations .......................................................................... 42 Appendix 7: Staff Liaisons to Boards and Commissions .............................................. 43 Appendix 8: Board and Commission Roster ................................................................. 44 Appendix 9: Commissions, Boards, and Committees Application Process .................. 45 Appendix 10: City Council’s Reimbursement policy ................................................... 46 4 | Page South San Francisco City Council Procedures and Protocols Handbook INTRODUCTION The City of South San Francisco is a municipal corporation. South San Francisco is a general law city, established pursuant to California law, with a City Council-City Manager form of government. In order to collect and clarify its procedures and policies, and as provided by Government Code Section 36813, the City Council establishes this handbook. The Handbook is intended to assist Councilmembers in carrying out their roles, as well as to provide useful information to prospective Councilmembers and other interested citizens. Through agreement of the City Council and staff to adhere to these practices, the effective administration of City Council affairs is greatly enhanced. Councilmembers will be provided a copy of and be familiar with the Handbook. The City Council will conduct its meetings in accordance with the guidance in the Handbook. The City Clerk shall be responsible for the maintenance of the Handbook and for making it available to the public. It is anticipated that this Handbook will be reviewed at least biennially, in order to reflect either changes in the law or City Council procedure or policy. This handbook is not intended to be a legal statement, and is not written in legal term MISSION STATEMENT The City of South San Francisco’s mission is to provide a safe, attractive, and well-maintained city through excellent customer service and superior programs, and a work ethic that will enhance the community’s quality of life. To that end, we will strive to nurture a partnership with the community by recruiting a diverse and highly skilled workforce, being an active partner in quality education, and attracting and retaining a prosperous business community, all of which will foster community pride and understanding. CORE VALUES The City and Employees of South San Francisco value our role in providing service to one another and the community. As an organization, we are committed to: • Strengthening each other and the organization through dedication and teamwork. • Recognizing and respecting diversity and encouraging opinions of the community and workforce. • Excellence in Service. • Encouraging creativity and supporting problem-solving. • Accepting responsibility and accountability. • Demonstrating integrity and honesty in all aspects of service. • P romoting and maintaining open and constructive communication. • Encouraging skill development and professional growth. 5 | Page South San Francisco City Council Procedures and Protocols Handbook CITY COUNCIL South San Francisco is a general law city. As a general law city, South San Francisco derives its authority from and is subject to the general laws of the State of California. Its authority to regulate is limited to those powers authorized by the State of Constitution and laws adopted by the State Legislature. South San Francisco has a five-member City Council formally elected at large to four-year terms on a staggered biennial basis. Councilmember terms are staggered so that a measure of continuity is maintained in the transition from one City Council to the next. In November 2020, voters elected Councilmembers for Districts 2 and 4. In November 2022, voters will elect Councilmembers for Districts 1, 3, and 5, pursuant to Government Code Sections 34486 and 34871 and Chapter 2.16 of the Municipal Code. CORE RESPONSIBILITIES All members of the City Council, including those serving as Mayor and Vice-Mayor, have equal votes. No Council Member has more power than any other Council Member, and all should be treated with equal respect. All Council Members: ∗ Demonstrate honesty and integrity in every action and statement. ∗ Comply with both the letter and spirit of the laws and policies affecting the operation operations of government. ∗ Serve as a model of leadership and civility to the community. ∗ Inspire public confidence in South San Francisco government. ∗ Work for the common good, not personal interest. ∗ Prepare in advance of Council meetings and be familiar with issues on the agenda. ∗ Fully participate in City Council meetings and other public forums while demonstrating respect, kindness, consideration, and courtesy to others. ∗ Participate in scheduled activities to increase Council effectiveness. ∗ Review Council procedures, such as these Council Protocols, at least annually. ∗ Represent the City at ceremonial functions at the request of the Mayor. ∗ Be responsible for the highest standards of respect, civility and honesty in ensuring the effective maintenance of intergovernmental relations. ∗ Respect the proper roles of elected officials and City staff in ensuring open and effective government. ∗ Provide contact information to the City Clerk in case an emergency or urgent situation arises while the Council Member is out of town. COUNCIL CONDUCT Councils are composed of individuals with a wide variety of backgrounds, personalities, values, opinions, and goals. Despite this diversity, all have chosen to serve in public office in order to improve the quality of life in the community. In all cases, this common goal should be acknowledged even as Council may "agree to disagree" on contentious issues. 6 | Page South San Francisco City Council Procedures and Protocols Handbook NEWLY ELECTED MEMBERS Newly elected Council Members are sworn into office generally at a special meeting in December following a regular municipal election. Newly elected members of a legislative body who have not yet assumed office must conform to the requirements of the Brown Act as if already in office. Thus, meetings between incumbents and newly elected members of a legislative body, such as a meeting between two outgoing members and a member-elect of a five-member body, could violate the Brown Act (California Government Code Section 54952.1). Immediately upon election (even before being sworn into office), newly elected Council Members are subject to the provisions of the Brown Act. A reception is traditionally held immediately following the reorganization meeting. COUNCIL REORGANIZATION The city council shall meet at least annually to choose one if its members as Mayor and one of its members as Vice-Mayor. The meeting to determine organization or reorganization of the City Council (i.e., selection of Mayor and Vice-Mayor) shall be held on the Tuesday that immediately precedes the Wednesday of the first regularly scheduled meeting of the City Council in December, unless the Mayor or City Council select a different date. In years in which a regular City Council election occurs, the reorganization shall follow certification of the election results. MAYOR The City utilizes a mayoral rotation system in order to determine which Councilmembers shall be chosen to serve a Mayor and Vice-Mayor. The Mayor is elected during the Council reorganization. This is the first order of business. Usually, in recent times, the former Vice- Mayor has been elected Mayor. Appendix 1: Example of the process and order of the reorganization meeting. The Mayor is the official head of the City of South San Francisco for all ceremonial purposes. The Mayor is entitled to vote on all matters but does not possess any veto power. The Mayor signs all ordinances and approved minutes for all City Council meetings. The Mayor must execute such documents as directed by vote of the Council. Appendix 2: Sample guide to conducting Council meetings. VICE-MAYOR (MAYOR PRO TEMPORE) The Vice-Mayor is elected from those on the Council after the election of the Mayor during the same meeting. In the absence of the Mayor, the Vice-Mayor possesses the powers and performs the duties of the Mayor. PRESIDING OFFICER The Mayor presides at all Council meetings. In the absence of the Mayor, the Vice-Mayor is the presiding officer. If both the Mayor and Vice-Mayor are absent, the remaining Councilmembers 7 | Page South San Francisco City Council Procedures and Protocols Handbook select a presiding officer. The presiding officer should preserve strict order and decorum at all meetings. The presiding officer votes on all questions as do other members of the Council. The presiding officer determines all points of order, subject to the right of any member to appeal to the Council. If any appeal is taken, the question is "Shall the decision of the presiding officer be sustained?" A majority vote sustains the presiding officer's determination. Otherwise, the ruling is reversed. If in doubt on a point, the presiding officer may submit the question to the Council, in which case a majority vote prevails. SEATING The Mayor always sits in the middle seat at all formal Council meetings. The Vice-Mayor always is seated immediately on the right side next to the Mayor. ADMINISTRATION OF OATHS The Mayor may require any person addressing the Council to be sworn as a witness and to testify under oath, and must so require if directed to do so by a majority of the Council. The Mayor may administer oaths. This rarely occurs. Appeals and revocation hearings are the most likely instances when testimony is taken under oath. Appendix 3: Oath SUBPOENAS The Council has the power and authority to compel the attendance of witnesses, to examine them under oath and to compel the production of evidence. Subpoenas signed by the Mayor and attested by the City Clerk may be issued in the name of the City. Disobedience of a subpoena or the refusal to testify on other than constitutional grounds may be deemed contempt. COUNCILMEMBER OBLIGATION AS TO CONTINUED MATTERS Any matter may be continued to a subsequent meeting. When a Councilmember is absent from an earlier meeting at which a matter is discussed and that matter is continued, it is the duty of that member to become acquainted with the issues discussed by reviewing relevant documents, reading any available minutes and, if possible, listening to or viewing the recording of the meeting. ABSENCES FROM COUNCIL MEETINGS On occasion a Councilmember cannot attend a Council meeting. Whenever a Councilmember knows in advance that he or she will be absent from a Council meeting, it is the responsibility of that member to notify the City Manager and City Clerk as soon as possible of the impending absence. California Government Code Section 36513 provides that if a Councilmember is absent from all regular City Council meetings without permission for sixty (60) days consecutively from the last regular meeting attended, (or seventy (70) days if the Council meets once a month), the seat held 8 | Page South San Francisco City Council Procedures and Protocols Handbook by that Councilmember becomes vacant. The law is silent about the basis for granting or denying permission to be absent. Such a determination is left to the Council as a whole. COUNCIL COMMITTEES The Council may organize among its members such standing committees of two members as it may determine useful, each of which shall act as a fact-finding committee for the purpose of considering all available information on proposed legislation or matters of policy referred to it and shall make recommendations to the Council as a whole. The Mayor shall assign each Councilmember to various standing committees. Members are appointed in January of each year. Participation and attendance at those committee meetings is important. Continued absences from meetings without good cause may result in removal from a committee at the discretion of the Mayor, taking into consideration advice from other committee members. From time-to-time ad hoc committees may be organized by the Mayor to address special concerns which may be of short duration. Additionally, each Councilmember may be assigned by the Mayor as liaison to various boards, committees and commissions, and other public agencies or quasi-public agencies. It is the prerogative of the Mayor, taking into consideration relative length of Council service, individual Councilmember preference and equivalency, to assign individual Councilmembers to various committees. COMPENSATION OF COUNCILMEMBERS Each member of the City Council receives a monthly salary as provided for in Chapter 2.12 of the Municipal Code, Government Code Section 36516, as amended. Salaries are payable at the same time and in the same manner as salaries are paid to other officers and employees of the City. The established salaries are exclusive of any amount payable to each member of the Council as reimbursement for actual and necessary expenses incurred in the performance of official duties for the City. Appendix 10: City Council’s Reimbursement policy. Councilmembers are members of the Public Employees’ Retirement System and also receive Social Security coverage during their term of office. They also are provided with various insurance benefits. (Appendix 4: Summary of benefits) Attendance at pertinent meetings, conferences or seminars will be reimbursed in the same manner as for city employees. COUNCIL MAIL Except when mail is marked “confidential”, the City Manager is authorized to receive and open all mail addressed to Councilmembers, and to give it immediate attention. Mail specifically marked “personal” or “confidential” will be transmitted to the Councilmembers unopened. 9 | Page South San Francisco City Council Procedures and Protocols Handbook Administrative business referred to in mail opened by the City Manager and not requiring Council action is promptly attended to and Councilmembers are informed of both the issue and its disposition. Any communication relating to a matter coming or pending before the Council will be included in the agenda packet for the meeting at which the item is to be considered. STAFF ASSISTANCE Governance of a City relies on the cooperative efforts of elected officials, who set policy, and City Staff, which analyze problems and issues, make recommendations, and implement and administer the Council’s policies. Therefore, every effort should be made to be cooperative and show mutual respect for the contributions made by each individual for the good of the community. In order to effectively discharge the responsibilities of elected office, Councilmembers are entitled to receive assistance from city employees. It is the role of Councilmembers to pass on concerns and complaints on behalf of their constituents. It is not, however, appropriate to pressure staff to solve a problem in a particular way. It is also recognized that under the Council/Manager form of government, the City Manager has the responsibility of day-to-day affairs of the City, consistent with established Council policy. Requests and questions of City staff should be directed only to the City Manager or designee. The City Manager should be copied on any request to Department Heads. Council Members should not set up meetings with department staff directly, but work through the City Manager’s Office. Routine, easily retrievable information will be provided to a requesting Councilmember as expeditiously as possible. The Mayor in consultation with the City Manager, shall Any request, which would require more than one hour of staff time to research a problem or prepare a response, will need to be approved by the full council to ensure that staff resources are allocated in accordance with overall council priorities. Once notified that a request for information or staff support would require more than one hour, the Council Member may request that the City Manager place the request on an upcoming Council agenda or request consent from the Council at an upcoming Council meeting during Council/Comment requests portion of the meeting. Councilmembers are not permitted to direct the activities of city staff. Avoid any staff interactions that may be construed as trying to shape staff recommendations. Council Members shall refrain from coercing staff in making recommendations to the Council as a whole. All critical comments about staff performance should only be made to the City Manager through private correspondence or conversation. Councilmembers serving on intergovernmental bodies receive the assistance of staff assigned by the City Manager. The primary responsibility of assigned staff is to review issues before the 10 | Page South San Francisco City Council Procedures and Protocols Handbook intergovernmental body as they may affect the City and advise and assist the Councilmember in presenting issues. Requests for assistance for speech and correspondence preparation should be made through the City Manager. Administrative assistance is made available for the preparation of written materials. Each member of the Council is given equal consideration. However, since it is the Mayor's responsibility to correspond with persons and organizations on behalf of the City, the correspondence work of the Mayor is given priority. Correspondence to political organizations or persons in support of pursuit of political office is not to be prepared using city resources. COUNCIL CONDUCT WITH STAFF Treat All Staff as Professionals: Clear, honest communication that respects the abilities, experience, and dignity of everyone is expected. As with Council colleagues, practice civility and decorum in all interactions with City staff. Do Not Attend Staff Meetings Unless Requested by Staff: Even if the Council Member does not say anything, the Council Member’s presence may imply support, show partiality, intimidate staff, or hampers staff’s ability to do its job objectively Political Support from Staff During Elections: During the time period between the close of the candidate filing period and the related election, certain guidelines apply. First, staff shall not, except as provided herein, compile or distill information in response to request for information from a candidate for elective city office including a sitting elected official. Second, Councilmembers and other elected city officials may continue to request information that requires the creation of new documents or distillation of data if the request for such data is presented to and approved by the Council. Third, any public information provided to a candidate for an elected city office shall be provided to all candidates for that office. In addition, some professionals (e.g., City Manager and the Assistant City Manager) have professional codes of ethics, which preclude politically partisan activities or activities that give the appearance of political partisanship. Responses to a Councilmember’s request for information shall be distributed to all Councilmembers. EQUIPMENT AND SUPPLIES PROVIDED TO CITY COUNCIL The City provides Councilmembers with a computer, cellular telephone, iPad and a credit card. The City Council should use city-provided equipment consistent with the City Council policy for use of telecommunications equipment. Appendix 5: City Council Policy for use of telecommunication equipment. City issued credit cards shall only be used for city expenses. Councilmembers should submit receipts for their expenditures to the City Manager’s office and should make a notation as to the nature of the expense. The City will not reimburse Councilmembers for the cost of attendance to any political event. 11 | Page South San Francisco City Council Procedures and Protocols Handbook REQUESTS FOR AGENDA ITEMS OR FOR ORDINANCES OR LEGAL OPINIONS To ensure all Council Member views are represented, council agendas contain sections titled "Council Comments/ Requests" and “Items from Council – Committee Reports and Announcements”. These portions of the meeting allow any Council Member to request an agenda item for a future meeting and allow the City Council to have a short discussion on the request (but not on the substance of the item). Any request must include an explanation of the issue and the goal of the proposed Council discussion. If a majority of the Council Members indicate support for the request at that time, then the item shall be placed on a future agenda. Upon support for the request, the Council will provide direction to staff on information that is desired to be presented when the item is placed on a future agenda. Requests by Councilmembers to have items included on the agenda should be made to the City Manager. Any Councilmember may request the City Manager or the City Attorney prepare a proposed ordinance. Any Councilmember may request a written legal opinion from the City Attorney directly, or may make the request through the City Manager. All proposed ordinances or written legal opinions will be distributed to all members of the Council so that all Councilmembers may be fully informed of city matters. A Councilmember with a conflict of interest on the particular issue shall not be provided a copy of the opinion or ordinance. CITY SEAL The term "city seal" is used to refer to two different items: the official corporate seal and the city logo which appears on business cards, letterhead, and so forth. The corporate seal, which is in the custody of the City Clerk, is a stamp which leaves a visible and tactile impression upon a document. The seal is circular, has a two-inch diameter and the words "Seal of the City of South San Francisco Incorporated September 19, 1908". Use of the corporate seal is mostly a matter of custom and ceremony. The city logo appears frequently and is what most people identify as the city seal. It is circular, exists in a variety of sizes, says "City of South San Francisco California" and has a detailed rendering of city scenes in the center. It is used to associate items and materials with the City and is not to be used in any manner which would imply the official sanction of the City when such is not the case. For other than official city business or city-related activities, the logo/seal may not be used to imply that a user represents or is in any way officially associated with the City except by specific written authorization of the City Manager. 12 | Page South San Francisco City Council Procedures and Protocols Handbook CONCURRENT ROLES Members of the City Council serve as members of other entities operating on behalf of South San Francisco. Successor Agency to the Redevelopment Agency The former Redevelopment Agency was established in 1979 and dissolved on February 1, 2012. Pursuant to Assembly Bill x1 26 (“AB 26”), which amended provisions of the State’s Community Redevelopment Law (Health and Safety Code sections 330000 et seq.) (“Dissolution Law”), the members of the City Council serve as the members of the Successor Agency to the former Redevelopment Agency of the City of South San Francisco (“Successor Agency”). Dissolution defines the roles and duties of the Successor Agency. Recreation and Park District Originally established in 1950 as the Park, Recreation and Parkway District, this entity was reorganized as the Recreation and Park District in 1961 in conformance with Public Resources Code Section 5780 et seq. The City Council serves as the board of directors, which may organize, promote, conduct and advertise programs of community recreation, establish, maintain and operate recreation centers, parks and parkways, and provide transportation services. Willow Gardens Parks and Parkways Maintenance District The City Council is the governing body for the City’s share of the property tax allocated towards the Willow Gardens Parks and Parkways Maintenance District, and the City Council serves as the board of directors of this district. South San Francisco Public Facilities Financing Authority The City Council is the governing body of the authority. The authority shall be a public entity separate from the City and Parking Authority as established in the joint exercise of powers agreement, which may assist in the financing and refinancing of capital improvement projects of the members and other activities of the members as permitted. CONFLICT OF INTEREST The City is required to adopt a Conflict-of-Interest Code, which is reviewed every two (2) years and amended when circumstances change. (Government Code Sections 87300-87313), Councilmembers are prohibited by law (1) from having a financial interest in contracts made by them in their official capacity or by the Council (Government Code Section 1090 et seq.) and (2) from making, participating in making, or in any way attempting to use their official positions to influence a governmental decision in which they know or have reason to know they have a financial interest. (Political Reform Act, Government Code Section 87100 et seq.) Contracts entered in violation of conflict-of-interest provisions are void, and financial penalties are imposed for the failure to disclose. Whenever the Council is about to commence consideration of a matter and a member has or has reason to believe he or she has a conflict of interest, the reason must be disclosed on the record, a statement of intent to abstain must be made, and the Councilmember must leave the Council 13 | Page South San Francisco City Council Procedures and Protocols Handbook seating area and refrain from participation on the item. Once a year, and within thirty (30) days of assuming office, Councilmembers must file disclosure statements indicating potential conflicts of interest for both the Councilmember and the Councilmember’s spouse and dependent children. Councilmembers unsure about potential conflicts are encouraged to discuss such issues with the City Attorney in advance of the Council meeting for which the item is scheduled. While the City Attorney will advise Councilmembers on conflict-of-interest issues, only the Fair Political Practices Commission, by written letter, can confer immunity from subsequent enforcement action. Councilmembers may occasionally desire to assist in soliciting donations on behalf of a city- sponsored event. In such circumstances, the Councilmember and Council should follow the process set forth in California Code of Regulations Section 18944.2. Appendix 6: Solicitation of Donations. BROWN ACT The Brown Act, (Government Code Section 54950 et seq.) authored by Assemblyman Ralph D. Brown in 1953, focuses on keeping the public business in the public's eye and governs many of the processes which must be followed with regard to notices, agendas, and the conduct of meetings. It attempts to strike a balance between public access to the activities of a public body and the need for candor, debate and information gathering. With few exceptions, the law provides that all the deliberative processes be open and available for public scrutiny. It defines meetings broadly as a gathering of a quorum where business is discussed or transacted. An informal gathering, such as a social event, is not a meeting unless official business is discussed. Among Councilmembers, a series of telephone calls, emails or texts, a conference call, mass emailing or texting or any other informal session in which substantive matters are discussed, may constitute a meeting under the Act. A series of telephone calls, emails or texts, either by one Councilmember to all of the others or one by each Councilmember as a link in a chain may be determined to be a meeting if substantive matters are discussed. As part of the notice requirements, the Brown Act requires the posting of an agenda, at least seventy-two (72) hours prior to a regular meeting, containing a brief general description of each item of business to be transacted. As of January 1, 2019, Assembly Bill 2257 (“AB 2257”) requires online posting of an agenda for a meeting. No action may be taken on any item not appearing on the posted agenda. "Action taken" is defined as a vote, collective decision, commitment or promise by a majority of the body. According to the Attorney General, an item which is merely discussed, with no decision as to how the matter should be resolved, would not constitute taking action. Similarly, brief discussions of procedural or preliminary matters which are not substantive in nature (e.g. instruction to staff to report back, scheduling of meetings and items) are not prohibited. A standing committee of the City Council is also subject to the Brown Act notice requirements. 14 | Page South San Francisco City Council Procedures and Protocols Handbook There are several exceptions to the agenda requirement. First, action may be taken on a matter determined to be an emergency. Second, if at least two-thirds of the Councilmembers (i.e. effectively four members) approve, an item may be included on the agenda if the need to take action arose after the agenda was posted. Or, if less than two-thirds of the Councilmembers are present, a unanimous vote of those present is needed to include the item that requires immediate action. Third, action may be taken on an item which was previously posted in connection with a meeting which occurred no more than five (5) days prior, provided the prior meeting was adjourned to the new date. Under the Brown Act, the Mayor or three members of City Council may call a special meeting by providing twenty-four (24)-hour advance notice to all the Councilmembers and to all media representatives who have requested notice in writing. The notice may be delivered personally or by any other means. The notice must state the time, place, and business to be transacted with an opportunity for the public to address the Council on that item. The notice must be posted in a public and freely accessible location. No other business may be considered at a special meeting. Emergency meetings may be held if there is a work stoppage or other activity which severely impairs public health, safety or both, or if there is a crippling disaster. The twenty-four (24)- hour notice and posting is not required in such situations; however, newspapers radio and television stations must be notified at least one (1) hour prior to the meeting if telephone service is still available. Closed sessions are permitted in a limited number of instances, subject to specific rules and regulations. Though closed sessions are permitted, they must be included on the regular or special meeting agenda with a brief description of the matters to be discussed. Specific language to describe the actions to be discussed is statutorily defined and, when used, ensures compliance with the Brown Act. (See Government Code Sections 54954.5; 54956 et. seq.; 54957 et. seq.) Closed session may not occur in an “emergency meeting” unless agreed to by a two-thirds vote of the Councilmembers present (i.e. four members), or, by a unanimous vote if less than two- thrids of the Councilmembers are present. (Gov. Code § 54956.5(c)). Permitted Closed Sessions A summary listing of permitted closed session items under the Brown Act include: 1. License applicants with criminal records 2. Real Estate Negotiation 3. Conference with Legal Counsel on Initiation of Existing and Anticipated Litigation 4. Liability Claims 5. Threats to Public Services or Facilities (public security) 6. Personnel Matters (public employee appointment, termination, discipline, etc.) 7. Labor Negotiations The Brown Act requires the disclosure of certain items decided in closed session meetings. Minutes may be taken during closed session but they are not considered part of the public record. If there is an approval of agreements concluding real estate negotiations and the City finalizes 15 | Page South San Francisco City Council Procedures and Protocols Handbook the agreement, the report given in open session, during the same meeting, must include the approval action taken, a voting tally and the substance of the agreement. If the other party finalizes the agreement, it must include the same information but is given as soon as the other party informs the City of its approval. In an approval of a litigation defense, appellate review or amicus curiae participation, the report must include the approval action, adverse parties (when known), litigation substance and the voting tally. The approval is reported in open session, during the same meeting. If approval to initiate or intervene in litigation is granted, the report given in open session during the same meeting, must include the decision to take action and intended action to be taken. After the action has started and if the disclosure does not jeopardize the City’s legal position the disclosure given only upon inquiry, must include the approval action, the voting tally, defendant(s) and the substance of the litigation. If the City’s ability to affect service or to conclude existing settlement negotiations would be compromised by disclosure, the City does not have to do so until the conclusion of the matter. When the matter is concluded, the City must disclose, only upon inquiry, the same as above. When pending litigation settlements are approved, if the City finalizes a signed settlement offer, the report given in the open session, during the same meeting, must include the acceptance action, the voting tally, and the substance of the agreement. If the other party or a court must finalize the agreement, the disclosure occurs when the settlement is finalized, and includes the same information. With a disposition of Joint Powers Agency claims, the report includes a voting tally, the name of the claimant, the name of the local agency claimed against, the substance of the claim and the monetary amount approved for payment (if any). The report is made as soon as the disposition is reached. For actions affecting the employment status of public employees, twenty-four (24) hours before the meeting the employee must be informed of the charges, and of the right to hear the charges in open session. When a decision is reached in closed session, the report must include action taken that affects the employment status, the voting tally and the title of the position. If the action taken is a dismissal or a nonrenewal of a contract, the report will be deferred until the employee has an opportunity to exhaust all administrative remedies. Otherwise, the report will be given in the open session, during the same meeting. For agreements concluding labor negotiations, the report is required after the agreement is finalized and ratified. The report must include the item approved, the voting tally, and the other party. Violation of the provisions of the Brown Act can result in criminal penalties, the imposition of civil remedies, and the award of attorney's fees. Attendance at a meeting at which a violation occurs and action is taken when there is knowledge by the official that a violation is occurring, can result in misdemeanor liability. The available civil remedies are injunction, mandamus or declaratory relief, as well as allowing recordings of closed sessions. The remedies are designed to prevent further or future violations and do not require knowledge or action be taken. Before a 16 | Page South San Francisco City Council Procedures and Protocols Handbook suit can be initiated, however, the complainant must make a written demand to the City Council to correct or cure the violation, and the Council must fail to do so. An action taken by the Council during a time of alleged Brown Act violations is not automatically null and void. If the actions were in "substantial compliance" with the law, or if they related to the sale of bonds or the issuance of contracts, those actions would still be valid. If a violation is found and attorney's fees are awarded, the award is against the City and not against the individuals who violated the law. If someone brings an action against the City and the City prevails or the action is determined to be frivolous and without merit, the City may be awarded its attorney's fees. For a more detailed discussion of Brown Act provisions and requirements including relevant case law, please refer to the publication prepared by the First Amendment Coalition, a copy of which is available for review in the City Council’s Office. The publication referenced herein is for information purposes only and does not impose any obligations on the City Council that do not otherwise exist under California law. MEETINGS The City Council holds various types of meetings. All meetings of the City Council (except closed sessions held pursuant to state law) are open to the public. Quorum A majority of the Council in office constitutes a quorum for the transaction of business, but a lesser number may adjourn from time to time and may compel by a notice the attendance of absent members refusing or neglecting to attend meetings under Government Code Section 36813. Disobedience of the notice may be punished at the discretion of the Council by a fine. The notice may be by any means giving actual notice to appear and may be given by the City Clerk or any person authorized by the Council. When there is no quorum, the Mayor, Vice-Mayor, or any Councilmember may adjourn a meeting, or if no Councilmember is present, the City Clerk may adjourn a meeting. Regular Meetings Regular meetings are held on the second and fourth Wednesdays of each month at 6:00 p.m. in the Council Chambers of the Municipal Services Building, 33 Arroyo Drive, South San Francisco, CA. In the event it becomes necessary to change the place of the meeting, public notice must be given by posting the change at the entrance to the regular meeting place. Whenever any regular meeting falls on a public holiday, the regular meeting is held on the following business day. The Successor Agency meets the second Wednesday of each month, in the same location, starting at 6:30 p.m. 17 | Page South San Francisco City Council Procedures and Protocols Handbook Special Meetings A special meeting may be called at any time by the presiding officer or by a majority of the Councilmembers, by delivering written notice twenty-four (24) hours in advance to each member of the Council by personal delivery or any other means that ensures receipt, and to each local newspaper of general circulation, radio, and television station requesting notice in writing. Written notice may be dispensed with for any member who at or prior to the time the meeting commences files a written waiver of notice or for any member who is actually present at the time the meeting convenes. Notice of the meeting must be posted at least twenty-four (24) hours prior to the special meeting in a location freely accessible to members of the public. Only business described in the notice may be transacted and the notice requirements apply even if the entire meeting is a closed session. Emergency Meetings An emergency meeting dealing with matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities may be held without complying with either the twenty-four (24) hour notice or posting requirements. However, the presiding officer must inform any newspaper and radio or television station who requested notice of special meetings one (1) hour prior to the emergency meeting, if possible. After the meeting, the Council must post the minutes, the people notified of the meeting, the roll call vote and any action taken. This information must be posted in a public place for ten (10) days. Adjourned Meetings The City Council may adjourn any meeting to a later time, date and place. If the subsequent meeting is conducted within five (5) days of the original meeting, matters on the agenda for the original meeting may be considered at the subsequent meeting. Less than a quorum may adjourn. A copy of the order or notice of adjournment must be conspicuously posted on or near the door of the place where the meeting was held within twenty-four (24) hours after the time of the adjournment. When an order of adjournment of any meeting fails to state the hour at which the adjourned meeting is to be held, the meeting is held at the usual hour specified for regular meetings. No adjournment may be for a longer period than the next regularly scheduled meeting. Closed Sessions Closed sessions, sometimes called executive sessions, are duly held meetings or portions of meetings, which are not open to the public and news media. Closed sessions must be held in accordance with the provisions of the Brown Act. Matters discussed in closed session are considered confidential. The Council may vote to sanction any Councilmember the City Manager or City Attorney who, without authorization, discloses the substance of any discussion which took place during a closed session. 18 | Page South San Francisco City Council Procedures and Protocols Handbook Additionally, attendance at a closed session should be limited to those actually necessary to advise or take direction from the Council. This may include the City Attorney, senior management staff, experts, negotiators or consultants. Third parties not serving as agents of the City cannot attend, with the exception of witnesses in the event of a closed session to hear charges or complaints under Government Code Section 54957. Study Sessions Study sessions or work sessions, if needed, are generally held at City Hall in the main conference room on the third Wednesday of each month and generally begin at 5:00 p.m. Study sessions are considered special meetings pursuant to the Brown Act. The time and location for such sessions may be changed by the City Manager with appropriate notice. Study/work sessions are open to the public and are meetings for the purposes of the Brown Act, but such sessions are not intended to constitute regular meetings. Usually, at such sessions, no motions are to be offered and no formal action is to be taken. The primary purpose of such sessions is to provide background information to members of the Council. Public comments at study sessions are limited to the subject of the study session and will be received during the public comments section of the study session. Teleconference Meetings The City Council Procedures provisions concerning Teleconference meetings shall apply to City Council members. Requests by Council Members to attend a Council meeting via telephonic appearance are actively discouraged. Telephonic attendance shall be permitted not more than 3 times a year. In addition, at least a quorum of the Council must participate from a location within the City (Government Code Section 54953(b)(3)). If these two threshold requirements are met, the Council Member who will be appearing telephonically must ensure that: ∗ The meeting agenda identifies the teleconference location and is posted at that location in an area that is accessible and visible 24 hours a day for at least 72 hours prior to the meeting. ∗ The teleconference location is open and fully accessible to the public, and fully accessible under the Americans with Disabilities Act, throughout the entire meeting. These requirements apply to private residences, hotel rooms, and similar facilities, all of which must remain fully open and accessible throughout the meeting, without requiring identification or registration. ∗ The teleconference technology used is open and fully accessible to all members of the public, including those with disabilities. ∗ Members of the public who attend the meeting at the teleconference location have the same opportunity to address the Council from the remote location that they would if they were present in Council Chambers. ∗ The teleconference location must not require an admission fee or any payment for attendance. ∗ If the meeting will include a closed session, the Council Member must also ensure that there is a private location available for that portion of the meeting. 19 | Page South San Francisco City Council Procedures and Protocols Handbook If the Council Member determines that any or all of these requirements cannot be met, he or she shall not participate in the meeting via teleconference. Approved Teleconference Guidelines for Council Members: ∗ Five days written notice in advance of the publication of the agenda must be given by the Council Member to the City Clerk’s office; the notice must include the address at which the teleconferenced meeting will occur, the address the Council packet should be mailed to, who is to initiate the phone call to establish the teleconference connection, and the phone number of the teleconference location. If cellular telephones are used to participate in teleconferenced meetings, Council members need to ensure the speaker phone option is functioning. ∗ The Council Member is responsible for posting the Council agenda in the remote location, or having the agenda posted by somebody at the location and confirming that posting has occurred. The City Clerk will assist, if necessary, by emailing or mailing the agenda to whatever address or fax number the Council Member requests; however, it is the Council Member’s responsibility to ensure that the agenda arrives and is posted. If the Council Member will need the assistance of the City Clerk in delivery of the agenda, the fax number or address must be included in the five-day advance written notice above. ∗ The Council Member must ensure that the location will be publicly accessible while the meeting is in progress. ∗ The Council Member must state at the beginning of the Council meeting that the posting requirement was met at the location and that the location is publicly accessible and must describe the location. Virtual Council Meetings During the novel coronavirus pandemic, the city used a virtual meeting tool that allowed the City Council, Council Boards, Commissions and Committees to continue to hold meetings and provide a way for the public to participate in meetings. Recognizing that public participation is a critical component of the civic process and valuing the input it receives from members of the public during meetings. The City established a Remote Public Participation Policy outlining roles and responsibilities to host virtual meetings. Councilmembers should endeavor to always have their video on so that the public, staff, and colleagues can see that they are listening. A minimum of three members must be on video to constitute a quorum. Brief turnoffs are understandable and permitted, but for example, having video off throughout public comments and then turning it back on when it is time for Councilmembers to speak is not appropriate for a public meeting. The Chair will strive to give ten-minute breaks every two hours. Meeting Cancellation Any meeting of the Council may be cancelled in advance by a majority of the Council. The City Manager may cancel a meeting in the case of an emergency or when a majority of members have provided notice of their unavailability to attend a meeting. 20 | Page South San Francisco City Council Procedures and Protocols Handbook CONDUCT OF MEETINGS The Council should refer to one another formally during Council meetings as Mayor, Vice- Mayor or Council Member followed by the individual’s last name. Difficult questions, tough challenges to a particular point of view, and criticism of ideas and information are legitimate elements of a free democracy in action. Be respectful of diverse opinions. Council Members have a public stage to show how individuals with disparate points of view can find common ground and seek a compromise that benefits the community. Council Members are role models for residents, business people, and other stakeholders involved in public debate. Agenda Order City Council agendas will be prepared by the City Clerk and presented to the City Council in the following order. The City Manager, with prior approval of the Mayor, is authorized to make changes to the agenda of the Council, and the City Clerk shall publish the agenda. The City Council may take matters up out of order upon approval by a majority vote of those present: 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Agenda Review 5. Announcements from staff 6. Presentations 7. Public Comments 8. Council Comments/Requests 9. Consent Calendar 10. Public Hearing 11. Administrative Business 12. Items from Council – Committee Reports and Announcements 13. Closed Session 14. Adjournment Call to Order and Roll Call The presiding officer takes the chair at the hour appointed for the meeting and calls the Council to order. Before proceeding with the business of the Council, at the request of the presiding officer, the City Clerk calls the roll. In the absence of the Mayor and the Vice-Mayor, the City Clerk calls the Council to order, whereupon a temporary presiding officer is elected by a majority of the Councilmembers present. Upon the arrival of the Mayor or the Vice-Mayor, the temporary presiding officer relinquishes the chair at the conclusion of the business then before the Council. 21 | Page South San Francisco City Council Procedures and Protocols Handbook Order of Business Unless the reading of minutes is requested by a Councilmember, minutes may be approved without reading as part of the consent calendar if each Councilmember has previously received a copy. Thereafter, the order of business is as presented on the Council agenda, prepared at the direction of the City Manager. With the approval of a majority of the Council, an item may be taken out of order. Appendix 2: Sample guide to conducting Council meetings. Continued Items Any item or hearing may be continued to any subsequent meeting in accord with the procedures set forth for the adjournment of meetings. If a hearing is continued to a time less than twenty- four (24) hours after the time specified in the original hearing notice, a copy of the notice of continuance of the hearing must be posted immediately following the meeting at which the determination to continue the matter was made. Introduction of Items After 11:00 PM The City Council makes every effort to end its meetings before 11:00 p.m. The Council also generally does not take up new matters after 11:00 p.m. The meeting shall continue only on the matter being discussed and the remaining items on the agenda shall be carried over, unless the Council chooses to take up new items. Presentations The total amount of time for all presentations shall not exceed fifteen minutes per meeting unless otherwise approved by the Council. Councilmember Participation Every Councilmember desiring to speak addresses the chair, and upon recognition by the presiding officer, may speak on the matter before the Council. A member, once recognized, shall not be interrupted when speaking unless it is to call the person to order. If a member, while speaking, is called to order, the member shall cease speaking until the question of order has been determined, and, if in order, the member shall be permitted to proceed. Questions of staff should be directed through the chair. Public Participation Any person desiring to address the Council on any item on the regular meeting agenda may do so at the time designated for that item after first being recognized by the presiding officer. Any person desiring to address the Council on an item on the consent calendar or on an item not on the agenda may do so at the time designated on the agenda as "Public Comments" after first being recognized by the presiding officer. Individuals speaking under “Public Comments” generally are limited to three (3) minutes. If there appears to be a large number of speakers, the Mayor may reduce speaking time to limit the total amount of time for public comments (Gov. Code sec. 54954.3.(b)(1).). In compliance with Assembly Bill 1787 (“AB 1787”), which requires local agencies to provide at least twice the allotted time for public comment to speakers who require translation services. When a member of the public is addressing the Council or one of its Committees, and when time limits have been placed on public comments, the Mayor or Vice- 22 | Page South San Francisco City Council Procedures and Protocols Handbook Mayor, shall allow persons requesting interpretation assistance, by another individual, to testify for twice the amount of the time limit, thereby providing uniform time for the speaker’s testimony, as well as the time necessary for the interpretation of the testimony for the benefit of the Council and the public. Individuals speaking under “Public Comments” are limited to topics on the consent calendar or on items that are not otherwise on the agenda. It is acknowledged that individuals may wish to address the Council under “Public Comments” for the purpose of obtaining general information or receiving responses to specific questions. State law prevents Council from responding to public comments or taking action on matters not on the agenda. In general, the Mayor shall ascertain whether the Council or staff is able to provide the requested information immediately. If this is not possible because the information is not readily available, the matter may be referred to staff for a written response. Unless the matter raises issues of an extraordinary nature, it is expected that a response will be presented to the Council by its next regular meeting. If it is not possible to do so by this date, the Council will be advised as to when a response will be forthcoming. Speakers at meetings are requested, but not required, to identify themselves and fill out cards placed near the public microphone. The information is used to help prepare the minutes of the meeting. All remarks should be addressed to the Council as a body and not to any individual member. Time limits may be imposed upon speakers. No person, other than the Councilmembers and the person having the floor, should be permitted to enter into any discussion, either directly or through a member of the Council, without the permission of the presiding officer. No question is to be asked a Councilmember or staff member except through the presiding officer. After a motion is made by the Council, no person shall address the Council without first securing the permission of a majority of the Councilmembers present to do so. Decorum While the Council is in session, the Councilmembers must preserve order and decorum, and no Councilmember should, by conversation or otherwise, delay or interrupt the proceedings or the peace of the Council nor disturb any Councilmember while speaking or refuse to obey the orders of the Council or other presiding officer. The United States Constitution and California Constitution protect individuals’ rights to free speech and expression. Accordingly, the City can only remove an individual if they are actually disrupting a meeting. Courts have struck down rules of decorum that allow for removal of a speaker for personal attacks, slanderous speech, or insolent behavior when such conduct did not actually disturb the meeting. Courts hold that a “disruption” means something more than a bare violation of a rule of decorum. For example, an expressive sign or the use of profanity, by themselves, do not warrant removal from a meeting. The conduct must cause the meeting to be disrupted or impede the City from conducting its business. Courts often measure whether something is a disruption by its effect on the audience, and not by its effect on members of the legislative body. 23 | Page South San Francisco City Council Procedures and Protocols Handbook Given these restrictions on being able to remove a speaker, the Chair should be careful to ensure that the following steps are applied to all speakers equally, regardless of their particular viewpoints: 1. Reminder to the Speaker or Audience Member: If a speaker goes beyond his or her allotted time, continues to speak on matters unrelated to District business or otherwise violates the rules on public comment, it is appropriate to remind the speaker of the City’s rules on public comment. A reminder to an audience member who violates the rules by calling out or interrupting a speaker is also recommended. 2. Direction to the Speaker: If a speaker continues to violate the rules on public comment by exceeding his or her time, speaking on topics unrelated to City business or otherwise, the Chair should request the speaker to finish his or her comments and allow for the next speaker to address the Council. 3. Declare a Violation of the Rules on Public Comment and Request a Police Officer to Escort the Speaker to His or Her Seat: If the speaker continues to violate the time or topic regulations and the Council is impeded from continuing its business, the Chair should: a) Inform the speaker that he or she has failed to comply with the rules; b) Inform the speaker that he or she is impeding City business by violating the public speaking rules; and c) Request the City Manager, or his designated Sergeant-at-Arms, to escort the speaker to his or her seat. 4. Instruct the Sergeant-at-Arms to Remove the Individual or Arrest The Individual If He or She Refuses to Leave: If the speaker refuses to comply with Step 3, the Chair should: (a) Declare that the individual is disrupting the meeting and impeding City business, and (b) Instruct the City Manager, or his designated Sergeant-at-Arms, to remove the individual from the room and arrest the individual if he or she refuses. This should occur on the record. (c) The Chair then proceeds immediately to Step 5. (d) The individual should be informed by the Sergeant-at-Arms that: If he or she refuses to comply with the request to leave the meeting room, He or she will be escorted out of the meeting room by officers and ordered to not return; or 5. Immediately Invite a Motion for a Recess: After instructing the Sergeant-at-Arms, the Chair should invite a motion for a ten-minute recess. Council members should leave the dais area and allow for the officer to communicate with the individual. 6. Continuing Disturbances: If an actual disturbance is caused by one person or a group, such that order cannot be restored by the Chair after following the above steps, the Chair should: (a) Declare on the record that an actual disturbance has occurred; (b) Order the room to be cleared by the Sergeant-at-Arms and his or her designees; 24 | Page South San Francisco City Council Procedures and Protocols Handbook (c) Allow any members of the public and the press who did not take part in the disturbance to return to the meeting room; and (d) Continue the meeting. Cellular telephones or any other telecommunications device should be in the silent mode or turned off during the City Council meeting. Literature distribution or petition circulation is not permitted when Council is in session. Such activity may occur outside the meeting room, provided access is not blocked. The Chief of Police or the representative of the Chief of Police is the ex officio sergeant-at-arms of the Council. The ex officio sergeant-at-arms shall carry out all orders and instructions given by the presiding officer for the purpose of maintaining order and decorum in the Council Chamber. Upon instructions from the presiding officer, it shall be the duty of the sergeant-at- arms to eject any person, place the person under arrest or both. As set forth in Government Code Section 54957.9, in the event any meeting is willfully interrupted by a group of persons so as to render the orderly conduct of the meeting unfeasible, and order cannot be restored by the removal of individuals who are willfully interrupting the meeting, the presiding officer may order the meeting room cleared and continue in session. Smoking Prohibited It is unlawful for any person to smoke in any room in which a Council meeting open to the public is being held. COUNCIL ACTIONS Several different types of action may be taken by the Mayor and/or the City Council. Proclamations Proclamations are issued by the Mayor without formal action by the Council. Proclamations are public announcements directing attention to a person, an organization or event, such as Citizen of the Year, a retiring employee, Girl Scout Week, or International Year of the Child. Proclamations will be issued to Board and Commissioner members who have served the authorized maximum number of terms to acknowledge their contributions to the City of South San Francisco. Proclamations may be requested by any member of the Council. Commendations/Certificates of Recognition Commendations/Certificates of Recognition are acknowledgements of the activities of a person or organization, issued by the Mayor or by all Councilmembers without formal action being taken. Commendations/Certificates of Recognition typically acknowledge exceptional endeavors or are given to departing Board and Commission members and Councilmembers and are presented at an appropriate function or Council meeting. 25 | Page South San Francisco City Council Procedures and Protocols Handbook Ordinances Legislative acts of the City Council are known as ordinances. Ordinances may be general or special, depending upon their effect. Those which relate to the health, safety, and welfare of the community and are intended for long-term application throughout the city are known as general ordinances. Special ordinances are those with limited application. General ordinances are codified in the South San Francisco Municipal Code. Subject to certain state law exceptions, most ordinances are introduced at one meeting and are adopted by majority vote at a subsequent meeting. An ordinance is necessary (1) when state law requires a regulation to be adopted by ordinance, (2) to amend or repeal provisions of the Municipal Code or any uncodified ordinances, and (3) to impose regulations on persons or property which impose a penalty by fine, imprisonment or forfeiture for the violation. Ordinances shall be prepared by the City Attorney. Ordinances are prepared for presentation to the Council when ordered by a majority vote of the Council, or when requested by the Mayor or the City Manager, or when prepared on the City Attorney's own initiative. Resolutions Resolutions are Council actions which become effective upon adoption and encompass the business not addressed through ordinances. They are typically used to handle routine business and administrative matters requiring some type of formal memorialization. Resolutions are used for various reasons, such as when specifically required by law, when needed as a separate evidentiary document to be transmitted to another agency, or where the frequency of future reference back to its contents warrants a separate document to facilitate reference and research. Motions The least formal of Council actions, motions typically are used for procedural matters (such as to continue items) or for administrative matters (such as to accept reports). An adopted motion is as legally effective and binding as an adopted resolution but generally is recorded simply as an item entry in the minutes. Minute Orders A minute order is a brief notice documenting an action taken by the Council and distributed subsequent to the meeting at which the action is taken. It is used only occasionally, generally when the Council wishes to provide notice other than in the minutes that it adopted a particular motion. Finality of Administrative Actions For the purpose of judicial review, all administrative actions by the City Council become final on the date taken, except where (1) state or local law provides that the action becomes final on a later date; or (2) a request for reconsideration is made in a timely fashion. 26 | Page South San Francisco City Council Procedures and Protocols Handbook MINUTES The preparation of accurate intelligible minutes is the responsibility of the City Clerk. In general, action minutes are used to record proceedings. Action minutes contain very little narrative. The record focuses on who spoke and the motions and votes. Recordings are used in order to serve a number of administrative, legal and historical functions and to provide a verbatim record of meetings. Failure to record does not affect the validity of any proceedings or action taken by the Council. The City Clerk may be directed by the presiding officer, with the consent of the Council, to enter in the minutes a synopsis of the discussion of any matter coming before the Council. The synopsis should be in complete sentences. A Councilmember may request, through the presiding officer, the privilege of having a previously prepared written abstract summarizing the major points of his or her statement on any subject under consideration entered into the minutes. If the Council consents, such an abstract is entered into the minutes. Items such as letters which individuals request "to have entered into the record" are referred to in, but do not become a part of, the minutes. Changes in substantive matters may be made only at the direction of a majority of the Council. Clerical corrections are to be made when discovered in order to maintain accuracy. BASIC PROCEDURES - MAIN MOTIONS In conjunction with the agenda for a Council meeting, business is brought before the City Council by the motion of a member. A motion may itself bring a subject to City Council's attention or it may follow the presentation of a report or other communication. A motion is a formal proposal that the City Council take a certain action. The proposed action may be of a substantive nature, or it may consist in expressing a certain view, or directing a specific investigation and report back, or the like. The basic form of motion, the form which brings business forward, is known as a "main motion". The main motion sets a pattern from which all other motions are derived. The steps by which a motion is normally processed are (1) a member makes (or moves or offers) a motion, (2) another member seconds the motion and (3) the chair states the motion. After a main motion is made and before the question is stated by the chair, any member can informally suggest one or more modifications in the motion, which the member can accept or reject. Once stated, the motion is pending and open for discussion/debate. The chair then puts the matter to a vote and announces the result. If the Council decides to do what a motion proposes, it adopts the motion; if the decision is against what the motion proposes, the motion is rejected. Effective January 1, 2014, California Senate Bill 751 amended the Brown Act to require that all legislative bodies “publicly report” any “action taken” and the vote or abstention on that action of each member present for the action. “Action taken” is defined in the Brown Act as a collective 27 | Page South San Francisco City Council Procedures and Protocols Handbook decision made by a majority of the members of a legislative body upon a motion, proposal, resolution, order or ordinance. The Brown Act previously required legislative bodies to report certain actions taken in closed session. Now, those reporting requirements will extend to actions taken by legislative bodies in open session. PARLIAMENTARY PROCEDURE MOTIONS Processing of Motions After a main motion is made and seconded, it must be stated by the presiding officer before it can be debated. Until the presiding officer states the motion, the maker has the right to modify or withdraw it. Once stated, a main motion may not be withdrawn by the mover without the consent of the person seconding it. Precedence of Motions Once the main motion is properly placed on the floor, several related motions may be employed in addressing the main motion, and if properly made and seconded, must be disposed of before the main motion can be acted upon. 1. Fix the time to which to adjourn 2. Adjourn 3. Recess 4. Raise a question of privilege 5. Call for the orders of the day (raise a point of order) 6. Lay on the table 7. Previous question (close debate) 8. Limit or extend limits of debate 9. Postpone to a certain time (postpone definitely) 10. Postpone indefinitely 11. Refer or Commit 12. Amend 13. Motion to reconsider These motions have precedence in the order indicated above, except that a motion to reconsider has precedence over all motions. Types of Motions/Purpose 1. Fix the time to which to adjourn. A motion to fix the time to which to adjourn requires a second, is amendable and is debatable only as to the time to which the meeting is adjourned. The purpose is to set a time for continuation of the meeting. 2. Motion to adjourn. A motion to adjourn requires a second and is not debatable except to set the time to which the meeting is adjourned. A motion to adjourn shall be in order at any time, except as follows: a. When repeated without intervening business or discussion; 28 | Page South San Francisco City Council Procedures and Protocols Handbook b. When made as an interruption of a member while speaking; c. When the previous question has been ordered; d. While a vote is being taken. 3. Motion to recess. A motion to recess requires a second, is amendable, but is not debatable. Its purpose is to interrupt the meeting and is usually done by Mayor's declaration. 4. Motion to raise a question of personal privilege. Any Councilmember at any time during the meeting may make a request of the chair to accommodate needs such as reducing noise, adjusting heating or cooling system, etc. In situations in which a Councilmember's integrity, character, or motives are questioned, or to where the welfare of the Council is concerned, the maker of the motion may interrupt another speaker if the presiding officer recognizes the "privilege". The motion does not require a second, is not amendable, and is not debatable. 5 Motion to call for the orders of the day. A motion to call for the orders of the day does not require a second, is not amendable, and is not debatable. Purpose is to require adherence to the agenda. By a two-thirds vote, the orders of the day may be set aside. Changes are frequently handled by consensus. 6. Motion to lay on the table. Purpose is to interrupt current business for more urgent business. A motion to lay on the table requires a second, is not amendable, and is not debatable. It temporarily suspends any further discussion of the pending motion without setting a time certain to resume debate. If the motion prevails, and the subject is tabled, a member must move that the matter be "taken from the table" at the same meeting or at the next regular meeting of the Council. Otherwise, the motion that was tabled dies, although any Councilmember may request the subject be placed on an agenda for a later City Council meeting. 7. Motion to move the previous question. The purpose of this motion is to close debate and a two-thirds vote is required for passage. A motion to move the previous question must be made and seconded without interrupting one who already has the floor. It is not debatable and is not amendable. It applies to all previous motions on the subject unless otherwise specified by the maker of the motion. If the motion to move the previous question fails, debate is reopened; if it passes, then a vote is taken on the pending motion. 8. Motion to limit or extend debate. A motion to limit or extend debate requires a second, is amendable and is not debatable. The motion requires a two-thirds vote. Its purpose is to limit or extend debate. 9. Motion to postpone to a certain time. A motion to postpone to a certain time requires a second, is amendable, and is debatable as to propriety of postponement and time set. Purpose is to postpone the pending question to a specified time. 29 | Page South San Francisco City Council Procedures and Protocols Handbook 10. Motion to postpone indefinitely. A motion to postpone indefinitely requires a second, is not amendable, and is debatable. If the motion is adopted, the principal question shall be declared lost. The purpose of the motion to postpone indefinitely is to avoid a direct vote on the main motion. Its correct use is when the intent is not to vote on the matter at all. It should not be confused with the motion to lay on the table, which is a means of temporarily bypassing a subject. 11. Motion to refer or commit. A motion to refer requires a second, is amendable, and is debatable only as to the propriety of referring. The substance of the subject being referred shall not be discussed at the time the motion to refer is made. Purpose of the motion is to send subject to another city department, board, commission, committee or officer for further study and report back to Council, at which time subject is fully debatable. The motion may or may not contain directions or a return date. 12. Motion to amend. A motion to amend requires a second, is amendable, and is debatable only when the motion to which it applies is debatable. A motion to amend an amendment is in order, but one to amend an amendment to an amendment is not. An amendment modifying a motion is in order, but an amendment substituting a new motion or raising an independent question is not in order. Amendments take precedence over the main motion. Amendments to amendments are voted first, then the amendment, then the main motion as amended. 14. Motion to reconsider. Except for votes regarding matters which are quasi-judicial in nature or matters which require a noticed public hearing a motion to reconsider any action taken by the Council may be made during the meeting at which the action was taken or at an adjourned meeting thereof. A motion to reconsider requires a second, is debatable, and is not amendable. The motion must be made by a Councilmember who voted in favor of the motion originally, but may be seconded by any Councilmember. If the motion to reconsider is successful, the matter to be reconsidered takes no special precedence over other pending matters. The purpose is to bring back the matter for review. If a motion to reconsider fails, it may not itself be reconsidered. Reconsideration may not be moved more than once on the same motion. Division of Question 14. Division of question. If the motion contains two or more propositions, each of which is capable of standing on its own if the others are removed, the presiding officer may, and upon request of a member shall (unless appealed), divide the motion. 15. Rescind, Repeal or Annul. The Council may rescind, repeal or annul any prior action taken with reference to any legislative or administrative matter so long as the action to rescind, repeal or annul complies with all of the rules applicable to the initial adoption and no rights have intervened to create an estoppel, unless otherwise specified by law. 30 | Page South San Francisco City Council Procedures and Protocols Handbook 16. Suspend the Rules. Any Councilmember may move to suspend the rules if necessary to accomplish a matter that would otherwise violate the rules. A second and a two-thirds vote is necessary. Robert’s Rules of Order Procedural matters not otherwise covered by either city ordinance, city resolution, state law, or this handbook, are handled in accord with Robert's Rules of Order. No provision in Robert's Rules is to be construed to supersede any procedure adopted by the City Council or required by state law. It is recognized that Robert's Rules applies to deliberative assemblies, but that the City Council also functions as a quasi-judicial body. Due process considerations impose certain procedural requirements and are sometimes different than the provisions of Robert's Rules. For example, a City Council cannot reconsider or rescind a quasi-judicial decision after the decision is final, in the absence of statutory authority to the contrary. In addition, the Government Code sometimes imposes different rules, such as providing that the chair does participate in debate. (Section 36803). Rules adopted to expedite the conduct of business in an orderly fashion are procedural only. The failure to observe a procedural rule does not affect the jurisdiction of the Council or invalidate any action taken at a meeting that is otherwise held in conformance with the law. Parliamentarian The City Attorney serves as parliamentarian during City Council meetings. The role of the parliamentarian is advisory and consultative; the chair has the power to rule on questions of order. VOTING Votes are taken by voice or roll call and entered in full upon the record. Votes are by voice vote, unless a request for a roll call vote is made by any member or the motion requires more than a majority. During the roll call, it is not in order for any member to explain a vote. Silence constitutes an affirmative vote. Councilmembers who are silent during a voice vote shall have their vote recorded as an affirmative vote, except when individual Councilmembers have stated in advance that they will abstain. It is the responsibility of every Councilmember to vote unless disqualified. When someone chooses not to vote, the person in effect "consents" that a majority of the Councilmembers present may act for him or her. 31 | Page South San Francisco City Council Procedures and Protocols Handbook A Councilmember may change a vote or withdraw an abstention and vote if a timely request to do so is made immediately following the announcement of the vote and before the next item in the order of business is taken up. Disqualification. A Councilmember disqualified because of any financial interest or other interest proscribed by law, may not participate in the discussion or the vote. Tie Votes. Tie votes are lost motions. Tie votes may be reconsidered on motion by any member of the Council voting aye or nay during the original vote. Before a motion is made on the next item on the agenda, any member of the Council may make a motion to continue the matter to another date. Any such continuance suspends the running of any time in which action of the City Council required by law. Any Councilmember may place on an agenda for a subsequent meeting a matter which resulted in a tie vote. When less than all Councilmembers are present and a matter under discussion remains unresolved as the result of a tie vote on all motions made on such matter, the matter is automatically continued to the next Council meeting. Voting requirements for specific actions. Certain actions require a minimum number of affirmative votes for approval. These include: 1. Approval of a general plan or specific plan amendment – 3 Affirmative Votes 2. Approval of a Resolution of Necessity – 4 Affirmative Votes 3. Approval of an ordinance or expenditure of funds – 3 Affirmative Votes 4. Approval of an urgency ordinance – 4 Affirmative Votes 5. Approval of a general tax – 4 Affirmative Votes plus Majority Voter Approval PUBLIC HEARINGS By their nature, all hearings (except personnel matters) are public. The Council has the prerogative of conducting a public hearing on any item on its agenda, whether or not the matter has had formal notice as a public hearing. Certain matters are formally noticed in advance as public hearings, pursuant to various provisions of state law. Unless otherwise specifically required by federal, state or local law, all public hearing dates and times are set administratively. Public hearings tend to be of two types: legislative or quasi-judicial. Legislative hearings generally result in the adoption of policy or regulation. Quasi-judicial hearings are those in which the Council applies existing laws (State and/or local) to a particular project or action. For example, an application for a variance or conditional use permit would involve a quasi-judicial hearing. Quasi-judicial hearings are also occasionally referred to as an adjudicatory hearing. In a quasi-judicial hearing, the Council will often make findings based on the facts presented to the Council. Formally noticed public hearings generally are conducted in the following format: a. Staff review 32 | Page South San Francisco City Council Procedures and Protocols Handbook b. Questions of staff by Council c. Comments from public d. Questions by Council e. Discussion by Council f. Action by Council. The presiding officer conducts the hearing in such a manner as to provide for freedom of speech and expression of opinion, subject to the limits of courtesy and respect of others. Comments and questions from the public are limited to the subject under consideration. Depending upon the extent of the agenda and the number of persons desiring to speak on an issue, the presiding officer may limit a speaker's time. Any person speaking may be questioned by members of the City Council. In those instances where there is a specific applicant for a matter which is the subject of a public hearing, the applicant is entitled to make a presentation at the commencement of the public hearing, and also is entitled to make any concluding remarks just prior to closure of the public hearing. Councilmembers should not speak on an issue until the public hearing has been closed. Once a hearing is closed, it is inappropriate for the public to speak except to answer an inquiry of a Councilmember, as addressed through the chair. When the Council conducts a quasi-judicial hearing, particularly when it is hearing an appeal of a decision by a Board or Commission, on a case-by-case basis the City Attorney determines if alternate hearing procedures are necessary and advises the City Council accordingly. All persons interested in the matter which is the subject of a hearing are entitled to submit written or photographic evidence relevant to the issue for consideration by the Council, in addition to or in lieu of any oral evidence. The Council determines relevancy. If the Council feels that material is relevant but that due to its quantity or complexity there is insufficient time to fully review it, the hearing may be recessed or continued. All evidence considered by the Council in reaching its decision must be retained by the City as part of the record, as a supplement to but not as a part of, the minutes. The Council retains discretion to accept or to reject new documentation furnished on the night of the Council meeting. Advocates of a matter before the City Council who furnish documentation on the night of the Council meeting are expected to furnish sufficient copies for the City Council, City Clerk, and City Manager. Failure to do so may cause the Council to reject consideration of such information, or cause the item to be continued. If a Councilmember has met with a proponent or opponent of a matter which is the subject of a hearing, that meeting should be acknowledged on the record prior to the opening of the hearing at the Council meeting. 33 | Page South San Francisco City Council Procedures and Protocols Handbook BOARDS AND COMMISSIONS Boards and Commissions (except the Housing Authority, Design Review Board, General Plan Community Advisory Committee, and Measure W Citizens’ Oversight Committee) are established by ordinance and set forth in the Municipal Code. The purpose of Boards and Commissions is to provide advice to the City Council to aid in its decision making and to handle matters within its area of expertise. Boards and Commissions should submit their recommendations to the Council in writing. Once Council has reached a decision after due consideration of a matter, it is inappropriate for a Board or Commission to criticize or attempt to change a decision made by Council. Appendix 7: Staff Liaisons to Boards and Commissions. No member of any Board or Commission may be a member of any other Board or Commission or hold any paid position with the City, unless otherwise approved by the Council. In order to be eligible for an appointment to any Board or Commission, a person must be a resident of the City, unless otherwise provided by law. The members of each Board or Commission (except the Design Review Board) are appointed by the Council in accordance with governing law. The number of members, length of terms, time of appointment, and method of appointment differ. Members are subject to removal by a vote of three Councilmembers. Board and Commission members are appointed to serve for one term at a time. Terms continue until a successor is appointed and qualified. Except when appointed as a Commissioner Emeritus by the Council, no Board or Commission member may serve more than the authorized number of terms on any one Board or Commission as set forth in the Municipal Code. Appendix 8: Board and Commission Roster. Boards and Commissions are authorized to appoint advisory committees to assist them in performing their duties. A member of the Board or Commission shall be designated as chairperson of these advisory committees upon approval of the appointing Board or Commission. The advisory committees shall be assigned functions consistent with the duties of the appointing Board or Commission and shall report to at the times and in the manner which the appointing Board or Commission may require. All Board and Commission members except members of the General Plan Community Advisory Committee, Housing Authority Tenant Commission, Measure W Citizens’ Oversight Committee, Colma Creek Flood Zone Advisory Committee, and San Mateo County Mosquito and Vector Control District, Emeritus Members, Ex Officio Members, and Council representatives to the Conference Center Authority are compensated at a rate of $50.00 per regular meeting. From time to time the Council may establish non-compensated citizen committees or task forces of limited duration to focus on specific topics. Procedure for Making Appointments and Reappointments Any person desiring to be considered for an appointment to any City Board or Commission should submit an online application indicating on which Board or Commission he or she desires to serve. Paper applications must be typed and may be submitted on an on-going basis. For 34 | Page South San Francisco City Council Procedures and Protocols Handbook applications submitted after a deadline has passed, the City Clerk shall present the late application for consideration by the City Council but note that the application was submitted after the deadline passed. Applications are considered current for one year from the date received. Appendix 9: Commissions, Boards, and Committees Application Process Council Procedures. Any appointees must comply with appropriate provisions of law regarding disclosure of financial interests, if applicable. It is the policy of the City Council not to appoint any person to a Board or Commission who would have continually recurring conflicts of interest requiring abstentions, or an excessively high percentage of such situations. Appointments are for a single term. At the conclusion of this term, after consideration of the member's record (including attendance), an individual may be reappointed for a second term. Vacancies in any board or commission are filled by appointment in the same manner as original appointment. When a vacancy occurs leaving an unexpired portion of the term, any appointment is for the unexpired portion of the term. The interest of the city is best served by actual and regular participation by Board and Commission members. Committee and Board members may be removed by a majority vote of the City Council following three excused or two unexcused absences during the course of one fiscal year. An absence is considered excused when a committee or board member notifies the secretary of the intended absence at least twenty-four (24) hours prior to the scheduled meeting time. All other absences are considered unexcused. Thus, upon the second excused absence or first unexcused absence from a regular meeting within a twelve-month period, the staff liaison shall notify the Board or Commission member in person or via telephone regarding the absentee policy. The staff liaison shall remind the Board or Commission member that with one more absence, the Mayor may report to the City Council the member’s absences for further discussion and possible removal. If the City Council determines that the absences occurred for legitimate reasons, the City Council may excuse one or both of the absences. Upon the third excused absence or second unexcused absence, the City Manager’s Office shall draft a letter from the Mayor to the Board or Commission member regarding the absentee policy and inquire as to whether the Mayor wishes to bring the matter to the Council. Members are also encouraged to give advance notice of their absence from a meeting to the staff liaison as well as the City Clerk’s office with a brief explanation for the absence. This absentee policy as expressed in the Council Handbook shall be as provided on the Board and Commission form and provided in the congratulatory letter welcoming new Board and Commission members. The preceding procedures shall not apply to non-voting Emeritus Members of appointed Boards and Commissions. Any member of an appointive Board or Commission may also be removed by simple majority vote of the City Council. 35 | Page South San Francisco City Council Procedures and Protocols Handbook Government Code Section 54974 provides that whenever an unscheduled vacancy occurs, a special vacancy notice shall be posted within twenty days (20) after the vacancy occurs and that final appointment to fill such vacancy shall not be made for at least ten (10) working days after such posting. The special vacancy notice must be posted in the City Clerk’s Office and the City’s Internet website or at a designated public library. Pursuant to Government Code Section 54972, on or before December 31st of every year the City Clerk shall prepare the Local Appointment List of all Board and Commission members that details when all appointive terms will expire during the next calendar year, the name of the incumbent appointee, the date of appointment, the date the term expires, and the necessary qualifications for the position, as well as a list of all members who serve at the pleasure of the City Council and the necessary qualifications for each position. In compliance with the Maddy Act, Government Code Section 54973, a copy of the Local Appointments List shall be posted on the City’s Internet website or designate the public library with the largest service population within the City to receive a copy of the list. Procedures for granting Emeritus Status A termed out or otherwise resigning Board or Commission Member may apply to the City Council for Emeritus Status related to the particular Board or Commission on which he or she served. The Criteria for granting Emeritus Status, limitations on granting authority and the role of an Emeritus Board or Commission Member are set forth below: Emeritus Criteria • The applicant must have over 50 years of uninterrupted service to the City in various capacities, including but not limited to, as an employee, a volunteer, and/or a Commissioner. • The applicant must be an active participant in the Community. • The applicant’s historical/institutional knowledge must contribute to the Agency’s discussions. Limitations on Granting Emeritus Status: There is to be only one seated Emeritus Member on any single Board or Commission at any given time. The Role of an Emeritus Board or Commission Member • 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’ presence is not necessary for a quorum. • The Commission may schedule a meeting even if the Emeritus cannot attend. • The Emeritus will not participate in Closed Sessions of the respective Board or Commission. 36 | Page South San Francisco City Council Procedures and Protocols Handbook • 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. Council of Cities/City Selection Committee On the first vote for a position selected by the Council of Cities/City Selection Committee, the City’s designated representative must vote in accordance with the City Council’s direction. All subsequent votes are left to the discretion of the designated representative. POLICY ON EXPRESSIONS OF CITY OR COUNCIL POSITIONS Be cautious in representing City Positions on Issues. Individual City Councilmembers are not authorized to speak on behalf of the City or the Council with regard to City or Council policy or positions, except when such policy or position has been clearly established or when the Councilmember has been designated as a spokesperson on a given subject. Periodically the City Council is requested to formally support or oppose state or federal legislation. In considering whether or not to take such action, it is Council policy to determine first if the legislation involves matters pertaining directly to the City of South San Francisco or its residents as a whole. If the subject matter does not relate directly to city business or to local citizens, then the Council declines to take a position. If the legislation could be expected to affect the city or its citizens, then the Council may elect to take a position. POLICY ON COMMUNITY FUNDING In making grants available to community organizations, the City Council adheres to the following policy: 1. Grant awards are made only for purposes which are legal. 2. Grant funds are to primarily benefit South San Francisco residents/taxpayers. 3. One-time grants for capital items, or seed money, for new or expanded services are preferred to continuing grants for operations. 4. Recipients are asked to provide financial and performance accountability. 5. Requests for funds must be received in a timely fashion. Applications received beyond established deadline dates will not be considered. 6. Preference will be given to requests which are of a matching nature. 7. Other sources of available funds should have been diligently sought or are generally unavailable in the amounts needed. 37 | Page South San Francisco City Council Procedures and Protocols Handbook POLICY ON DEDICATION OF PUBLIC FACILITIES Dedication of new public facility shall occur only after the building is completed and ready occupancy. Dedications should recognize the efforts of prior City Councils in designing and facilitating construction of the public facility. City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-615 Agenda Date:8/25/2021 Version:1 Item #:6a. Resolution approving amendments to the City of South San Francisco City Council Procedures and Protocols Handbook. WHEREAS, the City Council adopted a City of South San Francisco City Council Handbook on September 13, 1989, which established operating procedures and general policies of the City Council; and WHEREAS, the City Council adopted amendments to the City Council Handbook on November 28, 2007, February 25, 2009, October 14, 2009, February 10, 2010, February 23, 2011, November 9, 2011, June 24, 2015, and November 30, 2016. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco hereby approves the attached amended version of the City Council Procedures and Protocols Handbook and Appendices (Exhibit A). ***** City of South San Francisco Printed on 9/2/2021Page 1 of 1 powered by Legistar™ CITY OF SOUTH SAN FRANCISCO CITY COUNCIL PROCEDURES AND PROTOCOLS HANBOOK Prepared by: Office of the City Clerk Rosa Govea Acosta Updated: 08/25/2021 1 | Page South San Francisco City Council Procedures and Protocols Handbook Table of Contents INTRODUCTION............................................................................................................. 4 Mission Statement ........................................................................................................... 4 Core Values ..................................................................................................................... 4 CITY COUNCIL ............................................................................................................... 5 Core Responsibilities....................................................................................................... 5 Council Conduct .............................................................................................................. 5 Newly Elected Members ................................................................................................. 6 Council Reorganization ................................................................................................... 6 Mayor .............................................................................................................................. 6 Vice-Mayor (Mayor Pro-Tempore) ................................................................................. 6 Presiding Officer ............................................................................................................. 6 Seating ............................................................................................................................. 7 Administration of Oaths .................................................................................................. 7 Subpoenas........................................................................................................................ 7 Councilmember Obligation as to Continued Matters ...................................................... 7 Absences from Council Meetings ................................................................................... 7 Council Committees ........................................................................................................ 8 Compensation of Councilmembers ................................................................................. 8 Council Mail .................................................................................................................... 8 Staff Assistance ............................................................................................................... 9 Council Conduct with staff ........................................................................................... 10 Equipment and Supplies provided to Councilmembers ................................................ 10 Requests to add items to the Agenda, Ordinances, or Legal Opinions ......................... 10 City Seal ........................................................................................................................ 11 CONCURRENT ROLES ............................................................................................... 11 Successor Agency to the Redevelopment Agency ........................................................ 11 Recreation and Park District ......................................................................................... 11 Willow Gardens Parks and Parkways Maintenance District ......................................... 12 South San Francisco Public Facilities Financing Authority ......................................... 12 CONFLICT OF INTEREST .......................................................................................... 12 BROWN ACT.................................................................................................................. 12 2 | Page South San Francisco City Council Procedures and Protocols Handbook Permitted Closed Sessions ............................................................................................ 14 MEETINGS ..................................................................................................................... 15 Quorum.......................................................................................................................... 16 Regular Meetings .......................................................................................................... 16 Special Meetings ........................................................................................................... 16 Emergency Meetings ..................................................................................................... 16 Adjourned Meetings ...................................................................................................... 17 Closed Sessions ............................................................................................................. 17 Study Sessions ............................................................................................................... 17 Teleconference Meetings .............................................................................................. 17 Virtual Meetings ............................................................................................................ 19 Meeting Cancellation .................................................................................................... 19 CONDUCT OF MEETINGS ......................................................................................... 19 Agenda Order ................................................................................................................ 19 Call To Order and Roll Call ......................................................................................... 20 Order of Business ......................................................................................................... 20 Continued Items ........................................................................................................... 20 Introduction of Items after 11:00 p.m. .......................................................................... 20 Presentations.................................................................................................................. 20 Councilmember Participation ........................................................................................ 20 Public Participation ....................................................................................................... 21 Decorum ........................................................................................................................ 22 Smoking Prohibited ....................................................................................................... 23 COUNCIL ACTIONS .................................................................................................... 24 Proclamations ................................................................................................................ 24 Commendations/Certificates of Recognition ................................................................ 24 Ordinances ..................................................................................................................... 24 Resolutions .................................................................................................................... 24 Motions.......................................................................................................................... 25 Minute Orders ............................................................................................................... 25 Finality of Administrative Actions ................................................................................ 25 MINUTES ........................................................................................................................ 25 3 | Page South San Francisco City Council Procedures and Protocols Handbook BASIC PROCEDURES – MAIN MOTIONS .............................................................. 26 PARLIAMENTARY PROCEDURE MOTIONS ........................................................ 26 Processing of Motions ................................................................................................... 26 Precedence of Motion.................................................................................................... 26 Types of Motions/Purpose ............................................................................................ 27 Division of Question ..................................................................................................... 29 Robert’s Rules of Orders ............................................................................................... 29 Parliamentarian.............................................................................................................. 30 VOTING .......................................................................................................................... 30 Disqualification ............................................................................................................. 30 Tie Votes ....................................................................................................................... 30 Voting Requirements for Specific ................................................................................. 30 PUBLIC HEARINGS ..................................................................................................... 31 BOARD AND COMMISSIONS .................................................................................... 32 Procedures for Making Appointments and Reappointments......................................... 33 Procedures for Granting Emeritus Status ...................................................................... 34 Council of Cities/City Selection Committee ................................................................. 35 POLICY ON EXPRESSION OF CITY OR COUNCIL POSITIONS ...................... 35 POLICY ON COMMUNITY FUNDING ..................................................................... 36 POLICY ON DEDICATION OF PUBLIC FACILITIES .......................................... 36 APPENDIX .......................................................................................................................... Appendix 1: Selection of Mayor and Vice-Mayor/Council Reorganization……….….37 Appendix 2: Guide to Conducting Meetings................................................................. 38 Appendix 3: City Council Expense Reimbursement Forms…………………………...39 Appendix 4: Summary of Elected Officials Benefits .................................................... 40 Appendix 5: City Council Policy for use of telecommunication equipment ................ 41 Appendix 6: Solicitation of Donations .......................................................................... 42 Appendix 7: Staff Liaisons to Boards and Commissions .............................................. 43 Appendix 8: Board and Commission Roster ................................................................. 44 Appendix 9: Commissions, Boards, and Committees Application Process .................. 45 Appendix 10: City Council’s Reimbursement policy ................................................... 46 4 | Page South San Francisco City Council Procedures and Protocols Handbook INTRODUCTION The City of South San Francisco is a municipal corporation. South San Francisco is a general law city, established pursuant to California law, with a City Council-City Manager form of government. In order to collect and clarify its procedures and policies, and as provided by Government Code Section 36813, the City Council establishes this handbook. The Handbook is intended to assist Councilmembers in carrying out their roles, as well as to provide useful information to prospective Councilmembers and other interested citizens. Through agreement of the City Council and staff to adhere to these practices, the effective administration of City Council affairs is greatly enhanced. Councilmembers will be provided a copy of and be familiar with the Handbook. The City Council will conduct its meetings in accordance with the guidance in the Handbook. The City Clerk shall be responsible for the maintenance of the Handbook and for making it available to the public. It is anticipated that this Handbook will be reviewed at least biennially, in order to reflect either changes in the law or City Council procedure or policy. This handbook is not intended to be a legal statement, and is not written in legal term MISSION STATEMENT The City of South San Francisco’s mission is to provide a safe, attractive, and well-maintained city through excellent customer service and superior programs, and a work ethic that will enhance the community’s quality of life. To that end, we will strive to nurture a partnership with the community by recruiting a diverse and highly skilled workforce, being an active partner in quality education, and attracting and retaining a prosperous business community, all of which will foster community pride and understanding. CORE VALUES The City and Employees of South San Francisco value our role in providing service to one another and the community. As an organization, we are committed to: • Strengthening each other and the organization through dedication and teamwork. • Recognizing and respecting diversity and encouraging opinions of the community and workforce. • Excellence in Service. • Encouraging creativity and supporting problem-solving. • Accepting responsibility and accountability. • Demonstrating integrity and honesty in all aspects of service. • P romoting and maintaining open and constructive communication. • Encouraging skill development and professional growth. 5 | Page South San Francisco City Council Procedures and Protocols Handbook CITY COUNCIL South San Francisco is a general law city. As a general law city, South San Francisco derives its authority from and is subject to the general laws of the State of California. Its authority to regulate is limited to those powers authorized by the State of Constitution and laws adopted by the State Legislature. South San Francisco has a five-member City Council formally elected at large to four-year terms on a staggered biennial basis. Councilmember terms are staggered so that a measure of continuity is maintained in the transition from one City Council to the next. In November 2020, voters elected Councilmembers for Districts 2 and 4. In November 2022, voters will elect Councilmembers for Districts 1, 3, and 5, pursuant to Government Code Sections 34486 and 34871 and Chapter 2.16 of the Municipal Code. CORE RESPONSIBILITIES All members of the City Council, including those serving as Mayor and Vice-Mayor, have equal votes. No Council Member has more power than any other Council Member, and all should be treated with equal respect. All Council Members: ∗ Demonstrate honesty and integrity in every action and statement. ∗ Comply with both the letter and spirit of the laws and policies affecting the operation operations of government. ∗ Serve as a model of leadership and civility to the community. ∗ Inspire public confidence in South San Francisco government. ∗ Work for the common good, not personal interest. ∗ Prepare in advance of Council meetings and be familiar with issues on the agenda. ∗ Fully participate in City Council meetings and other public forums while demonstrating respect, kindness, consideration, and courtesy to others. ∗ Participate in scheduled activities to increase Council effectiveness. ∗ Review Council procedures, such as these Council Protocols, at least annually. ∗ Represent the City at ceremonial functions at the request of the Mayor. ∗ Be responsible for the highest standards of respect, civility and honesty in ensuring the effective maintenance of intergovernmental relations. ∗ Respect the proper roles of elected officials and City staff in ensuring open and effective government. ∗ Provide contact information to the City Clerk in case an emergency or urgent situation arises while the Council Member is out of town. COUNCIL CONDUCT Councils are composed of individuals with a wide variety of backgrounds, personalities, values, opinions, and goals. Despite this diversity, all have chosen to serve in public office in order to improve the quality of life in the community. In all cases, this common goal should be acknowledged even as Council may "agree to disagree" on contentious issues. 6 | Page South San Francisco City Council Procedures and Protocols Handbook NEWLY ELECTED MEMBERS Newly elected Council Members are sworn into office generally at a special meeting in December following a regular municipal election. Newly elected members of a legislative body who have not yet assumed office must conform to the requirements of the Brown Act as if already in office. Thus, meetings between incumbents and newly elected members of a legislative body, such as a meeting between two outgoing members and a member-elect of a five-member body, could violate the Brown Act (California Government Code Section 54952.1). Immediately upon election (even before being sworn into office), newly elected Council Members are subject to the provisions of the Brown Act. A reception is traditionally held immediately following the reorganization meeting. COUNCIL REORGANIZATION The city council shall meet at least annually to choose one if its members as Mayor and one of its members as Vice-Mayor. The meeting to determine organization or reorganization of the City Council (i.e., selection of Mayor and Vice-Mayor) shall be held on the Tuesday that immediately precedes the Wednesday of the first regularly scheduled meeting of the City Council in December, unless the Mayor or City Council select a different date. In years in which a regular City Council election occurs, the reorganization shall follow certification of the election results. MAYOR The City utilizes a mayoral rotation system in order to determine which Councilmembers shall be chosen to serve a Mayor and Vice-Mayor. The Mayor is elected during the Council reorganization. This is the first order of business. Usually, in recent times, the former Vice- Mayor has been elected Mayor. Appendix 1: Example of the process and order of the reorganization meeting. The Mayor is the official head of the City of South San Francisco for all ceremonial purposes. The Mayor is entitled to vote on all matters but does not possess any veto power. The Mayor signs all ordinances and approved minutes for all City Council meetings. The Mayor must execute such documents as directed by vote of the Council. Appendix 2: Sample guide to conducting Council meetings. VICE-MAYOR (MAYOR PRO TEMPORE) The Vice-Mayor is elected from those on the Council after the election of the Mayor during the same meeting. In the absence of the Mayor, the Vice-Mayor possesses the powers and performs the duties of the Mayor. PRESIDING OFFICER The Mayor presides at all Council meetings. In the absence of the Mayor, the Vice-Mayor is the presiding officer. If both the Mayor and Vice-Mayor are absent, the remaining Councilmembers 7 | Page South San Francisco City Council Procedures and Protocols Handbook select a presiding officer. The presiding officer should preserve strict order and decorum at all meetings. The presiding officer votes on all questions as do other members of the Council. The presiding officer determines all points of order, subject to the right of any member to appeal to the Council. If any appeal is taken, the question is "Shall the decision of the presiding officer be sustained?" A majority vote sustains the presiding officer's determination. Otherwise, the ruling is reversed. If in doubt on a point, the presiding officer may submit the question to the Council, in which case a majority vote prevails. SEATING The Mayor always sits in the middle seat at all formal Council meetings. The Vice-Mayor always is seated immediately on the right side next to the Mayor. ADMINISTRATION OF OATHS The Mayor may require any person addressing the Council to be sworn as a witness and to testify under oath, and must so require if directed to do so by a majority of the Council. The Mayor may administer oaths. This rarely occurs. Appeals and revocation hearings are the most likely instances when testimony is taken under oath. Appendix 3: Oath SUBPOENAS The Council has the power and authority to compel the attendance of witnesses, to examine them under oath and to compel the production of evidence. Subpoenas signed by the Mayor and attested by the City Clerk may be issued in the name of the City. Disobedience of a subpoena or the refusal to testify on other than constitutional grounds may be deemed contempt. COUNCILMEMBER OBLIGATION AS TO CONTINUED MATTERS Any matter may be continued to a subsequent meeting. When a Councilmember is absent from an earlier meeting at which a matter is discussed and that matter is continued, it is the duty of that member to become acquainted with the issues discussed by reviewing relevant documents, reading any available minutes and, if possible, listening to or viewing the recording of the meeting. ABSENCES FROM COUNCIL MEETINGS On occasion a Councilmember cannot attend a Council meeting. Whenever a Councilmember knows in advance that he or she will be absent from a Council meeting, it is the responsibility of that member to notify the City Manager and City Clerk as soon as possible of the impending absence. California Government Code Section 36513 provides that if a Councilmember is absent from all regular City Council meetings without permission for sixty (60) days consecutively from the last regular meeting attended, (or seventy (70) days if the Council meets once a month), the seat held 8 | Page South San Francisco City Council Procedures and Protocols Handbook by that Councilmember becomes vacant. The law is silent about the basis for granting or denying permission to be absent. Such a determination is left to the Council as a whole. COUNCIL COMMITTEES The Council may organize among its members such standing committees of two members as it may determine useful, each of which shall act as a fact-finding committee for the purpose of considering all available information on proposed legislation or matters of policy referred to it and shall make recommendations to the Council as a whole. The Mayor shall assign each Councilmember to various standing committees. Members are appointed in January of each year. Participation and attendance at those committee meetings is important. Continued absences from meetings without good cause may result in removal from a committee at the discretion of the Mayor, taking into consideration advice from other committee members. From time-to-time ad hoc committees may be organized by the Mayor to address special concerns which may be of short duration. Additionally, each Councilmember may be assigned by the Mayor as liaison to various boards, committees and commissions, and other public agencies or quasi-public agencies. It is the prerogative of the Mayor, taking into consideration relative length of Council service, individual Councilmember preference and equivalency, to assign individual Councilmembers to various committees. COMPENSATION OF COUNCILMEMBERS Each member of the City Council receives a monthly salary as provided for in Chapter 2.12 of the Municipal Code, Government Code Section 36516, as amended. Salaries are payable at the same time and in the same manner as salaries are paid to other officers and employees of the City. The established salaries are exclusive of any amount payable to each member of the Council as reimbursement for actual and necessary expenses incurred in the performance of official duties for the City. Appendix 10: City Council’s Reimbursement policy. Councilmembers are members of the Public Employees’ Retirement System and also receive Social Security coverage during their term of office. They also are provided with various insurance benefits. (Appendix 4: Summary of benefits) Attendance at pertinent meetings, conferences or seminars will be reimbursed in the same manner as for city employees. COUNCIL MAIL Except when mail is marked “confidential”, the City Manager is authorized to receive and open all mail addressed to Councilmembers, and to give it immediate attention. Mail specifically marked “personal” or “confidential” will be transmitted to the Councilmembers unopened. 9 | Page South San Francisco City Council Procedures and Protocols Handbook Administrative business referred to in mail opened by the City Manager and not requiring Council action is promptly attended to and Councilmembers are informed of both the issue and its disposition. Any communication relating to a matter coming or pending before the Council will be included in the agenda packet for the meeting at which the item is to be considered. STAFF ASSISTANCE Governance of a City relies on the cooperative efforts of elected officials, who set policy, and City Staff, which analyze problems and issues, make recommendations, and implement and administer the Council’s policies. Therefore, every effort should be made to be cooperative and show mutual respect for the contributions made by each individual for the good of the community. In order to effectively discharge the responsibilities of elected office, Councilmembers are entitled to receive assistance from city employees. It is the role of Councilmembers to pass on concerns and complaints on behalf of their constituents. It is not, however, appropriate to pressure staff to solve a problem in a particular way. It is also recognized that under the Council/Manager form of government, the City Manager has the responsibility of day-to-day affairs of the City, consistent with established Council policy. Requests and questions of City staff should be directed only to the City Manager or designee. The City Manager should be copied on any request to Department Heads. Council Members should not set up meetings with department staff directly, but work through the City Manager’s Office. Routine, easily retrievable information will be provided to a requesting Councilmember as expeditiously as possible. The Mayor in consultation with the City Manager, shall Any request, which would require more than one hour of staff time to research a problem or prepare a response, will need to be approved by the full council to ensure that staff resources are allocated in accordance with overall council priorities. Once notified that a request for information or staff support would require more than one hour, the Council Member may request that the City Manager place the request on an upcoming Council agenda or request consent from the Council at an upcoming Council meeting during Council/Comment requests portion of the meeting. Councilmembers are not permitted to direct the activities of city staff. Avoid any staff interactions that may be construed as trying to shape staff recommendations. Council Members shall refrain from coercing staff in making recommendations to the Council as a whole. All critical comments about staff performance should only be made to the City Manager through private correspondence or conversation. Councilmembers serving on intergovernmental bodies receive the assistance of staff assigned by the City Manager. The primary responsibility of assigned staff is to review issues before the 10 | Page South San Francisco City Council Procedures and Protocols Handbook intergovernmental body as they may affect the City and advise and assist the Councilmember in presenting issues. Requests for assistance for speech and correspondence preparation should be made through the City Manager. Administrative assistance is made available for the preparation of written materials. Each member of the Council is given equal consideration. However, since it is the Mayor's responsibility to correspond with persons and organizations on behalf of the City, the correspondence work of the Mayor is given priority. Correspondence to political organizations or persons in support of pursuit of political office is not to be prepared using city resources. COUNCIL CONDUCT WITH STAFF Treat All Staff as Professionals: Clear, honest communication that respects the abilities, experience, and dignity of everyone is expected. As with Council colleagues, practice civility and decorum in all interactions with City staff. Do Not Attend Staff Meetings Unless Requested by Staff: Even if the Council Member does not say anything, the Council Member’s presence may imply support, show partiality, intimidate staff, or hampers staff’s ability to do its job objectively Political Support from Staff During Elections: During the time period between the close of the candidate filing period and the related election, certain guidelines apply. First, staff shall not, except as provided herein, compile or distill information in response to request for information from a candidate for elective city office including a sitting elected official. Second, Councilmembers and other elected city officials may continue to request information that requires the creation of new documents or distillation of data if the request for such data is presented to and approved by the Council. Third, any public information provided to a candidate for an elected city office shall be provided to all candidates for that office. In addition, some professionals (e.g., City Manager and the Assistant City Manager) have professional codes of ethics, which preclude politically partisan activities or activities that give the appearance of political partisanship. Responses to a Councilmember’s request for information shall be distributed to all Councilmembers. EQUIPMENT AND SUPPLIES PROVIDED TO CITY COUNCIL The City provides Councilmembers with a computer, cellular telephone, iPad and a credit card. The City Council should use city-provided equipment consistent with the City Council policy for use of telecommunications equipment. Appendix 5: City Council Policy for use of telecommunication equipment. City issued credit cards shall only be used for city expenses. Councilmembers should submit receipts for their expenditures to the City Manager’s office and should make a notation as to the nature of the expense. The City will not reimburse Councilmembers for the cost of attendance to any political event. 11 | Page South San Francisco City Council Procedures and Protocols Handbook REQUESTS FOR AGENDA ITEMS OR FOR ORDINANCES OR LEGAL OPINIONS To ensure all Council Member views are represented, council agendas contain sections titled "Council Comments/ Requests" and “Items from Council – Committee Reports and Announcements”. These portions of the meeting allow any Council Member to request an agenda item for a future meeting and allow the City Council to have a short discussion on the request (but not on the substance of the item). Any request must include an explanation of the issue and the goal of the proposed Council discussion. If a majority of the Council Members indicate support for the request at that time, then the item shall be placed on a future agenda. Upon support for the request, the Council will provide direction to staff on information that is desired to be presented when the item is placed on a future agenda. Requests by Councilmembers to have items included on the agenda should be made to the City Manager. Any Councilmember may request the City Manager or the City Attorney prepare a proposed ordinance. Any Councilmember may request a written legal opinion from the City Attorney directly, or may make the request through the City Manager. All proposed ordinances or written legal opinions will be distributed to all members of the Council so that all Councilmembers may be fully informed of city matters. A Councilmember with a conflict of interest on the particular issue shall not be provided a copy of the opinion or ordinance. CITY SEAL The term "city seal" is used to refer to two different items: the official corporate seal and the city logo which appears on business cards, letterhead, and so forth. The corporate seal, which is in the custody of the City Clerk, is a stamp which leaves a visible and tactile impression upon a document. The seal is circular, has a two-inch diameter and the words "Seal of the City of South San Francisco Incorporated September 19, 1908". Use of the corporate seal is mostly a matter of custom and ceremony. The city logo appears frequently and is what most people identify as the city seal. It is circular, exists in a variety of sizes, says "City of South San Francisco California" and has a detailed rendering of city scenes in the center. It is used to associate items and materials with the City and is not to be used in any manner which would imply the official sanction of the City when such is not the case. For other than official city business or city-related activities, the logo/seal may not be used to imply that a user represents or is in any way officially associated with the City except by specific written authorization of the City Manager. 12 | Page South San Francisco City Council Procedures and Protocols Handbook CONCURRENT ROLES Members of the City Council serve as members of other entities operating on behalf of South San Francisco. Successor Agency to the Redevelopment Agency The former Redevelopment Agency was established in 1979 and dissolved on February 1, 2012. Pursuant to Assembly Bill x1 26 (“AB 26”), which amended provisions of the State’s Community Redevelopment Law (Health and Safety Code sections 330000 et seq.) (“Dissolution Law”), the members of the City Council serve as the members of the Successor Agency to the former Redevelopment Agency of the City of South San Francisco (“Successor Agency”). Dissolution defines the roles and duties of the Successor Agency. Recreation and Park District Originally established in 1950 as the Park, Recreation and Parkway District, this entity was reorganized as the Recreation and Park District in 1961 in conformance with Public Resources Code Section 5780 et seq. The City Council serves as the board of directors, which may organize, promote, conduct and advertise programs of community recreation, establish, maintain and operate recreation centers, parks and parkways, and provide transportation services. Willow Gardens Parks and Parkways Maintenance District The City Council is the governing body for the City’s share of the property tax allocated towards the Willow Gardens Parks and Parkways Maintenance District, and the City Council serves as the board of directors of this district. South San Francisco Public Facilities Financing Authority The City Council is the governing body of the authority. The authority shall be a public entity separate from the City and Parking Authority as established in the joint exercise of powers agreement, which may assist in the financing and refinancing of capital improvement projects of the members and other activities of the members as permitted. CONFLICT OF INTEREST The City is required to adopt a Conflict-of-Interest Code, which is reviewed every two (2) years and amended when circumstances change. (Government Code Sections 87300-87313), Councilmembers are prohibited by law (1) from having a financial interest in contracts made by them in their official capacity or by the Council (Government Code Section 1090 et seq.) and (2) from making, participating in making, or in any way attempting to use their official positions to influence a governmental decision in which they know or have reason to know they have a financial interest. (Political Reform Act, Government Code Section 87100 et seq.) Contracts entered in violation of conflict-of-interest provisions are void, and financial penalties are imposed for the failure to disclose. Whenever the Council is about to commence consideration of a matter and a member has or has reason to believe he or she has a conflict of interest, the reason must be disclosed on the record, a statement of intent to abstain must be made, and the Councilmember must leave the Council 13 | Page South San Francisco City Council Procedures and Protocols Handbook seating area and refrain from participation on the item. Once a year, and within thirty (30) days of assuming office, Councilmembers must file disclosure statements indicating potential conflicts of interest for both the Councilmember and the Councilmember’s spouse and dependent children. Councilmembers unsure about potential conflicts are encouraged to discuss such issues with the City Attorney in advance of the Council meeting for which the item is scheduled. While the City Attorney will advise Councilmembers on conflict-of-interest issues, only the Fair Political Practices Commission, by written letter, can confer immunity from subsequent enforcement action. Councilmembers may occasionally desire to assist in soliciting donations on behalf of a city- sponsored event. In such circumstances, the Councilmember and Council should follow the process set forth in California Code of Regulations Section 18944.2. Appendix 6: Solicitation of Donations. BROWN ACT The Brown Act, (Government Code Section 54950 et seq.) authored by Assemblyman Ralph D. Brown in 1953, focuses on keeping the public business in the public's eye and governs many of the processes which must be followed with regard to notices, agendas, and the conduct of meetings. It attempts to strike a balance between public access to the activities of a public body and the need for candor, debate and information gathering. With few exceptions, the law provides that all the deliberative processes be open and available for public scrutiny. It defines meetings broadly as a gathering of a quorum where business is discussed or transacted. An informal gathering, such as a social event, is not a meeting unless official business is discussed. Among Councilmembers, a series of telephone calls, emails or texts, a conference call, mass emailing or texting or any other informal session in which substantive matters are discussed, may constitute a meeting under the Act. A series of telephone calls, emails or texts, either by one Councilmember to all of the others or one by each Councilmember as a link in a chain may be determined to be a meeting if substantive matters are discussed. As part of the notice requirements, the Brown Act requires the posting of an agenda, at least seventy-two (72) hours prior to a regular meeting, containing a brief general description of each item of business to be transacted. As of January 1, 2019, Assembly Bill 2257 (“AB 2257”) requires online posting of an agenda for a meeting. No action may be taken on any item not appearing on the posted agenda. "Action taken" is defined as a vote, collective decision, commitment or promise by a majority of the body. According to the Attorney General, an item which is merely discussed, with no decision as to how the matter should be resolved, would not constitute taking action. Similarly, brief discussions of procedural or preliminary matters which are not substantive in nature (e.g. instruction to staff to report back, scheduling of meetings and items) are not prohibited. A standing committee of the City Council is also subject to the Brown Act notice requirements. 14 | Page South San Francisco City Council Procedures and Protocols Handbook There are several exceptions to the agenda requirement. First, action may be taken on a matter determined to be an emergency. Second, if at least two-thirds of the Councilmembers (i.e. effectively four members) approve, an item may be included on the agenda if the need to take action arose after the agenda was posted. Or, if less than two-thirds of the Councilmembers are present, a unanimous vote of those present is needed to include the item that requires immediate action. Third, action may be taken on an item which was previously posted in connection with a meeting which occurred no more than five (5) days prior, provided the prior meeting was adjourned to the new date. Under the Brown Act, the Mayor or three members of City Council may call a special meeting by providing twenty-four (24)-hour advance notice to all the Councilmembers and to all media representatives who have requested notice in writing. The notice may be delivered personally or by any other means. The notice must state the time, place, and business to be transacted with an opportunity for the public to address the Council on that item. The notice must be posted in a public and freely accessible location. No other business may be considered at a special meeting. Emergency meetings may be held if there is a work stoppage or other activity which severely impairs public health, safety or both, or if there is a crippling disaster. The twenty-four (24)- hour notice and posting is not required in such situations; however, newspapers radio and television stations must be notified at least one (1) hour prior to the meeting if telephone service is still available. Closed sessions are permitted in a limited number of instances, subject to specific rules and regulations. Though closed sessions are permitted, they must be included on the regular or special meeting agenda with a brief description of the matters to be discussed. Specific language to describe the actions to be discussed is statutorily defined and, when used, ensures compliance with the Brown Act. (See Government Code Sections 54954.5; 54956 et. seq.; 54957 et. seq.) Closed session may not occur in an “emergency meeting” unless agreed to by a two-thirds vote of the Councilmembers present (i.e. four members), or, by a unanimous vote if less than two- thrids of the Councilmembers are present. (Gov. Code § 54956.5(c)). Permitted Closed Sessions A summary listing of permitted closed session items under the Brown Act include: 1. License applicants with criminal records 2. Real Estate Negotiation 3. Conference with Legal Counsel on Initiation of Existing and Anticipated Litigation 4. Liability Claims 5. Threats to Public Services or Facilities (public security) 6. Personnel Matters (public employee appointment, termination, discipline, etc.) 7. Labor Negotiations The Brown Act requires the disclosure of certain items decided in closed session meetings. Minutes may be taken during closed session but they are not considered part of the public record. If there is an approval of agreements concluding real estate negotiations and the City finalizes 15 | Page South San Francisco City Council Procedures and Protocols Handbook the agreement, the report given in open session, during the same meeting, must include the approval action taken, a voting tally and the substance of the agreement. If the other party finalizes the agreement, it must include the same information but is given as soon as the other party informs the City of its approval. In an approval of a litigation defense, appellate review or amicus curiae participation, the report must include the approval action, adverse parties (when known), litigation substance and the voting tally. The approval is reported in open session, during the same meeting. If approval to initiate or intervene in litigation is granted, the report given in open session during the same meeting, must include the decision to take action and intended action to be taken. After the action has started and if the disclosure does not jeopardize the City’s legal position the disclosure given only upon inquiry, must include the approval action, the voting tally, defendant(s) and the substance of the litigation. If the City’s ability to affect service or to conclude existing settlement negotiations would be compromised by disclosure, the City does not have to do so until the conclusion of the matter. When the matter is concluded, the City must disclose, only upon inquiry, the same as above. When pending litigation settlements are approved, if the City finalizes a signed settlement offer, the report given in the open session, during the same meeting, must include the acceptance action, the voting tally, and the substance of the agreement. If the other party or a court must finalize the agreement, the disclosure occurs when the settlement is finalized, and includes the same information. With a disposition of Joint Powers Agency claims, the report includes a voting tally, the name of the claimant, the name of the local agency claimed against, the substance of the claim and the monetary amount approved for payment (if any). The report is made as soon as the disposition is reached. For actions affecting the employment status of public employees, twenty-four (24) hours before the meeting the employee must be informed of the charges, and of the right to hear the charges in open session. When a decision is reached in closed session, the report must include action taken that affects the employment status, the voting tally and the title of the position. If the action taken is a dismissal or a nonrenewal of a contract, the report will be deferred until the employee has an opportunity to exhaust all administrative remedies. Otherwise, the report will be given in the open session, during the same meeting. For agreements concluding labor negotiations, the report is required after the agreement is finalized and ratified. The report must include the item approved, the voting tally, and the other party. Violation of the provisions of the Brown Act can result in criminal penalties, the imposition of civil remedies, and the award of attorney's fees. Attendance at a meeting at which a violation occurs and action is taken when there is knowledge by the official that a violation is occurring, can result in misdemeanor liability. The available civil remedies are injunction, mandamus or declaratory relief, as well as allowing recordings of closed sessions. The remedies are designed to prevent further or future violations and do not require knowledge or action be taken. Before a 16 | Page South San Francisco City Council Procedures and Protocols Handbook suit can be initiated, however, the complainant must make a written demand to the City Council to correct or cure the violation, and the Council must fail to do so. An action taken by the Council during a time of alleged Brown Act violations is not automatically null and void. If the actions were in "substantial compliance" with the law, or if they related to the sale of bonds or the issuance of contracts, those actions would still be valid. If a violation is found and attorney's fees are awarded, the award is against the City and not against the individuals who violated the law. If someone brings an action against the City and the City prevails or the action is determined to be frivolous and without merit, the City may be awarded its attorney's fees. For a more detailed discussion of Brown Act provisions and requirements including relevant case law, please refer to the publication prepared by the First Amendment Coalition, a copy of which is available for review in the City Council’s Office. The publication referenced herein is for information purposes only and does not impose any obligations on the City Council that do not otherwise exist under California law. MEETINGS The City Council holds various types of meetings. All meetings of the City Council (except closed sessions held pursuant to state law) are open to the public. Quorum A majority of the Council in office constitutes a quorum for the transaction of business, but a lesser number may adjourn from time to time and may compel by a notice the attendance of absent members refusing or neglecting to attend meetings under Government Code Section 36813. Disobedience of the notice may be punished at the discretion of the Council by a fine. The notice may be by any means giving actual notice to appear and may be given by the City Clerk or any person authorized by the Council. When there is no quorum, the Mayor, Vice-Mayor, or any Councilmember may adjourn a meeting, or if no Councilmember is present, the City Clerk may adjourn a meeting. Regular Meetings Regular meetings are held on the second and fourth Wednesdays of each month at 6:00 p.m. in the Council Chambers of the Municipal Services Building, 33 Arroyo Drive, South San Francisco, CA. In the event it becomes necessary to change the place of the meeting, public notice must be given by posting the change at the entrance to the regular meeting place. Whenever any regular meeting falls on a public holiday, the regular meeting is held on the following business day. The Successor Agency meets the second Wednesday of each month, in the same location, starting at 6:30 p.m. 17 | Page South San Francisco City Council Procedures and Protocols Handbook Special Meetings A special meeting may be called at any time by the presiding officer or by a majority of the Councilmembers, by delivering written notice twenty-four (24) hours in advance to each member of the Council by personal delivery or any other means that ensures receipt, and to each local newspaper of general circulation, radio, and television station requesting notice in writing. Written notice may be dispensed with for any member who at or prior to the time the meeting commences files a written waiver of notice or for any member who is actually present at the time the meeting convenes. Notice of the meeting must be posted at least twenty-four (24) hours prior to the special meeting in a location freely accessible to members of the public. Only business described in the notice may be transacted and the notice requirements apply even if the entire meeting is a closed session. Emergency Meetings An emergency meeting dealing with matters upon which prompt action is necessary due to the disruption or threatened disruption of public facilities may be held without complying with either the twenty-four (24) hour notice or posting requirements. However, the presiding officer must inform any newspaper and radio or television station who requested notice of special meetings one (1) hour prior to the emergency meeting, if possible. After the meeting, the Council must post the minutes, the people notified of the meeting, the roll call vote and any action taken. This information must be posted in a public place for ten (10) days. Adjourned Meetings The City Council may adjourn any meeting to a later time, date and place. If the subsequent meeting is conducted within five (5) days of the original meeting, matters on the agenda for the original meeting may be considered at the subsequent meeting. Less than a quorum may adjourn. A copy of the order or notice of adjournment must be conspicuously posted on or near the door of the place where the meeting was held within twenty-four (24) hours after the time of the adjournment. When an order of adjournment of any meeting fails to state the hour at which the adjourned meeting is to be held, the meeting is held at the usual hour specified for regular meetings. No adjournment may be for a longer period than the next regularly scheduled meeting. Closed Sessions Closed sessions, sometimes called executive sessions, are duly held meetings or portions of meetings, which are not open to the public and news media. Closed sessions must be held in accordance with the provisions of the Brown Act. Matters discussed in closed session are considered confidential. The Council may vote to sanction any Councilmember the City Manager or City Attorney who, without authorization, discloses the substance of any discussion which took place during a closed session. 18 | Page South San Francisco City Council Procedures and Protocols Handbook Additionally, attendance at a closed session should be limited to those actually necessary to advise or take direction from the Council. This may include the City Attorney, senior management staff, experts, negotiators or consultants. Third parties not serving as agents of the City cannot attend, with the exception of witnesses in the event of a closed session to hear charges or complaints under Government Code Section 54957. Study Sessions Study sessions or work sessions, if needed, are generally held at City Hall in the main conference room on the third Wednesday of each month and generally begin at 5:00 p.m. Study sessions are considered special meetings pursuant to the Brown Act. The time and location for such sessions may be changed by the City Manager with appropriate notice. Study/work sessions are open to the public and are meetings for the purposes of the Brown Act, but such sessions are not intended to constitute regular meetings. Usually, at such sessions, no motions are to be offered and no formal action is to be taken. The primary purpose of such sessions is to provide background information to members of the Council. Public comments at study sessions are limited to the subject of the study session and will be received during the public comments section of the study session. Teleconference Meetings The City Council Procedures provisions concerning Teleconference meetings shall apply to City Council members. Requests by Council Members to attend a Council meeting via telephonic appearance are actively discouraged. Telephonic attendance shall be permitted not more than 3 times a year. In addition, at least a quorum of the Council must participate from a location within the City (Government Code Section 54953(b)(3)). If these two threshold requirements are met, the Council Member who will be appearing telephonically must ensure that: ∗ The meeting agenda identifies the teleconference location and is posted at that location in an area that is accessible and visible 24 hours a day for at least 72 hours prior to the meeting. ∗ The teleconference location is open and fully accessible to the public, and fully accessible under the Americans with Disabilities Act, throughout the entire meeting. These requirements apply to private residences, hotel rooms, and similar facilities, all of which must remain fully open and accessible throughout the meeting, without requiring identification or registration. ∗ The teleconference technology used is open and fully accessible to all members of the public, including those with disabilities. ∗ Members of the public who attend the meeting at the teleconference location have the same opportunity to address the Council from the remote location that they would if they were present in Council Chambers. ∗ The teleconference location must not require an admission fee or any payment for attendance. ∗ If the meeting will include a closed session, the Council Member must also ensure that there is a private location available for that portion of the meeting. 19 | Page South San Francisco City Council Procedures and Protocols Handbook If the Council Member determines that any or all of these requirements cannot be met, he or she shall not participate in the meeting via teleconference. Approved Teleconference Guidelines for Council Members: ∗ Five days written notice in advance of the publication of the agenda must be given by the Council Member to the City Clerk’s office; the notice must include the address at which the teleconferenced meeting will occur, the address the Council packet should be mailed to, who is to initiate the phone call to establish the teleconference connection, and the phone number of the teleconference location. If cellular telephones are used to participate in teleconferenced meetings, Council members need to ensure the speaker phone option is functioning. ∗ The Council Member is responsible for posting the Council agenda in the remote location, or having the agenda posted by somebody at the location and confirming that posting has occurred. The City Clerk will assist, if necessary, by emailing or mailing the agenda to whatever address or fax number the Council Member requests; however, it is the Council Member’s responsibility to ensure that the agenda arrives and is posted. If the Council Member will need the assistance of the City Clerk in delivery of the agenda, the fax number or address must be included in the five-day advance written notice above. ∗ The Council Member must ensure that the location will be publicly accessible while the meeting is in progress. ∗ The Council Member must state at the beginning of the Council meeting that the posting requirement was met at the location and that the location is publicly accessible and must describe the location. Virtual Council Meetings During the novel coronavirus pandemic, the city used a virtual meeting tool that allowed the City Council, Council Boards, Commissions and Committees to continue to hold meetings and provide a way for the public to participate in meetings. Recognizing that public participation is a critical component of the civic process and valuing the input it receives from members of the public during meetings. The City established a Remote Public Participation Policy outlining roles and responsibilities to host virtual meetings. Councilmembers should endeavor to always have their video on so that the public, staff, and colleagues can see that they are listening. A minimum of three members must be on video to constitute a quorum. Brief turnoffs are understandable and permitted, but for example, having video off throughout public comments and then turning it back on when it is time for Councilmembers to speak is not appropriate for a public meeting. The Chair will strive to give ten-minute breaks every two hours. Meeting Cancellation Any meeting of the Council may be cancelled in advance by a majority of the Council. The City Manager may cancel a meeting in the case of an emergency or when a majority of members have provided notice of their unavailability to attend a meeting. 20 | Page South San Francisco City Council Procedures and Protocols Handbook CONDUCT OF MEETINGS The Council should refer to one another formally during Council meetings as Mayor, Vice- Mayor or Council Member followed by the individual’s last name. Difficult questions, tough challenges to a particular point of view, and criticism of ideas and information are legitimate elements of a free democracy in action. Be respectful of diverse opinions. Council Members have a public stage to show how individuals with disparate points of view can find common ground and seek a compromise that benefits the community. Council Members are role models for residents, business people, and other stakeholders involved in public debate. Agenda Order City Council agendas will be prepared by the City Clerk and presented to the City Council in the following order. The City Manager, with prior approval of the Mayor, is authorized to make changes to the agenda of the Council, and the City Clerk shall publish the agenda. The City Council may take matters up out of order upon approval by a majority vote of those present: 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Agenda Review 5. Announcements from staff 6. Presentations 7. Public Comments 8. Council Comments/Requests 9. Consent Calendar 10. Public Hearing 11. Administrative Business 12. Items from Council – Committee Reports and Announcements 13. Closed Session 14. Adjournment Call to Order and Roll Call The presiding officer takes the chair at the hour appointed for the meeting and calls the Council to order. Before proceeding with the business of the Council, at the request of the presiding officer, the City Clerk calls the roll. In the absence of the Mayor and the Vice-Mayor, the City Clerk calls the Council to order, whereupon a temporary presiding officer is elected by a majority of the Councilmembers present. Upon the arrival of the Mayor or the Vice-Mayor, the temporary presiding officer relinquishes the chair at the conclusion of the business then before the Council. 21 | Page South San Francisco City Council Procedures and Protocols Handbook Order of Business Unless the reading of minutes is requested by a Councilmember, minutes may be approved without reading as part of the consent calendar if each Councilmember has previously received a copy. Thereafter, the order of business is as presented on the Council agenda, prepared at the direction of the City Manager. With the approval of a majority of the Council, an item may be taken out of order. Appendix 2: Sample guide to conducting Council meetings. Continued Items Any item or hearing may be continued to any subsequent meeting in accord with the procedures set forth for the adjournment of meetings. If a hearing is continued to a time less than twenty- four (24) hours after the time specified in the original hearing notice, a copy of the notice of continuance of the hearing must be posted immediately following the meeting at which the determination to continue the matter was made. Introduction of Items After 11:00 PM The City Council makes every effort to end its meetings before 11:00 p.m. The Council also generally does not take up new matters after 11:00 p.m. The meeting shall continue only on the matter being discussed and the remaining items on the agenda shall be carried over, unless the Council chooses to take up new items. Presentations The total amount of time for all presentations shall not exceed fifteen minutes per meeting unless otherwise approved by the Council. Councilmember Participation Every Councilmember desiring to speak addresses the chair, and upon recognition by the presiding officer, may speak on the matter before the Council. A member, once recognized, shall not be interrupted when speaking unless it is to call the person to order. If a member, while speaking, is called to order, the member shall cease speaking until the question of order has been determined, and, if in order, the member shall be permitted to proceed. Questions of staff should be directed through the chair. Public Participation Any person desiring to address the Council on any item on the regular meeting agenda may do so at the time designated for that item after first being recognized by the presiding officer. Any person desiring to address the Council on an item on the consent calendar or on an item not on the agenda may do so at the time designated on the agenda as "Public Comments" after first being recognized by the presiding officer. Individuals speaking under “Public Comments” generally are limited to three (3) minutes. If there appears to be a large number of speakers, the Mayor may reduce speaking time to limit the total amount of time for public comments (Gov. Code sec. 54954.3.(b)(1).). In compliance with Assembly Bill 1787 (“AB 1787”), which requires local agencies to provide at least twice the allotted time for public comment to speakers who require translation services. When a member of the public is addressing the Council or one of its Committees, and when time limits have been placed on public comments, the Mayor or Vice- 22 | Page South San Francisco City Council Procedures and Protocols Handbook Mayor, shall allow persons requesting interpretation assistance, by another individual, to testify for twice the amount of the time limit, thereby providing uniform time for the speaker’s testimony, as well as the time necessary for the interpretation of the testimony for the benefit of the Council and the public. Individuals speaking under “Public Comments” are limited to topics on the consent calendar or on items that are not otherwise on the agenda. It is acknowledged that individuals may wish to address the Council under “Public Comments” for the purpose of obtaining general information or receiving responses to specific questions. State law prevents Council from responding to public comments or taking action on matters not on the agenda. In general, the Mayor shall ascertain whether the Council or staff is able to provide the requested information immediately. If this is not possible because the information is not readily available, the matter may be referred to staff for a written response. Unless the matter raises issues of an extraordinary nature, it is expected that a response will be presented to the Council by its next regular meeting. If it is not possible to do so by this date, the Council will be advised as to when a response will be forthcoming. Speakers at meetings are requested, but not required, to identify themselves and fill out cards placed near the public microphone. The information is used to help prepare the minutes of the meeting. All remarks should be addressed to the Council as a body and not to any individual member. Time limits may be imposed upon speakers. No person, other than the Councilmembers and the person having the floor, should be permitted to enter into any discussion, either directly or through a member of the Council, without the permission of the presiding officer. No question is to be asked a Councilmember or staff member except through the presiding officer. After a motion is made by the Council, no person shall address the Council without first securing the permission of a majority of the Councilmembers present to do so. Decorum While the Council is in session, the Councilmembers must preserve order and decorum, and no Councilmember should, by conversation or otherwise, delay or interrupt the proceedings or the peace of the Council nor disturb any Councilmember while speaking or refuse to obey the orders of the Council or other presiding officer. The United States Constitution and California Constitution protect individuals’ rights to free speech and expression. Accordingly, the City can only remove an individual if they are actually disrupting a meeting. Courts have struck down rules of decorum that allow for removal of a speaker for personal attacks, slanderous speech, or insolent behavior when such conduct did not actually disturb the meeting. Courts hold that a “disruption” means something more than a bare violation of a rule of decorum. For example, an expressive sign or the use of profanity, by themselves, do not warrant removal from a meeting. The conduct must cause the meeting to be disrupted or impede the City from conducting its business. Courts often measure whether something is a disruption by its effect on the audience, and not by its effect on members of the legislative body. 23 | Page South San Francisco City Council Procedures and Protocols Handbook Given these restrictions on being able to remove a speaker, the Chair should be careful to ensure that the following steps are applied to all speakers equally, regardless of their particular viewpoints: 1. Reminder to the Speaker or Audience Member: If a speaker goes beyond his or her allotted time, continues to speak on matters unrelated to District business or otherwise violates the rules on public comment, it is appropriate to remind the speaker of the City’s rules on public comment. A reminder to an audience member who violates the rules by calling out or interrupting a speaker is also recommended. 2. Direction to the Speaker: If a speaker continues to violate the rules on public comment by exceeding his or her time, speaking on topics unrelated to City business or otherwise, the Chair should request the speaker to finish his or her comments and allow for the next speaker to address the Council. 3. Declare a Violation of the Rules on Public Comment and Request a Police Officer to Escort the Speaker to His or Her Seat: If the speaker continues to violate the time or topic regulations and the Council is impeded from continuing its business, the Chair should: a) Inform the speaker that he or she has failed to comply with the rules; b) Inform the speaker that he or she is impeding City business by violating the public speaking rules; and c) Request the City Manager, or his designated Sergeant-at-Arms, to escort the speaker to his or her seat. 4. Instruct the Sergeant-at-Arms to Remove the Individual or Arrest The Individual If He or She Refuses to Leave: If the speaker refuses to comply with Step 3, the Chair should: (a) Declare that the individual is disrupting the meeting and impeding City business, and (b) Instruct the City Manager, or his designated Sergeant-at-Arms, to remove the individual from the room and arrest the individual if he or she refuses. This should occur on the record. (c) The Chair then proceeds immediately to Step 5. (d) The individual should be informed by the Sergeant-at-Arms that: If he or she refuses to comply with the request to leave the meeting room, He or she will be escorted out of the meeting room by officers and ordered to not return; or 5. Immediately Invite a Motion for a Recess: After instructing the Sergeant-at-Arms, the Chair should invite a motion for a ten-minute recess. Council members should leave the dais area and allow for the officer to communicate with the individual. 6. Continuing Disturbances: If an actual disturbance is caused by one person or a group, such that order cannot be restored by the Chair after following the above steps, the Chair should: (a) Declare on the record that an actual disturbance has occurred; (b) Order the room to be cleared by the Sergeant-at-Arms and his or her designees; 24 | Page South San Francisco City Council Procedures and Protocols Handbook (c) Allow any members of the public and the press who did not take part in the disturbance to return to the meeting room; and (d) Continue the meeting. Cellular telephones or any other telecommunications device should be in the silent mode or turned off during the City Council meeting. Literature distribution or petition circulation is not permitted when Council is in session. Such activity may occur outside the meeting room, provided access is not blocked. The Chief of Police or the representative of the Chief of Police is the ex officio sergeant-at-arms of the Council. The ex officio sergeant-at-arms shall carry out all orders and instructions given by the presiding officer for the purpose of maintaining order and decorum in the Council Chamber. Upon instructions from the presiding officer, it shall be the duty of the sergeant-at- arms to eject any person, place the person under arrest or both. As set forth in Government Code Section 54957.9, in the event any meeting is willfully interrupted by a group of persons so as to render the orderly conduct of the meeting unfeasible, and order cannot be restored by the removal of individuals who are willfully interrupting the meeting, the presiding officer may order the meeting room cleared and continue in session. Smoking Prohibited It is unlawful for any person to smoke in any room in which a Council meeting open to the public is being held. COUNCIL ACTIONS Several different types of action may be taken by the Mayor and/or the City Council. Proclamations Proclamations are issued by the Mayor without formal action by the Council. Proclamations are public announcements directing attention to a person, an organization or event, such as Citizen of the Year, a retiring employee, Girl Scout Week, or International Year of the Child. Proclamations will be issued to Board and Commissioner members who have served the authorized maximum number of terms to acknowledge their contributions to the City of South San Francisco. Proclamations may be requested by any member of the Council. Commendations/Certificates of Recognition Commendations/Certificates of Recognition are acknowledgements of the activities of a person or organization, issued by the Mayor or by all Councilmembers without formal action being taken. Commendations/Certificates of Recognition typically acknowledge exceptional endeavors or are given to departing Board and Commission members and Councilmembers and are presented at an appropriate function or Council meeting. 25 | Page South San Francisco City Council Procedures and Protocols Handbook Ordinances Legislative acts of the City Council are known as ordinances. Ordinances may be general or special, depending upon their effect. Those which relate to the health, safety, and welfare of the community and are intended for long-term application throughout the city are known as general ordinances. Special ordinances are those with limited application. General ordinances are codified in the South San Francisco Municipal Code. Subject to certain state law exceptions, most ordinances are introduced at one meeting and are adopted by majority vote at a subsequent meeting. An ordinance is necessary (1) when state law requires a regulation to be adopted by ordinance, (2) to amend or repeal provisions of the Municipal Code or any uncodified ordinances, and (3) to impose regulations on persons or property which impose a penalty by fine, imprisonment or forfeiture for the violation. Ordinances shall be prepared by the City Attorney. Ordinances are prepared for presentation to the Council when ordered by a majority vote of the Council, or when requested by the Mayor or the City Manager, or when prepared on the City Attorney's own initiative. Resolutions Resolutions are Council actions which become effective upon adoption and encompass the business not addressed through ordinances. They are typically used to handle routine business and administrative matters requiring some type of formal memorialization. Resolutions are used for various reasons, such as when specifically required by law, when needed as a separate evidentiary document to be transmitted to another agency, or where the frequency of future reference back to its contents warrants a separate document to facilitate reference and research. Motions The least formal of Council actions, motions typically are used for procedural matters (such as to continue items) or for administrative matters (such as to accept reports). An adopted motion is as legally effective and binding as an adopted resolution but generally is recorded simply as an item entry in the minutes. Minute Orders A minute order is a brief notice documenting an action taken by the Council and distributed subsequent to the meeting at which the action is taken. It is used only occasionally, generally when the Council wishes to provide notice other than in the minutes that it adopted a particular motion. Finality of Administrative Actions For the purpose of judicial review, all administrative actions by the City Council become final on the date taken, except where (1) state or local law provides that the action becomes final on a later date; or (2) a request for reconsideration is made in a timely fashion. 26 | Page South San Francisco City Council Procedures and Protocols Handbook MINUTES The preparation of accurate intelligible minutes is the responsibility of the City Clerk. In general, action minutes are used to record proceedings. Action minutes contain very little narrative. The record focuses on who spoke and the motions and votes. Recordings are used in order to serve a number of administrative, legal and historical functions and to provide a verbatim record of meetings. Failure to record does not affect the validity of any proceedings or action taken by the Council. The City Clerk may be directed by the presiding officer, with the consent of the Council, to enter in the minutes a synopsis of the discussion of any matter coming before the Council. The synopsis should be in complete sentences. A Councilmember may request, through the presiding officer, the privilege of having a previously prepared written abstract summarizing the major points of his or her statement on any subject under consideration entered into the minutes. If the Council consents, such an abstract is entered into the minutes. Items such as letters which individuals request "to have entered into the record" are referred to in, but do not become a part of, the minutes. Changes in substantive matters may be made only at the direction of a majority of the Council. Clerical corrections are to be made when discovered in order to maintain accuracy. BASIC PROCEDURES - MAIN MOTIONS In conjunction with the agenda for a Council meeting, business is brought before the City Council by the motion of a member. A motion may itself bring a subject to City Council's attention or it may follow the presentation of a report or other communication. A motion is a formal proposal that the City Council take a certain action. The proposed action may be of a substantive nature, or it may consist in expressing a certain view, or directing a specific investigation and report back, or the like. The basic form of motion, the form which brings business forward, is known as a "main motion". The main motion sets a pattern from which all other motions are derived. The steps by which a motion is normally processed are (1) a member makes (or moves or offers) a motion, (2) another member seconds the motion and (3) the chair states the motion. After a main motion is made and before the question is stated by the chair, any member can informally suggest one or more modifications in the motion, which the member can accept or reject. Once stated, the motion is pending and open for discussion/debate. The chair then puts the matter to a vote and announces the result. If the Council decides to do what a motion proposes, it adopts the motion; if the decision is against what the motion proposes, the motion is rejected. Effective January 1, 2014, California Senate Bill 751 amended the Brown Act to require that all legislative bodies “publicly report” any “action taken” and the vote or abstention on that action of each member present for the action. “Action taken” is defined in the Brown Act as a collective 27 | Page South San Francisco City Council Procedures and Protocols Handbook decision made by a majority of the members of a legislative body upon a motion, proposal, resolution, order or ordinance. The Brown Act previously required legislative bodies to report certain actions taken in closed session. Now, those reporting requirements will extend to actions taken by legislative bodies in open session. PARLIAMENTARY PROCEDURE MOTIONS Processing of Motions After a main motion is made and seconded, it must be stated by the presiding officer before it can be debated. Until the presiding officer states the motion, the maker has the right to modify or withdraw it. Once stated, a main motion may not be withdrawn by the mover without the consent of the person seconding it. Precedence of Motions Once the main motion is properly placed on the floor, several related motions may be employed in addressing the main motion, and if properly made and seconded, must be disposed of before the main motion can be acted upon. 1. Fix the time to which to adjourn 2. Adjourn 3. Recess 4. Raise a question of privilege 5. Call for the orders of the day (raise a point of order) 6. Lay on the table 7. Previous question (close debate) 8. Limit or extend limits of debate 9. Postpone to a certain time (postpone definitely) 10. Postpone indefinitely 11. Refer or Commit 12. Amend 13. Motion to reconsider These motions have precedence in the order indicated above, except that a motion to reconsider has precedence over all motions. Types of Motions/Purpose 1. Fix the time to which to adjourn. A motion to fix the time to which to adjourn requires a second, is amendable and is debatable only as to the time to which the meeting is adjourned. The purpose is to set a time for continuation of the meeting. 2. Motion to adjourn. A motion to adjourn requires a second and is not debatable except to set the time to which the meeting is adjourned. A motion to adjourn shall be in order at any time, except as follows: a. When repeated without intervening business or discussion; 28 | Page South San Francisco City Council Procedures and Protocols Handbook b. When made as an interruption of a member while speaking; c. When the previous question has been ordered; d. While a vote is being taken. 3. Motion to recess. A motion to recess requires a second, is amendable, but is not debatable. Its purpose is to interrupt the meeting and is usually done by Mayor's declaration. 4. Motion to raise a question of personal privilege. Any Councilmember at any time during the meeting may make a request of the chair to accommodate needs such as reducing noise, adjusting heating or cooling system, etc. In situations in which a Councilmember's integrity, character, or motives are questioned, or to where the welfare of the Council is concerned, the maker of the motion may interrupt another speaker if the presiding officer recognizes the "privilege". The motion does not require a second, is not amendable, and is not debatable. 5 Motion to call for the orders of the day. A motion to call for the orders of the day does not require a second, is not amendable, and is not debatable. Purpose is to require adherence to the agenda. By a two-thirds vote, the orders of the day may be set aside. Changes are frequently handled by consensus. 6. Motion to lay on the table. Purpose is to interrupt current business for more urgent business. A motion to lay on the table requires a second, is not amendable, and is not debatable. It temporarily suspends any further discussion of the pending motion without setting a time certain to resume debate. If the motion prevails, and the subject is tabled, a member must move that the matter be "taken from the table" at the same meeting or at the next regular meeting of the Council. Otherwise, the motion that was tabled dies, although any Councilmember may request the subject be placed on an agenda for a later City Council meeting. 7. Motion to move the previous question. The purpose of this motion is to close debate and a two-thirds vote is required for passage. A motion to move the previous question must be made and seconded without interrupting one who already has the floor. It is not debatable and is not amendable. It applies to all previous motions on the subject unless otherwise specified by the maker of the motion. If the motion to move the previous question fails, debate is reopened; if it passes, then a vote is taken on the pending motion. 8. Motion to limit or extend debate. A motion to limit or extend debate requires a second, is amendable and is not debatable. The motion requires a two-thirds vote. Its purpose is to limit or extend debate. 9. Motion to postpone to a certain time. A motion to postpone to a certain time requires a second, is amendable, and is debatable as to propriety of postponement and time set. Purpose is to postpone the pending question to a specified time. 29 | Page South San Francisco City Council Procedures and Protocols Handbook 10. Motion to postpone indefinitely. A motion to postpone indefinitely requires a second, is not amendable, and is debatable. If the motion is adopted, the principal question shall be declared lost. The purpose of the motion to postpone indefinitely is to avoid a direct vote on the main motion. Its correct use is when the intent is not to vote on the matter at all. It should not be confused with the motion to lay on the table, which is a means of temporarily bypassing a subject. 11. Motion to refer or commit. A motion to refer requires a second, is amendable, and is debatable only as to the propriety of referring. The substance of the subject being referred shall not be discussed at the time the motion to refer is made. Purpose of the motion is to send subject to another city department, board, commission, committee or officer for further study and report back to Council, at which time subject is fully debatable. The motion may or may not contain directions or a return date. 12. Motion to amend. A motion to amend requires a second, is amendable, and is debatable only when the motion to which it applies is debatable. A motion to amend an amendment is in order, but one to amend an amendment to an amendment is not. An amendment modifying a motion is in order, but an amendment substituting a new motion or raising an independent question is not in order. Amendments take precedence over the main motion. Amendments to amendments are voted first, then the amendment, then the main motion as amended. 14. Motion to reconsider. Except for votes regarding matters which are quasi-judicial in nature or matters which require a noticed public hearing a motion to reconsider any action taken by the Council may be made during the meeting at which the action was taken or at an adjourned meeting thereof. A motion to reconsider requires a second, is debatable, and is not amendable. The motion must be made by a Councilmember who voted in favor of the motion originally, but may be seconded by any Councilmember. If the motion to reconsider is successful, the matter to be reconsidered takes no special precedence over other pending matters. The purpose is to bring back the matter for review. If a motion to reconsider fails, it may not itself be reconsidered. Reconsideration may not be moved more than once on the same motion. Division of Question 14. Division of question. If the motion contains two or more propositions, each of which is capable of standing on its own if the others are removed, the presiding officer may, and upon request of a member shall (unless appealed), divide the motion. 15. Rescind, Repeal or Annul. The Council may rescind, repeal or annul any prior action taken with reference to any legislative or administrative matter so long as the action to rescind, repeal or annul complies with all of the rules applicable to the initial adoption and no rights have intervened to create an estoppel, unless otherwise specified by law. 30 | Page South San Francisco City Council Procedures and Protocols Handbook 16. Suspend the Rules. Any Councilmember may move to suspend the rules if necessary to accomplish a matter that would otherwise violate the rules. A second and a two-thirds vote is necessary. Robert’s Rules of Order Procedural matters not otherwise covered by either city ordinance, city resolution, state law, or this handbook, are handled in accord with Robert's Rules of Order. No provision in Robert's Rules is to be construed to supersede any procedure adopted by the City Council or required by state law. It is recognized that Robert's Rules applies to deliberative assemblies, but that the City Council also functions as a quasi-judicial body. Due process considerations impose certain procedural requirements and are sometimes different than the provisions of Robert's Rules. For example, a City Council cannot reconsider or rescind a quasi-judicial decision after the decision is final, in the absence of statutory authority to the contrary. In addition, the Government Code sometimes imposes different rules, such as providing that the chair does participate in debate. (Section 36803). Rules adopted to expedite the conduct of business in an orderly fashion are procedural only. The failure to observe a procedural rule does not affect the jurisdiction of the Council or invalidate any action taken at a meeting that is otherwise held in conformance with the law. Parliamentarian The City Attorney serves as parliamentarian during City Council meetings. The role of the parliamentarian is advisory and consultative; the chair has the power to rule on questions of order. VOTING Votes are taken by voice or roll call and entered in full upon the record. Votes are by voice vote, unless a request for a roll call vote is made by any member or the motion requires more than a majority. During the roll call, it is not in order for any member to explain a vote. Silence constitutes an affirmative vote. Councilmembers who are silent during a voice vote shall have their vote recorded as an affirmative vote, except when individual Councilmembers have stated in advance that they will abstain. It is the responsibility of every Councilmember to vote unless disqualified. When someone chooses not to vote, the person in effect "consents" that a majority of the Councilmembers present may act for him or her. 31 | Page South San Francisco City Council Procedures and Protocols Handbook A Councilmember may change a vote or withdraw an abstention and vote if a timely request to do so is made immediately following the announcement of the vote and before the next item in the order of business is taken up. Disqualification. A Councilmember disqualified because of any financial interest or other interest proscribed by law, may not participate in the discussion or the vote. Tie Votes. Tie votes are lost motions. Tie votes may be reconsidered on motion by any member of the Council voting aye or nay during the original vote. Before a motion is made on the next item on the agenda, any member of the Council may make a motion to continue the matter to another date. Any such continuance suspends the running of any time in which action of the City Council required by law. Any Councilmember may place on an agenda for a subsequent meeting a matter which resulted in a tie vote. When less than all Councilmembers are present and a matter under discussion remains unresolved as the result of a tie vote on all motions made on such matter, the matter is automatically continued to the next Council meeting. Voting requirements for specific actions. Certain actions require a minimum number of affirmative votes for approval. These include: 1. Approval of a general plan or specific plan amendment – 3 Affirmative Votes 2. Approval of a Resolution of Necessity – 4 Affirmative Votes 3. Approval of an ordinance or expenditure of funds – 3 Affirmative Votes 4. Approval of an urgency ordinance – 4 Affirmative Votes 5. Approval of a general tax – 4 Affirmative Votes plus Majority Voter Approval PUBLIC HEARINGS By their nature, all hearings (except personnel matters) are public. The Council has the prerogative of conducting a public hearing on any item on its agenda, whether or not the matter has had formal notice as a public hearing. Certain matters are formally noticed in advance as public hearings, pursuant to various provisions of state law. Unless otherwise specifically required by federal, state or local law, all public hearing dates and times are set administratively. Public hearings tend to be of two types: legislative or quasi-judicial. Legislative hearings generally result in the adoption of policy or regulation. Quasi-judicial hearings are those in which the Council applies existing laws (State and/or local) to a particular project or action. For example, an application for a variance or conditional use permit would involve a quasi-judicial hearing. Quasi-judicial hearings are also occasionally referred to as an adjudicatory hearing. In a quasi-judicial hearing, the Council will often make findings based on the facts presented to the Council. Formally noticed public hearings generally are conducted in the following format: a. Staff review 32 | Page South San Francisco City Council Procedures and Protocols Handbook b. Questions of staff by Council c. Comments from public d. Questions by Council e. Discussion by Council f. Action by Council. The presiding officer conducts the hearing in such a manner as to provide for freedom of speech and expression of opinion, subject to the limits of courtesy and respect of others. Comments and questions from the public are limited to the subject under consideration. Depending upon the extent of the agenda and the number of persons desiring to speak on an issue, the presiding officer may limit a speaker's time. Any person speaking may be questioned by members of the City Council. In those instances where there is a specific applicant for a matter which is the subject of a public hearing, the applicant is entitled to make a presentation at the commencement of the public hearing, and also is entitled to make any concluding remarks just prior to closure of the public hearing. Councilmembers should not speak on an issue until the public hearing has been closed. Once a hearing is closed, it is inappropriate for the public to speak except to answer an inquiry of a Councilmember, as addressed through the chair. When the Council conducts a quasi-judicial hearing, particularly when it is hearing an appeal of a decision by a Board or Commission, on a case-by-case basis the City Attorney determines if alternate hearing procedures are necessary and advises the City Council accordingly. All persons interested in the matter which is the subject of a hearing are entitled to submit written or photographic evidence relevant to the issue for consideration by the Council, in addition to or in lieu of any oral evidence. The Council determines relevancy. If the Council feels that material is relevant but that due to its quantity or complexity there is insufficient time to fully review it, the hearing may be recessed or continued. All evidence considered by the Council in reaching its decision must be retained by the City as part of the record, as a supplement to but not as a part of, the minutes. The Council retains discretion to accept or to reject new documentation furnished on the night of the Council meeting. Advocates of a matter before the City Council who furnish documentation on the night of the Council meeting are expected to furnish sufficient copies for the City Council, City Clerk, and City Manager. Failure to do so may cause the Council to reject consideration of such information, or cause the item to be continued. If a Councilmember has met with a proponent or opponent of a matter which is the subject of a hearing, that meeting should be acknowledged on the record prior to the opening of the hearing at the Council meeting. 33 | Page South San Francisco City Council Procedures and Protocols Handbook BOARDS AND COMMISSIONS Boards and Commissions (except the Housing Authority, Design Review Board, General Plan Community Advisory Committee, and Measure W Citizens’ Oversight Committee) are established by ordinance and set forth in the Municipal Code. The purpose of Boards and Commissions is to provide advice to the City Council to aid in its decision making and to handle matters within its area of expertise. Boards and Commissions should submit their recommendations to the Council in writing. Once Council has reached a decision after due consideration of a matter, it is inappropriate for a Board or Commission to criticize or attempt to change a decision made by Council. Appendix 7: Staff Liaisons to Boards and Commissions. No member of any Board or Commission may be a member of any other Board or Commission or hold any paid position with the City, unless otherwise approved by the Council. In order to be eligible for an appointment to any Board or Commission, a person must be a resident of the City, unless otherwise provided by law. The members of each Board or Commission (except the Design Review Board) are appointed by the Council in accordance with governing law. The number of members, length of terms, time of appointment, and method of appointment differ. Members are subject to removal by a vote of three Councilmembers. Board and Commission members are appointed to serve for one term at a time. Terms continue until a successor is appointed and qualified. Except when appointed as a Commissioner Emeritus by the Council, no Board or Commission member may serve more than the authorized number of terms on any one Board or Commission as set forth in the Municipal Code. Appendix 8: Board and Commission Roster. Boards and Commissions are authorized to appoint advisory committees to assist them in performing their duties. A member of the Board or Commission shall be designated as chairperson of these advisory committees upon approval of the appointing Board or Commission. The advisory committees shall be assigned functions consistent with the duties of the appointing Board or Commission and shall report to at the times and in the manner which the appointing Board or Commission may require. All Board and Commission members except members of the General Plan Community Advisory Committee, Housing Authority Tenant Commission, Measure W Citizens’ Oversight Committee, Colma Creek Flood Zone Advisory Committee, and San Mateo County Mosquito and Vector Control District, Emeritus Members, Ex Officio Members, and Council representatives to the Conference Center Authority are compensated at a rate of $50.00 per regular meeting. From time to time the Council may establish non-compensated citizen committees or task forces of limited duration to focus on specific topics. Procedure for Making Appointments and Reappointments Any person desiring to be considered for an appointment to any City Board or Commission should submit an online application indicating on which Board or Commission he or she desires to serve. Paper applications must be typed and may be submitted on an on-going basis. For 34 | Page South San Francisco City Council Procedures and Protocols Handbook applications submitted after a deadline has passed, the City Clerk shall present the late application for consideration by the City Council but note that the application was submitted after the deadline passed. Applications are considered current for one year from the date received. Appendix 9: Commissions, Boards, and Committees Application Process Council Procedures. Any appointees must comply with appropriate provisions of law regarding disclosure of financial interests, if applicable. It is the policy of the City Council not to appoint any person to a Board or Commission who would have continually recurring conflicts of interest requiring abstentions, or an excessively high percentage of such situations. Appointments are for a single term. At the conclusion of this term, after consideration of the member's record (including attendance), an individual may be reappointed for a second term. Vacancies in any board or commission are filled by appointment in the same manner as original appointment. When a vacancy occurs leaving an unexpired portion of the term, any appointment is for the unexpired portion of the term. The interest of the city is best served by actual and regular participation by Board and Commission members. Committee and Board members may be removed by a majority vote of the City Council following three excused or two unexcused absences during the course of one fiscal year. An absence is considered excused when a committee or board member notifies the secretary of the intended absence at least twenty-four (24) hours prior to the scheduled meeting time. All other absences are considered unexcused. Thus, upon the second excused absence or first unexcused absence from a regular meeting within a twelve-month period, the staff liaison shall notify the Board or Commission member in person or via telephone regarding the absentee policy. The staff liaison shall remind the Board or Commission member that with one more absence, the Mayor may report to the City Council the member’s absences for further discussion and possible removal. If the City Council determines that the absences occurred for legitimate reasons, the City Council may excuse one or both of the absences. Upon the third excused absence or second unexcused absence, the City Manager’s Office shall draft a letter from the Mayor to the Board or Commission member regarding the absentee policy and inquire as to whether the Mayor wishes to bring the matter to the Council. Members are also encouraged to give advance notice of their absence from a meeting to the staff liaison as well as the City Clerk’s office with a brief explanation for the absence. This absentee policy as expressed in the Council Handbook shall be as provided on the Board and Commission form and provided in the congratulatory letter welcoming new Board and Commission members. The preceding procedures shall not apply to non-voting Emeritus Members of appointed Boards and Commissions. Any member of an appointive Board or Commission may also be removed by simple majority vote of the City Council. 35 | Page South San Francisco City Council Procedures and Protocols Handbook Government Code Section 54974 provides that whenever an unscheduled vacancy occurs, a special vacancy notice shall be posted within twenty days (20) after the vacancy occurs and that final appointment to fill such vacancy shall not be made for at least ten (10) working days after such posting. The special vacancy notice must be posted in the City Clerk’s Office and the City’s Internet website or at a designated public library. Pursuant to Government Code Section 54972, on or before December 31st of every year the City Clerk shall prepare the Local Appointment List of all Board and Commission members that details when all appointive terms will expire during the next calendar year, the name of the incumbent appointee, the date of appointment, the date the term expires, and the necessary qualifications for the position, as well as a list of all members who serve at the pleasure of the City Council and the necessary qualifications for each position. In compliance with the Maddy Act, Government Code Section 54973, a copy of the Local Appointments List shall be posted on the City’s Internet website or designate the public library with the largest service population within the City to receive a copy of the list. Procedures for granting Emeritus Status A termed out or otherwise resigning Board or Commission Member may apply to the City Council for Emeritus Status related to the particular Board or Commission on which he or she served. The Criteria for granting Emeritus Status, limitations on granting authority and the role of an Emeritus Board or Commission Member are set forth below: Emeritus Criteria • The applicant must have over 50 years of uninterrupted service to the City in various capacities, including but not limited to, as an employee, a volunteer, and/or a Commissioner. • The applicant must be an active participant in the Community. • The applicant’s historical/institutional knowledge must contribute to the Agency’s discussions. Limitations on Granting Emeritus Status: There is to be only one seated Emeritus Member on any single Board or Commission at any given time. The Role of an Emeritus Board or Commission Member • 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’ presence is not necessary for a quorum. • The Commission may schedule a meeting even if the Emeritus cannot attend. • The Emeritus will not participate in Closed Sessions of the respective Board or Commission. 36 | Page South San Francisco City Council Procedures and Protocols Handbook • 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. Council of Cities/City Selection Committee On the first vote for a position selected by the Council of Cities/City Selection Committee, the City’s designated representative must vote in accordance with the City Council’s direction. All subsequent votes are left to the discretion of the designated representative. POLICY ON EXPRESSIONS OF CITY OR COUNCIL POSITIONS Be cautious in representing City Positions on Issues. Individual City Councilmembers are not authorized to speak on behalf of the City or the Council with regard to City or Council policy or positions, except when such policy or position has been clearly established or when the Councilmember has been designated as a spokesperson on a given subject. Periodically the City Council is requested to formally support or oppose state or federal legislation. In considering whether or not to take such action, it is Council policy to determine first if the legislation involves matters pertaining directly to the City of South San Francisco or its residents as a whole. If the subject matter does not relate directly to city business or to local citizens, then the Council declines to take a position. If the legislation could be expected to affect the city or its citizens, then the Council may elect to take a position. POLICY ON COMMUNITY FUNDING In making grants available to community organizations, the City Council adheres to the following policy: 1. Grant awards are made only for purposes which are legal. 2. Grant funds are to primarily benefit South San Francisco residents/taxpayers. 3. One-time grants for capital items, or seed money, for new or expanded services are preferred to continuing grants for operations. 4. Recipients are asked to provide financial and performance accountability. 5. Requests for funds must be received in a timely fashion. Applications received beyond established deadline dates will not be considered. 6. Preference will be given to requests which are of a matching nature. 7. Other sources of available funds should have been diligently sought or are generally unavailable in the amounts needed. 37 | Page South San Francisco City Council Procedures and Protocols Handbook POLICY ON DEDICATION OF PUBLIC FACILITIES Dedication of new public facility shall occur only after the building is completed and ready occupancy. Dedications should recognize the efforts of prior City Councils in designing and facilitating construction of the public facility. APPENDIX 1 Selection of Mayor and Vice Mayor/Council Reorganization As set forth in the City Council Handbook, the Vice-Mayor is usually selected as the Mayor. The City Council believes the community benefits by ensuring the positions of Mayor and Vice-Mayor are held at various times by all council members. The City Council also believes the experience as a council member will assist those who ultimately serve as Mayor or Vice-Mayor. To that end, the following process is hereby adopted for the future selection of Mayor and Vice-Mayor. This process will remain in effect until modified by a subsequent City Council. Commencing at the end of the present Mayor’s term, the Vice-Mayor will become Mayor and the most senior council member who has not within the previous three (3) years served as Mayor or Vice-Mayor, will serve as Vice-Mayor. This process for selection will also apply in subsequent years, provided that a council member will first become eligible for service as Mayor or Vice- Mayor once the Councilmember has served for two (2) years. In the event new council members are elected in the same year, the ranking of the newly elected council members amongst themselves will be in the order of the highest number of votes received to the lowest number. If any council member declines a nomination during a year when they would have been eligible to be appointed as Mayor or Vice-Mayor, the next eligible council member in sequence shall be nominated for that position. The council member that declined the nomination will then move to the bottom of the rotational order as if they had just completed serving a year as Mayor. Based on Councilmember Addiego’s appointment as Mayor on December 9, 2020, and assuming all current council members are re-elected, the succession according to the current policy would be as follows: Year Mayor Vice-Mayor 2021-2022 Nagales Nicolas 2022-2023 Nicolas Nagales 2023-2024 Nagales Coleman 2024-2025 Coleman Flores 2025-2026 Flores Addiego Installation and Reorganization Costs Council members shall contribute to the cost of light snacks/deserts and refreshments for the reception following the Installation and Reorganization Meeting. Each council member’s contribution shall not exceed $200. During any year in which the City Treasurer and City Clerk are up for election, the City Clerk and City Treasurer shall each contribute up to $200 for the cost of light snacks/deserts and refreshments for the reception following the Installation and Reorganization Meeting. The incoming Mayor may choose to separately pay for additional snacks and refreshments beyond those normally provided every year. Recognition of Outgoing Mayor and/or Council Members The Installation and Reorganization Meeting will also include recognition of the outgoing Mayor and any outgoing council member(s). As part of the recognition, the City may provide the outgoing Mayor and any outgoing council member(s) with a nominal gift recognizing their service to the City. Government Code Section 54957.5 SB 343 Agenda: 8/25/2021 Regular CC Item #6 APPENDIX 2 GUIDE TO CONDUCTING MEETING Call to Order: “The meeting of the South San Francisco City Council for will come to order.” (Mayor may also advise the audience of any special circumstances or announcements.) Roll Call: “Madam Clerk, Roll Call please.” Pledge of Allegiance/Invocation: “Please stand for the Pledge of Allegiance and remain standing for the invocation that will be given by “ Agenda Review: “City Manager______ are there any changes to the order of the Agenda?” Announcements from Staff: “City Manager______ are there any announcements from staff?” Proclamations/Presentations Public Comment: Begin to singly announce the names on the speaker cards and ask them to provide their name for the record. If there are no speaker cards, ask if anyone would like to address the Council on a matter not on the Agenda. Council comments/requests: Council announcements and requests. Consent Calendar: “Madam Clerk would you please read the Consent Calendar.” • Ask for motion to approve. • If any items are pulled, announce: “Item Nos. (cite numbers) will be taken off the Consent Calendar for discussion.” • Ask for a motion and a second, “All in favor, oppose?”, “The motion passes.” • Items taken from the Consent Calendar should be considered one at a time and the appropriate staff member will approach the table to answer Council’s question(s) or concerns(s) • Ask for a motion and second for approval for each item. (Any Councilmember should abstain from approving minutes from a meeting they were not present) Public Hearings • Ask the Clerk to read the item. • Open the public hearing. • Call for the staff report. • Inquire if the applicant is present and if so, would he/she like to speak after applicant speaks, ask if there are any more speaker cards for this item and commence reading the speaker cards. • When everyone has spoken, declare the hearing closed. APPENDIX 2 • Council discussion – when discussion is complete, ask “Do I have a motion?”, “A second?”, “All in favor/oppose?”. On sensitive items and on motions requiring 4/5 or 2/3 vote, a roll call vote is advisable. State: “Motion passes”. • If no second is made, announce that the motion died for lack of a second. • If an amendment is made to the original motion after it is seconded, obtain a motion and a second on the amendment first. • If a motion for approval fails, obtain a motion, second and vote to deny. Administrative Business • City Clerk will read each item. • Staff Report • Discussion • Vote Legislative Business • City Clerk will read each item. • Staff Report • Discussion • Vote Items from Council: Committee Reports and Announcements Closed Session • City Clerk will read item. • Reporting out – if no item(s) approved, state “direction given no action taken”; if item(s) approved, have City Attorney report. Adjournment • When all business concluded, ask for motion and second to adjourn • Gavel the meeting adjourned. APPENDIX 4 APPENDIX 4 CITY COUNCIL POLICY REGARDING COUNCILMEMBER USE OF CITY PROVIDED TELECOMMUNICATIONS EQUIPMENT 1050973 APPENDIX 5 1. Legal Background: Government Code section 37350 authorizes the City to authorize the acquisition of personal (i.e. computers, chairs, cars, telephones, etc.) property. That section also authorizes the City to establish controls for the use of such property. One limitation on the use or disposition of public property is the gift of public funds prohibition in Article 16, Section 6 of the California Constitution. That section prohibits the Legislature from authorizing cities to make gifts of public money or things of value to any individual. The courts have, however, upheld expenditures which have an incidental private benefit, where the primary purpose of the expenditure is for a public purpose. The ability of councilmembers to receive information or communicate with city staff and constituents through telephone contact or e-mail or to research city-related business on the Internet does serve a public purpose. Thus, providing telephones and computers with e-mail and Internet capabilities for use for city business does not violate the gift of public funds prohibition. A secondary issue is whether this equipment may be used for personal, non-city related business. There is no case law which would expressly prohibit such use provided that the use is incidental to the primary use of the computer for city business. 2. Usage Policy for Telecommunications Equipment: A. City-owned telecommunications equipment including cellular telephones, computers and fax machines (collectively "telecommunications equipment") shall be used primarily for public purposes. Such public purposes include, but are not limited to, usage related to City business, communication with City employees, communications with constituents, and communications with other persons related to City business. The communications equipment may be used for incidental private purposes. "Incidental private purposes" means that usage of the telecommunications equipment for non-public purposes constitutes 33% or less of the total usage of the telecommunications equipment and does not involve the City incurring any additional expense. B. Each councilmember shall receive on a quarterly basis an invoice of all calls associated with his or her cellular telephone for the three month period ending on the last day of the preceding month. Within thirty days of receipt of the invoice, each councilmember shall reimburse the City for all private telephone calls shown on the invoice. C. No data related to usage for incidental private purposes shall be stored on the City-owned computer's hard drive. If a councilmember desires to download data or files for incidental private purposes, the data or files shall only be downloaded to a diskette or other storage media purchased by the councilmember. A councilmember may load commercially available, properly licensed, software into their computer. CITY COUNCIL POLICY REGARDING COUNCILMEMBER USE OF CITY PROVIDED TELECOMMUNICATIONS EQUIPMENT 1050973 APPENDIX 5 D. With respect to software and data files that the user did not create on the computer, the user shall not load either onto the computer unless they have been provided by the City or they have been checked for viruses. This limitation is intended: (1) to limit the potential exposure of the city system to viruses; and (2) with regard to new software, to allow the City to possess proper evidence of authorized ownership of all software on City-owned computers. E. The telecommunications equipment shall not be used for any campaign activities or any partisan election purposes. The telecommunications equipment may be used for objective, non-partisan informational purposes. F. All usage of the telecommunications equipment shall comply with the restrictions of the Brown Act. G. Upon leaving office, a councilmember shall have the option of purchasing surplus City-provided telecommunications equipment at market value. The value of the equipment should be determined by standard market evaluation processes for personal property, which include searches on online auction sites such as EBay and identification of South San Francisco book value. All non-surplus City-provided equipment shall be returned to the City. Equipment shall be considered "surplus" when at the end of the normal usage period. APPENDIX 6 CITY OF SOUTH SAN FRANCISCO INTEROFFICE MEMORANDUM DATE: July 25, 2019 TO: Honorable Mayor and City Council FROM: Jason Rosenberg, City Attorney SUBJECT: Donations to the City of South San Francisco This memo addresses whether any potential conflict of interest may exist for individual Councilmembers when donations are made to the City to be used to underwrite the cost of a City sponsored event or City facility. The conflict-of-interest laws generally apply when a gift in the form of a donation is made to a particular councilmember. However, where such a donation is made to the public agency rather than to the public official, it does not qualify as a gift under the conflict of interest laws pursuant to California Code of Regulation Section 18944. Thus, under the limited circumstances of a gift to the public agency and provided that such gift is made consistent with the provisions of Section 18944, the gift does not create a conflict of interest should the donor of the gift be an individual or business that may at some point in the future have an item before the City Council for consideration. Specifically, Regulation 18944 provides that a payment shall be deemed a gift to the public agency and not a gift to the public official if all of the following requirements are met: (1)The payment is used for official agency business. (2)The agency head controls use of the payment. (3)The agency reports the payment on FPPC Form 801 (Payment to Agency Report) that is maintained as a public record and includes the following information: (a)A description of the payment, the date it was received, the intended purpose and the amount of the payment or the actual or estimated fair market value of the goods or services provided, if the amount is unknown. (b)The name and address of the individual donor. If the donor is an entity, the report must also describe the business activity, or the nature and interests of the entity. If the donor has raised funds from another person for the specific purpose of making the payment to the agency, the report must contain the name of each person and the amount given by each person. (c)The use of the payment, and the name, title, and department of the agency official who used the payment. (d)The signature of the agency head. (e)For any quarter when payments aggregate to $2,500.00 or more since the last filing, the local agency must submit a copy of the form(s) or a detailed summary of the information on the form to the filing officer who receives the agency employees' statements of economic interests, within 30 days after the close of the quarter. The filing officer shall post a copy of the form or the information in the form on its website, in a prominent fashion within 30 days after the close of any quarter in which the agency receives payments aggregating to $2,500.00 or more since the last filing. Department Liaisons to Boards and Commissions 2021 Boards, Commissions, and Committees Bicycle and Pedestrian Advisory Committee (BPAC) Public Works Department Conference Center Authority Executive Director Cultural Arts Commission Parks and Recreation Department Design Review Board Economic and Community Development Department/Planning Division General Plan Community Advisory Committee Economic and Community Development Department - Lisa CostaSanders (Consultant) Housing Authority Executive Director Library Board Library Department Measure W Citizens’ Oversight Committee Finance Department Parks & Recreation Commission Parks and Recreation Department Parking Place Commission Economic and Community Development Department Personnel Board Human Resources Department Planning Commission Economic and Community Development Department/Planning Division Traffic Safety Commission Economic and Community Development Department Youth Commission City Manager’s Office County Board Commissions and Committee – Appointed by the City Council as representative of the City of South San Francisco Colma Creek Flood Zone Advisory Committee San Mateo County Public Works Department – Ann Stillman, Deputy Director Mosquito & Vector Control District San Mateo County Mosquito & Vector Control District - Brian Weber District Manager Updated: 08/2021 APPENDIX 7 CITY OF SOUTH SAN FRANCISCO BOARDS, COMMISSIONS, AND COMMITTEES Number of Members Term Length Term Limit Method of Appointment Bicycle and Pedestrian Advisory Committee (BPAC) 7 4 years 3 City Council Conference Center Authority 9 4 years 3 City Council Cultural Arts Commission 11 4 years 3 City Council Design Review Board 5 4 years None Planning Commission General Plan Community Advisory Committee 10 2 years Limited Appointment City Council Housing Authority 5 4 years 4 City Council Housing Authority Tenant Commission 2 2 years None City Council Library Board 5 3 years 4 City Council Measure W Citizens’ Oversight Committee 5 4 years Limited Appointment City Council Parking Place Commission 3 3 years 4 City Council Parks & Recreation Commission 7 4 years 3 City Council Personnel Board 5 4 years 3 City Council Planning Commission 7 4 years 3 City Council Traffic Safety Commission 5 3 years 4 City Council Youth Commission 15 2 years Age limit City Council Colma Creek Flood Zone Advisory Committee 3 City Appointed Representative (9 members) 4 years 3 City Council recommends appointment to the SMC Board of Supervisors Mosquito & Vector Control District 1 City Appointed Representative (21 members) 2 or 4 years None City Council recommends appointment to the SMC Board of Supervisors Updated: 08/2021 APPENDIX 8 Revised 07/2021 APPENDIX 9 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 (1) year from receipt. If there is a vacancy, the City Clerk will notify the applicant of the date, time, and location of the Biannual City Council meeting for Board and Commission interviews/appointments. Eligibility Review All applications received by the filing date are reviewed by the City Clerk for conflict of interests, qualifications, and residency. For applications submitted after the deadline has passed, the City Clerk shall present the late application for consideration by the City Council but note that the application was submitted after the deadline passed. Other than those City employees who are currently serving on a Commission, Board, or Committee, City employees are generally 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 Procedures/Criteria Except for the Conference Center Authority and the Bicycle and Pedestrian Advisory Committee, Council may consider any Commission, Board, or Committee applicant who is a resident in the City of South San Francisco. The Council will receive all qualified candidate application materials for review prior to interviews. 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 information 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. Commission, Board, and Committee Application Process Page 2 City Council Procedures APPENDIX 9 Reappointment Process Three (3) months prior to a term expiring, the Commissioner, Board Member, or Committee Member will be asked about their interest in 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 the final filing date. Not less than sixty (60) days prior to the term ending, the 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 Procedures/Criteria The Council may not reappoint anyone who has demonstrated non- support for the Council’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 Library Board, Parking Place Commission, and Cultural Arts Commission, appointments to a specific Commission, Board, or Committee are limited to a maximum of three consecutive terms. For purposes of calculating consecutive terms, service of at least eighteen months plus one day during a term shall be counted as a complete term; all prior continuous service of existing trustees shall be counted. Orientation Each new Commissioner, Board Member, or Committee Member will have an orientation by the Department liaison 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. APPENDIX 10 CITY COUNCIL POLICY REGARDING REIMBURSEMENT OF COUNCILMEMBER EXPENSES Authorized Expenses City funds, equipment, supplies (including letterhead), titles, and staff time must only be used for authorized City business. Expenses incurred in connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this policy are met: (1) Communicating with representatives of regional, state and national government on City adopted policy positions; (2) Attending educational seminars designed to improve officials’ skill and information levels; (3) Participating in regional, state and national organizations whose activities affect the City’s interests; (4) Recognizing service to the City (for example, thanking a longtime employee with a retirement gift or celebration of nominal value and cost); (5) Attending City events; (6) Implementing a City-approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member; (7) Direct expenses, including mileage reimbursement and audio or video tape or DVD costs, related to participation in community outreach programs (that do not involve any political advocacy); and (8) Meetings such as those listed above for which a meeting stipend is expressly authorized under this policy. All other expenditures require prior approval by the City governing body. Examples of personal expenses that the City will not reimburse include, but are not limited to: (1) The personal portion of any trip, including meals, lodging, and other incidental expenses; (2) Political or charitable contributions or events; (3) Family expenses, excluding spouse or significant other’s registration or meal expenses when accompanying Councilmember on City-related business within San Mateo County; (4) Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events; (5) Non-mileage personal automobile expenses, including repairs, traffic citations, insurance or gasoline; (6) Costs of alcoholic beverages and (7) Personal losses incurred while on City business. Any questions regarding the propriety of a particular type of expense should be resolved by the City Council before the expense is incurred. Cost Control To conserve City resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines. In the event that expenses are incurred which exceed these guidelines, the cost borne or reimbursed by the City will be limited to the costs that fall within the guidelines. APPENDIX 10 Transportation The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements must be used, using the most direct and time-efficient route. Charges for rental vehicles may be reimbursed under this provision if more than one Councilmember is attending an out of town conference, and it is determined that sharing a rental vehicle is more economical than other forms of transportation. In making such determination, the cost of the rental vehicle, parking and gasoline will be compared to the combined cost of such other forms of transportation. Government and group rates must be used when available. Airfare. When possible, Councilmembers should arrange for air travel to be paid for in advance by the City at the most economical and reasonable round-trip fare consistent with the Councilmember’s scheduling needs. If advance arrangements cannot be made due to lack of advance warning or other extenuating circumstances, Councilmember’s may be reimbursed for the expense of the airfare, so long as it is the most economical and reasonable round-trip fare consistent with the member or employee’s scheduling needs. Automobile. Councilmembers shall use City vehicles for travel in performance of official duties, when available. A log sheet shall be provided in all City Council vehicles for Councilmembers to log in destination, dates and mileage for all travel. If a City vehicle is unavailable Councilmembers may be reimbursed for expenses incurred in traveling by personal vehicle on official business at the annual Internal Revenue Service Standard Mileage Rate. The distance of travel will start from the place of work or from home, whichever is closer to the destination point of official business. Reimbursement shall include road and bridge tolls. Councilmembers shall be responsible for procuring and maintaining liability insurance for their personal vehicles. Car Rental. Councilmembers should arrange for car rentals to be paid for in advance by the City at the most economical rate available for cars of standard size or smaller. If advance arrangements cannot be made due to lack of advance warning or other extenuating circumstances, Councilmembers may be reimbursed for the expense of car rental. Since the City has no insurance coverage on the first $5,000 of property damage and the first $100,000 of liability coverage, optional insurance coverage for rental cars is both reimbursable and recommended. Public Transportation Taxis/Shuttles. Because of the relatively high cost of car rentals, Councilmembers should weigh the cost effectiveness of using taxis, shuttles, or public transportation when travelling out of town and choose the most economical means consistent with time and scheduling constraints. Taxis or shuttle fares may be reimbursed, including a 15 percent gratuity per fare. APPENDIX 10 Regional Non-Profit or Service Organization Events Annual Limit for Regional Events and Dinners. Each Councilmember is subject to a reimbursement limit of $1,500 per fiscal year for attendance at events, including dinners, that benefit non-profit/service organizations (e.g., Kiwanis, Rotary, and Lion’s clubs) and associations of government (e.g. CCAG, ABAG, LOCC Peninsula Davison, San Mateo County Council of Cities) in the San Francisco Bay area. The Mayor is subject to an annual reimbursement limit of $2,500 per fiscal year for attendance at said events. If the Mayor requests that another councilmember attend an event in the place of the Mayor, the costs for that event shall be charged against the Mayor’s annual reimbursement limit. Charges for these expenses shall be to City Account Number 4380. Expenses for attendance at conferences outside of the Bay area (e.g. LOCC state conferences or committee meetings) are not subject to the annual reimbursement limit. The annual limit for this category of expenses shall be determined as part of the annual budget process. Membership dues for any non-profit or service organization are not reimbursable expenses. Lodging Lodging expenses will be reimbursed or paid for when the location of the official City business is greater than 50 miles from the Councilmember’s work or home, whichever is closer to the destination. When possible, Councilmembers should arrange for lodging expenses to be paid in advance by the City at the most economical and reasonable rates for single occupancy lodging that is in a location that is reasonable and convenient in relation to the Councilmember’s scheduling and official business needs. Conferences/Meetings. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. Other Lodging. Travelers must request government rates, when available. Lodging rates that are equal or less to government rates are presumed to be reasonable and hence reimbursable for purposes of this policy. Actual lodging costs that exceed the government rate for the area may be reimbursed conditioned upon performance of a good faith effort, evidenced by documentation (e.g., internet search, phone calls) that demonstrate an attempt to find median-priced lodging. APPENDIX 10 Meals Councilmembers may be reimbursed for expenses incurred for meals consumed in conjunction with travel on official business. Reimbursable meal expenses and associated gratuities will not exceed $75 per day, excluding alcohol. In compliance with the City’s Administrative Instruction Section IV, No. 2 – Travel and Training Policy and Reimbursement of Expenses. Such amounts will be annually adjusted beginning January 1, 2009, to reflect changes in the cost of living in accordance with statistics published by the United States Department of Labor, Bureau of Labor Statistics Consumer Price Index, all urban consumers for the San Francisco Metropolitan Area. (The annual adjustment will be based on this area whether travel is within the area or not.) If a meal is provided by a conference or organized educational activity, or otherwise included in the payment of registration fees, Councilmembers may not be reimbursed for meals purchased in lieu of, or in addition to, the provided meal. Meal expenses incurred by a Councilmember’s spouse or immediate family shall not be reimbursed. Definition of Nominal Value related to Meals for FPPC Gift Reporting Purposes. Meals with a value of $15 or less are considered to be of nominal value. Any meal with a value that is not nominal, must however be reported if the value of the meal or a combination of meals exceeds the $50-dollar annual reporting requirements for gifts. Additional Incidental Expense Reimbursement Councilmembers may be reimbursed for actual and necessary incidental expenses incurred in connection with a conference, organized educational activity, or other performance of official duties. Incidental expenses include reasonable gratuities for hotel and airline employees, baggage fees, parking fees, cab fares, public transportation costs, tolls, telephone calls, telegrams, faxing, and special delivery services related to the performance of official duties, telephone calls of a personal nature, hotel internet charges, and other such incidental expenses. Councilmembers may be reimbursed for such incidental expenses related to reasonable gratuities for which receipts are not customarily given. Because the City provides cell phones to Councilmembers, phone reimbursement while travelling out of town should be submitted only if no cell phone coverage exists. Reimbursement for expenses incurred in placing telephone calls of a personal nature shall be limited to $10 per day for travel within California, and $20 per day for travel outside of California. All other actual and necessary expenses incurred in the performance of official duties that are not described in this Policy shall not be reimbursed unless approved before the expense is incurred. APPENDIX 10 Prohibited Expense Reimbursements Councilmembers shall not be reimbursed for non-business expenses including, but not limited to, entertainment expenses such as movie rental fees, theater tickets or sporting event fees, fines for parking citations, laundry, replacement fees for lost keys, fees assessed for damage to lodging premises, and expenses incurred pursuant to personal portions of business travel, including extra lodging and meals. Expense Report Content and Submission Deadline All Councilmember expense reimbursement requests must be submitted on the Expense Reimbursement Form found in Appendix 3 of this Handbook Expense reports must document that the expense in question met the requirements of this policy. For example, if the meeting is with a legislator, the local agency official should explain whose meals were purchased, what issues were discussed and how those relate to the City’s adopted legislative positions and priorities. Councilmembers must submit their expense reports within 30 days of an expense being incurred, accompanied by receipts documenting each expense. Restaurant receipts, in addition to any credit card receipts, are also part of the necessary documentation. Inability to provide such documentation in a timely fashion may result in the expense being borne by the Councilmember. Reimbursements will not be made until after review and approval by the City Manager and the Finance Director (or their designees) for compliance with AB 1234. Audits Of Expense Reports. All expenses are subject to verification that they comply with this policy. Reports To Governing Board. At the following City governing body meeting, each official shall briefly report on meetings attended at City expense. If multiple Councilmembers attended, a joint report may be made. Compliance With Laws. Councilmembers should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws. All agency expenditures are public records subject to disclosure under the Public Records Act, among other laws. Violation Of This Policy. Use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: (1) loss of reimbursement privileges; (2) a demand for restitution to the City; (3) the agency’s reporting the expenses as income to the elected official to state and federal tax authorities; (4) civil penalties of up to $1,000 per day and three times the value of the resources used; and (5) prosecution for misuse of public resources. City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-650 Agenda Date:8/25/2021 Version:1 Item #:7. Report regarding a resolution authorizing submittal of a Breakthrough Grant application to fund housing preservation policy and program development from the Partnership for the Bay’s Future Policy Fund.(Nell Selander, Deputy Director of Economic Development and Housing) RECOMMENDATION Staff recommends that the City Council adopt a Resolution submittal of a Breakthrough Grant application to fund housing preservation policy and program development from the Partnership for the Bay’s Future Policy Fund. BACKGROUND/DISCUSSION The Partnership for the Bay’s Future Policy Fund Breakthrough Grants for Housing Production and Preservation (“Breakthrough Grants”)are a program designed to bring together Bay Area jurisdictions and catalyze policy innovation in building and preserving affordable housing in local communities.The Policy Fund will select a cohort of jurisdictions that propose the most high-impact,yet realistically achievable plans to be a part of the Breakthrough Grant program. If selected,South San Francisco will join the cohort made up of “core teams”working collaboratively to advance housing production and preservation policy across the Bay Area.A core team will consist of local government staff who work closely with their Breakthrough Grant fellow and a local community partner organization.This “inside-outside”partnership structure,which is required by the grant,is intended to ensure community input and support for local policy to move the work forward. Staff proposes the City work with the Housing Leadership Council of San Mateo County (HLC)as our community partner organization to develop a suite of housing preservation policies and programs to prevent displacement and ensure our community has access to safe and affordable housing.The strategy,still to be designed,will include creating an inventory of at-risk affordable housing,an assessment of conversion risk,and identifying the financing and subsidy resources available for preservation of affordable housing. For the two-year grant period,selected jurisdictions will receive a fellow to augment City capacity,our community partner will receive operational support,and together we will have access to tailored technical assistance support from the Policy Fund.After the program,participating jurisdictions will become part of the Policy Fund alumni program, and continue to have access to the Partnership network and other supports. FISCAL IMPACT There is no fiscal impact to the General Fund.The City may utilize funds from the Affordable Housing Trust Fund (Fund 205) to support the policy implementation. RELATIONSHIP TO STRATEGIC PLAN The Breakthrough Grant application is a Strategic Plan Priority Project,advancing our goal to create and preserve affordable housing for our community. City of South San Francisco Printed on 8/20/2021Page 1 of 2 powered by Legistar™ File #:21-650 Agenda Date:8/25/2021 Version:1 Item #:7. CONCLUSION Staff recommends that the City Council adopt a Resolution submittal of a Breakthrough Grant application to fund housing preservation policy and program development from the Partnership for the Bay’s Future Policy Fund. ATTACHMENTS: 1. Draft Breakthrough Grant Application City of South San Francisco Printed on 8/20/2021Page 2 of 2 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-651 Agenda Date:8/25/2021 Version:1 Item #:7a. Resolution of the City Council of the City of South San Francisco authorizing the submittal of an application for a Breakthrough Grant with the Housing Leadership Council of San Mateo County as the City’s Community Partner. WHEREAS,the City of South San Francisco (“City”)aims to provide sufficient levels of affordable housing for its residents; and WHEREAS,the City of South San Francisco Strategic Plan includes promoting and preserving a balanced mix of housing options in South San Francisco; and WHEREAS,staff recommends Council authorize the submittal of a Breakthrough Grant application to support the development of affordable housing preservation policies and programs; and WHEREAS,the City of South San Francisco will partner with the Housing Leadership Council of San Mateo County to explore policies that further the preservation of affordable housing in South San Francisco. NOW,THEREFORE,BE IT RESOLVED that the City Council authorizes the City Manager,or his/her designee, to submit an application for the Breakthrough Grant. BE IT FURTHER RESOLVED that the City Council authorizes the City Manager to take any other related actions consistent with the intention of the resolution. ***** City of South San Francisco Printed on 9/2/2021Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-658 Agenda Date:8/25/2021 Version:1 Item #:8. Report regarding an ordinance amending Title 2 and Title 20 of the City of South San Francisco Municipal Code, adopting Chapter 2.84 to allow for setting compensation of advisory body members by City Council resolution.(Sky Woodruff, City Attorney) RECOMMENDATION It is recommended that the City Council waive reading and adopt an ordinance amending Title 2 and Title 20 of the City of South San Francisco Municipal Code and adopting Chapter 2.84 to allow for setting compensation of advisory body members by city council resolution. BACKGROUND/DISCUSSION On July 28, 2021, the City Council introduced an ordinance amending Title 2 and Title 20 of the City of South San Francisco Municipal Code, adopting Chapter 2.84 to allow for setting compensation of advisory body members by city council resolution, and adopting a resolution setting compensation for advisory body members. The City Council voted to introduce this ordinance, which now requires a second reading. (Introduced 7/28/21, Vote 5-0) The Ordinance is now ready for adoption. At the July 28 meeting, the City Council also adopted a resolution setting advisory body member compensation. The change in compensation will be implemented after the Ordinance goes into effect. CONCLUSION The Ordinance is ready for adoption. City of South San Francisco Printed on 8/20/2021Page 1 of 1 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-659 Agenda Date:8/25/2021 Version:1 Item #:8a. Ordinance amending Title 2 and Title 20 of the City of South San Francisco Municipal Code and adopting Chapter 2.84 to allow for setting compensation of advisory body members by city council resolution. WHEREAS, Title 2 (Administration) and Title 20 (Zoning) of the City of South San Francisco Municipal Code (“Municipal Code”) provide for the establishment of several commissions, committees, and boards (herein collectively referred to as “advisory bodies”), including the Public Library Board of Trustees, Planning Commission, Parks and Recreation Commission, Personnel Board, Parking Place Commission, Conference Center Authority, Cultural Arts Commission, Traffic Safety Commission, Bicycling and Pedestrian Advisory Committee, Youth Commission, and Design Review Board; and WHEREAS, Municipal Code Sections 2.52.070, 2.56.060, 2.60.060, 2.62.060, 2.64.060, 2.78.080, 2.80.080, 2.81.060, 2.82.060, and 2.83.060 currently provide that compensation for each advisory body member is fifty dollars for each regular meeting actually attended; and WHEREAS,Municipal Code Section 20.440.005 establishes that Design Review Board members will be compensated according to the schedule adopted by the City Council; and WHEREAS, advisory body members perform important services for the benefit of the community; and WHEREAS,City Council now wishes to increase compensation for the service of advisory body members,but wishes to remove the need to adopt a new ordinance each time Council desires to amend the compensation amount; and WHEREAS,City Council further wishes to amend Title 2 and Title 20 of the City of South San Francisco Municipal Code and adopt Chapter 2.84 to allow for setting compensation of advisory body members by City Council resolution. NOW,THEREFORE,THE CITY COUNCIL OF THE CITY OF SOUTH SAN FRANCISCO DOES HEREBY ORDAIN AS FOLLOWS. SECTION 1.Findings The City Council finds that the foregoing recitals are true and correct and are incorporated into the Ordinance by this reference. SECTION 2.Amendment to Title 2 Title 2 and Title 20 of the South San Francisco Municipal Code are hereby amended to read as follows (additions in double-underline;deletions in strikethrough).Any sections,portions,or Chapters in Title 2 and Title 20 not included below are to remain in force and unaltered. City of South San Francisco Printed on 9/2/2021Page 1 of 4 powered by Legistar™ File #:21-659 Agenda Date:8/25/2021 Version:1 Item #:8a. a)Section 2.52.070 of the Municipal Code is amended as follows: Trustees shall each receive for their services compensation in the amount of fifty dollars for each regular meeting actually attended.Trustees shall receive compensation for their services as provided for in Chapter 2.84. b)Section 2.56.060 of the Municipal Code is amended as follows: Commissioners shall receive for their services compensation in the amount of fifty dollars for each regular meeting actually attended.Commissioners shall receive compensation for their services as provided for in Chapter 2.84. c)Section 2.60.060 of the Municipal Code is amended as follows: Commissioners shall receive for their services compensation in the amount of fifty dollars for each regular meeting actually attended.Commissioners shall receive compensation for their services as provided for in Chapter 2.84. d)Section 2.62.060 of the Municipal Code is amended as follows: Board members shall receive for their services compensation in the amount of fifty dollars for each regular meeting actually attended.Board members shall receive compensation for their services as provided for in Chapter 2.84. e)Section 2.64.060 of the Municipal Code is amended as follows; Commissioners shall receive for their services compensation in the amount of fifty dollars for each regular meeting actually attended.Commissioners shall receive compensation for their services as provided for in Chapter 2.84. f)Section 2.78.080 of the Municipal Code is amended as follows: Commissioners, other than the city council commissioners, shall each receive for their services compensation in the amount of fifty dollars for each regular meeting actually attended.Commissioners, other than city council commissioners, shall receive compensation for their services as provided for in Chapter 2.84. City council commissioners shall not receive compensation for their services. g)Section 2.80.080 of the Municipal Code is amended as follows: Minutes of meetings of the cultural arts commission shall be kept for all meetings and copies thereof shall be delivered by the secretary of the commission to the city clerk for filing and distribution to member of council within fifteen days of the commission’s approval.Commissioners shall receive for their services compensation in the amount of fifty dollars for each regular meeting actually attended. Commissioners shall receive compensation for their services as provided for in Chapter 2.84. h)Section 2.81.060 of the Municipal Code is amended as follows: Commission members shall receive for their services compensation in the amount of fifty dollars for City of South San Francisco Printed on 9/2/2021Page 2 of 4 powered by Legistar™ File #:21-659 Agenda Date:8/25/2021 Version:1 Item #:8a. each regular meeting actually attended. members of the parking place commission shall receive fifty dollars total attending either a parking place commission or a traffic safety commission meeting or for attending both meetings consecutively on the same day and shall not receive one hundred dollars for attending both the parking place commission and the traffic safety commission meetings consecutively on the same day.Commissioner members shall receive compensation for their services as provided for in Chapter 2.84. Commission members of both the parking place commission and the traffic safety commission shall receive compensation for attending either a parking place commission or a traffic safety commission meeting or for attending both meetings consecutively on the same day. Commission members of both commissions shall not receive compensation for attending both the parking place commission and the traffic safety commission meetings consecutively on the same day. i)Section 2.82.060 of the Municipal Code is amended as follows: Committee member shall receive for their services compensation in the amount of fifty dollars for each regular meeting actually attended.Committee members shall receive compensation for their services as provided for in Chapter 2.84. j)Section 2.83.060 of the Municipal Code is amended as follows: Members of the Commission shall be eligible for a stipend in an amount established by the City Council. Each member of the Commission may decline the stipend.Members of the Commission shall receive compensation for their services as provided for in Chapter 2.84. k)Section 20.440.005 of the Municipal Code is amended as follows: D.Compensation.The Design Review Board members shall be compensated according to the schedule adopted by the City Council.The Design Review Board members shall receive compensation for their services as provided for in Chapter 2.84. SECTION 3.Adoption of Title 2, Chapter 2.84 The City Council hereby adopts Chapter 2.84 (“Advisory Body Member Compensation”) of Title 2 of the South San Francisco Municipal Code to read as follows: Chapter 2.84 ADVISORY BODY MEMBER COMPENSATION 2.84.010 Findings and Purpose. 2.84.020 Definitions. 2.84.030 Compensation 2.84.010 Findings and Purpose. The City Council finds and determines that compensation for all advisory body members shall be provided as set forth in this Chapter. 2.84.020 Definitions. City of South San Francisco Printed on 9/2/2021Page 3 of 4 powered by Legistar™ File #:21-659 Agenda Date:8/25/2021 Version:1 Item #:8a. a)“Advisory body,” for the purpose of this Chapter only, means the city commissions, committees, and advisory boards established by ordinance and set forth in Title 2 and Title 20 of the Municipal Code. b)“Advisory body member” means a commissioner, committee member, or board member of any advisory body. 2.84.030 Compensation. a)The City Council shall set compensation for advisory body members by resolution. b)Advisory body members shall receive compensation for each regular meeting actually attended. c)Advisory body members may decline compensation. SECTION 4.Severability. If any section,subsection,sentence,clause,or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction,such decision shall not affect the validity of the remaining portions of this Ordinance.The City Council hereby declares that it would have passed the Ordinance,and each and every section,subsection,sentence,clause,or phrase not declared invalid or unconstitutional without regard to whether any portion of this Ordinance would be subsequently declared invalid or unconstitutional. SECTION 5. Publication and Effective Date Pursuant to the provisions of Government Code Section 36933,the City Attorney shall prepare a summary of this Ordinance.At least five (5)days prior to the Council meeting at which this Ordinance is scheduled to be adopted,the City Clerk shall (1)publish the Summary,and (2)post in the City Clerk’s Office a certified copy of this Ordinance.Within fifteen (15)days after the adoption of this Ordinance,the City Clerk shall (1)publish the summary, and (2) post in the City Clerk’s Office a certified copy of the full text of this Ordinance ***** City of South San Francisco Printed on 9/2/2021Page 4 of 4 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-597 Agenda Date:8/25/2021 Version:1 Item #:9. Report regarding a resolution confirming and approving the emergency nuisance abatement cost report and certifying a special assessment against real property located on Westborough Blvd.between Oakmont Dr.and Galway Pl.(APN 091-022-030)for collection of abatement costs amounting to $35,958.97 .(Sky Woodruff, City Attorney) RECOMMENDATION Staff recommends the City Council conduct a public hearing and,upon conclusion,adopt a resolution confirming and approving the emergency nuisance abatement cost report and certifying a special assessment against real property located on Westborough Blvd.between Oakmont Dr.and Galway Pl. (APN 091-022-030),to recover costs associated with emergency abatement of the property in the amount of $35,958.97. BACKGROUND This code enforcement case was opened back in 2017 due to multiple complaints from neighbors about nuisance conditions on a vacant property located on Westborough Blvd.between Oakmont Dr.and Galway Pl. (the “Property”).Complaints received included concerns about the accumulation of overgrown vegetation, debris,weeds,dead or decaying trees and other organic matter,and other conditions on the Property constituting fire, health or safety hazards to pedestrians, roadway traffic, motorists, and adjacent properties. From 2017 through 2021,staff mailed multiple notices and letters to property owner FAS TEAM LLC (“Owner”)notifying them of the multiple code enforcement violations and requesting code compliance on the subject parcel.The Owner failed to respond and/or bring the Property into compliance.Given the noncompliance and increasing severity of the conditions,the City Manager ordered a summary abatement pursuant to SSFMC Section 8.54.150.On May 4,2021,staff mailed a Notice of Summary Abatement informing the Owner that the City would take the corrective actions necessary to eliminate the immediate threat to the public health and safety by summarily abating the public nuisance,and then charge for the cost of abatement pursuant to SSFMC Chapter 8.54. DISCUSSION The City hired A Plus Tree,Inc to abate the dead trees and other nuisance conditions on the Property due to the magnitude of the violations.The emergency abatement took place July 2,2021.Pursuant to SSFMC 8.54.300 and 8.54.305,the City maintained an accurate account of the abatement costs incurred and prepared a final itemized written report showing the total abatement costs, attached as Exhibit A hereto. The itemized invoice of abatement costs was properly mailed to the Owner along with notice of the Owner's right to appear at this public hearing and object.The City has provided due and proper notice to the Owner of its intention to recover costs by special assessment pursuant to Government Code Section 38773.5 and SSFMC City of South San Francisco Printed on 8/20/2021Page 1 of 2 powered by Legistar™ File #:21-597 Agenda Date:8/25/2021 Version:1 Item #:9. its intention to recover costs by special assessment pursuant to Government Code Section 38773.5 and SSFMC Chapter 8.54. Staff recommends certifying a special assessment to recover abatement costs in this case because this mechanism authorizes the San Mateo County Assessor to add the amount to the next regular property tax bill. This allows for more accelerated recovery of abatement costs. The abatement cost the City a total of $35,958.97,including $32,654.00 to A Plus Tree,Inc and another $1,600.00 to A Plus Tree,Inc for a necessary change order.The cost report also reflects $249.77 in administrative costs/staff time and $1,455.20 in attorneys'fees.Once the attached resolution is forwarded to the County Auditor-Assessor, these amounts would be collected by the County with the next regular tax roll. CONCLUSION Approval of this resolution will confirm the abatement cost report,attached as Exhibit A,and certify a special assessment,authorizing staff to record a copy of this resolution with the San Mateo County Recorder,to deliver a copy of this resolution to the San Mateo County Auditor-Assessor’s office to secure payment of abatement costs against APN 091-022-030,by special assessment and collection on the County’s property tax roll pursuant to Government Code § 38773.5(c). Attachments: 1)Notice of Summary Abatement - Strip of land on Westborough Boulevard 2)Emergency Nuisance Abatement Cost Report City of South San Francisco Printed on 8/20/2021Page 2 of 2 powered by Legistar™ 1 NOTICE OF SUMMARY ABATEMENT TO PROPERTY OWNER: The City of South San Francisco has repeatedly notified you that your property APN # 091022030 is in violation of the South San Francisco Municipal Code (SSFMC), including most recently a Notice to Abate the Public Nuisance issued on March 3, 2021. The City’s prior notices, dating back to 2017, declared your property a public nuisance and granted you repeated opportunities to correct the violation. Despite multiple attempts to contact you, the City has received no response. The City conducted another inspection on MAY 4, 2021. Your property remains in violation of SSFMC section 8.54.070, subsections: (a)(2) Accumulation of dirt, sand, gravel, concrete, litter, debris or other similar material on the property which is visible from the street. (b)(1)/ (2) Dead, decayed, diseased or hazardous trees, weeds, or other vegetation constituting an unsightly appearance, danger to public safety and welfare, detrimental to neighboring property or property values, or growing in the public right-of-way. You were previously notified to bring your property into compliance with the SSFMC and to this date, you have failed to comply. The City has determined that, pursuant to SSFMC section 8.54.150, the outstanding violations on your property pose an imminent or immediate danger to the health or safety of the public requiring summary abatement by the City. The trees are dead, decaying, diseased, hazardous, leaning and/or posing a danger to the public safety and welfare, including presenting a fire hazard and hazards to roadway traffic and adjacent residential properties. The conditions require the City to act immediately to abate the public nuisance. YOU ARE HEREBY NOTIFIED THAT in order to safeguard the public, the City will take the corrective actions necessary to eliminate the immediate threat to the public health and safety by summarily abating the public nuisance on your property on or after MAY 19, 2021. YOU ARE FURTHER NOTIFIED THAT the City will charge you for the costs incurred by the City in its efforts to abate said nuisance pursuant to SSFMC section 8.54.200. This includes all related staff time associated with the nuisance abatement action and consultant services as deemed necessary by the City. Upon abatement by the City, you will receive an invoice and summary of enforcement costs associated with abating the nuisance and processing of the case pursuant to SSFMC section 8.54.300. At the time and place fixed for receiving and considering the cost report, you will have the opportunity to raise any objections to the City Council. The City Council will hear a summary of the cost report and any objections thereto, at which time they may make such modifications to the cost report and/or confirm the cost report by order of the City Council. If you fail to pay the invoiced amount in the order, the City will impose a lien or assessment against your property to recover any unpaid charges pursuant to SSFMC section 8.54.305. Your cooperation in this matter would be greatly appreciated. Should you have any further questions you may contact me Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m. EDGAR ARIAS Code Enforcement Officer Phone: (650) 829-4609 Email: edgar.arias@ssf.net Code Enforcement Violation Address: Strip of Land on Westborough Blvd 550 North Canal Street South San Francisco, CA 94080 So. San Francisco, CA 94080 CE Case Number: CE20-0351 Office: (650) 829-6682 Issue Date: May 4, 2021 Fax: (650) 877-8665 Officer: EDGAR ARIAS FAS TEAM LLC Personal 2015 S TUTTLE AVE Regular Mail SARASOTA, FL 34239 Certified Mail Number: 7020-1290-0000-9277-0790 Posted EMERGENCY NUISANCE ABATEMENT COST REPORT Owner: FAS TEAM LLC APN: 091-022-030 Violation Address: Strip of Land on Westborough Blvd South San Francisco, CA 94080 CE Case Number: CE20-0351 Cost Category Cost Amount Description of Cost Contractor Invoices $32,654.00 See attached invoices Administrative Cost /Staff Time $249.77 Hours worked x Hourly Rate (i.e issuing permits and notices, conducting inspections) Attorneys’ Fees $1,455.20 Legal research and analysis, drafting notices and documents, advising code enforcement staff Total Cost: $35,958.97 3854757.1 Invoice Date 6/30/2021 Invoice # 0221181 Bill To South San Francisco 550 N Canal Street South San Francisco, CA 94080 Work Location Westborough Shoulder 2380 Galway Drive South San Francisco, CA 94080 985 Walnut Avenue Vallejo, CA 94592 P.O. No.Terms Net 30 Due Date 7/30/2021 Rep KLG Phone # (866) 815-2525 Fax # (510) 740-3961 E-mail kelleen@aplustree.com Web Site aplustree.com Total Balance Due PLEASE NOTE OUR NEW CORPORATE ADDRESS A PLUS TREE, INC 985 WALNUT AVENUE VALLEJO, CA 94592 Item Description Qty Rate Amount A Plus Tree Care #221181 2021 Change Order for Additional Traffic Control For Westborough Blvd Project Proposal 170154 City of South San Francisco 1 1,600.00 1,600.00 $1,600.00 $1,600.00 Invoice Date 6/30/2021 Invoice # 0170154 Bill To South San Francisco 550 N Canal Street South San Francisco, CA 94080 Work Location Westborough Shoulder 2380 Galway Drive South San Francisco, CA 94080 985 Walnut Avenue Vallejo, CA 94592 P.O. No.Terms Net 30 Due Date 7/30/2021 Rep KLG Phone # (866) 815-2525 Fax # (510) 740-3961 E-mail kelleen@aplustree.com Web Site aplustree.com Total Balance Due PLEASE NOTE OUR NEW CORPORATE ADDRESS A PLUS TREE, INC 985 WALNUT AVENUE VALLEJO, CA 94592 Item Description Qty Rate Amount A Plus Tree Care #170154 2021 Tree Work along Westborough Shoulder 4/19/21 Services Agreement City of South San Francisco 1 32,654.00 32,654.00 $32,654.00 $32,654.00 PO# 0102702 CITY OF SOUTH SAN FRANCISCO INTER-OFFICE MEMORANDUM DATE: April 19, 2021 TO: Director of Public Works, Eunejune Kim FROM: Department of Public Works Program Manager, Louis Langi SUBJECT: FAS Team Parcel, Emergency Abatement The Department of Public Works Code Enforcement Division has received numerous complaints regarding the Westborough Blvd property (APN 0910220303) owned by FASTEAM LLC. The property is in violation of SSFMC Section 8.45.070, unlawful property nuisances (private property). The inspected property consists of several dead trees and limbs, which presents a hazard to roadway traffic and adjacent residential properties. Code Enforcement repeatedly issued the violations to the property owner. The notice of violations are from 2017 through 2021. The property owner has failed to respond to the notices and has not taken action. Code Enforcement consulted with several tree removal services. Attached is a contract and detailed report of items that need immediate attention. Due to the PO’s negligence, non-compliance, and current conditions of the property, code enforcement is requesting authority to proceed with the emergency abatement to mitigate the current safety hazards. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B CONTRACT/AGREEMENT APPROVAL FORM Date: Name of Contract/ Agreement Originating Department/Responsible Person, ext. Vendor Routing Instructions: 4/19/21 Services Agreement Public Works/Louis Langi, ext 8554 A Plus Tree Inc Eunejune > CAO > CM > City Clerk TYPE OF CONTRACT: Have there been any changes to the Contract Template? a No CONTRACT AMOUNTS: Specified Amount(s) indicated belowG Original 1st Amendment 2nd Amendment APPROVAL AUTHORITY: INSURANCE REQUIREMENTS: DATE AMOUNT 4/19/21 32,654.00 City Manager 3rd Amendment 4th Amendment TOTAL DATE laves AMOUNT 32,654.00 Waivers requested BUDGETARY: [lYes (If Yes, Route to Risk Manager for signature first) li]lncluded in Budget (Simpler report attached showing amounts) ATTACHMENTS: Amount 32,654.00 Project String Accounting String 100-13520-5001 Ii] Agreement and all Exhibits D Resolution (all contracts over $150k) D SIR Questionnaire li]certificate of Insurance, naming City of South San Francisco as an Additional Insured DEPARTMENT HEAD ACKNOWLEDGEMENT: The contract, amendments, exhibits, insurance requirements/waivers and attachments have been reviewed and included. RISK MANAGER APPROVAL OF INSURANCE WAIVER: CITY ATTORNEY APPROVAL OF ENTIRE AGREEMENT: Comments: D Approval of Agreement ASSISTANT CITY MANAGER'S APPROVAL: D Approval of Insurance OAdd Agreement to Contract Tracker (Only if amount is over $25,000) FINAL APPROVAL: CITY CLERK: D Please attest, keep a copy for your files, and return to Originating Department D Please upload to Laserfiche and return to Originating Department COPY SENT TO VENDOR: DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Short Form Services Agreement [Rev:11/14/2016] 1 SOUTH SAN FRANCISCO SERVICES AGREEMENT This Services Agreement (this “Agreement”) is made and entered into between the City of South San Francisco, a municipal corporation (“City”) and A Plus Tree Care Inc , (“Consultant”) effective as of May 1, 2021 (the “Effective Date”). City and Consultant are hereinafter collectively referred to as (the “Parties”). In consideration of their mutual covenants, the Parties hereby agree as follows: 1. Scope of Services. Consultant shall provide the following services and/or materials (“the Work”): Emergency abatement of hazardous trees along Westborough parcel, as more specifically described in the Scope of Services, attached hereto as Exhibit A. The Work shall commence on May 1, 2021 and shall be completed to the satisfaction of the City by August 1, 2021 unless such date is extended or otherwise modified by the City in writing. In the event of a conflict or inconsistency between the text of the main body of this Agreement and Exhibit A, the text of the main body of this Agreement shall prevail. 2. Payment. City shall pay Consultant an amount not to exceed: THIRTY-TWO THOUSAND SIX HUNDRED FIFTY-FOUR AND 00/100 ($32,654.00) for the full and satisfactory completion of the Work in accordance with the terms and conditions of this Agreement. The amount stated above is the entire compensation payable to Consultant for the Work performed hereunder, including all labor, materials, tools and equipment furnished by Consultant. City shall make payments, based on invoices received, for Work satisfactorily performed. City shall have thirty (30) days from the receipt of an invoice to pay Consultant. 3. Independent Contractor. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the City and Consultant. At all times Consultant shall be an independent contractor and City shall not control the manner of Consultant accomplishing the Work. Consultant is not authorized to bind the City to any contracts or other obligations without the express written consent of the City. 4. Indemnification. To the fullest extent permitted by law, Consultant shall indemnify, defend (with counsel acceptable to the City), and hold harmless the City and its elected and appointed officers, officials, employees, agents, contractors and consultants (collectively, the “City Indemnitees”) from and against any and all liability, loss, damage, claims, expenses and costs (including, without limitation, attorneys’ fees and costs of litigation) (collectively, “Liability”) of every nature arising out of or in connection with Consultant’s performance of the Work or Consultant’s failure to comply with this Agreement, except such Liability caused by the gross negligence or willful misconduct of the City Indemnitees. 5. Insurance. Prior to beginning the Work and continuing throughout the term of this Agreement, Consultant (and any subcontractors) shall, at Consultant’s (or subcontractor’s) sole cost and expense, furnish the City with certificates of insurance evidencing that Consultant has obtained and maintains insurance in the following amounts: A. Workers’ Compensation that satisfies the minimum statutory limits. B. Commercial General Liability and Property Damage Insurance in an amount not less than ONE MILLION DOLLARS ($1,000,000) combined single limit per occurrence, TWO MILLION DOLLARS ($2,000,000) annual aggregate, for bodily injury, property damage, products, completed operations and contractual liability coverage. The policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the Consultant, its personnel, agents or subcontractors. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Short Form Services Agreement [Rev:11/14/2016] 2 C. Comprehensive automobile insurance in an amount not less than ONE MILLION DOLLARS ($1,000,000) per occurrence for bodily injury and property damage including coverage for owned and non-owned vehicles. D. Professional Liability Insurance in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals’ errors and omissions. All insurance policies shall be written on an occurrence basis and shall name the City Indemnitees as additional insureds with any City insurance shall be secondary and in excess to Consultant’s insurance. If the Consultant’s insurance policy includes a self-insured retention that must be paid by a named insured as a precondition of the insurer’s liability, or which has the effect of providing that payments of the self-insured retention by others, including additional insureds or insurers do not serve to satisfy the self-insured retention, such provisions must be modified by special endorsement so as to not apply to the additional insured coverage required by this agreement so as to not prevent any of the parties to this agreement from satisfying or paying the self-insured retention required to be paid as a precondition to the insurer’s liability. Additionally, the certificates of insurance must note whether the policy does or does not include any self-insured retention and also must disclose the deductible. The certificates shall contain a statement of obligation on the part of the carrier to notify City of any material change, cancellation, termination or non-renewal of the coverage at least thirty (30) days in advance of the effective date of any such material change, cancellation, termination or non-renewal. The City’s Risk Manager may waive or modify any of the insurance requirements of this section. 6. Compliance with all Applicable Laws; Nondiscrimination. Consultant shall comply with all applicable local, state and federal laws, regulations and ordinances in the performance of this Agreement. Consultant shall not discriminate in the provision of service or in the employment of persons engaged in the performance of this Agreement on account of race, color, national origin, ancestry, religion, gender, marital status, sexual orientation, age, physical or mental disability in violation of any applicable local, state or federal laws or regulations. 7. Termination. City may terminate or suspend this Agreement at any time and without cause upon written notification to Consultant. Upon receipt of notice of termination or suspension, Consultant shall immediately stop all work in progress under this Agreement. The City's right of termination shall be in addition to all other remedies available under law to the City. 8. Prevailing Wage. Where applicable, the wages to be paid for a day's work to all classes of laborers, workmen, or mechanics on the work contemplated by this Purchase Agreement, shall be not less than the prevailing rate for a day’s work in the same trade or occupation in the locality within the state where the work hereby contemplates to be performed as determined by the Director of Industrial Relations pursuant to the Director’s authority under Labor Code Section 1770, et seq. Each laborer, worker or mechanic employed by Consultant or by any subcontractor shall receive the wages herein provided for. The Consultant shall pay two hundred dollars ($200), or whatever amount may be set by Labor Code Section 1775, as may be amended, per day penalty for each worker paid less than prevailing rate of per diem wages. The difference between the prevailing rate of per diem wages and the wage paid to each worker shall be paid by the Consultant to each worker. An error on the part of an awarding body does not relieve the Consultant from responsibility for payment of the prevailing rate of per diem wages and penalties pursuant to Labor Code Sections 1770-1775. The City will not recognize any claim for additional compensation because of the payment by the Consultant for any wage rate in excess of prevailing wage rate set forth. The possibility of wage increases is one of the elements to be considered by the Consultant. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Short Form Services Agreement [Rev:11/14/2016] 3 (A) Posting of Schedule of Prevailing Wage Rates and Deductions. If the schedule of prevailing wage rates is not attached hereto pursuant to Labor Code Section 1773.2, the Consultant shall post at appropriate conspicuous points at the site of the project a schedule showing all determined prevailing wage rates for the various classes of laborers and mechanics to be engaged in work on the project under this contract and all deductions, if any, required by law to be made from unpaid wages actually earned by the laborers and mechanics so engaged. (B) Payroll Records. Each Consultant and subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by the Consultant in connection with the public work. Such records shall be certified and submitted weekly as required by Labor Code Section 1776. 9. Payment of Taxes; Tax Withholding. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. To be exempt from tax withholding, Consultant must provide City with a valid California Franchise Tax Board form 590 (“Form 590”), as may be amended and such Form 590 shall be attached hereto and incorporated herein as Exhibit A. Unless Consultant provides City with a valid Form 590 or other valid, written evidence of an exemption or waiver from withholding, City may withhold California taxes from payments to Consultant as required by law. Consultant shall obtain, and maintain on file for three (3) years after the termination of this Agreement, Form 590s (or other written evidence of exemptions or waivers) from all subcontractors. Consultant accepts sole responsibility for withholding taxes from any non-California resident subcontractor and shall submit written documentation of compliance with Consultant’s withholding duty to City upon request. 10. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 11. Entire Agreement. This Agreement represents the entire and integrated agreement between the Parties. This Agreement may be modified or amended only by a subsequent written agreement signed by both Parties. 12. Non-Liability of Officials, Employees and Agents. No officer, official, employee or agent of City shall be personally liable to Consultant in the event of any default or breach by City or for any amount which may become due to Consultant pursuant to this Agreement. 13. Prevailing Party. In the event that either party to this Agreement commences any legal action or proceeding (including but not limited to arbitration) to interpret the terms of this Agreement, the prevailing party in such a proceeding shall be entitled to recover its reasonable attorney’s fees associated with that legal action or proceeding. 14. Notice. All notices and other communications which are required or may be given under this Agreement shall be in writing and shall be deemed to have been duly given (i) when received if personally delivered; (ii) when received if transmitted by telecopy, if received during normal business hours on a business day (or if not, the next business day after delivery) provided that such facsimile is legible and that at the time such facsimile is sent the sending Party receives written confirmation of receipt; (iii) if sent for next day delivery to a domestic address by recognized overnight delivery service (e.g., Federal Express); and (iv) upon receipt, if sent by certified or registered mail, return receipt requested. In each case notice shall be sent to the respective Parties as follows: DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Short Form Services Agreement [Rev:11/14/2016] 4 Consultant: A Plus Tree Inc. 3490 Buskirk Ave Pleasant Hill, CA 94523 City: City Clerk City of South San Francisco 400 Grand Avenue South San Francisco, CA 94080 15. Execution in Counterpart. This Agreement may be executed in counterparts and/or by facsimile or other electronic means, and when each Party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original, and, when taken together with other signed counterpart, shall constitute one Agreement, which shall be binding upon and effective as to all Parties. 16. Assignment, Governing Law. The Consultant may not assign any of Consultant’s obligations under this Agreement without the City’s prior written approval. This Agreement is governed by California law. The jurisdiction for any litigation arising from this Agreement shall be in the state of California, and shall be venued in the County of San Mateo. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date written above. CITY: A Plus Tree Inc. By: _____________________________ By:__________________________ Mike Charles Futrell, City Manager Print Name: ___________________ Title: _______________________ APPROVED AS TO FORM: ____________________________ City Attorney 2729961.1 DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Carrie Eidsmoe VP of Sales General Tree Care & Plant Health Care Services Tree ID Name Treatment Bid ($) 1 30-36" Monterey Pine (Pinus radiata) [1001266985] Significant deadwood, covered in ivy so root and base assessment cannot be accurately completed - closest to Galway Removal $1,910.00 2 36-42" Monterey Pine (Pinus radiata) [1001266986] Signs of bark beetle attack, significant deadwood in crown Level II - Clearance and Crown Clean $393.00 3 30-36" Monterey Pine (Pinus radiata) [1001266989] .Level II - Clearance and Crown Clean $393.00 4 18-24" Monterey Pine (Pinus radiata) [1001266992] Leaning tree. 23” dbh Removal $987.00 Created:2021-02-26 11:41:05 Estimate ID: 170154 Contact:Joshua Richardson (joshua.richardson@ssf.net) Address:2380 Galway Dr, South San Francisco, CA 94080 Kate LeGros kate@aplustree.com 415-961-5047 PROPOSAL FOR WESTBOROUGH SHOULDER 2021 Tree Work along Westborough Shoulder/SSF SALES REP Total: $32,654.00 EXHIBIT ADocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B 5 24-30" Monterey Pine (Pinus radiata) [1001266995] Lots of deadwood Level II - Clearance and Crown Clean $258.00 6 18-24" Monterey Pine (Pinus radiata) [1001266999] Lots of deadwood, close to road. Serious decline. 18.5” dbh Removal $987.00 7 24-30" Monterey Pine (Pinus radiata) [1001267003] Lots of deadwood and broken branches. Signs of bark beetle attack. 25” dbh Level II - Clearance and Crown Clean $223.00 8 18-24" Monterey Pine (Pinus radiata) [1001267007] 22” dbh Removal $960.00 9 18-24" Monterey Pine (Pinus radiata) [1001267016] Lots of deadwood. Serious decline. Signs of bark beetle attack. Possible removal. 23” dbh Level II - Clearance and Crown Clean $223.00 10 24-30" Monterey Pine (Pinus radiata) [1001267021] Lots of deadwood. Signs of bark beetle attack. 25.5” dbh Level II - Clearance and Crown Clean $258.00 11 18-24" Monterey Pine (Pinus radiata) [1001267026] Lots of deadwood. Signs of bark beetle attack. 24” dbh Level II - Clearance and Crown Clean $223.00 12 36-42" Monterey Pine (Pinus radiata) [1001267031] Lots of deadwood. Signs of bark beetle attack. 38” dbh Level II - Clearance and Crown Clean $393.00 13 18-24" Monterey Pine (Pinus radiata) [1001267033] Lots of deadwood. Signs of bark beetle attack. 21” dbh Level II - Clearance and Crown Clean $223.00 General Tree Care & Plant Health Care Services Tree ID Name Treatment Bid ($) DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B 14 30-36" Monterey Pine (Pinus radiata) [1001267038] 36” dbh Removal $1,910.00 15 30-36" Monterey Pine (Pinus radiata) [1001267041] Lots of deadwood. 28” dbh Level II - Clearance and Crown Clean $306.00 16 18-24" Monterey Pine (Pinus radiata) [1001267071] Lots of deadwood. Bark beetle attack Level II - Clearance and Crown Clean $223.00 17 36-42" Monterey Pine (Pinus radiata) [1001267140] 41” dbh Removal $2,673.00 18 36-42" Monterey Pine (Pinus radiata) [1001267141] 41” dbh Removal $2,673.00 19 24-30" Monterey Pine (Pinus radiata) [1001267148] 28”dbh. Severe lean.Removal $1,364.00 20 30-36" Monterey Pine (Pinus radiata) [1001267151] Lots I’ve deadwood.Level II - Clearance and Crown Clean $306.00 21 36-42" Monterey Pine (Pinus radiata) [1001267158] Lots Of deadwood. 41”dbh Level II - Clearance and Crown Clean $393.00 General Tree Care & Plant Health Care Services Tree ID Name Treatment Bid ($) DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B 22 42+" Monterey Pine (Pinus radiata) [1001267159] Lots Of deadwood. 46” dbh.Level II - Clearance and Crown Clean $607.00 23 30-36" Monterey Pine (Pinus radiata) [1001267162] Lots Of deadwood. serious decline Level II - Clearance and Crown Clean $306.00 24 24-30" Monterey Pine (Pinus radiata) [1001267163] Lots Of deadwood. serious decline. 28” dbh Removal $1,364.00 25 30-36" Monterey Pine (Pinus radiata) [1001267164] Lots Of deadwood. . 34” dbh. Signs of bark beetle attack Level II - Clearance and Crown Clean $306.00 26 30-36" Monterey Pine (Pinus radiata) [1001267166] 33” dbh. Signs of bark beetle attack. Serious decline. Removal $1,910.00 27 24-30" Monterey Pine (Pinus radiata) [1001267167] 28”dbh. Signs of bark beetle attack.Level II - Clearance and Crown Clean $258.00 28 18-24" Monterey Pine (Pinus radiata) [1001267156] Lots Of deadwood. Serious decline Removal $987.00 29 18-24" Monterey Pine (Pinus radiata) [1001267157] Significant deadwood. Serious decline Removal $987.00 Subtotal:$24,004.00 General Tree Care & Plant Health Care Services Tree ID Name Treatment Bid ($) Project Management Services Description Quantity Amount Subtotal DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Log Haul Fee 12.00 250.00 $3,000.00 Organic Mulch Removal Fee - A Plus will waive if client elects to leave mulch on site for landscaping project 1.00 2,450.00 $2,450.00 Traffic Control (Prices subject to change depending on traffic plan)2.00 1,600.00 $3,200.00 Subtotal:$8,650.00 Project Management Services Description Quantity Amount Subtotal Total: $32,654.00 Definition of Treatments: Removal - Complete removal of tree as close to ground level as is reasonable and safe, using safety practices as outlined in ANSI Z133.1 safety standard. Level II - Clearance and Crown Clean - Pruning shall consist of selective pruning to remove the following: dead, diseased, and/or broken branches over 2” diameter. Prune out lowest sucker growth. Include standard clearance: 3 ft from building and structures, 8 ft over the sidewalk, 8 ft from roofs, and 14 ft over the roadway. Will not prune if tree is within 10 ft of power lines. **All pruning and tree care performed is according to the American National Standards Institute (ANSI) A-300 standards and conducted in accordance with the ANSI Z133 Safety Standards.** Download to print "No Parking Sign" Download "Notice to Residents" Fillable Form Notes DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 3/9/2021 License # 0757776 (805) 618-3701 (805) 832-6581 22322 A Plus Tree Inc 3490 Buskirk Ave. Pleasant Hill, CA 94523 37885 11150 10349 A 1,000,000 X X NPC100305301 3/7/2021 3/7/2022 100,000 5,000 1,000,000 2,000,000 2,000,000 1,000,000B X X NBA100305401 3/7/2021 3/7/2022 5,000,000A NEC600606201 3/7/2021 3/7/2022 5,000,000 C X ZAWCI9437602 4/1/2021 4/1/2022 1,000,000 Y 1,000,000 1,000,000 A Ltd Poll Herb/Pest NPC100305301 3/7/2021 Included in GL Limit D Excess GL Liability EMM000073700 3/7/2021 3/7/2022 Agg/Occ 4,000,000 City of South San Francisco, its officials, agents, employees and volunteers are included as Additional Insureds under the General Liability and Auto Liability policies, additional insured coverage applies when required by written contract per the attached forms #CG 20 10 12 19, CG 20 37 12 19 & XIC 421 1013. This insurance is considered Primary and Non-Contributory under the General Liability per attached form #CG 20 01 12 19. Per Project Aggregate is included under the General Liability policy per attached form #CG 25 03 05 09. Waivers of Subrogation applies in favor of certificate holder under the General Liability, Auto Liability and Workers Compensation policies per attached forms #XIL 436 1208, XIC 421 1013 & WC 00 03 13 (Ed. 4-84). City of South San Francisco 400 Grand Avenue South San Francisco, CA 94080 APLUSTR-01 LYLI Santa Barbara, CA - HUB International Insurance Services Inc. PO Box 3310 Santa Barbara, CA 93130-3310 Anna Duran anna.duran@hubinternational.com Greenwich Insurance Company XL Specialty Insurance Company Arch Insurance Company Acceptance Casualty Insurance Company X 3/7/2022 X X X X X X EXHIBIT ADocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. COMMERCIAL GENERAL LIABILITY CG 20 10 12 19 POLICY NUMBER: © Insurance Services Office, Inc., 2018 Page of CG 20 10 12 19 ADDITIONAL INSURED – OWNERS, LESSEES OR CONTRACTORS – SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE A. Section II – Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by: 1.Your acts or omissions; or 2.The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured(s) at the location(s) designated above. However: 1.The insurance afforded to such additional insured only applies to the extent permitted by law; and 2.If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. B.With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to "bodily injury" or "property damage" occurring after: 1.All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or 2.That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. Location(s) Of Covered Operations Information required to complete this Schedule, if not shown above, will be shown in the Declarations. Name Of Additional Insured Person(s) Or Organization(s) Blanket as required by written contract Blanket as required by written contract Q-18410 12 NPC-1003053-01 DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B © Insurance Services Office, Inc., 2018 CG 20 10 12 19Page of C.With respect to the insurance afforded to these additional insureds, the following is added to Section III – Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1.Required by the contract or agreement; or 2.Available under the applicable limits of insurance; whichever is less. This endorsement shall not increase the applicable limits of insurance. 22 DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. COMMERCIAL GENERAL LIABILITY CG 20 37 12 19 POLICY NUMBER: © Insurance Services Office, Inc., 2018 Page ofCG 20 37 12 19 ADDITIONAL INSURED – OWNERS, LESSEES OR CONTRACTORS – COMPLETED OPERATIONS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART SCHEDULE A. Section II – Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury" or "property damage" caused, in whole or in part, by "your work" at the location designated and described in the Schedule of this endorsement performed for that additional insured and included in the "products-completed operations hazard". However: 1.The insurance afforded to such additional insured only applies to the extent permitted by law; and 2.If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. B.With respect to the insurance afforded to theseadditional insureds, the following is added to Section III – Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1.Required by the contract or agreement; or 2.Available under the applicable limits of insurance; whichever is less. This endorsement shall not increase the applicable limits of insurance. Location And Description Of Completed Operations Information required to complete this Schedule, if not shown above, will be shown in the Declarations. Name Of Additional Insured Person(s) Or Organization(s) Blanket as required by written contract Blanket as required by written contract Q-18410 11 NPC-1003053-01 DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B &200(5&,$/*(1(5$//,$%,/,7< &* 7+,6(1'256(0(17&+$1*(67+(32/,&<3/($6(5($',7&$5()8//< &* ,QVXUDQFH6HUYLFHV2IILFH,QF3DJHRI 35,0$5<$1'121&2175,%8725<±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ocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Form XIL 436 1208 ©2008, XL America, Inc.Page 1 of 8 Includes copyrighted material of Insurance Services Office, Inc., with its permission. THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY XL Plus Endorsement This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART GENERAL DESCRIPTION OF COVERAGE - This endorsement broadens coverage. The following listing is a general coverage description only. Limitations and exclusions may apply to these coverages. Read this endorsement carefully to determine rights, duties, and what is and is not covered. A.Reasonable Force – Bodily Injury or Property Damage B.Damage To Premises Rented To You Extension ƔƔ Perils of fire, lightning, explosion, smoke, aircraft or vehicles, riot or civil commotion, vandalism, leakage from fire extinguishing equipment or water damage Ɣ Limit increased to $300,000 C.Aircraft Chartered with Crew D.Non-Owned Watercraft E.Personal and Advertising Injury – Assumed by Insured Contract F.Increased Supplementary Payments Ɣ Cost for bail bonds increased to $5,000 Ɣ Loss of earnings increased to $1,000 per day G.Broadened Named Insured H.Blanket Additional Insured – Managers or Lessors of Premises I.Blanket Additional Insured – Lessor of Leased Equipment J.Injury to Co-Employees and Co-Volunteer Workers K.Knowledge and Notice of Occurrence or Offense L.Unintentional Omission M.Liberalization N.Blanket Waiver of Subrogation O.Incidental Medical Malpractice Injury P.Extension of Coverage – Bodily Injury Q.Coverage Territory ENDORSEMENT # This endorsement, effective 12:01 a.m. , forms a part of Policy No. NPC-1003053-01 issued to A Plus Tree Inc by Greenwich Insurance Company DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Form XIL 436 1208 ©2008, XL America, Inc. Page 2 of 8 Includes copyrighted material of Insurance Services Office, Inc., with its permission. A. REASONABLE FORCE – BODILY INJURY OR PROPERTY DAMAGE Exclusion a.Expected Or Intended Injury of Part 2., Exclusions of Coverage A. Bodily Injury And Property Damage Liability of Section I – Coverages is deleted in its entirety and replaced by the following: [This insurance does not apply to:) Expected or Intended Injury or Damage “Bodily injury” or “property damage” expected or intended from the standpoint of the insured. This exclusion does not apply to “bodily injury” or “property damage” resulting from the use of reasonable force to protect persons or property. B. DAMAGE TO PREMISES RENTED TO YOU EXTENSION 1.The last paragraph of 2.Exclusions of Coverage A. Bodily Injury And Property Damage Liability of Section I - Coverages is deleted in its entirety and replaced by the following: Exclusions c.through n.do not apply to damages to premises while rented to you, or temporarily occupied by you with permission of the owner, caused by fire, lightning, explosion, smoke, aircraft or vehicles, riot or civil commotion, vandalism, leakage from fire extinguishing equipment or water damage. A separate limit of insurance applies to this coverage as described in Section III- Limits of Insurance. 2.This insurance does not apply to damage to premises while rented to you, or temporarily occupied by you with permission of the owner, caused by: a.Rupture, bursting, or operation of pressure relief devices; b.Rupture or bursting due to expansion or swelling of the contents of any building or structure, caused by or resulting from water; or c.Explosion of steam boilers, steam pipes, steam engines, or steam turbines. 3.Paragraph 6.of Section III-Limits of Insurance is deleted in its entirety and replaced by the following: 6.a.Subject to Paragraph 5.above, the Damage To Premises Rented To You Limit is the most we will pay under Coverage A for damages because of “property damage” to any one premises while rented to you, or temporarily occupied by you with permission of the owner, caused by fire, explosion, lightning, smoke, aircraft or vehicle, riot or civil commotion, vandalism, leakage from fire extinguishing equipment or water damage. The Damage To Premises Rented To You Limit will apply to all damage proximately caused by the same “occurrence”, whether such damage results from fire, explosion, lightning, smoke, aircraft or vehicle or riot or civil commotion, vandalism, leakage from fire extinguishing equipment or water damage or any combination of any of these. b.The Damage to Premises Rented to You Limit will be the higher of: (1)$300,000; or (2)The amount shown on the Declarations for Damage to Premises Rented to You Limit. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Form XIL 436 1208 ©2008, XL America, Inc. Page 3 of 8 Includes copyrighted material of Insurance Services Office, Inc., with its permission. 4.Paragraph 9.a.of the definition of “insured contract” under Section V-Definitions, is deleted in its entirety and replaced by the following: [“Insured contract” means:] a. A contract for a lease of premises. However, that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire, lightning, explosion, smoke, aircraft or vehicle, riot or civil commotion, vandalism, leakage from fire extinguishing equipment or water damage to premises while rented to you, or temporarily occupied by you with the permission of the owner is not an “insured contract”. 5.This Article B. does not apply if coverage for Damage to Premises Rented to You of Coverage A.Bodily Injury And Property Damage Liability of Section I – Coverages is excluded by endorsement. C. AIRCRAFT CHARTERED WITH CREW 1.The following is added to the exceptions contained in Exclusion g., Aircraft, Auto or Watercraft in Part 2., Exclusions of Coverage A. Bodily Injury And Property Damage of Section I – Coverages: [This exclusion does not apply to:) Aircraft chartered with crew to any insured. 2.This Article C.does not apply if the chartered aircraft is owned by any insured. 3.The insurance provided by this Article C.shall be excess over any valid and collectible insurance available to the insured, whether primary, excess, contingent or on any other basis, except for insurance purchased specifically by you to be excess of this policy. D. NON-OWNED WATERCRAFT 1.The exception contained in Subparagraph (2)of Exclusion g.Aircraft. Auto or Watercraft in Part 2., Exclusions of Coverage A.Bodily Injury And Property Damage Liability of Section I – Coverages is deleted in its entirety and replaced by the following: (2)A watercraft you do not own that is: (a)50 feet long or less; and (b)Not being used to carry persons or property for a charge; 2.This Article D.applies to any person who, with your expressed or implied consent, either uses or is responsible for the use of the watercraft. 3.This insurance provided by this Article D.shall be excess over any other valid and collectible insurance available to the insured, whether primary, excess, contingent or on any other basis, except for insurance purchased specifically by you to be excess of this policy. E. PERSONAL AND ADVERTISING INJURY – ASSUMED BY INSURED CONTRACT 1.Exclusion e.Contractual Liability in Part 2., Exclusions of Coverage B.Personal And Advertising Injury Liability of Section I – Coverages is deleted in its entirety and replaced by the following: DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Form XIL 436 1208 ©2008, XL America, Inc. Page 4 of 8 Includes copyrighted material of Insurance Services Office, Inc., with its permission. [This insurance does not apply to:) e. Contractual Liability “Personal and Advertising Injury” for which the insured has assumed liability in a contract or agreement. This exclusion does not apply to liability for damages: 1.That the insured would have in the absence of the contract or agreement; or 2.Assumed in a written contract or agreement that is an “insured contract”; provided the “personal and advertising injury” is caused by an offense which occurs subsequent to the execution of the contract or agreement. 2.Subparagraph f.of the definition of “insured contract” Section V.-Definitions is deleted in its entirety and replaced by the following: f.That part of any other contract or agreement pertaining to your business, including an indemnification of a municipality in connection for work performed for a municipality, under which you assume the tort liability of anther party to pay for “bodily injury”, “property damage” or “personal and advertising injury” to a third party or organization. Tort liability means a liability that would be imposed by law in the absence of any contract or agreement. 2.This Article E.does not apply if Coverage B. Personal And Advertising Injury Liability is excluded by endorsement. F. INCREASED SUPPLEMENTARY PAYMENTS Subparagraphs 1. b.and d.of Supplementary Payments – Coverages A And B of Section I - Coverages are amended as follows: 1.In Subparagraph b.,the amount we will pay for the cost of bail bonds is increased up to $5,000. 2.In Subparagraph d.,the amount we will pay for a loss of earnings is increased up to $1,000 a day. G. BROADENED NAMED INSURED 1.The Named Insured in Item 1.of the Declarations is as follows: The person or organizations named in Item 1.of the Declarations and any organization, other than a partnership or joint venture, over which you maintain ownership or majority interest on the effective date of the policy. However, coverage for any such organization will cease as of the date that you no longer maintain ownership of, or majority interest in, such organization. 2.This Article G.does not apply to any person or organization for which coverage is excluded by endorsement. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Form XIL 436 1208 ©2008, XL America, Inc. Page 5 of 8 Includes copyrighted material of Insurance Services Office, Inc., with its permission. H. BLANKET ADDITIONAL INSURED – MANAGERS OR LESSORS OF PREMISES 1.Section II-Who Is An Insured is amended to include as an insured any person or organization with whom you have agreed in a written contract executed prior to loss (an “additional insured”), but only with respect to liability arising out of the ownership, maintenance or use of that part of any premises leased to you, subject to the following provisions: a.Limits of Insurance. The Limits of Insurance afforded to the “additional insured” shall be the limits you agreed to provide, or the limits shown on the Declarations, whichever is less. b.The insurance afforded to the “additional insured” does not apply to: (1)Any “occurrence” that takes place after you cease to be a tenant in that premises; (2)Any premises for which coverage is excluded by endorsement; or (3)Structural alterations, new construction or demolition operations performed by or on behalf of such “additional insured”. 2.The insurance afforded to the “additional insured” is excess over any valid and collectible insurance available to such “additional insured”, unless you have agreed in a written contract for this insurance to apply on a primary or contributory basis. I. BLANKET ADDITIONAL INSURED – LESSOR OF LEASED EQUIPMENT 1.Section II-Who Is An Insured is amended to include an “additional insured” (as defined in Article H. above), but only with respect to their liability arising out of maintenance, operation or use by you of equipment leased to you by such “additional insured”, subject to the following provisions: a.Limits of Insurance. The Limits of Insurance afforded to the “additional insured” shall be the limits which you agreed to provide, or the limits shown on the Declarations, whichever is less. b.The insurance afforded to the “additional insured” does not apply to: (1)Any “occurrence” that takes place after the equipment lease expires; or (2)“Bodily injury” or “property damage” arising out of the sole negligence of such additional insured. 2.The insurance provided to the “additional insured” is excess over any valid and collectible insurance available to such “additional insured”, unless you have a written contract for this insurance to apply on a primary or contributory basis. J. INJURY TO CO-EMPLOYEES AND CO-VOLUNTEER WORKERS 1.Section II- Who Is An Insured is amended to include your “employees” as insureds with respect to “bodily injury” to a co-“employee" in the course of the co-”employee’s” employment by you, or to your “volunteer workers” while performing duties related to the conduct of your business, provided that this coverage for your “employees” does not apply to acts outside the scope of their employment by you or while performing duties unrelated to the conduct of your business. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Form XIL 436 1208 ©2008, XL America, Inc. Page 6 of 8 Includes copyrighted material of Insurance Services Office, Inc., with its permission. 2.Section II – Who Is An Insured is amended to include your “volunteer workers” as insureds with respect to “bodily injury” to a co-“volunteer worker” while performing duties related to the conduct of your business, or to your “employees” employment by you, provided that this coverage for your “volunteer workers” does not apply while performing duties unrelated to the conduct of your business. K. KNOWLEDGE AND NOTICE OF OCCURRENCE OR OFFENSE The following is added to Paragraph 2.,Duties In The Event of Occurrence, Offense, Claim or Suit of the Section IV -Commercial General Liability Conditions: Notice of an “occurrence” or of an offense which may result in a claim under this insurance shall be given as soon as practicable after knowledge of the “occurrence” or offense has been reported to any insured listed under Paragraph 1.of Section II-Who Is An Insured or any “employee” (such as insurance, loss control, risk manager or administrator) designated by you to give such notice. Knowledge of any other “employee(s)” of an “occurrence” or of an offense does not imply that you also have such knowledge. Notice shall be deemed prompt if given in good faith as soon as practicable to your workers compensation insurer. This applies only if you subsequently give notice to us as soon as practicable after any insured listed under Paragraph 1.of Section II – Who Is An Insured or an “employee” (such as an insurance, loss control, or risk manager or administrator) designated by you to give such notice discovers that the “occurrence”, offense or claim may involve this policy. L. UNINTENTIONAL OMISSION The following is added to Paragraph 6.,Representations, of Section IV-Commercial General Liability Conditions: The unintentional omission of, or unintentional error in, any information provided by you shall not prejudice your rights under this insurance. However, this Article L.does not affect our right to collect additional premium or to exercise our right of cancellation or nonrenewal in accordance with applicable state insurance laws or regulations. M. LIBERALIZATION The following is added to Section IV-Commercial General Liability Conditions: Liberalization After the issuance of this policy, if we adopt a change in our forms or rules which would broaden the coverage provided by any form that is a part of this policy without a premium charge, the broader coverage will apply to this policy. This extension is effective upon the approval of such broader coverage in your state. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Form XIL 436 1208 ©2008, XL America, Inc. Page 7 of 8 Includes copyrighted material of Insurance Services Office, Inc., with its permission. N. BLANKET WAIVER OF SUBROGATION The following is added to Section IV-Commercial General Liability Conditions: Waiver of Subrogation We waive any right of recovery we may have against any person or organization because of payments we make for injury or damage arising out of premises owned or occupied or rented or loaned to you; ongoing operations performed by you or on your behalf, done under a contract with that person or organization; “your work”; or “your products”. We waive this right where you have agreed to do so as part of a written contract, executed by you prior to loss. O. INCIDENTAL MEDICAL MALPRACTICE INJURY 1.For insurance applicable to this Article O, the definition of “bodily injury” in Section V - Definitions is amended to include, “Incidental Medical Malpractice Injury”. 2.The following definition is added to Section V- Definitions: “Incidental medical malpractice injury” means “bodily injury”, mental anguish, sickness or disease sustained by a person, including death resulting from any of these at any time, arising out of the rendering of, or failure to render, the following services: a.Medical, surgical, dental, laboratory, x-ray or nursing service or treatment, advice or instruction, or the related furnishing of food or beverages; b.The furnishing or dispensing of drugs or medical, dental or surgical supplies or appliances; c.First aid; or d.“Good Samaritan Services”. As used in this Article O., “Good Samaritan Services” are those medical services rendered or provided in an emergency and for which no remuneration is demanded or received. 3.Paragraph 2.a.(1)(d)of Section II -Who Is An Insured does not apply to any registered nurse, licensed practical nurse, emergency medical technician or paramedic employed by you, but only while performing the services described in Paragraph 2.above and while acting within the scope of their employment by you. Any “employees” rendering “Good Samaritan Services” will be deemed to be acting within the scope of their employment by you. 4.The following exclusion is added to Paragraph 2.Exclusions of Coverage A.– Bodily Injury And Property Damage Liability of Section I–Coverages: [This insurance does not apply to:) Willful Violation of Penal Statute Liability arising out of the willful violation of a penal statute or ordinance relating to the sale of pharmaceuticals by or with the knowledge or consent of the insured. 5.For the purposes of determining the applicable Limits of Insurance, any act or omission, together with all related acts or omissions in the furnishing of services described in Paragraph 2.a.through 2.d.above to any one person, will be considered one “occurrence”. 6.This Article O.does not apply if you are in the business or occupation of providing any of the services described in Paragraph 2.above. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Form XIL 436 1208 ©2008, XL America, Inc.Page 8 of 8 Includes copyrighted material of Insurance Services Office, Inc., with its permission. 7.The insurance provided by this Article O.shall be excess over any other valid and collectible insurance available to the insured, whether primary, excess, contingent or on any other basis, except for insurance purchased specifically by you to be excess of this policy. P. EXTENSION OF COVERAGE – BODILY INJURY The definition of “bodily injury” Section V- Definitions is deleted in its entirety and replaced by the following: 3.“Bodily injury” means bodily injury, mental anguish, mental injury, shock, fright, disability, humiliation, sickness or disease sustained by a person, including death resulting from any of these at any time. Q. COVERAGE TERRITORY The definition of “coverage territory” Section V- Definitions is deleted in its entirety and replaced by the following: 4.“Coverage territory” means anywhere in the world. This insurance does not apply to: a.“bodily injury” or “property damage” that takes place; or b.“personal and advertising injury” caused by an offense committed outside the United States of America (including its possessions and territories), Canada and Puerto Rico, unless a “suit” on the merits (to determine the insured’s responsibility to pay damages to which this insurance applies) is brought in the United States of America (including its possessions and territories), Canada or Puerto Rico. This insurance does not apply to damage, loss, cost or expenses in connection with any “suit” brought outside the United States of America (including its possessions and territories), Canada or Puerto Rico. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B POLICY NUMBER:COMMERCIAL GENERAL LIABILITY CG 25 03 05 09 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CG 25 03 05 09 © Insurance Services Office, Inc., 2008 Page 1 of 2 DESIGNATED CONSTRUCTION PROJECT(S) GENERAL AGGREGATE LIMIT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Designated Construction Project(s):Policy aggregate limit applies per work site. Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A.For all sums which the insured becomes legally obligated to pay as damages caused by "occur- rences" under Section I – Coverage A,and for all medical expenses caused by accidents under Section I – Coverage C,which can be attributed only to ongoing operations at a single designated construction project shown in the Schedule above: 1.A separate Designated Construction Project General Aggregate Limit applies to each des- ignated construction project, and that limit is equal to the amount of the General Aggregate Limit shown in the Declarations. 2.The Designated Construction Project General Aggregate Limit is the most we will pay for the sum of all damages under Coverage A,ex- cept damages because of "bodily injury" or "property damage" included in the "products- completed operations hazard", and for medi- cal expenses under Coverage C regardless of the number of: a.Insureds; b.Claims made or "suits" brought; or c.Persons or organizations making claims or bringing "suits". 3.Any payments made under Coverage A for damages or under Coverage C for medical expenses shall reduce the Designated Con- struction Project General Aggregate Limit for that designated construction project. Such payments shall not reduce the General Ag- gregate Limit shown in the Declarations nor shall they reduce any other Designated Con- struction Project General Aggregate Limit for any other designated construction project shown in the Schedule above. 4.The limits shown in the Declarations for Each Occurrence, Damage To Premises Rented To You and Medical Expense continue to apply. However, instead of being subject to the General Aggregate Limit shown in the Decla- rations, such limits will be subject to the appli- cable Designated Construction Project Gen- eral Aggregate Limit. Q-18410NPC-1003053-01 DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Page 2 of 2 © Insurance Services Office, Inc., 2008 CG 25 03 05 09 B.For all sums which the insured becomes legally obligated to pay as damages caused by "occur- rences" under Section I – Coverage A,and for all medical expenses caused by accidents under Section I – Coverage C,which cannot be at- tributed only to ongoing operations at a single designated construction project shown in the Schedule above: 1.Any payments made under Coverage A for damages or under Coverage C for medical expenses shall reduce the amount available under the General Aggregate Limit or the Products-completed Operations Aggregate Limit, whichever is applicable; and 2.Such payments shall not reduce any Desig- nated Construction Project General Aggre- gate Limit. C.When coverage for liability arising out of the "products-completed operations hazard" is pro- vided, any payments for damages because of "bodily injury" or "property damage" included in the "products-completed operations hazard" will reduce the Products-completed Operations Ag- gregate Limit, and not reduce the General Ag- gregate Limit nor the Designated Construction Project General Aggregate Limit. D.If the applicable designated construction project has been abandoned, delayed, or abandoned and then restarted, or if the authorized contract- ing parties deviate from plans, blueprints, de- signs, specifications or timetables, the project will still be deemed to be the same construction pro- ject. E.The provisions of Section III – Limits Of Insur- ance not otherwise modified by this endorsement shall continue to apply as stipulated. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B XIC 421 1013 © 2013 X.L. America, Inc. All Rights Reserved. Page 1 of 6 May not be copied without permission. Includes copyrighted material of Insurance Services Office, Inc., with its permission. POLICY NUMBER: NBA-1003054-01 XIC 421 1013 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. XL PLUS BUSINESS AUTO EXTENSION ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM COVERAGE DESCRIPTION A.Temporary Substitute Auto Physical Damage B.Who Is An Insured 1. Broad Form Insured 2. Employees As Insureds 3. Additional Insured By Contract, Agreement or Permit 4. Employee Hired Autos C.Supplementary Payments D.Amended Fellow Employee Exclusion E.Physical Damage Coverage 1. Rental Reimbursement 2. Extra Expense – Broadened Coverage 3. Personal Effects Coverage 4. Lease Gap 5. Glass Repair – Waiver Of Deductible F.Physical Damage Coverage Extensions 1. Additional Transportation Expense 2. Hired Auto Physical Damage G.Business Auto Conditions 1. Notice Of Occurrence 2. Waiver Of Subrogation 3. Unintentional Failure To Disclose Hazards 4. Primary Insurance H.Bodily Injury Redefined I.Extended Cancellation Condition DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B XIC 421 1013 © 2013 X.L. America, Inc. All Rights Reserved. Page 2 of 6 May not be copied without permission. Includes copyrighted material of Insurance Services Office, Inc., with its permission. A. Temporary Substitute Auto Physical Damage SECTION I – COVERED AUTOS,C. Certain Trailers, Mobile Equipment And Temporary Substitute Autos is changed by adding the following: If Physical Damage coverage is provided by this Coverage Form, the following types of vehicles are also covered “autos” for Physical Damage coverage: 1. Any “auto” you do not own while used with the permission of its owner as a temporary substitute for a covered “auto” you own that is out of service because of its: a. Breakdown; b. Repair; c. Servicing; d. “Loss”; or e. Destruction. B.Who Is An Insured SECTION II – COVERED AUTOS LIABILITY COVERAGE, A. Coverage, 1. Who Is An Insured is changed by adding the following: 1. Broad Form Insured For any covered “auto”, any subsidiary, affiliate or organization, other than a partnership or joint venture, as may now exist or hereafter be constituted over which you assume active management or maintain ownership or majority interest, provided that you notify us within ninety (90) days from the date that any such subsidiary or affiliate is acquired or formed and that there is no similar insurance available to that organization. However, coverage does not apply to “bodily injury” or “property damage” that occurred before you acquired or formed the organization. 2. Employees As Insureds Any “employee” of yours is an “insured” while using a covered “auto” you don’t own, hire or borrow, in your business or your personal affairs. 3. Additional Insured By Contract, Agreement Or Permit Any person or organization with whom you have agreed in writing in a contract, agreement or permit, to provide insurance such as is provided under this policy, provided that the “bodily injury” or “property damage” occurs subsequent to the execution of the written contract, agreement or permit. 4. Employee Hired Autos An “employee” of yours is an “insured” while operating an “auto” hired or rented under a contract or agreement in that “employee’s” name, with your permission, while performing duties related to the conduct of your business. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B XIC 421 1013 © 2013 X.L. America, Inc. All Rights Reserved. Page 3 of 6 May not be copied without permission. Includes copyrighted material of Insurance Services Office, Inc., with its permission. SECTION IV – BUSINESS AUTO CONDITIONS, B. General Conditions, 5. Other Insurance, b. is replaced with the following: b.For Hired Auto Physical Damage Coverage, the following are deemed to be covered “autos” you own: (1) Any covered “auto” you lease, hire, rent or borrow; and (2) Any covered “auto” hired or rented by your “employee” under a contract in that individual “employee’s” name, with your permission, while performing duties related to the conduct of your business. However, any “auto” that is leased, hired, rented or borrowed with a driver is not a covered “auto”. C. Supplementary Payments SECTION II – COVERED AUTOS LIABILITY COVERAGE, A. Coverage, 2. Coverage Extensions, a. Supplementary Payments is changed as follows: Item (2) is deleted and replaced by the following: (2) Up to $3,500 for cost of bail bonds (including bonds for related traffic law violations) required because of an "accident" we cover. We do not have to furnish these bonds. Item (4) is deleted and replaced by the following: (4) All reasonable expenses incurred by the “insured” at our request, including actual loss of earnings up to $500 a day because of time off from work. D. Amended Fellow Employee Exclusion SECTION II – COVERED AUTOS LIABILITY COVERAGE, B. Exclusions, 5. Fellow Employee does not apply. The insurance provided under this Provision D. is excess over any other collectible insurance. E. Physical Damage Coverage SECTION III – PHYSICAL DAMAGE COVERAGE, A. Coverage is changed by adding the following: 1. Rental Reimbursement a. We will pay for rental reimbursement expenses incurred by you for the rental of an “auto” because of “loss” to a covered “auto”. Payment applies in addition to the otherwise applicable amount of each coverage you have on a covered “auto”. No deductibles apply to this coverage. b. We will pay only for those expenses incurred during the policy period beginning twenty-four (24) hours after the “loss” and ending, regardless of the policy's expiration, with the lesser of the following number of days: DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B XIC 421 1013 © 2013 X.L. America, Inc. All Rights Reserved. Page 4 of 6 May not be copied without permission. Includes copyrighted material of Insurance Services Office, Inc., with its permission. (1) The number of days reasonably required to repair or replace the covered “auto”. If “loss” is caused by theft, this number of days is added to the number of days it takes to locate the covered “auto” and return it to you. (2) Thirty (30) days. c. Our payment is limited to the lesser of the following amounts: (1) Necessary and actual expenses incurred. (2) $50 any one day per private passenger “auto”; $100 any one day per truck; $1,500 any one period per private passenger “auto”; $3,000 any one period per truck; or Higher limits if shown elsewhere in this policy. d. This coverage does not apply while there are spare or reserve “autos” available to you for your operations. e. If “loss” results from the total theft of a covered “auto” of the private passenger type, we will pay under this coverage only that amount of your rental reimbursement expenses which is not already provided for under the Physical Damage Coverage Extension. 2. Extra Expense – Broadened Coverage We will pay for the expense of returning a stolen covered “auto” to you. 3. Personal Effects Coverage If you have purchased Comprehensive Coverage on this policy for an “auto” you own and that “auto” is stolen, we will pay, without application of a deductible, up to $500 for “personal effects” stolen from the “auto”. As used in this endorsement, “personal effects” means tangible property that is worn or carried by an “insured”. “Personal effects” does not include tools, jewelry, money or securities. 4. Lease Gap In the event of a total “loss” to a covered “auto” shown in the Declarations, we will pay any unpaid amount due on the lease or loan for a covered “auto”, less: a. The amount paid under the Physical Damage Coverage Section of the policy; and b. Any: (1) Overdue lease/loan payments at the time of the “loss”; (2) Financial penalties imposed under a lease for excessive use, abnormal wear and tear or high mileage; (3) Security deposits not returned by the lessor; (4) Costs for extended warranties, Credit Life Insurance, Health, Accident or Disability Insurance purchases with the loan or lease; and (5) Carry-over balances from previous loans or leases. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B XIC 421 1013 © 2013 X.L. America, Inc. All Rights Reserved. Page 5 of 6 May not be copied without permission. Includes copyrighted material of Insurance Services Office, Inc., with its permission. 5. Glass Repair – Waiver Of Deductible No deductible applies to glass damage if the glass is repaired rather than replaced. F. Physical Damage Coverage Extensions SECTION III – PHYSICAL DAMAGE COVERAGE, A. Coverage, 4. Coverage Extensions is amended by the following: 1. Additional Transportation Expense Sections a.and b. are amended to provide a limit of $50 per day and a maximum limit of $1,000. 2. Hired Auto Physical Damage The following section is added: Any “auto” you lease, hire, rent or borrow is deemed to be a covered “auto” for physical damage coverage. The most we will pay for each covered “auto” is the lesser of: (1) the actual cash value; (2) the cost for repair or replacement; or (3) $50,000, or higher limit if shown on the Declarations for Hired Auto Physical Damage Coverage. For each covered “auto” a deductible of $100 for Comprehensive Coverage and $1,000 for Collision Coverage will apply. G. Business Auto Conditions SECTION IV – BUSINESS AUTO CONDITIONS, A. Loss Conditions is changed by the following: 1. Notice Of Occurrence Section 2. – Duties In The Event Of Accident, Claim, Suit Or, Loss, a. is changed by adding the following: If you report an injury to an “employee” to your workers’ compensation carrier and if it is subsequently determined that the injury is one to which this insurance may apply, any failure to comply with this condition will be waived if you provide us with the required notice as soon thereafter as practicable after you know or reasonably should have known that this insurance may apply. 2. Waiver Of Subrogation Section 5. Transfer Of Rights Of Recovery Against Others To Us is changed by adding the following: However, this Condition does not apply to any person(s) or organization(s) with whom you have a written contract, but only to the extent that subrogation is waived prior to the “accident” or the “loss” under such contract with that person or organization. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B XIC 421 1013 © 2013 X.L. America, Inc. All Rights Reserved. Page 6 of 6 May not be copied without permission. Includes copyrighted material of Insurance Services Office, Inc., with its permission. SECTION IV – BUSINESS AUTO CONDITIONS, B. General Conditions is changed by the following: 3. Unintentional Failure To Disclose Hazards The following condition is added: Your unintentional failure to disclose all hazards as of the inception date of the policy shall not prejudice any insured with respect to the coverage afforded by this policy. 4. Primary Insurance Condition 5. Other Insurance is changed by adding the following: For any covered “auto” this insurance shall apply as primary and not contribute with any other insurance where such requirement is agreed in a written contract executed prior to a “loss”. H. Bodily Injury Redefined SECTION V – DEFINITIONS, C. “Bodily injury” is replaced by the following: “Bodily injury” means bodily injury, sickness or disease sustained by a person including mental anguish, mental injury, shock, fright or death resulting from any of these at any time. I. Extended Cancellation Condition COMMON POLICY CONDITIONS (Form IL 00 17), A. Cancellation, 2.b. is replaced by the following: The greater of sixty (60) days or the time required by any applicable state amendatory endorsement before the effective date of cancellation if we cancel for any other reason. All other terms and conditions of this policy remain unchanged. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated. (The information below is required only when this endorsement is issued subsequent to preparation of the policy.) Endorsement Effective 04/01/2021 Policy No. ZAWCI9437602 Endorsement No. Premium INCL. Countersigned By Insured A PLUS TREE Insurance Company ARCH INSURANCE COMPANY DATE OF ISSUE: WC 00 03 13 (Ed. 4-84) 1983 National Council on Compensation Insurance. WORKERS COMPENSATION AND EMPLOYERS LIABILITY INSURANCE POLICY WC 00 03 13 (Ed. 4-84) POLICY NUMBER: ZAWCI9437602 WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) This agreement shall not operate directly or indirectly to benefit anyone not named in the Schedule. Schedule ANY PERSON OR ORGANIZATION WHERE WAIVER OF OUR RIGHT TO RECOVER IS PERMITTED BY LAW AND IS REQUIRED BY WRITTEN CONTRACT PROVIDED SUCH CONTRACT WAS EXECUTED PRIOR TO DATE OF LOSS ☐ For policies or exposure in Missouri: Any person or organization for which the employer has agreed by written contract, executed prior to loss, may execute a waiver of subrogation. However, for purposes of work performed by the employer in Missouri, this waiver of subrogation does not apply to any construction group of classifications as designated by the waiver of right to recover from others (subrogation) rule in our manual. DocuSign Envelope ID: 2019B570-ED23-473B-ADD8-59DB55C316B8DocuSign Envelope ID: 4B04B0CC-162F-4656-AD0F-06A00A849D5B Job Title Description of Work Time Spent Billed Rate Administrative Assitant II Permit Processing 1 hour $40.13 Maintenance Supervisor Permit Porcessing 1 hour $54.72 Code Enforcement Officer Site inpections 1 hour 40 minutes $77.46 Code Enforcement Officer Issuing notices 20 minutes $77.46 Total= $249.77 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-643 Agenda Date:8/25/2021 Version:1 Item #:9a. Resolution confirming and approving the emergency nuisance abatement cost report and certifying a special assessment against real property located on Westborough Blvd.between Oakmont Dr.and Galway Pl.(APN 091-022-030) for collection of abatement costs amounting to $35,958.97. WHEREAS,the South San Francisco Municipal Code (“SSFMC”)establishes standards to protect the health and safety of the community; and WHEREAS,South San Francisco Code Enforcement is tasked with addressing violations of the SSFMC,to ensure the health and safety of the community; and WHEREAS,the subject parcel is vacant real property located on Westborough Blvd.between Oakmont Dr.and Galway Pl.and identified as APN 091-022-030 (the “Property”).The Property has been the subject of Code Enforcement action since 2017 following multiple complaints regarding hazardous issues on the property; and WHEREAS,Code Enforcement staff has conducted multiple inspections and identified multiple public nuisance conditions,including accumulated litter,debris,and dead and dying trees and overgrown weeds and vegetation,all of which are unsightly and a danger to public safety and welfare,including posing hazards to pedestrians,motorists,utility service and emergency personnel,detrimental to neighboring property or property values, and/or growing in the public right-of-way; and WHEREAS,Code Enforcement staff sent several notices and letters to property owner FAS TEAM LLC (“Owner”)requesting code compliance on the Property and the Owner failed to bring the property into compliance; and WHEREAS,the overall condition on the Property remained in violation of the SSFMC,continued to deteriorate, and code violations continued to mount over several years; and WHEREAS,at the point at which it was determined that conditions on the Property posed an immediate threat to the health and safety of the public,particularly because of the threat of fire because of condition of vegetation, the City Manager ordered summary abatement pursuant to SSFMC Section 8.54.150; and WHEREAS, on May 4, 2021, staff mailed the Owner a Notice to of Summary Abatement, a copy of which is attached hereto as Exhibit B; and WHEREAS, due to Owner’s failure to comply and the aforementioned immediate hazardous conditions, City staff and contractors summarily abated the public nuisance on July 2, 2021; and WHEREAS, the emergency abatement activities undertaken by the City and as described herein were carried City of South San Francisco Printed on 9/20/2021Page 1 of 2 powered by Legistar™ File #:21-643 Agenda Date:8/25/2021 Version:1 Item #:9a. out to protect the health, safety and welfare of the community; and WHEREAS, in pursuing compliance and abating the nuisance condition and conducting the activities described in the staff report relating to this matter, the City incurred costs related to identifying, documenting and abating the nuisance conditions; and WHEREAS, the City is entitled to recover its costs of nuisance abatement pursuant to and in accordance with state law and SSFMC Chapter 8.54; and WHEREAS,the costs incurred by the City to perform the emergency abatement are set forth in Exhibit A, attached hereto and incorporated herein by reference; and WHEREAS,the City gave due and proper notice of the costs of abatement activities and advised the Owner regarding their right to object to said costs,and of the City’s intention to recover costs by special assessment pursuant to Government Code Section 38773.5; and WHEREAS,the City Council now seeks to confirm the costs to abate the nuisance,and certify the special assessment to recover the costs in accordance with state law and SSFMC Chapter 8.54. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco hereby: 1.Approves the Cost Report attached as Exhibit A and finds that the report truly and accurately reflects actual costs incurred by the City in abating the nuisance conditions existing at the Property. 3.Finds that the costs incurred by the City in this matter are reasonable and were necessary for the health, safety and welfare of the community. 4.Orders that the abatement costs attached as Exhibit A,and amounting to $35,958.97,be collected as a special assessment against the Property. 5.Directs staff to record a copy of this Resolution in the Office of the County Recorder of the County of San Mateo,and the amount chargeable to the Property as indicated in the Exhibit A shall constitute a special assessment against the Property in accordance with California Government Code Section 38773.5 and South San Francisco Municipal Code Section 8.54.305. 6.Directs staff to deliver a copy of this Resolution to the San Mateo County Auditor-Assessor’s office to secure payment of abatement costs by special assessment and collection on the County's property tax roll. ***** City of South San Francisco Printed on 9/20/2021Page 2 of 2 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-82 Agenda Date:8/25/2021 Version:1 Item #:10. Report regarding consideration of a Zoning Text Amendment to prohibit Research &Development uses in the El Camino Real Corridor;modify the definitions of Freight Truck/Warehouse uses to introduce a Parcel Hub definition and where these uses are conditionally permitted or prohibited;and update the Accessory Dwelling Unit performance standards to comply with new State Law changes;and determination that the project is covered by a previously adopted environmental document consistent with the California Environmental Quality Act (CEQA). (Tony Rozzi, AICP, Chief Planner) RECOMMENDATION Staff recommends that the City Council take the following actions: 1.Determine that the proposed zoning text amendments are fully within the scope of the environmental analysis in the previously adopted Initial Study/Negative Declaration for the 2010 Zoning Ordinance Update in July 2010; and 2.Introduce an ordinance amending Title 20 of the Municipal Code as presented in this staff report. BACKGROUND/DISCUSSION The City has embarked on a General Plan Update that will include a companion zoning ordinance update to implement the citywide development vision for South San Francisco by early 2022.During this interim period, staff has identified a few necessary updates to the current zoning ordinance to regulate existing land uses such as Research and Development,and Freight/Truck Terminal and Warehouse,and ensure that the City’s Accessory Dwelling Unit regulations are consistent with State law.The three proposed changes and commentary are described in more detail below: 1.Prohibit Research and Development uses on the El Camino Real corridor The Research and Development use (R&D)has been incredibly successful for the East of 101 area, transforming the former industrial campus into a world leader for life sciences research.These uses often require large footprints and significantly sized buildings that are more appropriate for the East of 101 area rather than west of US-101;however,where residential,mixed use,and commercial uses already comingle.The City Council has directed staff to limit R&D uses on the El Camino Real corridor where already heavy traffic patterns persist and residential neighborhoods are nearby.Staff has removed R&D uses from the land tables associated with the El Camino Real zoning districts and included a temporary provision for any sites that already have a preliminary application in place.There is one such application submitted for the property at 180 El Camino Real,which has previously been approved for multi-family housing,then approved for a commercial center rehabilitation,and now has a preliminary application for an R&D office center with commercial retail.Research and Development uses will still be permitted in the industrial Lindenville area and freeway commercial corridor,within west of US-101 areas. 2.Clarify definitions of Freight Truck/Warehouse uses,introduce a Parcel Hub use,and clarify where City of South San Francisco Printed on 8/20/2021Page 1 of 3 powered by Legistar™ File #:21-82 Agenda Date:8/25/2021 Version:1 Item #:10. these uses are permitted, conditionally permitted or prohibited Exacerbated by COVID-19,e-delivery service and subscription have grown tremendously,fueling a need for e-commerce companies to find last-mile warehouses and shipping facility locations close to high density population centers like San Francisco,Oakland and the South Bay.Given South San Francisco’s obvious proximity to these cities and regions,there has been high interest in the City’s industrial and non-industrial areas alike for new e-commerce distribution sites.Staff is proposing edits to the Zoning Ordinance to manage these uses and ensure they remain primarily in Industrial zoned properties and subject to a Minor Use Permit so appropriate development standards can be applied.The land use definitions have also been amended to include fulfillment centers within the Freight and Truck Terminal land use,and to introduce a “Parcel Hub”land use that would provide last-mile delivery services within a 10 mile range. 3.Revise Multiple Chapters to update various references to multiple-unit residential developments in the zoning ordinance and update performance standards for Accessory Dwelling Units consistent with State law State law continues to evolve and loosen local restrictions or standards for Accessory Dwelling Units (ADUs),to help streamline the creation of ADUs as a housing opportunity.As such,Planning and City Attorney staff have completed a thorough evaluation of the Zoning Ordinance to ensure compliance with state law that seeks to ensure ADUs can be constructed as detached,attached structures or conversion of existing floor area within a building on a residential lot.The proposed changes to the Zoning Ordinance are intended to provide internal consistency on use classification terms and capture the types of accessory dwelling units that must be permitted subject only to requirements associated with a building permit under the most current state law.Specifically,single-family lots (referred to as single-unit residential in the zoning code)would be allowed to have one accessory dwelling unit of any type and one junior accessory dwelling unit.Multi-family lots (referred to as multiple-unit residential in the zoning code)may have up to two detached accessory dwelling units,or conversion accessory dwelling units that is either 25%of in-building modification or one converted unit,whichever is greater. As required by state law,development standards and architectural review requirements are waived for accessory dwelling units that are converted from existing accessory structures and remain within the building footprint of the structure,or that are freestanding detached units that are at most 800 square feet in size,16 feet in height,and meet 4-foot side and rear yard setbacks.The proposed amendments also clarify that ADUs cannot be used as short-term vacation rentals or bed and breakfast uses,and clarify payment of sewer capacity charges for accessory dwelling units. ENVIRONMENTAL REVIEW In accordance with the California Environmental Quality Act (CEQA),the City’s Zoning Ordinance Update consultant prepared and circulated an Initial Study/Negative Declaration for the 2010 Zoning Ordinance Update,and in July of 2010,the City Council adopted the Initial Study/Negative Declaration.The proposed changes and clarifications to make minor corrections and clarifications,are minor in nature and do not require any major revisions to the environmental review or Initial Study/Negative Declaration prepared and circulated for the 2010 Zoning Ordinance Update.Additionally,the modifications to regulations pertaining to ADUs are statutorily exempt from CEQA pursuant to Section 21080.17 of the Public Resources Code because they are implementing the provisions of Government Code Section 65852.2.Therefore,no further environmental review is required at this time. PLANNING COMMISSION ACTION The Planning Commission considered the primary package of amendments at during a public hearing held on April 15,2021 and provided guidance that any freight forwarding use should require a Conditional Use PermitCity of South San Francisco Printed on 8/20/2021Page 2 of 3 powered by Legistar™ File #:21-82 Agenda Date:8/25/2021 Version:1 Item #:10. April 15,2021 and provided guidance that any freight forwarding use should require a Conditional Use Permit to ensure appropriate performance standards and mitigations.Staff has updated the ordinance to reflect this helpful recommendation. Additionally,the Planning Commission considered further minor edits to the Accessory Dwelling Unit regulations to ensure that short term vacation rentals or bed and breakfast uses are not permitted in ADUs during a public hearing held on June 17, 2021. Both resolutions are attached with this staff report. FISCAL IMPACT There is no anticipated immediate fiscal impact to the City with adoption of the proposed ordinance.The removal of Research and Development uses along the El Camino Real may reduce the positive economic impacts associated with new development but large areas of the City east of US-101 and portions of the industrial areas west of US-101 will remain appropriately zoned for such uses. RELATIONSHIP TO STRATEGIC PLAN These amendments to the Zoning Ordinance will maintain Quality of Life concerns for residents of South San Francisco and appropriately manage land uses and locate them consistent with City goals and State law. CONCLUSION These proposed edits to the Zoning Ordinance will continue to allow staff to manage land uses citywide,ensure compliance and consistency with state law regarding ADUs,and retain discretionary review for uses such as Research and Development or Freight Truck/Warehouse that could result in challenging impacts for the residents of South San Francisco,and should be directed to appropriate locations within the City.As such,staff recommends approval of the associated ordinance by the City Council. Attachments 1.2871-2021 Planning Commission Resolution 2.2872-2021 Planning Commission Resolution 3.Staff Presentation Associated Documents 1.Legistar File 21-83 Ordinance Adopting Zoning Text Amendments a.Exhibit A - Proposed Zoning Text Amendments City of South San Francisco Printed on 8/20/2021Page 3 of 3 powered by Legistar™ RESOLUTION NO. 2871-2021 PLANNING COMMISSION, CITY OF SOUTH SAN FRANCISCO STATE OF CALIFORNIA RESOLUTION RECOMMENDING THE CITY COUNCIL ADOPT A ZONING TEXT AMENDMENT TO PROHIBIT RESEARCH & DEVELOPMENT USES IN THE EL CAMINO REAL CORRIDOR; MODIFY THE DEFINITIONS OF FREIGHT TRUCK/WAREHOUSE USES TO INTRODUCE A PARCEL HUB DEFINITION AND WHERE THESE USES ARE CONDITIONALLY PERMITTED OR PROHIBITED; AND UPDATE THE ACCESSORY DWELLING UNIT PERFORMANCE STANDARDS TO COMPLY WITH NEW STATE LAW CHANGES; AND DETERMINATION THAT THE PROJECT IS COVERED BY A PREVIOUSLY ADOPTED ENVIRONMENTAL DOCUMENT CONSISTENT WITH THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA). WHEREAS, in July 2010, the City Council for the City of South San Francisco (“City”) adopted a comprehensive update to the City’s Zoning Ordinance, which repealed the then-existing Title 20 of the South San Francisco Municipal Code, and replaced it with an entirely new Title that, among other actions, established new zoning districts, revised and reformatted many then-existing zoning provisions, eliminated inconsistent and outdated provisions, and codified entirely new zoning provisions, including new land use regulations and development standards; and, WHEREAS, since adoption of the Zoning Ordinance in July 2010, the City has identified areas of the Zoning Ordinance that require minor refinement, clarification, and/or correction; and, WHEREAS, the City staff has drafted proposed revisions to the City’s Zoning Ordinance to address the identified areas that require correction (“Zoning Amendment” or “Project”); and, WHEREAS, the 2010 Zoning Ordinance was adopted after preparation, circulation, consideration, and adoption of an Initial Study/Negative Declaration (“IS/ND”) in accordance with the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. (“CEQA”), which analyzed the environmental impacts of adopting the Zoning Ordinance and concluded that adoption of the Zoning Ordinance could not have a significant effect on the environment because none of the impacts required to be analyzed under CEQA would exceed established thresholds of significance; and, WHEREAS, the minor refinements, clarifications, and/or corrections set forth in this Zoning Amendment, are minor in nature, the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the 2010 Zoning Ordinance, nor do the refinements, clarifications, and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review; and, WHEREAS, the proposed Zoning Amendment also includes modifications to regulations pertaining to accessory dwelling units, which are statutorily exempt from CEQA pursuant to Section 21080.17 of the Public Resources Code as implementation of the provisions of Government Code Section 65852.2; and, WHEREAS, on April 15, 2021, the Planning Commission for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment and consider the CEQA finding and the proposed zoning ordinance amendments, take public testimony, and make a recommendation to the City Council on the Zoning Amendment. NOW, THEREFORE, BE IT RESOLVED that based on the entirety of the record before it, which includes without limitation, the California Environmental Quality Act, Public Resources Code §21000, et seq. (“CEQA”) and the CEQA Guidelines, 14 California Code of Regulations §15000, et seq.; the South San Francisco General Plan and General Plan EIR including all amendments and updates thereto; the South San Francisco Municipal Code; the Zoning Ordinance Text Amendments; and all reports, minutes, and public testimony submitted as part of the Planning Commission’s duly noticed April 15, 2021 meeting; and any other evidence (within the meaning of Public Resources Code §21080(e) and §21082.2), the Planning Commission of the City of South San Francisco hereby finds as follows: SECTION I FINDINGS A. General Findings 1. The foregoing recitals are true and correct and made a part of this Resolution. 2. Exhibit A attached to this Resolution, is incorporated by reference and made a part of this Resolution, as if set forth fully herein. 3. The refinements, clarifications, and/or corrections to the 2010 Zoning Ordinance set forth in this Zoning Amendment are minor in nature, the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the 2010 Zoning Ordinance, nor do the refinements, clarifications, and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review. Additionally, the proposed Zoning Amendment also includes modifications to regulations pertaining to accessory dwelling units, which are statutorily exempt from CEQA pursuant to Section 21080.17 of the Public Resources Code as implementation of the provisions of Government Code Section 65852.2. 4. The documents and other material constituting the record for these proceedings are located at the Planning Division for the City of South San Francisco, 315 Maple Avenue, South San Francisco, CA 94080, and in the custody of Chief Planner, Tony Rozzi. B. Zoning Amendment Findings 1. The proposed Zoning Ordinance Amendments are consistent with the General Plan because the Ordinance Amendments will continue to reinforce many of the General Plan policies maintaining a balanced land use program and is consistent with the City’s overall vision for the proper location of uses. None of the new or revised definitions, tables, figures and land uses will conflict with or impede achievement of any of the goals, policies, or land use designations established in the General Plan. 2. The areas of the City impacted by the proposed Zoning Ordinance Amendments are suitable for the proposed uses in terms of access, size of parcel, relationship to similar or related uses, and other considerations because the minor revisions, corrections and clarifications will not alter the existing uses permitted in the Zoning Ordinance. 3. The proposed Zoning Ordinance Amendments are not detrimental to the use of land in any adjacent zone because the minor revisions, corrections and clarifications will not result in a change of any existing zoning districts. SECTION II RECOMMENDATION NOW, THEREFORE, BE IT FURTHER RESOLVED that the Planning Commission of the City of South San Francisco hereby makes the findings contained in this Resolution, and recommends that the City Council adopt an ordinance amending the Zoning Code, as attached hereto as Exhibit A. BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon its passage and adoption. * * * * * * * I hereby certify that the foregoing resolution was adopted by the Planning Commission of the City of South San Francisco at a regular meeting held on the 15th day of April, 2021 by the following vote: AYES: Chair Evans, Vice-Chair Shihadeh, Commissioner Faria, Commissioner De Paz Fernandez, Commissioner Murphy, Commissioner Funes, Commissioner Tzang NOES: ABSTENTIONS: ABSENT: RECUSE: Attest_/s/Tony Rozzi________ Secretary to the Planning Commission RESOLUTION NO. 2872-2021 PLANNING COMMISSION, CITY OF SOUTH SAN FRANCISCO STATE OF CALIFORNIA RESOLUTION RECOMMENDING THAT THE CITY COUNCIL ADOPT AN ORDINANCE MAKING CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) DETERMINATIONS AND AMENDING TITLE 20 (ZONING) OF THE SOUTH SAN FRANCISCO MUNICIPAL CODE (SSFMC) PERTAINING TO SHORT-TERM VACATION RENTALS AND BED AND BREAKFAST LODGING. WHEREAS, in July 2010, the City Council for the City of South San Francisco (“City”) adopted a comprehensive update to the City’s Zoning Ordinance, which repealed the then-existing Title 20 of the South San Francisco Municipal Code, and replaced it with an entirely new Title that, among other actions, established new zoning districts, revised and reformatted many then-existing zoning provisions, eliminated inconsistent and outdated provisions, and codified entirely new zoning provisions, including new land use regulations and development standards; and, WHEREAS, since adoption of the Zoning Ordinance in July 2010, the City has identified areas of the Zoning Ordinance that require minor refinement, clarification, and/or correction; and, WHEREAS, specifically, the City staff has drafted proposed revisions to the City’s Zoning Ordinance to modify certain regulations relating to short-term vacation rentals and bed and breakfast lodgings to implement their permissibility in accessory dwelling units and junior accessory dwelling units (“Zoning Amendment” or “Project”); and, WHEREAS, the 2010 Zoning Ordinance was adopted after preparation, circulation, consideration, and adoption of an Initial Study/Negative Declaration (“IS/ND”) in accordance with the California Environmental Quality Act, Public Resources Code Sections 21000, et seq. (“CEQA”), which analyzed the environmental impacts of adopting the Zoning Ordinance and concluded that adoption of the Zoning Ordinance could not have a significant effect on the environment because none of the impacts required to be analyzed under CEQA would exceed established thresholds of significance; and, WHEREAS, the minor refinements, clarifications, and/or corrections set forth in this Zoning Amendment, are minor in nature, the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the 2010 Zoning Ordinance, nor do the refinements, clarifications, and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review; and, WHEREAS, the proposed Zoning Amendment also includes modifications to regulations pertaining to accessory dwelling units, which are statutorily exempt from CEQA pursuant to Section 21080.17 of the Public Resources Code as implementation of the provisions of Government Code Section 65852.2; and, WHEREAS, on June 17, 2021, the Planning Commission for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment and consider the CEQA finding and the proposed zoning ordinance amendments, take public testimony, and make a recommendation to the City Council on the Zoning Amendment. NOW, THEREFORE, BE IT RESOLVED that based on the entirety of the record before it, which includes without limitation, the California Environmental Quality Act, Public Resources Code §21000, et seq. (“CEQA”) and the CEQA Guidelines, 14 California Code of Regulations §15000, et seq.; the South San Francisco General Plan and General Plan EIR including all amendments and updates thereto; the South San Francisco Municipal Code; the Zoning Ordinance Text Amendments; and all reports, minutes, and public testimony submitted as part of the Planning Commission’s duly noticed June 17, 2021 meeting; and any other evidence (within the meaning of Public Resources Code §21080(e) and §21082.2), the Planning Commission of the City of South San Francisco hereby finds as follows: SECTION I FINDINGS A. General Findings 1. The foregoing recitals are true and correct and made a part of this Resolution. 2. Exhibit A attached to this Resolution, is incorporated by reference and made a part of this Resolution, as if set forth fully herein. 3. The refinements, clarifications, and/or corrections to the 2010 Zoning Ordinance set forth in this Zoning Amendment are minor in nature, the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the 2010 Zoning Ordinance, nor do the refinements, clarifications, and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review. Additionally, the proposed Zoning Amendment also includes modifications to regulations pertaining to accessory dwelling units, which are statutorily exempt from CEQA pursuant to Section 21080.17 of the Public Resources Code as implementation of the provisions of Government Code Section 65852.2. Therefore, no further environmental review is required at this time. 4. The documents and other material constituting the record for these proceedings are located at the Planning Division for the City of South San Francisco, 315 Maple Avenue, South San Francisco, CA 94080, and in the custody of Chief Planner, Tony Rozzi. B. Zoning Amendment Findings 1. The proposed Zoning Ordinance Amendments are consistent with the General Plan because the Ordinance Amendments will continue to reinforce many of the General Plan policies maintaining a balanced land use program and is consistent with the City’s overall vision for the proper location of uses. None of the new or revised definitions, tables, figures and land uses will conflict with or impede achievement of any of the goals, policies, or land use designations established in the General Plan. 2. The areas of the City impacted by the proposed Zoning Ordinance Amendments are suitable for the proposed uses in terms of access, size of parcel, relationship to similar or related uses, and other considerations because the minor revisions, corrections and clarifications will not alter the existing uses permitted in the Zoning Ordinance. 3. The proposed Zoning Ordinance Amendments are not detrimental to the use of land in any adjacent zone because the minor revisions, corrections and clarifications will not result in a change of any existing zoning districts. SECTION II RECOMMENDATION NOW, THEREFORE, BE IT FURTHER RESOLVED that the Planning Commission of the City of South San Francisco hereby makes the findings contained in this Resolution, and recommends that the City Council adopt an ordinance amending the Zoning Code, where the specific amendments are shown as attached hereto and incorporated herein as Exhibit A. BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon its passage and adoption. * * * * * * * I hereby certify that the foregoing resolution was adopted by the Planning Commission of the City of South San Francisco at a regular meeting held on the 17th day of June, 2021 by the following vote: AYES: Chair Evans, Vice-Chair Shihadeh, Commissioner Faria, Commissioner De Paz Fernandez, Commissioner Murphy, Commissioner Funes, Commissioner Tzang NOES: ABSTENTIONS: ABSENT: RECUSE: Attest_/s/Tony Rozzi________ Secretary to the Planning Commission City Council August 25, 2021 7/15/2021 1Planning Division R&D uses very successful E of 101 R&D opportunities throughout the City (Lindenville, adjacent to SB BART) Concern about R&D along ECR ◦Traffic concerns ◦Compatibility with existing SF residential neighborhoods 7/15/2021Planning Div.2 City Council has directed staff to limit R&D along the ECR corridor ZTA prohibits R&D in ECR Zoning Districts Includes a provision for sites that have submitted a pre- application (180 ECR) 7/15/2021Planning Div.3 7/15/2021Planning Div.4R&D Uses, Prohibited along ECR Corridor Parcel sorting & distribution centers continue to expand, with rise of online shopping / e- commerce Current Zoning Code, adopted in 2010, does not contemplate these types of uses 7/15/2021Planning Div.5 Proposed ZTA: ◦Clarify Freight Forwarding use to include distribution centers ◦Introduce a definition for Parcel Hub uses ◦Limit parcel hubs to industrial areas (MI) ◦Require a Use Permit for all Freight Forwarding & new Parcel Hub uses, Subject to performance standards and Conditions of Approval 7/15/2021Planning Div.6 7/15/2021Planning Div.7Freight Forwarding & Parcel Hub –Permitted in MI, with CUP 7/15/2021 8Planning Div. ADU and JADU requirements mandated by State Government Code Legislation enacted January 1, 2020 ◦City’s ADU Ordinance updated May 2020 New Legislation enacted January 1, 2021 ◦Proposed ADU ZTA to include new requirements 7/15/2021 9Planning Div. What is an ADU? ◦What are the different types of ADUs? Attached, Detached, Converted ◦Where are ADUs allowed? Any lot that allows a single-unit and/or multiple-unit residential dwelling. What is a JADU? ◦Where are JADUs allowed? Any lot that allows a single-unit residential dwelling. 7/15/2021 10Planning Div. State-Mandated Requirements ◦Maximum number allowed Single-unit lot vs. multiple-unit residential lot ◦Development Standards ◦Parking ◦Owner Occupancy ◦Use Limitations Staff recommends that the City Council follow the Planning Commission recommendation and 1.Make the CEQA determination and 2.Introduce an ordinance amending the Zoning Code 7/15/2021Planning Div.11 City Council August 25, 2021 7/15/2021 12Planning Division City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-83 Agenda Date:8/25/2021 Version:1 Item #:10a. Ordinance considering a Planning Commission recommendation to make California Environmental Quality Act (CEQA)determinations and to adopt a Zoning Text Amendment to prohibit Research &Development uses in the El Camino Real Corridor;modify the definitions of Freight Truck/Warehouse uses to introduce a Parcel Hub definition and where these uses are conditionally permitted or prohibited;and update the Accessory Dwelling Unit performance standards to comply with new State Law changes. WHEREAS,in July of 2010,the City Council for the City of South San Francisco (“City”)adopted a comprehensive update to the City’s Zoning Ordinance,which repealed the then-existing Title 20 of the South San Francisco Municipal Code,and replaced it with an entirely new Title that,among other actions,established new zoning districts,revised and reformatted many then-existing zoning provisions,eliminated inconsistent and outdated provisions,and codified entirely new zoning provisions,including new land use regulations and development standards; and WHEREAS,since adoption of the Zoning Ordinance in July 2010,the City has identified areas of the Zoning Ordinance that require minor refinement, clarification, and/or correction; and, WHEREAS,the City staff has drafted proposed revisions to the City’s Zoning Ordinance to address the identified areas that require correction; and WHEREAS,the Zoning Ordinance was adopted after preparation,circulation,consideration,and adoption of an Initial Study/Negative Declaration (“IS/ND”)in accordance with the California Environmental Quality Act, Public Resources Code Sections 21000,et seq.(“CEQA”),which analyzed the environmental impacts of adopting the Zoning Ordinance and concluded that adoption of the Zoning Ordinance could not have a significant effect on the environment because none of the impacts required to be analyzed under CEQA would exceed established thresholds of significance; and WHEREAS,the minor refinements,clarifications,and/or corrections set forth in this Zoning Amendment,are minor in nature,the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the Zoning Ordinance,nor do the refinements,clarifications,and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review; and WHEREAS,on April 15,2021 the Planning Commission for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment and consider the CEQA finding and the proposed zoning ordinance amendments,take public testimony,and adopted Resolution No.2871-2021 making a recommendation to the City Council on the project; and WHEREAS,the modifications to regulations pertaining to ADUs are also statutorily exempt from CEQA pursuant to Section 21080.17 of the Public Resources Code because they are implementing the provisions of Government Code Section 65852.2; and City of South San Francisco Printed on 8/26/2021Page 1 of 4 powered by Legistar™ File #:21-83 Agenda Date:8/25/2021 Version:1 Item #:10a. WHEREAS,on June 17,2021 the Planning Commission for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment and consider the CEQA finding and further refinements to the proposed zoning ordinance amendments,take public testimony,and adopted Resolution No.2872-2021 making a recommendation to the City Council on the project; and WHEREAS,on August 25,2021 the City Council for the City of South San Francisco held a lawfully noticed public hearing to solicit public comment and consider the CEQA finding and the proposed zoning ordinance amendments,take public testimony,and adopt the recommendation of the Planning Commission on the proposed revisions to the City’s Zoning Ordinance. NOW,THEREFORE,BE IT ORDAINED that based on the entirety of the Record before it,as described below, the City Council of the City of South San Francisco does hereby ORDAIN as follows: SECTION I.FINDINGS. Based on the entirety of the record as described above,the City Council for the City of South San Francisco hereby makes the following findings: A.General Findings. 1.The foregoing recitals are true and correct and made a part of this Ordinance. 2.The Record for these proceedings,and upon which this Ordinance is based,includes without limitation, the California Environmental Quality Act,Public Resources Code §21000,et seq.(“CEQA”)and the CEQA Guidelines,14 California Code of Regulations §15000,et seq.;the South San Francisco General Plan and General Plan EIR;the South San Francisco Municipal Code;the Zoning Ordinance Text Amendments;and all reports,minutes,and public testimony submitted as part of the Planning Commission’s duly noticed April 15,2021 meeting;and all reports,minutes,and public testimony submitted as part of the City Council’s duly noticed August 25,2021 meeting;and any other evidence (within the meaning of Public Resources Code §21080(e) and §21082.2). 3.The documents and other material constituting the record for these proceedings are located at the Planning Division for the City of South San Francisco,315 Maple Avenue,South San Francisco,CA 94080, and in the custody of the Chief Planner, Tony Rozzi. 4.The City previously prepared,circulated and adopted an Initial Study/Negative Declaration (“IS/ND”) in accordance with CEQA in 2010,which analyzed the environmental impacts of updating the Zoning Ordinance.The IS/ND concluded that adoption of the Zoning Ordinance could not have a significant effect on the environment because none of the impacts required to be analyzed under CEQA would exceed established thresholds of significance.The current proposed minor refinements,clarifications, and/or corrections set forth in this Zoning Amendment,are minor in nature,the adoption of which would not result in any new significant environmental effects or a substantial increase in the severity of any previously identified effects beyond those disclosed and analyzed in the IS/ND prepared and circulated for the Zoning Ordinance,nor do the refinements,clarifications,and/or corrections constitute a change in the project or change in circumstances that would require additional environmental review.Additionally,the modifications to regulations pertaining to ADUs are statutorily City of South San Francisco Printed on 8/26/2021Page 2 of 4 powered by Legistar™ File #:21-83 Agenda Date:8/25/2021 Version:1 Item #:10a. environmental review.Additionally,the modifications to regulations pertaining to ADUs are statutorily exempt from CEQA pursuant to Section 21080.17 of the Public Resources Code because they are implementing the provisions of Government Code Section 65852.2.Based on the foregoing,no further environmental review is required at this time. B.Zoning Amendment Findings 1.The proposed Zoning Ordinance Amendments are consistent with the General Plan because the Ordinance Amendments will continue to reinforce many of the General Plan policies maintaining a balanced land use program and is consistent with the City’s overall vision for the proper location of uses.None of the new or revised definitions,tables,figures and land uses will conflict with or impede achievement of any of the goals, policies, or land use designations established in the General Plan. 2.The areas of the City impacted by the proposed Zoning Ordinance Amendments are suitable for the proposed uses in terms of access,size of parcel,relationship to similar or related uses,and other considerations because the minor revisions,corrections and clarifications will not alter the existing uses permitted in the Zoning Ordinance. 3.The proposed Zoning Ordinance Amendments are not detrimental to the use of land in any adjacent zone because the minor revisions, corrections and clarifications will not result in a change of any existing zoning districts. SECTION II.AMENDMENTS. The City Council hereby amends the following sections,included as Exhibit A,of the South San Francisco Municipal Code are amended to read as follows (with text in strikeout indicating deletion and double underline indicating addition).Sections and subsections that are not amended by this Ordinance are not included below, and shall remain in full force and effect. SECTION III.SEVERABILITY. If any provision of this Ordinance or the application thereof to any person or circumstance is held invalid or unconstitutional,the remainder of this Ordinance,including the application of such part or provision to other persons or circumstances shall not be affected thereby and shall continue in full force and effect.To this end, provisions of this Ordinance are severable.The City Council of the City of South San Francisco hereby declares that it would have passed each section,subsection,subdivision,paragraph,sentence,clause,or phrase hereof irrespective of the fact that any one or more sections,subsections,subdivisions,paragraphs,sentences, clauses, or phrases be held unconstitutional, invalid, or unenforceable. SECTION IV.PUBLICATION AND EFFECTIVE DATE. Pursuant to the provisions of Government Code Section 36933,a summary of this Ordinance shall be prepared by the City Attorney.At least five (5)days prior to the Council meeting at which this Ordinance is scheduled to be adopted,the City Clerk shall (1)publish the Summary,and (2)post in the City Clerk’s Office a certified copy of this Ordinance.Within fifteen (15)days after the adoption of this Ordinance,the City Clerk shall (1) publish the summary,and (2)post in the City Clerk’s Office a certified copy of the full text of this Ordinance along with the names of those City Council members voting for and against this Ordinance or otherwise voting. City of South San Francisco Printed on 8/26/2021Page 3 of 4 powered by Legistar™ File #:21-83 Agenda Date:8/25/2021 Version:1 Item #:10a. along with the names of those City Council members voting for and against this Ordinance or otherwise voting. This Ordinance shall become effective thirty (30) days from and after its adoption. City of South San Francisco Printed on 8/26/2021Page 4 of 4 powered by Legistar™ Exhibit A – Strikethrough and Underline Amendments to the Zoning Ordinance The following chapters of the South San Francisco Municipal Code are amended as shown here, with additions in red double underline and deletions in strikethrough. Sections, subsections, subdivisions and tables that are not amended by this ordinance are not included, and shall remain in full force and effect. A. Revise Multiple Chapters of the Zoning Ordinance as follows to prohibit Research and Development uses on the El Camino Real corridor: (1) Amend Table 20.090.002 Land Use Regulations to prohibit Research and Development uses in the El Camino Real Mixed Use (ECRMX) Zoning District, as follows: CC BPO CMX ECRMX Employment Uses Construction and Material Yard - P(8) - - Food Preparation - P(8) - - Handicraft/Custom Manufacturing - P(8) - - Industry, General - P(8) - - Industry, Limited - P(8) - - Recycling Facilities See sub-classifications below Collection Facility P P(8) P C See Recycling Facilities in Chapter 20.350 Intermediate Processing - MUP(8) - - See Recycling Facilities in Chapter 20.350 Research and Development - P(8) - P - (9) Limitations: 1. Permitted if existing. New units not allowed. 2. Residential use types not permitted on the ground floor along El Camino Real, except on the east side of El Camino Real between First Street and West Orange Drive subject to approval of a Use Permit. 3. Residential use on ground floor limited to 50 percent of ground floor area. 4. Subject to state licensing requirements. 5. Subject to site evaluation based on prior use. 6. Maximum of 10 vehicles stored on-site with minor maintenance in enclosed structure only. 7. Must be located entirely within a building. 8. These uses shall be developed in accordance with the development standards and supplemental regulations for the M1 District except the maximum FAR is .4 with an increase up to .6 for development that provides specified off-site improvements, subject to Conditional Use Permit approval. These uses are not subject to the development standards or supplemental regulations of the BPO District. 9. Research and Development uses may still be established if a development project submits a pre-application prior to the effective date of the ordinance enabling this note 9 and follows with a complete application within 180 days of that effective date. (2) Amend Table 20.270.003 Land Use Regulations to prohibit Research and Development uses in the El Camino Real/Chestnut Sub-Districts (ECR/C-MXH and ECR/C-MXM), as follows: ECR/C-MXH ECR/C-MXM ECR/C-RH Employment Uses Recycling Facilities See sub-classification below Collection Facility C(7) C(7) - See Recycling Facilities in Chapter 20.350 Research and Development P - P - - Limitations: 1. Not permitted on the ground floor along El Camino Real, Chestnut Avenue, Oak Avenue, or BART right-of-way south of Oak Avenue. 2. Subject to site evaluation based on prior use. 3. Allowed only on the northeast corner of El Camino Real and Arroyo Drive/Oak Avenue Extension. See Figure 20.270.003. 4. Customer service offices are permitted on the ground level, and other offices are permitted on the second floor or when conducted as an accessory use with a permitted use on the site, occupying no more than 25 percent of the floor area. Additional office space may be allowed with a Use Permit, upon finding that such use will not conflict with adjacent street level retail uses. 5. Not permitted along Mission Road. 6. Must be structured. 7. Large Collection Facilities are not permitted. 8. Only building mounted or completely enclosed within a building. Not permitted on the ground floor. B. Revise Multiple Chapters of the Zoning Ordinance as follows to add definitions of Freight Truck/Warehouse uses and clarify where these uses are permitted, conditionally permitted or prohibited: (1) Amend Section 20.620.005 Employment Use Classifications to clarify the Freight/Truck Terminal and Warehouse definition and add a definition of a Parcel Hub, as follows: Freight/Truck Terminal and Warehouse. Facilities that handle third party goods for local or worldwide freight, courier, local messenger, and postal services by truck or rail. This includes fulfillment centers, which provide storage and distribution of e-commerce products to consumers or end-users, either directly or through a Parcel Hub. Parcel Hub. A “Last Mile” facility or similar establishment for the processing and/or redistribution of parcels or products. A Parcel Hub’s primary function is moving a shipment from one mode of transport to vehicles with rated capacities less than 10,000 pounds, for delivery directly to consumers or end-users primarily within a ten-mile radius. (2) Amend Table 20.110.002 Land Use Regulations—Employment Districts to require a Minor Use Permit for Freight/Truck Terminal and Warehouse uses and Parcel Hub uses in the Employment Districts, as follows: BC BTP FC MI Employment Uses Warehousing, Storage, and Distribution See sub-classifications below Chemical, Mineral, and Explosives Storage - - - C Freight/Truck Terminals and Warehouses - (10) - P C See Freight/Truck Terminals and Warehouses and Parcel Hub in Chapter 20.350 Indoor Warehousing and Storage - (10) - P Parcel Hub - - - C See Freight/Truck Terminals and Warehouses and Parcel Hub in Chapter 20.350 Outdoor Storage MUP - - P See Outdoor Storage in Chapter 20.350 Personal Storage - - - C See Personal Storage in Chapter 20.350 Wholesaling and Distribution - P(11) - P Limitations: 10. In accordance with General Plan Policy 3.5-I-11 and Resolution 84-97, legally approved freight forwarding, customs brokering, wholesale, warehousing, and distribution uses that existing in 1997 (or were approved prior to July 10, 2000 with a Use Permit) are considered conforming uses and may convert to other industrial uses including wholesale, warehouse, and distribution uses, and may expand within parcel boundaries as they existed at the time Resolution 84-97 was adopted, subject to meeting the current development standards (Municipal Code); however, said uses may not expand, convert to, re-convert to, or establish a freight forwarding use. 11. Only within enclosed buildings and south of Grand Avenue. (3) Amend Table 20.090.002 Land Use Regulations—Commercial, Office, and Mixed-Use Districts to prohibit Parcel Hub in these Zoning Districts, as follows: Employment Uses CC BPO CMX ECRMX Warehousing, Storage, and Distribution See sub-classifications below Chemical, Mineral, and Explosives Storage - C(8) - - Freight/Truck Terminals and Warehouses - P(8) - - - See Freight/Truck Terminals and Warehouses in Chapter 20.350 Indoor Warehousing and Storage - P(8) - - Parcel Hub - - - - Outdoor Storage - P(8) - - See Outdoor Storage in Chapter 20.350 Personal Storage - C(8) - - See Personal Storage in Chapter 20.350 Wholesaling and Distribution - P(8) - - Limitations: 1. Permitted if existing. New units not allowed. 2. Residential use types not permitted on the ground floor along El Camino Real, except on the east side of El Camino Real between First Street and West Orange Drive subject to approval of a Use Permit. 3. Residential use on ground floor limited to 50 percent of ground floor area. 4. Subject to state licensing requirements. 5. Subject to site evaluation based on prior use. 6. Maximum of 10 vehicles stored on-site with minor maintenance in enclosed structure only. 7. Must be located entirely within a building. 8. These uses shall be developed in accordance with the development standards and supplemental regulations for the M1 District except the maximum FAR is .4 with an increase up to .6 for development that provides specified off-site improvements, subject to Conditional Use Permit approval. These uses are not subject to the development standards or supplemental regulations of the BPO District. (4) Revise Performance Standards for Section 20.350.020 to incorporate Parcel Hub, as follows: 20.350.020 Freight/Truck Terminal and Warehouses and Parcel Hub Freight/Truck Terminals and Warehouse businesses and Parcel Hub uses shall provide adequate parking, loading, queuing, and circulation areas on-site and shall not have a detrimental impact on the circulation or on-street parking in the surrounding area. A. Parking and Circulation Study. A parking and circulation study shall be submitted for review and approval by the Chief Planner and City Engineer which demonstrates compliance with the above criteria. The study shall, at minimum, include the following: 1. Description of the type of freight to be distributed. 2. Size of trucks and shipping containers. 3. Number and schedule of deliveries. 4. Amount and duration of storage. 5. Loading and unloading procedures. 6. Circulation plan. 7. Radius of delivery map. 7 8. Other information as required by the City. C. Revise Multiple Chapters as follows to update various references to multiple-unit residential developments in the zoning ordinance and to update performance standards for Accessory Dwelling Units: SECTION I. Chapter 20.090 Commercial, Office, and Mixed-Use Districts . . . . . . Table 20.090.002 Land Use Regulations—Commercial, Office, and Mixed-Use Districts Use Classification CC BPO CMX ECRMX Additional Regulations Residential Use Types Single-Unit Dwelling See sub-classifications below Single Unit Detached (1) (1) - (1) Accessory Dwelling Unit (1) (1) P P See Accessory Dwelling Units in Chapter 20.350 Single Unit Semi- Attached (1) (1) (1) (1) Single-Unit Attached (1) (1) C P(2) Multiple-Unit Residential See sub-classifications below Duplex (1) - C (1) Multi-unit (1) - P(3) P(2) Senior Citizen Residential (1) - P(3) P(2) SECTION II. Chapter 20.250 Transit Village Plan District . . . . . . Table 20.250.003 Land Use Regulations for Transit Village Sub-Districts Uses Permitted TV-C TC-R TV- RM TV-RH Additional Regulations Residential Use Classifications Uses Permitted TV-C TC-R TV- RM TV-RH Additional Regulations Single-Unit Dwelling See sub-classifications below Single-Unit Attached - - P P Accessory Dwelling Unit P P P P See Accessory Dwelling Units in Chapter 20.350 Multiple-Unit Residential P(1) P(1) P P Elderly and Long-Term Care - - C C See Group Residential Facilities in Chapter 20.350 SECTION III. Chapter 20.270 El Camino Real/Chestnut Avenue Area Plan District . . . . . . Table 20.270.003 Land Use Regulations for El Camino Real/Chestnut Sub-Districts Uses Permitted ECR/C- MXH ECR/C- MXM ECR/C- RH Additional Regulations Residential Use Classifications Single-Unit Dwelling See sub-classification below Single-Unit Attached P(1) P P Accessory Dwelling Unit P P P See Accessory Dwelling Units in Chapter 20.350 Multiple-Unit Residential See sub-classifications below Multi-Unit C(1) C C Senior Citizen Residential C(1) C C Elderly and Long-Term Care C(1) C C See Group Residential Facilities in Chapter 20.350 SECTION IV. Chapter 20.300 Lot and Development Standards 20.300.007 Landscaping . . . . . . B. Applicability. The standards of this section apply to the following: 1. All new development, any change of use classification and additions (other than to Single- Unit Dwellings or Duplexes) that expand existing floor area by 10 percent or more. 2. New construction and rehabilitated landscapes which are homeowner-provided and/or homeowner-hired in single-unit and multiple-unit residential projects with a total project landscape area equal to or greater than 5,000 square feet. 3. New construction and rehabilitated landscapes for all projects other than those described in subsection (B)(2) of this section with a total project landscape area equal to or greater than 2,500 square feet. 4. Existing landscapes limited to Sections 20.300.007(O); and 5. Cemeteries. Recognizing the special landscape management needs of cemeteries, new and rehabilitated cemeteries are limited to Section 20.300.007(D)(l)(d), Section 20.300.007(J)(3), and Section 20.300.007(H)(2); and existing cemeteries are limited to Section 20.300.007(O). 6. Any project, subject to this ordinance, with an aggregate landscape area of 2,500 square feet or less may comply with the performance requirements of this ordinance or conform to the prescriptive measures contained in Appendix D of the State of California model water efficient landscape ordinance. 7. For projects using treated or untreated graywater or rainwater captured on site, any lot or parcel within the project that has less than 2,500 sq. ft. of landscape and meets the lot or parcel’s landscape water requirement (Estimated Total Water Use) entirely with treated or untreated graywater or through stored rainwater captured on site is subject only to Appendix D Section (5) of the State of California model water efficient landscape ordinance. 8. Exceptions. The standards of this section do not apply to landscaping that is part of a registered historic site, plant collections as part of botanical gardens and arboretums open to the public, or ecological restoration projects that do not require a permanent irrigation system. Chapter 20.320 Nonconforming Uses, Structures and Lots 20.320.004 Alterations and Enlargements to Nonconforming Structures Nonconforming structures may be enlarged, extended, structurally altered, or repaired in compliance with all applicable laws subject to the following provisions: A. Additions to and/or enlargements of nonconforming structures are allowed, and no Use Permit is required, if the addition or enlargement complies with all applicable laws and if the existing use of the property is conforming except as provided for in this chapter. B. Additions or enlargements may be made to a building that is designed for and used as a residence without requiring any additional parking space or changes to an existing driveway provided that such alterations or enlargements neither trigger the need for additional parking pursuant to Chapter 20.330 (“On-Site Parking and Loading”), nor occupy the only portion of a lot that can be used for required parking or access to parking. C. Notwithstanding the requirements of subsection A above, an accessory dwelling unit in compliance with Section 20.350.035 (“Accessory Dwelling Units”) and State law may be developed on a lot that contains a single-unit or multiple-unit residential dwelling that is nonconforming with respect to standards. If the single-unit dwelling is nonconforming because it does not meet parking standards, an accessory dwelling unit may be established when parking for the primary dwelling unit is provided to meet the applicable requirements of Chapter 20.330 (“On-Site Parking and Loading”). Notwithstanding the requirements of Chapter 20.330, parking for the primary dwelling unit may be located in any configuration on the site, such as covered spaces, uncovered spaces, or tandem spaces, or mechanical parking lifts. D. Additions or enlargements that horizontally extend a nonconforming yard or height or an alteration of a portion of a residential building that encroaches into a nonconforming yard or which extends above the permitted height may be authorized subject to the approval of a Minor Use Permit. The Chief Planner may only approve such alterations or enlargements if the use of the property is conforming and if the alteration/enlargement would not: 1. Further reduce any existing nonconforming yard provided that no setback shall be less than three feet in a residential district; 2. Exceed applicable building height limits; 3. Further reduce existing nonconforming lot coverage or floor area ratio requirements; 4. Occupy the only portion of a lot that can be used for required parking or access to parking when existing parking does not meet the requirements of this Ordinance for the current or proposed use of the structure; and 5. Be detrimental to the light, views, or privacy of the adjacent neighbor. E. Additions to or enlargements of nonconforming structures that exceed the maximum allowable lot coverage require approval of a variance pursuant to the provisions of Chapter 20.500 (“Variances”) if the addition or enlargement would increase the coverage of the subject property. (Ord. 1599 § 2, 2020; Ord. 1544 § 2, 2017; Ord. 1432 § 2, 2010) SECTION V. Chapter 20.330 On-Site Parking and Loading 20.330.002 Applicability . . . . . . C. Additions and Alterations to Existing Dwelling Units. Parking shall be provided according to the provisions of this chapter based on the total resultant square footage. When an addition is proposed to an existing dwelling unit that does not provide parking in compliance with this chapter, the following regulations apply: 1. Single Unit Dwellings. a. If there are no off-street parking spaces existing, an addition of less than 100 square feet that increases the total habitable floor area of a dwelling unit to no more than 1,500 square feet of gross habitable floor area and not more than three bedrooms may be permitted. b. If there is one off-street space per unit existing, then an addition resulting in a total of up to 1,800 hundred square feet of gross habitable floor area and a maximum of three bedrooms per dwelling unit shall be permitted. 2. Multiple-Unit Residential Dwellings. a. If there are no off-street parking spaces existing, an addition of less than 100 square feet that increases the total habitable floor area of a dwelling unit to no more than 800 square feet of gross habitable floor area and not more than one bedroom may be permitted. b. If there is one off-street space per unit existing, then an addition resulting in a total of up to 1,100 hundred square feet of gross habitable floor area and a maximum of two bedrooms per dwelling unit shall be permitted. . . . . . . Table 20.330.004 Required On-Site Parking Spaces Land Use Classification Required Parking Spaces Residential Use Classifications Single-Unit, Detached or Attached Less than 2,500 square feet and 4 or fewer bedrooms 2 spaces per dwelling unit General Requirements for all Single-Unit Residential Parking: At least one space must be within a garage. 2,500 to 2,999 square feet or 5 bedrooms 3 spaces per dwelling unit Land Use Classification Required Parking Spaces 3,000 square feet or more or 6 or more bedrooms 4 spaces per dwelling unit A carport shall not be substituted for a required garage except for existing dwellings on lots adjacent to a lane. Accessory Dwelling Unit 1 space for each accessory dwelling unit or bedroom, whichever is less, except accessory dwelling units which meet the criteria set forth in Section 20.350.035(G) are exempted from the parking requirement. Multiple-Unit Residential Studio and less than 500 sq. ft. 1 space per unit General Requirements for all Multiple-Unit Residential Parking: One covered space shall be designated for each unit. One additional guest parking space must be provided for every 4 units for projects greater than 10 units. One-bedroom (up to 1,100 sq. ft.) 1.5 spaces per unit Two-bedroom (up to 1,100 sq. ft.) 1.8 spaces per unit Three or more bedrooms and 1,101 sq. ft. or larger 2 plus an additional .5 space for each additional sleeping room over 3 Small Family Day Care None in addition to what is required for the residential use. Large Family Day Care 1 per employee plus an area for loading and unloading children, on- or off-site. (Required spaces and the residential driveway for the primary residential use may be counted toward meeting these requirements.) Elderly and Long-Term Care 1 for every 7 residents plus 1 for each live-in caregiver. Facilities serving more than 15 residents shall also provide 1 space for each caregiver, employee, and doctor on-site at any one time. Group Residential 2 spaces for the owner-manager plus 1 for every 5 beds and 1 for each non-resident employee. Mobile Home Park 2 on-site spaces for each dwelling unit. At least one required space must be in a carport or garage. Residential Care, Limited None in addition to what is required for the residential use. Residential Care, General 2 spaces for the owner-manager plus 1 for every 5 beds and 1 for each non-resident employee. Residential Care, Senior 1 for every 7 residents plus 1 for each live-in caregiver. Facilities serving more than 15 residents shall also provide 1 space for each caregiver, employee, and doctor on-site at any one time. . . . . . . Table 20.330.007 Required Parking Spaces, Downtown Districts Land Use Classification Required Parking Spaces Single-Unit, Detached or Attached Less than 900 sq. ft. and less than 3 bedrooms 1 space per dwelling unit, 2 spaces maximum per unit General Requirements for all Single- Unit Residential Parking**: For new construction, required parking up to 2 spaces must be within a garage. For existing development, all existing garage spaces, up to a maximum of 2 spaces, must be maintained. A carport shall not be substituted for a required garage except for existing dwellings on lots adjacent to a lane. 900 to 2,500 sq. ft. or 3 or 4 bedrooms 2 spaces per dwelling unit, minimum and maximum per unit 2,501 sq. ft. or more than 4 bedrooms 3 spaces per dwelling unit, minimum and maximum per unit Accessory Dwelling Unit 1 space for each accessory dwelling unit or bedroom, whichever is less, except accessory dwelling units which meet the criteria set forth in Section 20.350.035(G) are exempted from the parking requirement. Multiple-Unit Residential Studio and less than 500 sq. ft. 1 space per unit maximum General Requirements for all Multiple- Unit Residential Parking**: One covered space shall be designated for each unit. One-bedroom (up to 1,100 sq. ft.) 1 space minimum, 1.5 spaces maximum per unit Two-bedroom (up to 1,100 sq. ft.) 1.5 spaces minimum, 1.8 spaces maximum per unit Three or more bedrooms and 1,101 sq. ft. or larger 1.5 spaces minimum, 2 spaces maximum per unit Lodging SECTION VI. Chapter 20.350 Standards and Requirements for Specific Uses and Activities Section 20.350.035 Accessory Dwelling Units A permit shall be issued as a ministerial matter without discretionary review or hearing for an accessory dwelling unit within 60 days of receiving a complete application if there is an existing single-unit or multiple-unit residential dwelling on the lot and if the requirements of this Chapter (“Accessory Dwelling Units”), other requirements of the Zoning Ordinance, and other applicable City codes are met. If the permit application to create an accessory dwelling unit is submitted with a permit application to create a new single-unit or multiple-unit residential dwelling on the lot, the application for the accessory dwelling unit shall not be acted upon until the application for the new single-unit or multiple-unit residential dwelling is approved. A. Location. Accessory dwelling units may be established on any lot in any district where single-unit and/or multiple-unit residential dwellings are permitted or conditionally permitted, and a single-unit or multiple-unit residential dwelling has been previously established or is proposed to be established in conjunction with construction of an accessory dwelling unit. B. Type of Unit. An accessory dwelling unit shall provide separate, independent living quarters for one or more persons. An accessory dwelling unit may be one of the following: 1. Attached accessory dwelling unit: Added to the a primary single-unit dwelling unit, typically to the side or rear, that is either newly constructed or an expansion of existing structure that is not a converted accessory dwelling unit as defined herein. 2. Detached accessory dwelling unit: A freestanding structure that is newly constructed, demolished and reconstructed, or an expansion of an existing freestanding structure that is not a converted accessory dwelling unit as defined herein. Detached accessory dwelling units may be located on a single-unit or multiple-unit residential lot, as provided in subsection (C) below. 3. Converted accessory dwelling unit: Located within the walls physical dimensions of an existing or proposed single-unit dwelling (with exterior access therefrom) unit or an existing accessory structure, or within the non-livable area within in an existing multiple-unit residential dwelling structure. Modifications to building footprints and physical dimensions are not permitted for converted accessory dwelling units within an existing or proposed single-unit dwelling or existing accessory structure, except where necessary to accommodate ingress and egress or habitability requirements under applicable building code provisions. In such instances, an expansion of up to 150 square feet would be permitted as long as the side and rear setbacks are sufficient for fire and safety. C. Number of Units Allowed. 1. Single-Unit Lot: On a lot with an existing or proposed single-unit dwelling, one accessory dwelling unit, of any type, and one junior accessory dwelling unit one of the following shall be permitted.: a. One accessory dwelling unit or junior accessory dwelling unit within the existing or proposed space of the primary dwelling unit or an accessory structure; b. One detached, new construction accessory dwelling unit plus one junior accessory dwelling unit within an existing or proposed single-unit dwelling; c. One detached accessory dwelling unit or one attached accessory dwelling unit. 2. Multiple-Unit Residential Lot. a. Up to two detached accessory dwelling units are permitted on a lot with an existing or proposed multiple-unit residential dwelling. Within an existing multiple-unit residential dwelling structure, converted accessory dwelling units shall be permitted the number of accessory dwelling units permitted shall be up to 25 percent of the existing number of units or one unit, whichever is greater, and. Such converted accessory dwelling unit shall only be permitted within the portions of the structure that are is not used as livable space provided that the unit complies with the California Building Standards Code as set forth in Title 15 of this Code. b. If there are existing accessory structures on a lot with an existing or proposed multiple-unit residential dwelling, converted accessory dwelling units may be permitted within all such existing accessory structures provided that the lot does not otherwise contain one or more proposed or existing accessory dwelling unit permitted under subsection (C)(2)(a) above, and that the converted accessory dwelling units meet the requirements of subsection (B)(3) above, the development standards of the zoning district in which the property is located, and all other applicable requirements of this chapter. D. Development Standards. Except as provided below, Accessory dwelling units shall conform to the height specific development standards set forth below, and, unless specified otherwise below, shall comply with the landscaping, lot coverage, setbacks and other zoning requirements of the zoning district in which the site is located, ; the other applicable development standards in this chapter, ; other requirements of the zoning ordinance, ; and other applicable City building, electrical, fire, utility and structural safety codes. 1. Setbacks. The minimum street side, interior side, and rear yard setbacks for accessory dwelling units shall be as follows: a. Detached accessory dwelling unit: 4 feet b. Attached accessory dwelling unit: 4 feet 2. Separation between units. The distance between an accessory dwelling unit to the rear of the primary dwelling and any other existing proposed structures on the lot, inclusive of eaves, as applicable, shall be as follows: a. Detached accessory dwelling unit: 6 feet b. Attached accessory dwelling unit: 6 feet 3. Height. The maximum height for an accessory dwelling unit shall be as follows: a. Detached accessory dwelling unit: one story, up to 16 feet b. Attached accessory dwelling unit: the height requirements of the zoning district where the site is located 3.Where an existing space within a dwelling unit or accessory structure is converted to an accessory dwelling unit, or where a new accessory dwelling unit is constructed in the same location and built to the same dimensions as an existing structure, no setback shall be required, but the structure shall conform to height, lot coverage and other zoning requirements of the zoning district in which the site is located, the development standards in this chapter, other requirements of the zoning ordinance, and other applicable City codes. 4. Entry and Exterior Access. Each accessory dwelling unit shall have a separate entry or exterior door access from the primary unit. Where possible, the exterior entry for an attached accessory dwelling unit or an accessory dwelling unit located within an existing single-unit dwelling shall not be located adjacent to the primary front door of the primary dwelling unit. 4.The minimum street side, interior side, and rear yard setbacks for a detached or attached accessory dwelling unit shall be 4 feet, except as provided in (1) above. 5. Development standards described in this chapter and elsewhere in the zoning ordinance shall be waived for: a. Converted accessory dwelling units located on single-unit dwelling lots; b. Attached or Detached accessory dwelling units that have a maximum size of 800 square feet with at most 16 feet in height, does not exceed 4-foot side and rear yard setbacks, and located on single-unit dwelling lots; c. Converted accessory dwelling units located on a lot with one or more existing multiple-unit residential dwelling as set forth in subsection (C)(2)(a) above; and d. Detached accessory dwelling units located on a lot with one or more existing multiple-unit residential dwelling as permitted by subsection (C)(2)(a) above, provided that such units have a maximum height of 16 feet and 4-foot rear and side yard setbacks. However, the foregoing accessory dwelling units shall continue to comply with applicable building, electrical, fire, utility and structural safety codes for the issuance of a City building permit. 5.A detached or attached accessory dwelling unit shall be located at least 6 feet to the rear of the primary dwelling unit and any other existing or proposed structures on the lot, as applicable. 6.The maximum height for a detached accessory dwelling unit shall be 16 feet. The maximum height for an attached dwelling unit shall conform to the height requirements of the zoning district where the site is located. E. Maximum Floor Area. 1. Attached Accessory Dwelling Unit. The total floor area of an attached accessory dwelling unit shall not exceed 50 percent of the floor area of the primary unit or 800 square feet, whichever is greater, with a maximum allowable floor area of 1,000 square feet. 2. Detached Accessory Dwelling Unit. The total floor area of a detached accessory dwelling unit shall not exceed 1,000 square feet. 3. Converted Accessory Dwelling Unit. When an accessory dwelling unit is created within an existing accessory structure, an expansion beyond the existing physical structure is limited to 150 square feet and shall be solely to accommodate ingress and egress. F. Architectural Compatibility. Except as provided in subsection (D) above, an accessory dwelling unit shall be designed and constructed according to the following: a. Detached accessory dwelling unit: the design shall incorporate the same aesthetic elements and structural design of the existing or proposed single so as to blend with and complement the existing or proposed single-unit or multiple-unit residential dwelling in terms of height, roofing, siding materials and color, as applicable.. b. Attached accessory dwelling unit: the design shall be integrated with the design of the existing or proposed single-unit dwelling by use of similar exterior wall materials, identified color tones, window types and styles, door and window trims, roofing materials and roof pitch, as applicable. G. Parking. One independently usable on-site parking space shall be provided for each accessory dwelling unit or bedroom, whichever is less, unless the accessory dwelling unit meets any of the following criteria, in which case no parking spaces shall be required: 1. Within a half-mile walking distance of public transit; 2. Within an architecturally and historically significant historic district, as determined by the Chief Planner; 3. Is part of an existing or proposed primary dwelling unit or accessory structure an accessory dwelling unit described in Section 20.350.035 (D)(5); 4. Is in an area where on-street parking permits are required, but not offered to the occupant of the accessory dwelling unit; or 5. Within one block of a car share area. If a space is required, it shall be provided in addition to the required parking for the primary single-unit or multiple-unit residential dwelling and shall comply with all development standards set forth in Chapter 20.330 (“On-Site Parking and Loading”). Required parking may be provided as tandem parking on a driveway or in setback areas unless the Chief Planner makes specific findings that tandem parking and parking in setback areas is not feasible because of specific topographical conditions and/or conditions that would pose a risk to health and safety or violate any fire or building code provisions. Replacement parking shall not be required when existing off-street parking for the primary single-unit or multiple-unit residential dwelling is converted to an accessory dwelling unit or demolished in conjunction with the construction of an accessory dwelling unit. H. Code Compliance. An accessory dwelling unit shall comply with all applicable provisions of the South San Francisco Municipal Code relating to health, welfare, public peace and safety, in effect at the time of approval of the building permit, and as follows: 1. If the proposed accessory dwelling unit is attached or within the primary dwelling unit, the primary unit must comply with all building, electrical, plumbing, and housing code requirements in effect at the time the building permit is issued for the accessory dwelling unit. 2. Products of combustion detectors shall be required for each primary and accessory dwelling unit. 3. Delay of Enforcement of Building Standards. a. Prior to January 1, 2030, the owner of an accessory dwelling unit that was built before January 1, 2020 may submit an application to the Chief Building Official requesting that correction of any violation of building standards be delayed for five years. For purposes of this section, “building standards” refers to those standards enforced by local agencies under the authority of Section 17960 of the California Health and Safety Code. b. The Chief Building Official shall grant the application if the Chief Building Official determines that enforcement of the building standard is not necessary to protect health and safety. In making this determination, the Chief Building Official shall consult with the Fire Marshal. c. No applications pursuant to this section shall be approved on or after January 1, 2030. However, any delay that was approved before January 1, 2030, shall be valid for the full term of the delay that was approved at the time of the approval of the application. d. Until January 1, 2030, any notice to correct a violation of building standard that is issued to the owner of an accessory dwelling unit built before January 1, 2020 shall include a statement that the owner has a right to request a delay in enforcement of the building standard for an accessory dwelling unit pursuant to this section. e. This section shall remain in effect until January 1, 2035 or, if such date is further extended by state law, until that extended date, and as of that date thereafter is repealed. I. Use Limitation. An accessory dwelling unit may be rented separate from a primary single or multi-unit dwelling but may not be sold or otherwise conveyed separate from the primary unit. 1. An accessory dwelling unit may be rented separate from a primary single-unit or multiple-unit residential dwelling but may not be sold or otherwise conveyed separately from the primary unit. 2. An accessory dwelling unit shall not be used for rentals of terms shorter than 30 days. J. Deed Restrictions. Prior to obtaining a building permit for an accessory dwelling unit, a deed restriction, approved as to form and content by the City Attorney, shall be recorded with the County Recorder’s office, which shall include the pertinent restrictions and limitations of an accessory dwelling unit identified in this chapter. Said deed restriction shall run with the land, and shall be binding upon any future owners, heirs, or assigns. A copy of the recorded deed restriction shall be filed with the Department City stating that: 1. The accessory dwelling unit cannot be sold separately. 2. The accessory dwelling unit cannot be used for rentals for terms shorter than 30 days. 3. The accessory dwelling unit is restricted to the maximum size allowed per the development standards requirements of this chapter. 4. The restrictions shall be binding upon any successor in ownership of the property, the City may enforce these provisions at the cost of the owner, and enforcement may include legal action against the property owner including revocation of any right to maintain an accessory dwelling unit on the property. K. Junior Accessory Dwelling Units. A junior accessory dwelling unit is a unit that is no more than 500 square feet in size and contained entirely within an existing or proposed single-unit dwelling within the existing footprint. A junior accessory dwelling unit may include separate sanitation facilities, or may share sanitation facilities with the existing structure. 1. Development Standards. Junior accessory dwelling units shall comply with the following standards: a. Number of Units Allowed. Only one junior accessory dwelling unit may be located on any lot in any district where single-unit dwellings are permitted or conditionally permitted. A junior accessory dwelling unit may only be combined with a newly constructed detached an accessory dwelling unit that conforms to the development standards in this chapter. b. Location. A junior accessory dwelling unit may only be located on a lot where a single-unit dwelling has been previously constructed or is proposed to be constructed in conjunction with construction of a junior accessory dwelling unit. A junior accessory dwelling unit must be created within the walls of an existing or proposed single-unit dwelling. c. Separate Entry Required. A separate exterior entry shall be provided to serve a junior accessory dwelling unit. Where possible, the exterior entry for a junior accessory dwelling unit shall not be located adjacent to the primary front door of the primary dwelling unit. d. Interior Entry Required. If a junior accessory dwelling unit is constructed without a separate sanitation facility, the unit shall have interior doorway access to the primary dwelling unit. e. Kitchen Requirements. The junior accessory dwelling unit shall include an efficiency kitchen, requiring and limited to the following components: i. A sink; ii. A cooking facility with appliances; and iii. A food preparation counter and storage cabinets that are of reasonable size in relation to the size of the unit. f. Minimum and Maximum Floor Area. The minimum total floor area of a junior accessory dwelling unit shall be at least the minimum area of an efficiency unit as described in Section 17958.1 of the California Health and Safety Code but shall not exceed a maximum of 500 square feet of floor area. 2. Parking. No additional parking shall be required. 3. Owner Occupancy. The owner of a parcel proposed for a junior accessory dwelling unit shall occupy as a principal residence either the primary dwelling unit or the accessory dwelling unit. 4. Sale Prohibited. A junior accessory dwelling unit shall not be sold independently of the primary dwelling on the parcel. 5. No Short Term Rental. A junior accessory dwelling unit shall not be used for rentals of terms shorter than 30 days. 5.6.Deed Restriction. Prior to obtaining a building permit for a junior accessory dwelling unit, a deed restriction, approved by the City Attorney, shall be recorded with the County Recorder’s office, which shall include the pertinent restrictions and limitations of a junior accessory dwelling unit identified in this section. Said deed restriction shall run with the land, and shall be binding upon any future owners, heirs, or assigns. A copy of the recorded deed restriction shall be filed with the Department City stating that: a. The junior accessory dwelling unit shall not be sold separately from the primary dwelling unit; b. The junior accessory dwelling unit is restricted to the maximum size allowed per the development standards; c. The junior accessory dwelling unit shall be considered legal only so long as either the primary dwelling unit, or the junior accessory dwelling unit, is occupied by the owner of record of the property; c.d. The junior accessory dwelling unit shall not be used for rentals for terms shorter than 30 days. d.e. The restrictions shall be binding upon any successor in ownership of the property and lack of compliance with this provision may result in legal action against the property owner, including revocation of any right to maintain a junior accessory dwelling unit on the property. L. Utilities and Impact Fees. 1. No accessory dwelling unit shall be permitted if it is determined that there is not adequate water or sewer service to the property. 2. For all utility services other than sewer services, only an accessory dwelling unit constructed with a new single-unit or multiple-unit residential dwelling shall be required to have a new or separate utility connection, including a separate sewer lateral, between the accessory dwelling unit and the a utility. If a new or separate utility connection is required pursuant to this section or installed upon request of the property owner, a connection fee or capacity charge shall be charged that is proportionate to the size in square feet of the accessory dwelling unit or its drainage fixture unit (DFU) values, as applicable for the utility. Separate electric and water meters shall be required for the accessory dwelling unit. For sewer services, the number of sewer laterals/connections to the City’s wastewater collection system shall comply with Section 14.14.040 of this Code and only an accessory dwelling unit constructed with a new single-unit or multiple-unit residential dwelling shall be required to pay a sewer capacity charge, the amount of which shall be proportionate to the size in square feet of the accessory dwelling unit or its DFU values. 3. Impact Fees. No impact fees may be imposed on an accessory dwelling unit that is less than 750 square feet in size. For purposes of this section, “impact fees” include the fees specified in Sections 66000 and 66477 of the Government Code, but do not include utility connection fees or capacity charges. For accessory dwelling units that have a floor area of 750 square feet or more, impact fees shall be charged proportionately in relation to the square footage of the primary dwelling unit, in accordance with the then most current applicable fee schedule as adopted by the City Council. Section 20.350.040 Short-Term Vacation Rentals Short-term vacation rental uses shall be located, developed, and operated in compliance with the following standards: A. Type of Residence. Must be located and operated in a single-unit dwelling. and is not allowed in any accessory dwelling unit or junior accessory dwelling unit as defined under Chapters 20.620 and 20.630, and Section 20.350.035 of this Code. Section 20.350.010 Bed and Breakfast Lodging Bed and breakfast establishments shall be located, developed, and operated in compliance with the following standards: A. Type of Residence. Must be located, developed and operated in a single-unit dwelling. and is not allowed in any accessory dwelling unit or junior accessory dwelling unit as defined under Chapters 20.620 and 20.630, and Section 20.350.035 of this Code. SECTION VII. Chapter 20.620 Use Classifications 20.620.002 Residential Use Classifications . . . . . . Accessory Dwelling Unit. A dwelling unit providing complete independent living facilities for one or more persons that is located on a lot with a primary, single-unit, or multiple-unit residential dwelling. An accessory dwelling unit may be within the same structure as the primary unit, in an attached structure, or in a separate structure on the same lot. 20.630.002 Definitions . . . . . . Dwelling Unit, Accessory. An attached, detached, or converted residential unit that provides complete independent living facilities for one or more persons and is located on a lot with an existing or proposed single-unit or multiple-unit residential dwelling. It shall include permanent provisions for living, sleeping, eating, cooking, and sanitation on the same lot as the single- or multi-unit dwelling is or will be situated. See also Section 20.350.035 (“Accessory Dwelling Units”). 3723259.8 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-662 Agenda Date:8/25/2021 Version:1 Item #:11. Receive the Racial and Social Equity Commission Report and First Year Action Plan.(Lisa Costa Sanders, Project Administrator) RECOMMENDATION Staff recommends that the City Council receive the Racial and Social Equity Commission Report and First Year Action Plan. BACKGROUND/DISCUSSION The death of George Floyd accelerated broader support for the Black Lives Matter movement in South San Francisco and created an opportunity for new alliances and a call to action.The South San Francisco Commission on Racial and Social Equity was created in July 2020 to address that call.The Commission consisted of 14 members including two City Council members;the City Manager and Police Chief;a School Board member;representatives from Change SSF;a Youth Advisory member;a County staff member and community members.Raimi +Associates was retained to facilitate the meetings,conduct research on best practices and prepare the report recommendations.In addition,Lisa Costa Sanders served as liaison with city staff and provided city government insight,Myra Jolivet supported the Commission's efforts in strategic communications and diversity,equity and inclusion awareness and Sharon Watts served as City of South San Francisco Graduate Fellow in community-based organizational development and issues of racial and social equity. The Commission created an opportunity to bring the community together to determine priorities to advance racial and social equity.The Commission initially met bi-monthly,then monthly,with a virtual meeting format that was open to the public for over a year.The final Commission Report outlines the planning process and provides an overview of the data supporting the recommendations from the Commission. First Year Action Plan Goals and Strategies:The Action Plan focuses on the goals and strategies that the Commissioners prioritized for the first year of implementation (August 2021 -July 2022).The City Council has already approved several key initiatives to forward the recommendations of the Commission. ·Goal 1:Ensure ongoing oversight and accountability to advance racial and social equity in South San Francisco.Status:The City Council created two Fellow positions in the FY 21/22 Budget to serve this role.Two individuals have been hired and have already started working to advance racial and social equity. The City is currently recruiting for the promotores program. ·Goal 2:Ensure the safety of community members of color by eliminating racist practices and polices in the criminal justice system.Status:The City executed an Agreement with the County of San Mateo for mental health services to assist Police with calls and outreach to the community.Staff is currently working on the recommended approach to form a Community Safety Advisory Board for Council consideration by the end of this year. ·Goal 3:Target resources and support to residents of color to reduce gaps created by structural inequities. Status:The City Council approved the minimum income program.The City Council also approvedCity of South San Francisco Printed on 8/20/2021Page 1 of 2 powered by Legistar™ File #:21-662 Agenda Date:8/25/2021 Version:1 Item #:11. Status:The City Council approved the minimum income program.The City Council also approved resources for a new community resource center in downtown scheduled to open this Fall.The City Council has also expanded support for residents impacted by the COVID pandemic. ·Goal 4:Ensure local land use planning increases access to resources and opportunities for people of color and other historically disenfranchised community members.Status:The recommended approaches under this goal will be further researched and addressed in the General Plan and Housing Element update processes. The Commission voted to unanimously approve the Commission Report and Action Plan at its July 21,2021 meeting and authorized the report be transmitted to the City Council for its consideration. CONCLUSION Staff recommends the City Council accept the Report and Action Plan. Attachment: 1.South San Francisco Commission on Racial and Social Equity Final Report with Action Plan 2.South San Francisco Commission on Racial and Social Equity Action Plan City of South San Francisco Printed on 8/20/2021Page 2 of 2 powered by Legistar™ Draft South San Francisco Commission on Racial + Social Equity FINAL REPORT and ACTION PLAN Adopted by Commission [once adopted: July 21,] 2021 Presented to South San Francisco City Council [August 25 or September 8,] 2021 South San Francisco Commission on Racial & Social Equity | Commission Report 2 Contents Letter from the Chair .............................................................................. 3 Introduction ............................................................................................. 4 Launching the South San Francisco Commission................................ 6 The Commission Members ................................................................................................................. 6 The Purpose .......................................................................................................................................... 7 The Mission and Vision of the Commission ...................................................................................... 7 The Process ........................................................................................................................................... 8 Roles and the Decision-making Structure ......................................................................................... 9 Shared Language and Guiding Principles........................................................................................ 10 The Opportunity to Listen and Learn ................................................. 14 Phase 1: Overview of Meeting Goals and Guest Speakers ........................................................... 14 Selected Data on Demographics and Inequities in South San Francisco ................................... 20 Summary from Community Survey Responses .............................................................................. 35 Overview of Commission Actions During Phase 1 ......................................................................... 38 Advancing Equity in South San Francisco .......................................... 41 The Strategic Process ......................................................................................................................... 41 The Process of Developing Goals ..................................................................................................... 43 Identifying Specific Strategies for South San Francisco ................................................................. 45 Customized Strategies for South San Francisco ............................................................................. 49 Sustaining & Accelerating Change ...................................................... 62 The South San Francisco Racial Equity Action Plan ........................................................................ 62 South San Francisco Commission on Racial & Social Equity | Commission Report 3 Letter from the Chair “We cannot seek achievement for ourselves and forget about progress and prosperity for our community… Our ambitions must be broad enough to include the aspirations and needs of others, for their sakes and for our own.” -Cesar Chavez, Civil Rights Activist We began this journey as have many others around the nation, with the clear intention to search for healing and positive change. We knew that the killings of unarmed black men tore our hearts and opened our minds. And through that tragic lens we found mor e pain; a need for social justice for many, a need to reform what we call public safety, and a need to embrace equity over equality in access to health, education, and opportunity. A big plate for a relatively small body of volunteers. But we decided that the important thing was to start. The South San Francisco Commission on Racial and Social Equity was formed to ensure our City would take the first steps to identify systems that further inequity and create pathways for change. This report is a chronicle of our process as it outlines our vision and approaches to this great challenge. The report is also a written commitment for today and the future, as we build upon these initial steps. We believe that if inequities can be baked into our traditional institutions, strategies can also be constructed to remove those inequities. I am proud to have served as Chair of this body. I am most proud of our determination to learn from the residents of South San Francisco, as we asked tough questions of ourselves and our governmental peers. Will this report solve all issues related to race, class, and social inequities? No. But the people who remain committed to eliminating racial and social inequities will keep the spirit of our goals alive and the steps toward our desired outcomes at the forefront. Working with City leaders, City Staff, volunteers, and members of this great community, we have initiated tangible action steps toward effecting change in public safety, mental health, education, and economic disparities. We have set a foundation from which additional solutions can be launched. And most importantly, we have set in motion a higher level of awareness of the broader meaning of “community” in South San Francisco. Sincerely, Flor Nicolas, Councilmember Commission Chair South San Francisco Commission on Racial & Social Equity | Commission Report 4 Introduction The death of George Floyd accelerated broader support for the Black Lives Matter movement in South San Francisco and created an opportunity for new alliances and a call to action. The South San Francisco Commission on Racial and Social Equity was created to address that call. The Commission created an opportunity to bring community members together to determine priorities to advance racial and social equity. During their time together, Commissioners had the opportunity to get to know each other, ask hard questions, review data, engage in tough conversations, and bring a critical racial and social equity lens to the table. Their collective commitment centered around improving the lives of those in South San Francisco who have experienced inequities, building bridges of understanding, and collaboratively identifying actions for change. The Commission’s work took place against the backdrop of the worldwide COVID -19 pandemic and the continued killings of unarmed black people throughout the United States. Members were limited to working virtually, via Zoom meetings, and unable to share ideas and build relationships in-person. Despite those challenges, they met thirteen (13) times over twelve (12) months. This report chronicles the planning process and highlights each step of the Commission’s work: 1. Launching the South San Francisco Commission for Racial & Social Equity The unique composition of the Commission included members with deep knowledge of the community of South San Francisco, as well as representatives from City government and community leadership. The Commission established the foundation for their work by reviewing key definitions and their chosen decision-making processes. As a group, they shared their hopes and adopted group agreements, guiding principles, and a framework for levers of change. 2. Creating an Opportunity to Listen and Learn Valuable input from the South San Francisco community was collected and prioritized to address identified needs of South San Francisco community members. The combination of Commission leadership and community engagement enabled rapid assessment and successful movement forward in the creation of an agenda to identify and address racial and social inequities. 3. Advancing Equity in South San Francisco The South San Francisco Commission identified areas for immediate and ongoing institutional and structural change. During the planning process, action steps were identified and include actions to take immediately, actions that build on current work already underway, and action steps to take over the coming year and beyond. This work successfully built on the initi atives that the City of South San Francisco already had developed to address racial and social inequities, and are in alignment with the mission, vision, and goals of the South San Francisco Commission. 4. Sustaining & Accelerating Change The City of South San Francisco and its leadership are dedicated to creating a better community for those impacted by racial and social inequities. As many cities and municipalities around the country work to address a legacy of racial and social inequity, South San Francisco has turned the ideals of equity into tangible recommendations. The South San Francisco Commission outlines an important new course to explicitly and proactively advance racial and social equity. The ne w course is articulated in the first year of action. South San Francisco Commission on Racial & Social Equity | Commission Report 5 To assist the South San Francisco Commission in this planning process, the City of South San Francisco partnered with Raimi + Associates to gather data, facilitate meetings, and document the Commission’s work. Lisa Costa Sanders served as liaison with city staff, provided city government insight, and prepared Commission meeting minutes. Myra Jolivet supported the Commission's efforts in strategic communications and approach to advancing diversity, equity, and inclusion. Sharon Watts served as City of South San Francisco Graduate Fellow in community-based organizational development and issues of racial and social equity. South San Francisco Commission on Racial & Social Equity | Commission Report 6 Launching the South San Francisco Commission From the beginning, the South San Francisco Commission on Racial and Social Equity was distinct. Commission members were selected to reflect the diversity of South San Francisco, bringing a range of expertise and lived experiences to Commission discussions, and to ensure that community members would lead and inspire the Commission’s work. Multiple commissioners, for example, speak languages other than English as their first language, and all the commissioners have spent many years (decades in most cases) living and working in the City. In addition, and perhaps most unique about this Commission, however, is the Commission composition. Commission membership includes City Council members, key City staff and community members. This unique combination of deep knowledge of South San Francisco, and connection to both the City of South San Francisco and community leadership positioned the Commission to quickly and successfully move forward an agenda to address racial and social inequities in South San Francisco. The first step of the Commission’s work involved convening Commission members to review the purpose and mission outlined in the Commission charter, and to establish how to best work together as a group. The Commission Members Every member of this commission shared their talents and gave countless hours of their time to improve South San Francisco. Commissioners shared their expertise and experiences and provided valuable insights. This Commission would not have been successful without this dedication. We want to extend our deepest appreciation to each of the commissioners for their passion and commitment to advance racial and social equity in South San Francisco. City Councilmember Buenaflor Nicolas, Commission Chair City Councilmember Mark Nagales Edith Arias Jeff Azzopardi, Police Chief Gladys Balmas, San Mateo County Aging & Adult Services Norm Faria Mike Futrell, City Manager Cheska Ibasan, Youth Advisory Council Vanessa McGovern Hermes Monzon Patricia Murray, SSFUSD Board of Trustees Kayla Powers Liliana Rivera, Change SSF Bobby Vaughn Alternate: Andrea Fernández South San Francisco Commission on Racial & Social Equity | Commission Report 7 The Purpose This Commission set out on an ambitious course which included the following aims. The Commission worked to achieve the following objectives: 1. Develop a shared understanding and knowledge of institutional racial and social inequities in key areas; 2. Examine police presence and relationships with respect to communities of color in order to build trust; 3. Build trust and strengthen partnerships among local community-based organizations, community health organizations and agencies, and social justice organizations ; 4. Collaborate with the community and other institutions to develop and offer opportunities for change and elevate successful models and best pr actices; and 5. Develop recommendations for action to the South San Francisco City Council to eliminate racial and social inequities. The Mission and Vision of the Commission The charter outlined the following mission for the Commission: The South San Francisco Commission on Racial and Social Equity aims to proactively advance equity in the City’s internal and external processes, as well as to recommend policy and program changes to overcome institutional inequities in education, policing, healthcare (including mental health and addiction services), and other social services. Through the process of working together, members of the Commission developed a vision statement for the work: Government and other institutions within the city proactively address structural racism and promote social equity. This will create a community in which all Black, Hispanic/Latinx, other residents of color, and historically disenfranchised community members are safe, feel a sense of belonging, have abundant opportunities, and reach their full potential. South San Francisco Commission on Racial & Social Equity | Commission Report 8 The Process The Commission’s charter outlined three phases of work: Phase 1: Listen + Learn (August-October 2020). This phase ensured that Commissioners had a common understanding of racial and social inequities and the local landscape so they could identify effective ways to address these issues at the local level. To understand the context and impact of structural racism, the Commission heard presentations from regional and national experts, city staff, representatives of local jurisdictions, and community members. The culmination of this phase set priorities and focus for Phase 2. Phase 2: Identify + Hone Solutions for South San Francisco (November 2020-April 2021). Phase 2 included the identification and crafting of specific solutions. This phase provided Commission members with legal and financial regulations to ensure that decisions were legally and financially feasible. Commissioners also heard presentations from other jurisdictions to consider and inform prioritized strategies. Phase 3: Get Specific About Action (May-July 2021). The third and final phase of the Commission’s work focused on finalizing recommendations and developing a final report and implementation plan. City Council Resolution: South San Francisco’s Commitment to Racial and Social Equity In August of 2020, South San Francisco City Council also passed a resolution underlining the City’s ongoing commitment to racial and social equity. The resolution highlights the following: ● City leaders realize the direct and indirect connections of racism and economic disadvantage to public health and education crises. ● The City Council vowed to stand with communities of color, the working class, and all of those disadvantaged by social or physical disability, in efforts to reverse the effects of historically unfair policies and practices. ● The resolution specifically acknowledges that Black Lives Matter and to build pathways to equality and justice for all, it must be recognized that targeted communities are most at risk, and while statements are important, action is critical. South San Francisco Commission on Racial & Social Equity | Commission Report 9 Roles and the Decision-making Structure The Commission emphasized the importance of making decision-making transparent. This table outlines key points and sources of information. Key Decision Points Expert Input Final Approval Selection of Commissioners City Council, City Staff Mayor and Designated Appointing Entities Guiding Principles, Group Agreements, Framework Commission, City Staff Commission Identification of Findings and Preliminary Recommendations Commission, City Staff, County, School District, and South San Francisco Residents/Members of the Public, Regional and/or National Experts and Representatives of Outside Agencies Invited to Share Information with the Commission Not applicable To be developed into Final Recommendations Final Recommendations for Action (i.e., Recommended Policy and Program Changes) Commission, City Staff, County, School District, and South San Francisco Residents/Members of the Public Commission Implementation Actions and Plans Commission, City Staff, Public input City Council, School Board, County Board of Supervisors, and potentially other authorizing bodies Voting In the first Commission meeting, the group designed their collaborative and approval processes. ● Votes can only take place when there is a quorum of at least eight of the 14 commissioners in attendance. Commissioners were the only participants allowed to vote. ● An approval represented a majority Commission vote. If a majority supported an adjustment to an item, a vote could go forward with the assumption that the adjustment would be included as part of the approval. South San Francisco Commission on Racial & Social Equity | Commission Report 10 Shared Language and Guiding Principles Key Definitions Early in the planning process, the Commission members identified key terms to establish shared language that would inform their work. Racial Equity As an outcome, we achieve racial equity when race can no longer be used to predict life outcomes and outcomes for all racial groups are improved. As a process, those most impacted by racial inequities are meaningfully involved in the creation and implementation of the institutional policies and practices that impact their lives. Social Equity The goal of achieving fair outcomes for all populations, which requires offering diverse populations the type and level of services appropriate to their needs. Equality Providing all people with the same thing; different from equity, which encourages giving each person or population what they need to succeed. Structural Racism A history and current reality of institutional racism across all institutions, combining to cr eate a system that negatively impacts communities of color. Institutional Racism Policies, practices, and procedures that work better for white people than for people of color, whether intentionally or unintentionally. Individual Racism Pre-judgment, bias, or discrimination based on race by an individual. Implicit Bias Biases people are usually unaware of and that operate at the subconscious level. Implicit bias is usually expressed indirectly. South San Francisco Commission on Racial & Social Equity | Commission Report 11 Group Agreements + Guiding Principles The Commission identified planning principles and group agreements to ensure clear communication. The agreements and principles enabled the group to have difficult but constructive conversations, encourage active listening, clarity, and a solution-oriented focus. Group Agreements Focus on Our Common Goal ● We care deeply about our community. We want our community to flourish, and grow up healthy and supported. ● We focus on identifying specific and actionable areas of change/ways to reduce inequities. Build and Strengthen Partnerships and Community Relationships ● We focus on the common goal and the ideas (not the individuals involved) when people disagree or have different perspectives. ● We want to strengthen trust by showing up and sharing experiences and ideas. ● We commit to working together respectfully and speaking from our own experiences and expertise. ● Have fun! (whenever possible) Be Open to New Ideas and Perspectives ● We commit to remember that multiple perspectives can coexist and be valid, even when they seem to be in conflict. ● We will work to understand others’ perspectives (including assumptions, priorities, concerns, and possibilities) while paying attention to power dynamics and privilege. When we hear something that we disagree with, we will take time to reflect on it and will try to understand (instead of arguing or dismissing). ● We know that participants are diverse in a range of ways (including race, ethnicity, cultural background, immigration status, sexual orientation, gender identity, gender expression, religion), and we will strive not to assume, work to avoid making assumptions about the values, life experiences, or feelings of other participants. Participate and Be Self-Aware ● We invite you to share your expertise and perspectives! ● We commit to being aware of how much an individual is talking compared to other participants. ● We commit to being aware of how each of us is acting when others are talking. Calling In as a Practice to Support Group Agreements ● We recognize that everyone can (and does/will) make mistakes. ○ We want to continue to grow and improve -- and we know that mistakes are opportunities to learn. ○ Calling In is about inviting others to learn and grow. ● To “call in,” focus on the behavior. Be clear around what specific behavior this person engaged in, rather than any assumptions, projections, or judgements around their motivations or personality. South San Francisco Commission on Racial & Social Equity | Commission Report 12 Planning Principles Principles Planning Practices Recognize Systemic Racism + Social Inequities ● The South San Francisco Commission on Racial and Social Equity aims to proactively advance equity in the City’s internal and external processes, as well as to recommend policy and program changes to overcome institutional inequities in education, policing, healthcare (including mental health and addiction services), and other social services. The Commission recognizes that each of these areas has a direct impact on the other. The issues are interrelated and there is a need to develop solutions to address each area of concern. Below are approaches to support an effective planning practice: ○ Acknowledge how racism and social inequities impact residents in South San Francisco ○ Recognize complex factors that maintain systemic racism and social inequities ○ Recognize historic trauma ○ Engage multiple sectors and diverse perspectives to identify solutions Support Learning + Innovation ● Develop a thorough knowledge of institutional racial and social inequities in the areas of education, policing, healthcare (including mental health and addiction services), and other social services, identifying cumulative impacts of institutional and structural inequities, as each area relates to South San Francisco ● Examine police presence and relationships with respect to communities of color in order to build trust ● Focus on information gathering, including presentations by regional and national experts, city staff, outside agencies, and the public, to gain the requisite base knowledge to understand the complexities surrounding current conditions and determining areas where meaningful change is possible (Phase 1). ○ Be curious ○ Promote data-driven processes and decisions ○ Honor evidence-based practice and practice-based evidence Promote Transparency ● Build trust and strengthen partnerships with local community-based organizations, community health organizations and agencies, and social justice organizations ○ Make decision-making process transparent ○ Recognize project limitations/constraints (e.g., timeline, hours) ○ Communicate clearly and make materials accessible ○ Be consistent and dependable ○ Do not over-promise ○ Recognize existing power dynamics and support just and fair participation ○ Engage people with different amounts and types of power South San Francisco Commission on Racial & Social Equity | Commission Report 13 Focus on Action + Systems Change ● Collaborate with the community and other institutions/partners to develop and offer opportunities for change relating to racial and social inequities exploring and elevating successful models and best practices. ● Submit recommendations for action to the South San Francisco City Council designed to reduce or eliminate racial and social inequities within the scope of the areas of inquiry and help the City of South San Francisco better serve a diverse community and staff. ● Focus on solutions, refining and stress testing various options, engaging stakeholders, analyzing financial and legal constraints, and collaboratively arriving at a set of draft recommendations for policy and program changes (Phase 2). ● Focus on refining recommendations, developing implementation plans and production of final report (Phase 3) ○ Maintain the focus on our common goal: that all community members in South San Francisco can flourish ○ Help build buy-in ○ Balance feasibility and vision ○ Focus on systems, institutions, structures, and policies (not individuals) ○ Engage diverse sectors and non-traditional partners Levers of Change Framework Commissioners agreed to three levers of change - programs, policies, and practices/culture as a framework for identifying opportunities to address racial and social inequities in each of these areas. ● The services provided ● Regulations ● Institutional procedures ● How resources are distributed/targeted to neighborhoods and residents ● How services are provided ● When/why and how community engagement happens ● Recruitment, hiring, and professional development South San Francisco Commission on Racial & Social Equity | Commission Report 14 The Opportunity to Listen and Learn In addition to the initial work to launch and convene the Commission, the first phase also focused on listening to community member experiences and needs as well as experts in other communities to ensure that recommendations were innovative as well as specifi c to the needs of community members in South San Francisco. Commissioners reviewed South San Francisco demographic and contextual data, along with local, regional, and national best and emerging practices. Phase 1: Overview of Meeting Goals and Guest Speakers During this period, seven Commission meetings were held. The table below outlines the meeting goals for each of the meetings, along with guest speakers and the total number of meeting participants. Meeting Goals Guest Speakers Number of participants Phase 1 Meeting 1: Aug 8 ● Review purpose of the Commission ● Get to know one another ● Identify hopes for the Commission and possible challenges ● Review decision-making process and key terms ● Review and adopt Group Agreements, Guiding Principles, and Framework ● Confirm timeline and topics for Phase I Commission meetings ● Hear public comment Shireen Malekafzali, Senior Manager Policy, Planning, and Equity for San Mateo County Health 147 participants 90 views of recording on YouTube Meeting 2: Aug 19 ● Review context of inequities in health and social services ● Review example approaches to addressing Inequities ● Discussion and preliminary prioritization of approaches for further investigation ● Hear public comment Jeff Azzopardi, Chief of South San Francisco Police Department Srija Srinivasan, Deputy Chief, San Mateo County Health 163 participants 16 views of recording on YouTube South San Francisco Commission on Racial & Social Equity | Commission Report 15 Meeting Goals Guest Speakers Number of participants Meeting 3: Sep 2 ● Understand South San Francisco landscape for community safety and policing ● Review opportunities to reduce structural/institutional racism and racial inequities related to community safety and policing ● Gather Commissioner feedback on example approaches ● Optional: Identify 1-2 approaches to advance for investigation during Phase I ● Hear public comment Jeff Azzopardi, Chief of South San Francisco Police Department César “ché” Rodríguez, Professor SFSU and member of CHANGE SSF 228 participants 179 views of recording on YouTube Meeting 4: Sep 16 ● Understand South San Francisco landscape for education ● Review opportunities to reduce structural/institutional racism and racial inequities related to education ● Gather Commissioner feedback on example approaches ● Optional: Identify 1-2 approaches to advance for investigation during Phase I ● Hear public comment Shawnterra Moore, Superintendent, SSFUSD Valerie Sommer, Director, South San Francisco Library and Sharon Ranals, Assistant City Manager and Director of the South San Francisco Parks and Recreation Department 171 participants 16 views of recording on YouTube Meeting 5: Oct 7 ● Understand South San Francisco landscape for economic development and housing ● Review opportunities to reduce structural/institutional racism and racial inequities related to economic development and housing ● Gather Commissioner feedback on example approaches ● Optional: Identify 1-2 approaches to advance for investigation during Phase I ● Hear public comment Nell Selander, Deputy Director, South San Francisco Economic & Community Development Jan Stokely, Executive Director, Housing Choices Ricardo Nuñez, Sustainable Economies Law Center 125 participants 78 views of recording on YouTube Meeting 6: Nov 4 ● Gather Commissioner feedback on example approaches ● Hear public input about approaches reviewed by Commission to-date No guest speakers 67 participants 58 views of recording on YouTube Meeting 7: Dec 2 ● Review input from Commissioners and Community about top 12 approaches ● Hear public input about top 12 approaches ● Prioritize top 12 approaches for first year of implementation ● Report on community survey No guest speakers 60 participants 59 views of recording on YouTube South San Francisco Commission on Racial & Social Equity | Commission Report 16 In Their Own Words: Listening and learning began with hearing from Commissioners about their hopes for the Commission and concerns related to addressing racial and social equity in South San Francisco. • “My passion for racial and social equity comes from my own experiences and my communities’ experiences around me. Coming to the commission was a natural instinct for me because it’s the first time in a long time that we see civic engagement happening in South San Francisco, and I think a lot of it has to do with the work that community members have started with the demonstrations and the walks for Black Lives Matters, and it was just a moment for me to stand up and come to the table with our community members. [The goals] I have for this commission [include seeing] realistic, systemic change amongst our communities to develop an approach where we can have multilingual, multigenerational civic engagement in SSF. I am excited to reconnect with my hometown around these issues that are very meaningful to me. It’s been a while since I’ve lived in South City but it’s a special place to me and my family. One of my hopes for the Commission is to get a sense for what the issues are as voiced by those impacted. What are underrepresented communities feeling and saying in South City? I’m listening [and] I’m interested in addressing those concerns in concrete ways.” • “My biggest hope for this Commission is to push forth legislative and systemic changes aimed towards reinvesting in our community.” • “I have three children who I’ve raised in SSF and they’re now young adults. We have lived here for 17 years and are very involved in the community at different levels. One of my hopes being on this Commission is to support underrepresented residents in the communities whose voices are not silent because when you do come into those communities you hear what they need to say. My hope is to be a bridge between the groups that I support in SSF, such as the Spanish-speaking support groups here in the district and in the community.” • “I have lived in South City’s Old Town area for about 17 years. I’ve been active in the neighborhood and am honored to be on this Commission. I hope we can achieve certain changes, and I would like to see that what we say we totally do. When we ask for input and concerns, write it down and see that what we put on the paper goes into action.” • “My one hope for the Commission is for us to be able to learn and share the power that we have, to have the courage to share that power, to see the communities as equal, and to make decisions that impact the community.” • “I hope on this Commission, that I can build relationships with people... And I can listen; my ears are open throughout this whole process. I may not agree with everything I hear, and everybody might not agree with everything that I say. But I promise you that I’m here to listen, learn, and our ultimate goal is to get better and serve our residents in the best way that we can.” • “I would hope that we can bring more people from the community into these efforts who traditionally may not have had as much awareness or concern... fundamentally just changing people’s hearts and world views.” South San Francisco Commission on Racial & Social Equity | Commission Report 17 • “My hope for this taskforce… is to bring forth the voice of the people who are not currently given a seat at the table.” • “I’ve been a South City resident for over 30 years. The one hope that I have for this Commission is that we have an open and frank dialogue where we come with real solutions from the ground up.” • “I live in SSF with my family. My one hope is that we actually come up with concrete changes that we can implement and make a real difference in the quality of life of people in SSF. I hope we can do that by reimagining the delivery of public services and the interconnectedness between health care, education, and police. And reimagine how all of those fit together to create a more equitable and effective solution.” • “It’s easy for us at the City or in the community to talk about what we do well. We have to look at and address what we are not doing well so we can address the inequities .” • “I too have attended South City schools. I raised three children here in SSF. One of the things COVID has highlighted is the inequities in our communities. I look forward to listening and learning and bringing about meaningful change.” • “I am an 8-year resident of SSF. I am a new mother and I’m building my family in SSF. One hope that I have is that we can implement concrete, actionable, positive changes within SSF. We can take other people’s ideas and turn those into actions that can just lead to a better SSF. I hope the Commission’s work and conversation also brings light to inequities, inspires future conversations that we have, and influences others within our community to consider racial and social equity in all their decisions and interactions.” • “Now that we have heightened awareness of racial and social equity around us, I hope and will make sure that we come up with feasible and concrete solutions that will lead to the minimization and hopefully eradication of inequities in our community.” Commissioners also identified concerns about engaging in this work, underlining the importance of identifying ways to take action and make meaningful change to address racial and social inequities in South San Francisco. A few concerns noted by Commissioners include: ● Limited resources and time ● Disappointments in the past ● Balancing legal and other limitations ● Finding creative approaches, and not providing more resources for racist systems ● Bias and assumptions can be barriers ● How to build common ground when we disagree ● Difficulties having the tough conversations in a group setting South San Francisco Commission on Racial & Social Equity | Commission Report 18 Community Voices Members of the community expressed early interest in a range of approaches to address racial and social inequities in South San Francisco. Many of the strategies that were identified in those early conversations were ultimately prioritized for the first-year implementation. Recognizing Racial and Social Inequities in South San Francisco ● “I have been a resident for 22 years; there are historic inequities throughout SSF, which are being exacerbated by COVID-19.” ● “Barriers exist in Old Town including racial and social inequalities.” Involving Mental Health Experts in Response to Crises ● “I suggest looking at [example approaches in the Bay Area when there is a] call for help to use mental health professionals rather than law enforcement.” ● “I am concerned that police are involved in health and social services. These needs should be addressed by medical and mental health professionals. Shift funds...to mental health professionals.” ● “I am concerned with the police response to [mental health] calls and making unnecessary arrests.” ● “I feel that mental health services are very important for the community, especially for the Latino community.” Establishing a Community Safety Advisory Board ● “I [would like] meetings to be more accessible; and the Commission should look into establishing a Police Commission.” ● “I strongly agree with data being accessible to the community and understand how the data is gathered. [I have] respect for police but [believe that] some issues can be improved. I have seen benefits from implicit bias training.” ● “I am concerned with a lack of accountability with police and would like to see a civilian oversight board.” ● “The current state of policing is killing black people and people of color. We have the largest social movement right now and need to address racism and power.” ● “Implicit bias training is useful. I advocate for a citizen oversight board and want to see police accountability.” ● “Data is not just numbers --we need to listen to community members.” ● “[We] need to be open to hearing experiences and foster good communication.” ● “[We] need to listen to stories and past actions.” South San Francisco Commission on Racial & Social Equity | Commission Report 19 Providing Racial and Social Equity Oversight and Accountability with a Clearly Communicated Plan for Action ● “The approaches discussed are valuable, and I would like to see a higher-level social justice plan that looks at every aspect of the City’s development and services and has a plan to close the gap with short-term and long- term approaches--a comprehensive plan.” Providing Support for Educational Opportunities ● “[There] is a need for an expanded SSF preschool program through Parks and Recreation, since the waiting list is currently 3-4 years long.” ● “Expand ethnic studies in a genuine way, rooted in sociology. San Francisco State has a good model to build upon.” ● “I would like to see ethnic studies expanded and not just from a white person’s perspective. Racial equity needs to include training staff and expanding ethnic studies. Need to shift people’s mindsets.” ● “What is being done to promote literacy during distance learning and making sure kids have access to books? [Response: The library is open and doing curbside pick-up for books, mailing items and books to families, and providing more access to digital books.]” ● “There is a lack of resources for students of color. We need more counselors and mental health professionals. I prefer funding programs that would benefit students and not police officers on campus.” ● “[Educational] issues are identified at earlier grades without programs to address them. [We] need intervention and treatment programs that holistically include families. Officers on campus are not addressing the issues.” Addressing the Housing Crisis ● “I appreciated the presentations, and [think that the Commission] should look into community land trusts in SSF to create affordable housing. I also support providing assistance directly to renters in need in light of COVID and not funds to landlords.” ● “I appreciated the presentations and support the idea of community land trusts. With the General Plan, I would like to see high density housing distributed in the city and not just in the east side. I have a concern with resident displacement and would like to see renter assistance and not landlord assistance. Further home ownership for people of color.” ● “I would like to see more high-density housing and am concerned with traffic and displacement. I would like to address affordability of housing through partnerships. Preserve Old Town. More funding and partnerships with biotech industry to help address housing .” Expanding Economic Opportunities ● “We need to look at a policy to raise wages for workers. Use funds for partnerships for job training and internships.” South San Francisco Commission on Racial & Social Equity | Commission Report 20 Selected Data on Demographics and Inequities in South San Francisco Highlights from the data presented during Phase 1 meetings, including information about South San Francisco’s residents and many examples of racial inequities, are presented below. These data helped set the stage for Commissioners to identify areas for change. The City’s Demographics Understanding the demographic context of South San Francisco is critical to identifying and prioritizing goals, strategies and action steps that address specific racial and social inequities in South San Francisco. A brief overview of key South San Francisco demographics is presented below. Four Out of Five South San Francisco Residents are People of Color Since 1990 there have been some significant changes in the race/ethnicity of the population of South San Francisco. The percentage of White residents has decreased from 45% to 19% while the percentage of Asian/Pacific Islander (API) residents has increased from 23% to 41%, Latinx residents have increased from 27% to 34%, and Black/African American residents have decreased from 4% to 2%. ispanic atino ( 7 White ( Asian or aci c Islander ( 3 Other (1 Black or African American ( 1 0 ispanic atino (3 White ( Asian or aci c Islander (38 Other ( Black or African American ( 010 ispanic atino (3 White (1 Asian or aci c Islander ( 1 Other ( . Black or African American ( 017 South San Francisco Commission on Racial & Social Equity | Commission Report 21 Even as South San Francisco has become more racially diverse, some neighborhoods lack diversity and have residents of one racial/ethnic group. The three South San Francisco neighborhoods with the greatest number of residents are Westborough, Downtown, and Winston Serra. Westborough is predominantly Asian or Pacific Islander (API), downtown is predominantly Latinx, and Winston Serra is approximately one third API, one third Latinx, and one third White. 2010 Population Density in South San Francisco and Distribution of Residents of Different Racial/Ethnic Groups White Black or African American ispanic atino Asian or aci c Islander Other (Native American, Other South San Francisco Commission on Racial & Social Equity | Commission Report 22 More than Half of South San Franciscans Speak Non-English Languages Three out of five South San Francisco residents speak a language other than English at home. Approximately one quarter speak Spanish at home. Tagalog and Chinese are the second most commonly spoken languages in South San Francisco. In parts of Downtown and Westborough, 30- 0 of households are “linguistically isolated” which means no one in the household who is 14 or older speaks English fluently. In most of the other neighborhoods in South San Francisco, 10-19% of households are linguistically isolated. Primary Languages of South San Francisco Residents, 2013-2017 Linguistically Isolated Households by Neighborhood, 2013-2017 o o e years a o er spea g ish o y or spea g ish ess tha ery e nglish Only Spanish Tagalog 13 Mandarin or Cantonese 10 Other Indo uropean anguages Other anguages 3 Other Asian and aci c Island anguages a g ages po e t ome 0 10 10 0 30 8 .7 0 30 a g ages po e t ome nglish only Spanish Tagalog 13 Mandarin or Cantonese 10 Other Indo uropean anguages Other anguages 3 Other Asian and aci c Island anguages 0 10 10 0 30 8 .7 0 30 South San Francisco Commission on Racial & Social Equity | Commission Report 23 Inequities in Health Racism Shortens the Lives of People of Color Structural racism impacts health. Environmental, economic, and social barriers caused by racial injustice greatly impact access to quality health care. The racism that permeates every aspect of our society directly influences the quality and type of care a person of color receives. Life Expectancy in San Mateo County by Race/Ethnicity, 2007-2011 South San Francisco Commission on Racial & Social Equity | Commission Report 24 Inequities Related to Community Safety and Policing San Mateo County Incarcerates Black and Latinx People at Much Higher Rates than White People Structural racism impacts people of color at every step in the criminal justice system: arrest, prosecution, sentencing (whether through plea bargaining or conviction), and reentry. Black, Latinx, Pacific Islander, and Indigenous people are more likely to be treated more harshly than white people in the same circumstances. Black people are incarcerated at much higher rates than people in other racial/ethnic groups for similar offenses--more than 21 times the rate for White people in San Mateo County. This inequity is aligned with state and national inequities throughout the criminal justice system. San Mateo County incarcerates Black people at a similar (though slightly higher) rate than the state-- even though it has a significantly lower incarceration rate than California for White and Latinx people. Additionally (and despite having a lower rate in the County than for the state), the incarceration rate for Latinx people in San Mateo County is more than double the rate for White people. Incarceration Rates in San Mateo County by Race/Ethnicity, 2012-2016 Arrests and Traffic Citations in South San Francisco National and state data has consistently shown that Black and Latinx people are more likely to be arrested than white people for the same situations. For example, although white people use illegal drugs at similar and often higher rates than Black and Latinx people, Black and Latinx people are much ispanic atino ( 7 White ( Asian or aci c Islander ( 3 Other (1 Black or African American ( 1 0 White a ateo Co ty per resi e ts Other a ateo Co ty per resi e ts atinx a ateo Co ty per resi e ts Black a ateo Co ty per resi e ts South San Francisco Commission on Racial & Social Equity | Commission Report 25 more likely to be arrested and/or incarcerated for drug possession. Structural racism has also established a nationwide experience of Black people being stopped due to “driving while Black .” The percent of Black, Hispanic, and White people issued traffic citations is fairly close to the demographics of South San Francisco. The percent of Asians issued traffic citations is nearly half of their proportion of the City overall, while a much higher percent of people classified as “other” for race ethnicity were issued citations compared to the city’s population. Of the more than 60,000 interactions they have each year, SSFPD officers made an arrest in approximately 3% of their interactions with community members. Two out of five (41%) of the arrests SSFPD made were of Hispanic people, one out of four (25%) were of white people, one of five (17%) were of Black people. Approximately 40% of arrests that SSFPD made each year are of South San Francisco residents, while the other 60% are of non-residents (including residents of other parts of San Mateo County, other Bay Area counties, and beyond). Given this, racial disproportionalities should compare the demographics of people arrested by SSFPD to the demographics of everyone who spends time in South San Francisco each year (whether as a resident, worker or for one brief visit) – however, that information is not tracked. Compared to the demographics of South San Francisco residents, a higher percent of arrests is of Black/African American people (17% of arrests, 2% of South San Francisco residents), Hispanic or Latino people (41% of arrests, 33% of residents), people classified as “other” for race ethnicity (8 of arrests, of residents , and White people ( of arrests, 0 of residents . Only Asians are arrested at a lower rate than their percent of the city’s population (10 of arrests, 41% of residents). SSFPD Arrests + Traffic Citations by Race/Ethnicity of Person Arrested or Issued Citation, 2019 Asian Black ispanic White Other 17 3 33 8 10 17 1 Asian Black ispanic White Other 17 3 33 8 10 17 1 South San Francisco Commission on Racial & Social Equity | Commission Report 26 Law Enforcement Officers in San Mateo County Are More Likely to Use Force on Black and Latinx Residents Compared to Other Racial/Ethnic Groups Centuries of structural racism shape implicit and explicit biases – and White people and even non- Black people of color in the U.S. are more likely to perceive Black people as dangerous or threatening compared to other people. This is true in schools (where Black students are more likely to be suspended for the same behavior as peers who are not suspended) as well as in policing (nationally, Black men are much more likely to be killed by or experience other law enforcement use of force). While the rate of law enforcement “use of force” incidents involving civilians (i.e., people who are not detained or incarcerated in a jail or prison at the time of the incident) in San Mateo County are low compared to other counties (with an average of 32 civilians involved each year), the racial inequities that exist in San Mateo County are clear and problematic. Black civilians in San Mateo County are nearly ten times as likely as White civilians to experience law enforcement use of force -- and are more likely to experience use of force in San Mateo County compared to their peers throughout California. Latinx civilians in San Mateo County are more than twice as likely to experience law enforcem ent use of force compared to White civilians. Annual Average Number of Civilians Involved in Law Enforcement Use of Force in San Mateo County per 1,000,000 People, 2016-2018 ispanic atino ( 7 White ( Asian or aci c Islander ( 3 Other (1 Black or African American ( 1 0 SSF California Asian aci c Islander a ateo Co ty per mi io resi e ts White a ateo Co ty per mi io resi e ts atinx a ateo Co ty per mi io resi e ts Black a ateo Co ty per mi io resi e ts South San Francisco Commission on Racial & Social Equity | Commission Report 27 Eight Can’t Wait Policies The project Campaign Zero analyzed data from the 100 largest U.S. cities related to police use of force policies and police killings in 2016 and identified eight police department policies restricting officer use of force that are associated with lower rates of police killings. Departments that had adopted many of these policies had significantly fewer police-involved killings compared to departments that had adopted fewer of these eight policies. Police departments that have adopted these policies also have better outcomes around officer safety. Campaign Zero developed the #8cantwait campaign to encourage police departments to adopt all eight of these policies. More information about these policies is available at https://8cantwait.org/. South San Francisco Police Department Solutions The South San Francisco Police Department (SSFPD) formally adopted the Eight Can’t Wait framework, as the department’s policies and procedures already aligned with seven of the eight policies and have followed the eighth policy in practice. These eight policies have been shown to reduce killings and use of force by police. South San Francisco Commission on Racial & Social Equity | Commission Report 28 Inequities related to Education Students of Color and Students in Other Disadvantaged Groups are Less Likely to Have Access to Higher Performing Schools and Are More Likely to Face Discrimination in Schools Structural racism shapes where people live and therefore where children attend school. It also impacts property values—and therefore the financial resources available to different schools. Throughout California, school district boundaries were established to separate lower-income families from higher-income families and to separate residents of color from white residents—and those decisions continue to shape the educational landscape in California today. Structural and institutional racism also impact how teachers and school administrators treat students of color, as well as the content of curricula and what is considered important for children to learn. During the 2018-2019 school year, South San Francisco Unified School District (SSFUSD) was slightly below the state's academic standard for nglish anguage Arts and considerably below the state’s academic standard for Mathematics -- and disadvantaged student groups are often even farther from meeting these academic standards. Disadvantaged student groups include Black, English Learners, Latinx, Pacific Islander, socioeconomically disadvantaged students, students with disabilities, foster youth, and those who are homeless. Black & Latinx SSFUSD Students Are Disproportionately Suspended Racial Disproportionalities in SSFUSD Students Suspended in 2018-2019 (8,771 students enrolled; 473 students suspended) African American o t e ts spe e American Indian or Alaskan Native o t e ts spe e Asian o t e ts spe e Filipino o t e ts spe e ispanic or atino o t e ts spe e aci c Islander o t e ts spe e White o t e ts spe e Two or More Races o t e ts spe e African American o t e ts spe e American Indian or Alaskan Native o t e ts spe e Asian o t e ts spe e Filipino o t e ts spe e ispanic or atino o t e ts spe e aci c Islander o t e ts spe e White o t e ts spe e Two or More Races o t e ts spe e African American o t e ts spe e American Indian or Alaskan Native o t e ts spe e Asian o t e ts spe e Filipino o t e ts spe e ispanic or atino o t e ts spe e aci c Islander o t e ts spe e White o t e ts spe e Two or More Races o t e ts spe e African American o t e ts spe e American Indian or Alaskan Native o t e ts spe e Asian o t e ts spe e Filipino o t e ts spe e ispanic or atino o t e ts spe e aci c Islander o t e ts spe e White o t e ts spe e Two or More Races o t e ts spe e South San Francisco Commission on Racial & Social Equity | Commission Report 29 Although 5% of SSFUSD students were suspended in 2018-2019, 16% of all African American students at SSFUSD, 11% of Pacific Islander students at SSFUSD, and 7% of Hispanic or Latino students at SSFUSD were suspended during the school year. Asian and Filipino students at SSFUSD are underrepresented among students with suspensions. Additionally -- and although SSFUSD has been suspending fewer students overall -- these racial disproportionalities continue to follow the same pattern year after year. Nationally, studies have shown that implicit biases shape how teachers and principals perceive and treat students of color, and in turn how these students are disciplined. Black & Latinx Children Are Underrepresented in Early Childhood Education High quality early childhood education sets children up for success and has a profound impact on brain development. Although 31% of Asian children and 28% of White children are enrolled in early childhood education in San Mateo County, only 25% of both Latinx and Black children and 23% of Pacific Islander children are able to benefit from this important educational opportunity. Fewer Native American, Latinx, Black, and Pacific Islander Children in San Mateo County are Enrolled in Early Childhood Education, 2016-2017 aci c Islander 3 Other Black atinx Native American White 8 Multiracial 30 Asian 31 South San Francisco Commission on Racial & Social Equity | Commission Report 30 Inequities related to Housing and Economic Development Latinx Households in South San Francisco Have Significantly Lower Median Household Income than Asian and White Households in the City Within South San Francisco, the median income for Latinx households is less than two-thirds (64%) of the median income for Asian households and only 84% of the median income for White (non-Hispanic) households. The annual median household income for South San Francisco families is lower than San Mateo County ($92,074 for South San Francisco, $105,667 for San Mateo County overall), and the median household income for White and Latinx families in South San Francisco is also lower than the median income for these groups countywide. Asian residents of South San Francisco have a higher income than their peers elsewhere in the county (median income of $108,582 for Asian families in South San Francisco compared to $73,617 for Asian families countywide). This pattern is consistent with statewide median household income data for different racial/ethnic groups. Annual Median Income for South San Francisco Households, 2013-2017 Poverty is Concentrated In a Few Neighborhoods While 7% of South San Francisco residents live below the federal poverty level (the same percent as residents countywide who are in poverty), most households making poverty wages live in a few neighborhoods – and some neighborhoods do not have any resident families in poverty. Given the high cost of living in San Mateo County and the broader Bay Area, the poverty level is typically approximately half (or less) than the income required for families to make ends meet and provide for basic needs – meaning that many more families are economically insecure. Asian White atinx South San Francisco Commission on Racial & Social Equity | Commission Report 31 Family Poverty Rate by Census Block Group, 2015-2019 0% 0-3% 3-7% 7-13% 13-25% Black and Asian Families Are More Likely to Receive Subprime Mortgages Subprime mortgages are higher-interest loans made to borrowers with impaired or limited credit histories and/or high ratios of debt to income. Widespread predatory practices, including excessive fees, interest rates, penalties, and insurance charges, can raise the cost of homebuying by thousands of dollars for individual families. Racist and otherwise biased lender practices have also meant that communities of color are more likely across the U.S. to have subprime loans. During the 2007-2009 recession (which subprime mortgages contributed to), borrowers in high-income, predominantly Black neighborhoods were twice as likely to have subprime loans compared to borrowers in low-income, predominantly white neighborhoods.1 Most of the subprime mortgage loans made to South San Francisco residents were made to Black and Asian families. However, when compared with state data, South San Francisco residents have been less likely to receive subprime mortgage loans (i.e., loans with especially high interest rates). While the number of subprime loans made is lower in South San Francisco compared to the rest of the county, this is a very problematic practice that needs to be eliminated. 1 U.S. Department of Housing & Urban Development. “Unequal Burden: Income Racial Disparities in Subprime ending in America.” <https: www.huduser.gov publications pdf unequal_full.pdf> South San Francisco Commission on Racial & Social Equity | Commission Report 32 Subprime Mortgage Loans Made to Residents, 2010-2014 Latinx Residents are More than Twice as Likely to have Their Mortgage Application Denied Compared to White Residents Across racial/ethnic groups, South San Francisco residents are more likely to have their mortgage application denied than applicants countywide--but this is most pronounced for Latinx residents in South San Francisco. The disparity between mortgage application denials to White and Latinx residents of South San Francisco is also wider than for either the County or the state (a 15-percentage point difference in South San Francisco, a 6-percentage point difference in San Mateo County, and a 4-percentage point difference in California). ispanic atino ( 7 White ( Asian or aci c Islander ( 3 Other (1 Black or African American ( 1 0 White Asian aci c Islander atinx sia tiracia hite ati e merica ati ac ther aci c s a er atinx per app ica ts White per app ica ts aci c Islander per app ica ts Asian per resi e ts Black per resi e ts South San Francisco Commission on Racial & Social Equity | Commission Report 33 Mortgage Application Denials by Race/Ethnicity of Applicant, 2011-2015 Most Housing Discrimination Complaints Involve Disability and/or Race A guest speaker from the local non-profit organization Housing Choices presented data on housing discrimination, disability, and race to the Commission. The most common protected class for housing discrimination complaints in 2019 was disability (a protected class in approximately 60% of complaints), followed by race (a protected class for approximately 20% of complaints).2 Furthermore, housing discrimination complaints against people with disabilities most frequently involve a person who has an intellectual disability, a developmental disability, or a mental illness. Latinx and Asian South San Franciscans Are Less Likely to Own Businesses Reflecting the City’s innovative and hard-working reputation, South San Francisco has a higher rate of business owners than either San Mateo County or California. Nonetheless, supporting business 2 Disability was consistently the protected class most commonly identified in housing discrimination comp laints (per data on 2019 complaints recorded by the National Fair Housing Alliance, U.S. Department of Housing and Urban Development (HUD), and the U.S. Department of Justice). Race was the second most common protected status for the 2019 complaints recorded by the National Fair Housing Alliance and HUD, while complaints recorded by the U.S. Department of Justice had sex as the second most common protected status and race as the third most common status. White Asian aci c Islander atinx South San Francisco Commission on Racial & Social Equity | Commission Report 34 owners of color is an important way to increase economic security for communities of color and economic stability in South San Francisco. The rate of business ownership for white South San Francisco residents is almost twice the rate for the state and notably higher than for San Mateo County. While the rate of Asian business owners in South San Francisco is lower than the rate of white business owners, it is nonetheless notably higher than San Mateo County and slightly higher than for the state. Latinx people in South San Francisco have a much lower rate of business ownership--lower than both the state and county rates and less one-tenth the rate of white people in South San Francisco. Business Owners per 1,000 Residents of Racial/Ethnic Group, 2012 White hite si esso ers o hite resi e ts sia si esso ers o sia resi e ts Asian ati si esso ers o ati resi e ts atinx South San Francisco Commission on Racial & Social Equity | Commission Report 35 Summary from Community Survey Responses To gather information from the broader community and inform priorities for action, the Commission developed an online Community Survey in the fall of 2020. The Community Survey presented a range of approaches identified by the Commission and asked community members to rank their top priorities. A total of 164 community members responded and a summary of findings from the Community Survey is included below. Community Survey Respondents here r ey articipa ts i e Not a resident of South San Francisco or skipped question 1 Resident of Downtown, ast of 101, inderville, Orange ark, Sign ill, or Terrabay and aradise Valley 30 Resident of Avalon and Brentwood, l Camino Real, Sunshine ardens, Westborough, or Winston Serra ace th icity Avalon Brentwood aci c s a er 1 Downtown 1 ast of 101 1 l Camino Real 1 inder ville 1 Orange ark Sign ill 7 Sunshine ardens Terrabay aradise Valley Westborough 1 Winston Serra 1 Outside of SSF Skipped question 11 Multiracial Asian and or aci c Islander 0 Black atinx 18 White 1 Skipped Multiracial 10 American Indian , Alaska Native or native Indígena from Mexico, Central, or South America Only 17 South San Francisco Commission on Racial & Social Equity | Commission Report 36 General Comments from Community Survey ● “It’s important to incorporate what this commission is doing into the general City Council meetings so it is not forgotten in the public eye... it is important that we continually define, evaluate, and address what is racist and what is anti-racist. If these policies are going to work, they will need periodic checkpoints that evaluate where the policies ’ original intentions are still being met.” ● “Our city is a wonderful place to live when one has the ability to feel that our families are safe and have all the basic needs met. However, those [whose basic needs are not met] rarely have open opportunities to have informal conversations to share their lived experiences in our community. “ ● “ opefully, we can achieve goals that will benefit everybody. We love our city and thank you, everybody, for all your efforts. et our differences bring us together for a better outcome. “ rimary a g ages nglish Spanish Chinese Mandarin ilipino Tagalog Another anguage rimary a g ages nglish Spanish Chinese Mandarin ilipino Tagalog Another anguage here r ey articipa ts i e Not a resident of South San Francisco or skipped question 1 Resident of Downtown, ast of 101, inderville, Orange ark, Sign ill, or Terrabay and aradise Valley 30 Resident of Avalon and Brentwood, l Camino Real, Sunshine ardens, Wes tborough, or Winston Serra ace th icity Avalon Brentwood aci c s a er 1 Downtown 1 ast of 101 1 l Camino Real 1 inder ville 1 Orange ark Sign ill 7 Sunshine ardens Terrabay aradise Valley Westborough 1 Winston Serra 1 Outside of SSF Skipped ques tion 11 Multiracial Asian and or aci c Islander 0 Black atinx 18 White 1 Skipped Multiracial 10 American Indian , Alaska Native or native Indígena from Mexico, Central, or South America Only 17 here r ey articipa ts i e Not a resident of South San Francisco or skipped question 1 Resid ent of Downtown, ast of 101, inderville, Orange ark, Sign ill, or Terrabay and aradise Valley 30 Resident of Avalon and Brentwood, l Camino Real, Sunshine ardens, Wes tborough, or Winston Serra ace th icity Avalon Brentwood aci c s a er 1 Downtown 1 as t of 101 1 l Camino Real 1 inder ville 1 Orange ark Sign ill 7 Sunshine ardens Terrabay aradise Valley Wes tborough 1 Winston Serra 1 Outside of SSF Skipped question 11 Multiracial Asian and or aci c Islander 0 Black atinx 18 White 1 Skipped Multiracial 10 American Indian , Alaska Native or native Indígena from Mexico, Central, or South America Only 17 here r ey articipa ts i e Not a resident of South San Francisco or skipped question 1 Resident of Downtown, ast of 101, inderville, Orange ark, Sign ill, or Terrabay and aradise Valley 30 Resident of Avalon and Brentwood, l Camino Real, Sunshine ardens, Wes tborough, or Winston Serra ace th icity Avalon Brentwood aci c s a er 1 Downtown 1 ast of 101 1 l Camino Real 1 inder ville 1 Orange ark Sign ill 7 Sunshine ardens Terrabay aradise Valley Wes tborough 1 Winston Serra 1 Outside of SSF Skipped question 11 Multiracial Asian and or aci c Islander 0 Black atinx 18 White 1 Skipped Multiracial 10 American Indian , Alaska Native or native Indígena from Mexico, Central, or South America Only 17 South San Francisco Commission on Racial & Social Equity | Commission Report 37 Community Feedback on Example Approaches to Reduce Racial and Social Inequities in South San Francisco Related to Community Safety Advisory Board ● “We strongly suggest creating a community advisory board to provide data and recommendations to our policing issues.” ● “Determining who will be on [a community safety advisory] board and how they will be chosen and what powers they have to effect change will be the critical questions… Definitely voices of SSF youth should be front and center on any boards or other advisory groups. Advisory groups should reflect [the City’s] diversity.” Related to Expanding Ethnic Studies ● “ thic Studies really laid the foundation for me in how I look at culture, race etc. I think looking at including an ethnic studies course in high school or ever offering it through parks and rec could be beneficial to this community. I have confidence in our police force but if they could have an ethnic studies type training, I think it would help.” ● “...integrating ethnic studies into the SSFUSD's curriculum will have rippling positive effects in the community. I only had a chance to study Ethnic Studies in college and it expande d my understanding of how the government and other institutions are actively working against Black, Indigenous, Latinx, Asians, and other marginalized groups. Once others are taught and understand that as well, I'm sure we will all be more active in combating racial & social inequity and just be nicer people in general.” Additional Approaches Suggested by Community Members Some survey participants suggested new approaches for the Commission to consider. These included: ● “Form an Office of Racial quity within the city government and hold city leaders accountable for equity outcomes.” ● “Raise funds to pilot Universal Basic Income and provide UBI to BI OC specifically.” ● “ xpand communication between local officials and people of color in need of services and supports. The opportunities for these two bodies are minimal and restricted by official paperwork or protocols to follow. There needs to be a structured informal and consistent way for city officials to hear the stories of those most marginalized in our city.” ● “SSF should look into AR training through the County of San Mateo.” ● “Address hate crimes committed against Asians [and] take bullying of Asian kids in schools more seriously.” ● “With regards to connecting low income families of color to resources, perhaps having ‘Community Resource Centers’ on some, perhaps Title 1 and igh School (SSF S campuses.” South San Francisco Commission on Racial & Social Equity | Commission Report 38 Overview of Commission Actions During Phase 1 During Phase 1, Commissioners voted to begin investigating several approaches. Approaches Commission Voted to Begin Investigating During Phase 1 Meeting Approaches Advanced for Investigation Beginning Immediately/During Phase 1 Meeting 2: Aug 19 Health and social services ● Create a response team for mental health crises, substance use, and homelessness focused on utilizing conflict management/de-escalation and motivational interviewing to connect community members to appropriate supportive services ● Reduce barriers to resources that disproportionately impact communities of color by developing/expanding the community navigator, promotores, and/or peer-to- peer model to help community members learn about, connect to, and navigate supportive services Meeting 3: Sep 2 Community safety and policing ● Establish a community safety advisory board to review data and provide recommendations ● Expand community-based public safety approaches, including conflict resolution, restorative justice approaches, and skills-based education on bystander intervention Meeting 4: Sep 16 Education ● Expand free/affordable outside-of-school enrichment programs and support youth leadership development, especially for teenagers in an anti-racist way, with targeted sites, and with explicit inclusion of parents/families ● Expand ethnic studies and culturally responsive practices and content in standard school curricula with explicit engagement/inclusion of parents/families3 Meeting 5: Oct 7 Economic develop- ment and housing Since this was the last of the topic-specific Commission meetings, the Commission expressed support for all of the example approaches that were presented rather than voting for 1 or 2 approaches to begin investigating for this topic. This work informed the South San Francisco City Council’s initiative to reduce poverty in South San Francisco (specifically focusing on the first three of the approaches below). ● Expand career pipelines linking residents of color in key neighborhoods and with disabilities with careers with sustainable wages ● Support residents of color and low-income residents in starting and retaining small businesses ● Expand support for low-income residents to receive available high-value benefits that increase household self-sufficiency (e.g., Earned Income and Child Poverty Tax Credits, CalFresh), including by integrating these into existing paperwork and procedures) ● Strengthen existing policies to increase support for low-income renters ● Expand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status) ● Continue to leverage available land assets and both public and private resources to increase housing that is affordable with preference for people who live and/or work in South San Francisco ● Leverage school district assets to provide housing that is affordable for teachers and school district employees in SSFUSD 3 As the Commission on Racial & Social Equity planning process progressed, SSFUSD was also actively considering ways to increase equity for students. Therefore, the Commission did not focus on education strategies limited to SSFUSD. South San Francisco Commission on Racial & Social Equity | Commission Report 39 Commissioner Vote on Approaches to Focus on in the First Year The bar charts on this and the following page show the results of the December 2020 Commission vote on approaches to focus on in the first year. The numbers on each bar reflect the number of Commissioners who identified the approach in their preferred ten approaches to prioritize. The eleven approaches on this page were prioritized to focus on in Phase II (during which the Commission would identify implementation actions related to these approaches). Create a response team for mental health crises, substance use, and homelessness focused on conflict management/ de-escalation and linking people to supportive services Expand free/affordable outside-of-school enrichment programs and support youth leadership development (especially for teenagers) in an anti-racist way, with targeted sites, and with explicit inclusion of parents/families Expand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status) Form an Office of Racial Equity/Chief Equity Officer or another institutionalized method for accountability within city govern- ment, and hold city leaders accountable for equity outcomes. Establish a community safety advisory board to review data and provide recommendations Implement universal preschool and pre-K (high quality early childhood education) in an anti-racist way, with targeted sites, and with explicit inclusion of parents/families Expand community-based public safety approaches, including conflict resolution, restorative justice approaches, skills-based education on bystander intervention Strengthen community cohesion through community engagement efforts to build cross-cultural trust especially with residents of color and low-income residents Develop/expand the community navigator, promotores, and/or peer-to-peer model to help community members learn about, connect to, and navigate supportive services Continue to leverage available land assets and both public and private resources to increase housing that is affordable with preference for people who live and/or work in SSF Support low-income and students of color in attendance/ participation during and post-distance learning xpand ethnic studies and culturally responsive practices and content in standard school curricula with explicit engagement inclusion of parents families Construct another licensed preschool facility in the Westborough neighborhood and other neighborhoods in an anti racist way, with targeted sites, and with explicit inclusion of parents families Analyze and publicly present selected SSF D data, (e.g., on tra c stops and arrests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income residents to receive available high value bene ts that increase household self su ciency, including by integrating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential resources prioritizing low income families and predominantly communities of color disproportionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support residents of color and low income residents in starting and retaining small businesses tre gthe e isti g po icies to i crease s pport or o i come re ters Invest in mental health and wellness programs to promote real safety and healing for SSF youth xpand implicit bias training for SSF D xpand career pipelines linking residents of color in key neighborhoods and with disabilities with careers with sustainable wages Support low income and students of color in attendance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., workforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural trust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Officer or another institutionalized method for accountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 Support low income and students of color in att endance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., wo rkforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural tr ust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Offi cer or another institutionalized method for acc ountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 (1 xpand ethnic studies and culturally res ponsive practices and content in standard school curr icula with explicit engage ment inclusion of parents families Construct another licensed preschool facility in the Wes tborough neighborhood and other neighborhoods in an anti racist way , with targeted sites, and with explicit inclusion of parents families Analyze and publicly pres ent selected SSF D data, (e.g., on tra c stops and arrests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income res idents to receive available high value bene ts that increase household self su ciency, including by integ rating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential res ources prioritizing low income families and predominantly communities of color disproport ionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support res idents of color and low income residents in starting and retaining small busines ses Strengthen existing policies to increase support for low income renters Number of Commissioners Identifying Approach in Their Top 10 ( Invest in m ental health an d wellness p rogram s to prom ote real safety and healin g for SSF youth x pa nd im plicit b ias tr a in in g for SSF D xpand career pipeli nes linking res idents of color in key neighborhoo ds and w ith disab ilities with caree rs w ith sustainable wages xpand ethnic studies and culturally responsive practices and content in standard school curricula with explicit engagement inclusion of parents families Construct another licensed preschool facility in the Westborough neighborhood and other neighborhoods in an anti racist way, with targeted sites, and with explicit inclusion of parents families Analyze and publicly present selected SSF D data, (e.g., on tra c stops and arrests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income residents to receive available high value bene ts that increase household self su ciency, including by integrating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential resources prioritizing low income families and predominantly communities of color disproportionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support residents of color and low income residents in starting and retaining small businesses tre gthe e isti g po icies to i crease s pport or o i come re ters Invest in mental health and wellness programs to promote real safety and healing for SSF youth xpand implicit bias training for SSF D xpand career pipelines linking residents of color in key neighborhoods and with disabilities with careers with sustainable wages Support low income and students of color in attendance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., workforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural trust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Officer or another institutionalized method for accountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 Support low income and students of color in att endance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., wo rkforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural tr ust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Offi cer or another institutionalized method for acc ountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 (1 xpand ethnic studies and culturally res ponsive practices and content in standard school curr icula with explicit engage ment inclusion of parents families Construct another licensed preschool facility in the Wes tborough neighborhood and other neighborhoods in an anti racist way , with targeted sites, and with explicit inclusion of parents families Analyze and publicly pres ent selected SSF D data, (e.g., on tra c stops and arr ests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income res idents to receive available high value bene ts that increase household self su ciency, including by integ rating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential res ources prioritizing low income families and predominantly communities of color disproport ionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support res idents of color and low income residents in starting and retaining small busines ses Strengthen existing policies to increase support for low income renters Number of Commissioners Identifying Approach in Their Top 10 ( Inves t in m ent al hea lth and wel lne ss program s to p rom ote real safety and healing fo r SSF youth xpand im plicit bias tr aining for SSF D xpand career p ipelines linking r es id en ts of co lor in k ey neighborhoods an d with disabilit ies w ith car ee rs with sustainable w ag es xpand ethnic studies and culturally responsive practices and content in standard school curricula with explicit engagement inclusion of parents families Construct another licensed preschool facility in the Westborough neighborhood and other neighborhoods in an anti racist way, with targeted sites, and with explicit inclusion of parents families Analyze and publicly present selected SSF D data, (e.g., on tra c stops and arrests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income residents to receive available high value bene ts that increase household self su ciency, including by integrating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential resources prioritizing low income families and predominantly communities of color disproportionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support residents of color and low income residents in starting and retaining small businesses tre gthe e isti g po icies to i crease s pport or o i come re ters Invest in mental health and wellness programs to promote real safety and healing for SSF youth xpand implicit bias training for SSF D xpand career pipelines linking residents of color in key neighborhoods and with disabilities with careers with sustainable wages Support low income and students of color in attendance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., workforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural trust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Officer or another institutionalized method for accountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 Support low income and students of color in att endance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., wo rkforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural tr ust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Offi cer or another institutionalized method for acc ountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 (1 xpand ethnic studies and culturally res ponsive practices and content in standard school curr icula with explicit engage ment inclusion of parents families Construct another licensed preschool facility in the Wes tborough neighborhood and other neighborhoods in an anti racist way , with targeted sites, and with explicit inclusion of parents families Analyze and publicly pres ent selected SSF D data, (e.g., on tra c stops and arrests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income res idents to receive available high value bene ts that increase household self su ciency, including by integ rating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential res ources prioritizing low income families and predominantly communities of color disproport ionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support res idents of color and low income residents in starting and retaining small busines ses Strengthen existing policies to increase support for low income renters Number of Commissioners Identifying Approach in Their Top 10 ( Inves t in m ental health an d wellne ss programs t o prom ote real safety and healing fo r SSF youth x pa nd im plicit bias tr aining for SSF D xpand care er pipelines lin kin g res id en ts of co lor in key neig hb orh oo ds and w ith d isabilit ies with car ee rs w ith sustainable wages xpand ethnic studies and culturally responsive practices and content in standard school curricula with explicit engagement inclusion of parents families Construct another licensed preschool facility in the Westborough neighborhood and other neighborhoods in an anti racist way, with targeted sites, and with explicit inclusion of parents families Analyze and publicly present selected SSF D data, (e.g., on tra c stops and arrests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income residents to receive available high value bene ts that increase household self su ciency, including by integrating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential resources prioritizing low income families and predominantly communities of color disproportionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support residents of color and low income residents in starting and retaining small businesses tre gthe e isti g po icies to i crease s pport or o i come re ters Invest in mental health and wellness programs to promote real safety and healing for SSF youth xpand implicit bias training for SSF D xpand career pipelines linking residents of color in key neighborhoods and with disabilities with careers with sustainable wages Support low income and students of color in attendance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., workforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural trust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Officer or another institutionalized method for accountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 Support low income and students of color in att endance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., workforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural tr ust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Offi cer or another institutionalized method for acc ountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 (1 xpand ethnic studies and culturally res ponsive practices and content in standard school curricula with explicit engage ment inclusion of parents families Construct another licensed preschool facility in the Wes tborough neighborhood and other neighborhoods in an anti racist way , with targeted sites, and with explicit inclusion of parents families Analyze and publicly pres ent selected SSF D data, (e.g., on tra c stops and arr ests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income res idents to receive available high value bene ts that increase household self su ciency, including by integ rating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential res ources prioritizing low income families and predominantly communities of color disproport ionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support res idents of color and low income residents in starting and retaining small busines ses Strengthen existing policies to increase support for low income renters Number of Commissioners Identifying Approach in Their Top 10 ( Invest in m ental health and wellness p rogram s to prom ote real safety and healing fo r SSF you th xpand imp licit bias tr ainin g for SS F D xpand career pipeli nes lin kin g r es id en ts of color in key neig hborhoods and with disabilit ies w ith caree rs with sustain ab le w ages South San Francisco Commission on Racial & Social Equity | Commission Report 40 Expand career pipelines linking residents of color in key neighborhoods and with disabilities with careers with sustainable wages Expand implicit bias training for SSFPD Invest in mental health and wellness programs to promote real safety and healing for SSF youth Strengthen existing policies to increase support for low-income renters Support residents of color and low-income residents in starting and retaining small businesses Identify alternate SSFPD response to misdemeanor offenses and infractions Reduce documentation required to participate in services or receive resources Provide essential resources prioritizing low-income families and predominantly communities of color disproportionately impacted by COVID Expand preventative and health services (e.g., dental) available to underserved City residents Track and review data on client/patient trajectories and outcomes by race/ethnicity and take action to address where disparities/disproportionality increases Leverage school district assets to provide housing that is affordable for teachers and school district employees in SSFUSD Expand support for low-income residents to receive available high-value benefits that increase household self-sufficiency, including by integrating these into existing paperwork and procedures Ensure training and performance reviews related to mitigating and minimizing impact of providers’ individual-level racism on service provision Analyze and publicly present selected SSFPD data, (e.g., on traffic stops and arrests by demographics and location) Construct another licensed preschool facility in the Westborough neighborhood and other neighborhoods in an anti-racist way, with targeted sites, and with explicit inclusion of parents/families Expand ethnic studies and culturally responsive practices and content in standard school curricula with explicit engagement/inclusion of parents/families xpand ethnic studies and culturally responsive practices and content in standard school curricula with explicit engagement inclusion of parents families Construct another licensed preschool facility in the Westborough neighborhood and other neighborhoods in an anti racist way, with targeted sites, and with explicit inclusion of parents families Analyze and publicly present selected SSF D data, (e.g., on tra c stops and arrests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income residents to receive available high value bene ts that increase household self su ciency, including by integrating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential resources prioritizing low income families and predominantly communities of color disproportionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support residents of color and low income residents in starting and retaining small businesses tre gthe e isti g po icies to i crease s pport or o i come re ters Invest in mental health and wellness programs to promote real safety and healing for SSF youth xpand implicit bias training for SSF D xpand career pipelines linking residents of color in key neighborhoods and with disabilities with careers with sustainable wages Support low income and students of color in attendance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., workforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural trust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Officer or another institutionalized method for accountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 Support low income and students of color in attendance participation during and post distance learning Continue to leverage available land assets and both public and private resources to increase housing that is a ordable with preference for people who live and or work in SSF (e.g., workforce housing, developing housing on church owned property Develop expand the community navigator, promotores, and or peer to peer model to help caregivers learn about, connect to, and navigate supportive services Strengthen community cohesion through community engagement e orts to build cross cultural trust especially with residents of color and low income residents xpand community based public safety approaches, including con ict resolution, restorative justice approaches, skills based education on bystander intervention Implement universal preschool and pre (high quality early childhood education in an anti racist way, with targeted sites, and with explicit inclusion of parents families stablish a community safety advisory board to review data and provide recommendations Form an O ce of Racial quity Chief quity Officer or another institutionalized method for accountability within the city government, and hold city leaders accountable for equity outcomes. xpand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status xpand free a ordable outside of school enrichment programs and support youth leadership development (especially for teenagers in an anti racist way, with targeted sites, and with explicit inclusion of parents families Create a response team for mental health crises, substance use, and homelessness focused on con ict management de escalation and linking people to supportive services Number of Commissioners Identifying Approach in Their Top 10 (1 xpand ethnic studies and culturally res ponsive practices and content in standard school curr icula with explicit engage ment inclusion of parents families Construct another licensed preschool facility in the Wes tborough neighborhood and other neighborhoods in an anti racist way , with targeted sites, and with explicit inclusion of parents families Analyze and publicly pres ent selected SSF D data, (e.g., on tra c stops and arr ests by demographics and location nsure training and performance reviews related mitigating and minimizing impact of providers individual level racism on service provision xpand support for low income res idents to receive available high value bene ts that increase household self su ciency, including by integ rating these into existing paperwork and procedures everage school district assets to provide housing that is a ordable for teachers and school district employees in SSFUSD Track and review data on client patient trajectories and outcomes by race ethnicity and take action to address where disparities disproportionality increases xpand preventative and health services (e.g., dental available to underserved City residents rovide essential res ources prioritizing low income families and predominantly communities of color disproportionately impacted by COVID Reduce documentation required to participate in services or receive resources Identify alternate SSF D response to misdemeanor o enses and infractions Support res idents of color and low income residents in starting and retaining small busines ses Strengthen existing policies to increase support for low income renters Number of Commissioners Identifying Approach in Their Top 10 ( Inves t in m ent al health and wellness p rogram s to prom ote real safety and healin g fo r SS F you th xpand im p licit bias tr ainin g for SS F D xp an d ca reer pipelines linking res id ents of color in key neig hb orh oods an d w ith d isab ilities w ith caree rs with susta in ab le w a ges South San Francisco Commission on Racial & Social Equity | Commission Report 41 Advancing Equity in South San Francisco In the first phase of the planning process, the Commission set out to listen and learn about community experiences and needs, review data, and prioritize ways to effectively address individual, institutional, and structural racism through programs, policies, and practices. By the end of Phase 1, the Commission had successfully identified and prioritized draft approaches for the first year of implementation. Making sure that each approach addressed specific racial and social inequities within South San Francisco, however, required taking a closer look. The Strategic Process Phase 2: From January through May of 2021, Commission meetings were structured to present best and promising practices, review additional data and information, gather Commissioner and community input, and to finalize goals. This time marked the process of moving from draft approaches to developing a final set of strategies, with a focus on ensuring that each strategy was designed to meet the specific needs of South San Francisco. To do this, the Commission invited local, regional, and national leaders to provide in depth information about similar successful strategies implemented in other areas. The Commission also gathered financial and legal information from City staff about how to tailor and implement each strategy in South San Francisco. During this time, some approaches were combined into one strategy. In other cases, City staff prepared full staff reports outlining detailed implementation considerations. For all strategies, City staff began identifying action steps, leads and timelines for year 1 implementation (see Action Plan for more detail). South San Francisco Commission on Racial & Social Equity | Commission Report 42 Meeting Goals Guest Speakers Number of participants Phase 2 Meeting 8: Jan 25 ● Review accomplishments from Phase I and provide overview of Phase II ● Review draft goals, strategies, and action steps (developed from Phase I approaches) ● Identify considerations to ensure the strategies focus on racial + social equity No guest speakers 92 participants 76 views of recording on YouTube Meeting 9: Feb 17 ● Review updates and draft actions for strategies related to the equity and inclusion officer, engagement to support community cohesion, and expanding educational resources ● Identify considerations to ensure the strategies focus on racial + social equity Cheska Torres Ibasan, Ethan Mizzi, Youth Advisory Council 58 participants 69 views of recording on YouTube Meeting 10: Mar 17 ● Review updates and additional information related to the Community Safety and Equity Advisory Board ● Identify recommendations to ensure the strategy is focused on racial + social equity Tony DuVoix, Shaina Pomerantz, Brody Sargent- Portland Police Equity Council Graham Young, Captain, National City Police Department 67 participants 26 views of recording on YouTube Meeting 11: Apr 21 ● Review updates and additional information related to expanding support to address housing insecurity for those who experience inequities, and increasing housing that is affordable ● Identify recommendations to ensure the strategies are focused on racial and social equity Nell Selander Deputy Director Economic & Community Development Eric Yurkovich, Raimi + Associates South San Francisco General Plan Update 50 participants 37 views of recording on YouTube Meeting 12: May 19 ● Review accomplishments from Phase I + Phase II and provide overview of Phase III ● Review + gather Commissioner feedback on updated vision statement ● Gather feedback on draft rationales and outcomes for Goals 1 + 2 No guest speakers 56 participants 62 views of recording on YouTube South San Francisco Commission on Racial & Social Equity | Commission Report 43 The Process of Developing Goals During Phase 2, the Commission emphasized the importance of making sure that all strategies and action steps were designed and implemented to meet the needs of people of color and historically disenfranchised community members in South San Francisco. Commissioners confirmed aspirational goals to achieve its mission and vision. ach of the Commission’s goals is presented below along with a corresponding rationale about the goal’s importance to advancing racial and social equity in South San Francisco. GOAL 1: Ensure ongoing oversight and accountability to advance racial and social equity in South San Francisco Why is Goal 1 important for South San Francisco? Eliminating structural and systemic racism and other inequities requires a thoughtful, systematic approach and sustained, coordinated efforts across communities and sectors. Commissioners and other South San Franciscans are excited about the strategies developed by the Commission and want these strategies to be implemented in order to make meaningful change. Accountability -- keeping the community updated about how strategies are implemented, progress, and challenges -- is critical to strengthening trust in the City's commitment to promoting racial and social equity. One way to ensure that racial and social equity initiatives are coordinated and address structural and institutional root causes of racial and social inequities is to establish a position that coordinates and oversees this work. GOAL 2: Ensure the safety of community members of color by eliminating racist practices and policies in the criminal justice system Why is Goal 2 important for South San Francisco? The killing of George Floyd catalyzed people in South San Francisco and throughout the nation to advocate for addressing structural racism and re-imagining public safety. Re-imagining public safety must include ways to support people in crisis instead of criminalizing them. Transparency and accountability related to police department policies, procedures, and data can increase community members' trust in the City's government and provide an important opportunity to identify and address inequities. Positive relationships between community members are critical to feeling and being safe--and strong relationships between local government and historically disenfranchised communities promotes community safety for all. South San Francisco Commission on Racial & Social Equity | Commission Report 44 GOAL 3: Target resources and support to residents of color to reduce gaps created by structural inequities Why is Goal 3 important for South San Francisco? In San Mateo County, structural racism and other inequities have been woven throughout its systems for centuries. These systemic harms and barriers to success have created wide opportunity gaps in employment, economic, and educational opportunities. Systemic inequity denies access to supportive resources for those targeted by racial and social discrimination. In addition to addressing root causes, eliminating inequities requires recognizing and rectifying cumulative harms. Within the context of the COVID-19 pandemic, it has been crucial for providers to be mindful of communities with limited resources to meet their needs and to build trust. GOAL 4: Ensure local land use planning increases access to resources and opportunities for people of color and other historically disenfranchised community members Why is Goal 4 important for South San Francisco? The mismatch between housing costs and income throughout the Bay Area and the insufficient number of housing units available for very low income, lower income, and middle-income households is the result of decades of national, regional, and local policy decisions. Communities of color are disproportionately burdened by extremely high housing costs and are also more likely to experience housing instability as a result. The federal government has provided support primarily to white families to purchase their homes, and these families have often then been able to use the asset of the home’s value to access more opportunities (e.g., higher education, opening a business). In contrast, people of color have had numerous barriers to buying and maintaining the value of their homes, ranging from being denied loans because of redlining to being more likely to receive subprime loans. The City’s process to update its eneral lan (the City’s long-range guidance for land use, growth, and development: for more information see https://shapessf.com/) started before the Commission was convened and will be completed after the Commission sunsets, providing an important opportunity to promote racial and social equity in South San Francisco over the next few decades. South San Francisco Commission on Racial & Social Equity | Commission Report 45 Identifying Specific Strategies for South San Francisco CRSE Planning Terms & Definitions ● Approaches: Recommended ways to address racial and social equity in South San Francisco (e.g., supported by Commission and community input as well as evidence and/or best or promising practices) considered in Phase I ● Goals: Aspirational areas of change identified by the Commission ● Strategies: Developed from approaches, tailored to address racial and social inequities in South San Francisco Commissioners recommended grouping similar approaches into a single strategy. Commissioners also gave feedback on draft goals and strategies presented at the January 2021 Commission meeting, and the goals and strategies were revised based on that feedback along with conversations during subsequent Phase 2 Commission meetings. Moving from draft approaches to a final strategy for Goal 1 Draft Approaches with Commission Support→ Bold = one of 11 approaches Commissioners voted to focus on in first year of implementation Strategy Form an Office of Racial Equity or other institutionalized method for accountability within the city government and hold city leaders accountable for equity outcomes. Approaches related to using data and/or trainings that should be coordinated by the office or staff person focused on accountability and racial equity: ● Ensure training and performance reviews related to mitigating and minimizing impact of providers’ individual- level racism on service provision ● Expand implicit bias training for SSFPD ● Track and review data on client/patient trajectories and outcomes by race/ethnicity and take action to address where disparities/disproportionality increases Strategy 1.1: Establish a dedicated staff position (e.g., an Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes throughout South San Francisco. South San Francisco Commission on Racial & Social Equity | Commission Report 46 Moving from draft approaches to final strategies for Goal 2 Draft Approaches → Bold = one of 11 approaches Commissioners voted to focus on in first year of implementation Strategies Create a response team for mental health crises, substance use, and homelessness focused on conflict management/de- escalation and linking people to supportive services Strategy 2.1: Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de- escalation and linking people to supportive services Establish a community safety advisory board to review data and provide recommendations Approaches identified as being within the scope of the Community Safety and quity Advisory Board’s work: ● Expand community-based public safety approaches, including conflict resolution, restorative justice approaches, and skills-based education on bystander intervention ● Analyze and publicly present selected SSFPD data, (e.g., on traffic stops and arrests by demographics and location) ● Identify alternate SSFPD response to misdemeanor offenses and infractions Strategy 2.2: Establish a community safety and equity advisory board to review data, provide recommendations, and build trust Strengthen community cohesion through community engagement efforts to build cross-cultural trust especially with residents of color and low-income residents Strategy 2.3: Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low- income residents South San Francisco Commission on Racial & Social Equity | Commission Report 47 Moving from draft approaches to final strategies for Goal 3 Draft Approaches → Bold = one of 11 approaches Commissioners voted to focus on in first year of implementation Strategies Develop/expand the community navigator, promotores, and/or peer-to-peer model to help community members learn about, connect to, and navigate supportive services Reduce documentation required to participate in services or receive resources Provide essential resources prioritizing low-income families and predominantly communities of color disproportionately impacted by COVID Strategy 3.1: Expand linkage and navigation support for people of color and other historically disenfranchised communities and build trust between community members and the City Expand career pipelines linking residents of color in key neighborhoods and with disabilities with careers with sustainable wages Support residents of color and low-income residents in starting and retaining small businesses Expand support for low-income residents to receive available high- value benefits that increase household self-sufficiency, including by integrating these into existing paperwork and procedures Strategy 3.2: Expand economic opportunities for people of color and other historically disenfranchised communities Expand support and information to address housing insecurity and homelessness (including rental and cash assistance, with support available regardless of documentation status) Strengthen existing policies to increase support for low-income renters Strategy 3.3: Expand information and support to address housing insecurity for people of color and other historically disenfranchised communities Expand free/affordable outside-of-school enrichment programs and support youth leadership development (especially for teenagers) in an anti-racist way, with targeted sites, and with explicit inclusion of parents/families Strategy 3.4 Expand educational resources for people of color and other historically disenfranchised communities South San Francisco Commission on Racial & Social Equity | Commission Report 48 Implement universal preschool and pre-K (high quality early childhood education) in an anti-racist way, with targeted sites, and with explicit inclusion of parents/families Support low-income and students of color in attendance/ participation during and post-distance learning Construct another licensed preschool facility in the Westborough neighborhood and other neighborhoods in an anti-racist way, with targeted sites, and with explicit inclusion of parents/families Expand ethnic studies and culturally responsive practices and content in standard school curricula with explicit engagement/inclusion of parents/families Expand preventative and health services (e.g., dental) available to underserved City residents Invest in mental health and wellness programs to promote real safety and healing for South San Francisco youth Strategy 3.5: Expand physical health and mental health services for people of color and other historically disenfranchised communities Moving from draft approaches to a final strategy for Goal 4 Draft Approaches → Bold = one of 11 approaches Commissioners voted to focus on in first year of implementation Strategy Continue to leverage available land assets and both public and private resources to increase housing that is affordable with preference for people who live and/or work in South San Francisco (e.g., workforce housing, developing housing on church owned property) Leverage school district assets to provide housing that is affordable for teachers and school district employees in SSFUSD Strategy 4.1: Leverage available land assets to expand housing affordable to people of color and other historically disenfranchised communities During each of the Commission meetings in Phase 2, Commissioners were asked to identify considerations to ensure that each strategy is tailored to address racial and social equity in South San Francisco during implementation. These considerations are included in the Action Plan (see pg. X). Commissioners provided feedback on draft outcomes and measures for selected strategies. South San Francisco Commission on Racial & Social Equity | Commission Report 49 Customized Strategies for South San Francisco Creating opportunities for communication across sectors and with community members proved to be one of the strongest sources of insight for Commission members. During the process of moving from draft approaches to final strategies, Commissioners considered how to expand work to address racial and social inequities already taking place in South San Francisco. In many cases, the City has already made remarkable progress on selected strategies because work was underway before the Commission was seated. This section includes updates on the progress already being made by the City. Information and input that shaped the strategy for Goal 1 Strategy 1.1 Establish a dedicated staff position (e.g., Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes throughout South San Francisco. What do we know from best or promising practices? ● Diversity, Equity, and Inclusion (DEI) initiatives within local governments ensure accountability, support decision making informed by the needs and priorities of communities of color and enhance the quality of service delivery. These initiatives also aim to increase representation and reallocate resources to promote equitable outcomes to improve the lives of those who have been systematically disenfranchised and to prevent unintentional “blind spots” in legislation that ultimately harm communities of color . ● Over the last several years, jurisdictions in Oakland (2015), Minneapolis (2017), San Francisco (2019), and most recently Redwood City (2021) have established DEI offices along with Diversity, Equity, and Inclusion positions. These offices and positions have varied agendas but have primarily focused on adopting racial equity frameworks and serving as agents of accountability and oversight of the implementation of racial equity action plans to help advance local racial equity goals and outcomes. ● The creation of an Equity and Inclusion Officer as a city staff position in South San Francisco would ensure that a City staff member is dedicated to addressing issues related to bias, systemic racism, diversity, equity, and inclusion, and ensure all City activiti es are viewed through this lens. ● An Equity and Inclusion Officer can bring an understanding of successful policies and best practices around racial equity, analytical and organizational skills, and be able to work effectively and collaboratively with a variety of City staff as well as members of the public. The Officer can inspire teams and work inter-departmentally and strengthen communication and collaboration between the City of South San Francisco and South San Francisco’s diverse communities. South San Francisco Commission on Racial & Social Equity | Commission Report 50 In Their Own Words • “What [we are] talking about is a Diversity [and Inclusion position]. Someone who would be tasked with the ongoing engagement and assessment of these efforts and with a community engagement piece. Sort of a point person office so once this commission’s work is done, someone will be checking in with all of the various agencies of the City to make sure... we are staying on track. Housing... these initiatives in one central office would make a lot of sense.” • “I was thinking about some of these cross-cutting ideas that pop up in each category like data, community voice, and thinking about structures within the City that can enable that long-term like a racial equity office or director where all of these initiatives live and there’s someone accountable for them and who can hold other people accountable as well. [It is important to consider] these issues that don’t really fit in a specific vertical but are super important and critical to make sure that all the initiatives actually happen.” - South San Francisco Commissioners Strategy 1.1: Where are we now? ● City of South San Francisco created a job description for the Officer position at the City ● Recruited and hired a management fellow to serve as an Equity and Inclusion Officer for the City ● The Officer will begin working July 2021 for the City South San Francisco Commission on Racial & Social Equity | Commission Report 51 Information and input that shaped the strategies for Goal 2 Strategy 2.1 Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de-escalation and linking people to supportive services What do we know from best or promising practices? ● Inadequate mental health services across the country have meant that police are usually the first to respond to someone in a mental health and/or substance use crisis. Nationally, it is estimated that 20% of police calls are related to mental health and/or substance use crises. Annually, South San Francisco responds to approximately 360 calls that involve someone with a connection to mental illness. ● Data show that linking people with mental health issues to the justice system is ineffective and inefficient, and that people experiencing mental health crises are more appropriately served through the mental health care system. Unfortunately, due to lack of behavioral health services, law enforcement has been identified as the first responders to individuals in crisis. This lack of resources reduces the level and quality of care that a person in crisis receives and further strains the relationship between law enforcement and community. ● The work of the Commission is a driving force for the creation of the Community Wellness and Crisis Response Team (CWCRT) pilot program in South San Francisco. CWCRT is a streamlined community health response to those experiencing a mental health crisis. Individuals experiencing mental health crisis are often suffering from a range of traumatic experiences, including but not limited to racism, discrimination, poverty, homelessness, abuse, and/or substance use, identified mental health diagnosis and/or co-occurring disorders. ● People of color and marginalized populations are less likely to be diagn osed or identified to have a mental illness and less likely to access mental health treatment, which leads to increased contact with law enforcement. ● The CWCRT collaboration would interrupt this pattern and provide needed mental health services for a person in crisis instead of involving them in the criminal justice system. South San Francisco Commission on Racial & Social Equity | Commission Report 52 In their Own Words: • “We would like to... improve mental health and emotional and social resilience.” - Community member • “[We] need more preventative measures [to deal with mental health crises].” • “As a police department we’re always trying to get better… we know that there’s room for improvement.” - South San Francisco Commissioners Strategy 2.1: Where are we now? ● San Mateo County established the community wellness response team as a 2-year pilot program with various cities across the county. As part of this program, there will be a full-time mental health clinician on-site in South San Francisco to respond with law enforcement to assist individuals in mental health crises. ● In addition to responding to mental health crises, the clinician will also be able to conduct follow-ups with individuals, collaborate with the outreach services and provide mental health related training to first responders. ● The Gardner Center/Stanford University will be evaluating the program and will identify metrics and collect relevant data to report program outcomes and effectiveness. South San Francisco Commission on Racial & Social Equity | Commission Report 53 Strategy 2.2 Establish a Community Safety Advisory Board What do we know from best or promising practices? ○ Community Safety Advisory Boards (CSA) are multi-stakeholder collaboratives designed to facilitate communication between community members, police, and other city public safety employees. The aim is to improve public confidence, promote and ensure transparency, foster accountability, and encourage community input into improving public safety. CSAs are effective in identifying and highlighting systemic racism within public safety practices and procedures. ○ Examples of various types of community safety advisory boards include the advisory council in Portland, Oregon and the Community and Police Relations Commission in National City. ○ Portland, Oregon Police Equity Advisory Council. The City has an Equity and Inclusion Office within the olice Chief’s office. They are responsible for forwarding equity work throughout the bureau. The goals of the Police Equity Advisory Council (PEAC) are to have open and honest feedback and contribute to current and future work. PEAC meetings are open to the public, have presentations and hear from the community on how efforts are addressing equity. The meetings are informal in order to receive community feedback and are structured to be open and inclusive spaces for the community. They are also results driven. Portland also has a five-year Racial Equity Plan. ○ National City Police Department. The National City Community and Police Relations Commission provides a forum for citizens to voice concerns about police conduct, practices, and policies. The forum examines police practices and policies as they pertain to conduct issues and identifies opportunities to mediate adversity between the Police Department and citizen complaints. A Final Internal Affairs report is submitted to the Commission for review and the Board may request further review of a case. Decisions of the Board are advisory and non-binding. Possible Responsibilities for an Advisory Board in South San Francisco ○ Review and recommend changes to policies and procedures ○ Gather community input on policies and procedures to inform their recommendations ○ Identify policies and procedures to consider in the bargaining process ○ Educate community about complaint process, receive complaints, refer complaints to investigation process, and track trends around complaints In their own words: ● “The Community Advisory Board should forge relationships with other boards to share best practices and learn together, and the Equity Officer should have a role in forming and working with the Advisory Board.” South San Francisco Commission on Racial & Social Equity | Commission Report 54 ● “There needs to be a review to ensure goals are being met in a timely manner.” ● “[We need to] ensure the youth voice is at the table and continue to work with YAC.” ● “Our underrepresented communities do have voices and it’s our job if we have a seat at the table to elevate those voices for the sake of the greater good.” - South San Francisco Commissioners Strategy 2.2: Where are we now? After reviewing models of Community Safety Advisory Boards from across the United States and the legal limitations placed on South San Francisco as a General Law city, a hybrid community safety advisory board is recommended for South San Francisco, to be named the Community Safety and Equity Advisory Board (Advisory Board). Focusing on a holistic approach to community safety which includes housing, education, social services, and policing. The Advisory Board aims to: ● Achieve transparency, accountability and a reduction in fear and misconduct associated with law enforcement, while offering enhanced safety nets that support communities previously harmed by isolation and systemic injustice. ● Build trust to restore dignity and equity in community participation and decision making. ● Apply an equity lens to provide a sense of safety through strengthening partnerships that aid in crime reduction, and fair treatment through investment in arenas that promote and create safe, healthy, and thriving communities. ● Provide a safe space for residents to raise issues of racial and/or social equity which impact all areas of our city, including public safety, and will provide an environment for making recommendations for change. ● Review and recommend changes to policies and procedures and gather community input on policies and procedures to inform their recommendations. ● Educate the community about the complaint process, receive complaints, refer complaints to the investigation process and track trends around complaints. South San Francisco Commission on Racial & Social Equity | Commission Report 55 Strategy 2.3 Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low - income residents What is South San Francisco currently doing? ● CERT (Community Emergency Response Team) training participant manual is available in Spanish and Chinese. ● South San Francisco CERT currently working with Spanish-language faith community to engage community members In their own words: ● “We need to ensure that community members who do not speak nglish as their first language are engaged, feel welcome, and programs activities meet their needs.” ● “There is a need for improved outreach to strengthen community cohesion.” ● “There is a need to coordinate with the expanded promotores program [to increase engagement and build trust].” ● “We need to identify additional programs and efforts (beyond CERT) to ensure that community cohesion and trust increases among SSF residents.” - South San Francisco Commissioners Strategy 2.3: Where are we now? The program is expanding to include targeting CERT offerings in specific neighborhoods (Old Town), creating a teen CERT program and expanding workplace CERT training. South San Francisco Commission on Racial & Social Equity | Commission Report 56 Information and input that shaped the strategies for Goal 3 Strategy 3.1 Expand linkage and navigation support for people of color and other historically disenfranchised communities and build trust between community members and the City What do we know from best and promising practices? Promotores and Community Navigators: ● Provide essential resources to low-income families and predominantly communities of color disproportionately impacted by COVID ● Support residents to navigate, access, and utilize complex and often confusing service systems ● Reduce language and literacy barriers that keep residents from learning about available resources (and therefore from utilizing them) ● Support low-income residents to receive available high-value benefits that increase household self-sufficiency What has worked in South San Francisco? ● Utilizing bilingual, bicultural City staff helping to connect residents with supportive resources ○ Lifeline Transportation project ○ Job Connect and Community Learning Center (CLC) Computer Lab Services ● Promoting culturally responsive, linguistically appropriate community engagement ○ Census 2020 Outreach ○ Equity Lanes Project In their own words: ● “[We need to serve] residents with language barriers and provide better access to services.” ● “Residents may have difficulty accessing services and [may feel] fear if undocumented.” - South San Francisco Commissioners & Community Members South San Francisco Commission on Racial & Social Equity | Commission Report 57 Strategy 3.1: Where are we now? ● South San Francisco is currently identifying and engaging bilingual South San Francisco City staff for participation as promotores ● To reduce language barriers, the City can provide interpreters who translate community and City Council meetings conducted in English for both participants and attendees. Strategy 3.2 Expand economic opportunities for people of color and other historically disenfranchised communities What do we know about South San Francisco community needs? ● The following issues emerged from the extensive community input process for the Community Collaboration for Children’s success project in South San Francisco: ○ Lack of high-paying jobs for youth ○ Lack of housing for families ○ Unaffordable rent ○ Too much poverty ○ Too much gentrification How is South San Francisco responding to these needs? ● Small business & entrepreneurship resource center ○ Provided by Renaissance Entrepreneurship Center ○ $467,000 contract approved by Council on April 14, 2021 to serve 200+ businesses ● Workforce development services ○ Provided by JobTrain ○ $404,000 contract approved by Council on April 14, 2021 to serve 100+ individuals ● South San Francisco City Council is currently considering a Basic Income program South San Francisco Commission on Racial & Social Equity | Commission Report 58 Strategy 3.3 Expand information and support to address housing insecurity for people of color and other historically disenfranchised communities How is South San Francisco currently addressing housing insecurity? ● Federal, State, and County COVID-related renter assistance now delivered through one portal: HousingisKey.com ● Technical assistance + City renter assistance available through YMCA: ymcasf.org/community-resource-center-ymca ● Legal help through Legal Aid & Project Sentinel: RenterHelp.net ● City Red-tag Ordinance (assistance to those displaced when housing is deemed uninhabitable) ● Reaching out to people of color and other historically disenfranchised communities about resources during the pandemic by: ○ Sending postcards in 4 languages to renter-occupied households ○ Sending fliers to local organizations and businesses in 4 languages ○ Providing updates via eblasts and social media ○ Providing updates on simple URL: ssf.net/RenterHelp (with Translate button for site) South San Francisco Commission on Racial & Social Equity | Commission Report 59 Strategy 3.4: Expand educational resources for people of color and other historically disenfranchised communities How is South San Francisco currently supporting and expanding educational resources for people of color and other historically disenfranchised communities? Examples of Current South San Francisco Programs that promote equity ● Minimizing documentation required to participate in programs to reduce barriers for immigrant and migrant worker families ● Keeping fees low and leveraging outside subsidies to reduce costs further for low -income families ● Enrollment in summer camps is in-person to enter a lottery and payment can be made in installments ● Ensuring program employees speak languages of participants ● Targeting programming and other resources (e.g., free books, food, robust park improvements) to specific neighborhoods Current South San Francisco Programs that Address Opportunity Gaps ● Full-day preschools (7:30am-6:00pm year-round) ● After School Education and Safety (ASES) afterschool at Title I elementary schools at no cost to families ● roject Read’s earning Wheels Van ● Expanded (and free!) access to STEAM equipment (e.g., robots, 3D printers) and programming ● Targeted in-person programming to address academic and social-emotional learning (loss or slow-down) during COVID ● Free laptop use and internet access Current Ways South San Francisco is Reducing Barriers to Participation ● No library late/overdue fees for children or teens – to be expanded soon to all ages ● Multilingual preschool and family story times ● Partnership with SSFUSD and SMCOE to issue library cards to all students Continued on next page South San Francisco Commission on Racial & Social Equity | Commission Report 60 Continued from previous page ● Targeted support for families in need for technology and tech literacy to address distance learning ● Distributed 300 free laptops to low-income residents, along with one-year free internet service, as part of the Technology Access Program funded by the City ● Coming soon: inclusive and interpretive playground on campus for new Main Library and Community Center South San Francisco established indoor and outdoor public wi-fi locations including: Indoors at: ● City Hall ● Community Learning Center ● Municipal Services Building ● Main Library ● Magnolia Senior Center Outdoors at: ● Orange Memorial Park ● Westborough Park As of September 2020, SSFUSD ● Distributed 2,637 hotspots to schools ● Distributed 4,640 Dell Chromebooks to schools ● Loaned 135 Dell Chromebooks to staff ● Loaned 35 MacBooks to staff ● Loaned 35 hotspots to staff South San Francisco Commission on Racial & Social Equity | Commission Report 61 Information and input that shaped the strategy for Goal 4 Strategy 4.1 Leverage available land assets to expand housing affordable to people of color and other historically disenfranchised communities What is currently happening in South San Francisco? South San Francisco is in the process of updating the housing element. This process is: ● An opportunity every 8 years to plan for how much housing South San Francisco needs and where it should go ● A key part of the General Plan with specific requirements, including review and certification by the state ● A response to projected growth as determined by the state and region What do we know about housing needs in South San Francisco? The following themes emerged from community engagement for the South San Francisco General Plan Update: ● Need for more housing, particularly affordable housing ● Need for ownership housing to enable wealth building ● Housing unaffordability has led to overcrowding ● Desire to equitably distribute growth ● Need more renter protections to address housing displacement and gentrification ● Concern about single family zoning as an exclusionary practice ● Need to address homelessness crisis ● Need for creative solutions (e.g., community land trust) South San Francisco Commission on Racial & Social Equity | Commission Report 62 Sustaining & Accelerating Change This section outlines recommendations for moving forward with this important work. The South San Francisco Racial Equity Action Plan This Racial Equity Action Plan presents the goals, strategies, outcomes, and metrics for year one Implementation. It is intentionally ambitious, and balances building on existing work while also identifying new areas of work that the Commission believes will result in critical change. The first year of implementing this Action Plan focuses on areas of work that will be led by the City of South San Francisco (along with recent funding dedicated to local organizations that are leading work in key areas). This Action Plan is designed to be updated over time to reflect additional strategies and action steps that include more local organizations and institutions also working to increase racial and social equity in South San Francisco. In future years, the aim is to expand collaborative efforts (e.g., with local organizations and institutions) that align with the priorities identified by the Commission in order to have a coordinated and therefore deeper impact. By working together, these efforts will be more effective and make a bigger impact than if carried out by one person or a single organization. “ ’ be an empty gesture. I want what we decide as a committee v .” - South San Francisco Commissioner at the August 8, 2020 Commission Meeting “T important, ’ .” -Community Member at the May 19, 2021 Commission Meeting This first year will set the stage for continuing the work into the future. Th is has been a community effort—take a look at what the Commission has done. We invite you to join us in the critical journey to broaden and deepen racial and social equity in South San Francisco. South San Francisco Commission on Racial & Social Equity | Commission Report 63 How the South San Francisco Racial Equity Action Plan is Organized The strategies identified in the South San Francisco Racial Equity Action Plan evolved from best and promising practices that were presented as example approaches at Phase I Commission meetings held August-November 0 0 (for more information, please see “The Opportunity to Listen and Learn,” page 14). The strategies included here reflect Commissioner priorities for the first 12 months of implementation (for an explanation of how the approaches presented in Phase I evolved into the strategies presented in the Action Plan, please see “Advancing Equity in South San Francisco,” page 41). The Commissioner-identified considerations presented in this Action Plan emerged from focused conversations on each of the strategies. These conversations were facilitated during Phase 2 Commission meetings held January-April 2021 (for more information, see “Advancing Equity in South San Francisco,” page 41). Actions were identified in collaboration with City departments taking the lead on each strategy and based on the status of the strategy (e.g., existing program with practices to be modified). South San Francisco Commission on Racial & Social Equity | Action Plan First Year Action Plan Strategies This Action Plan focuses on those strategies that Commissioners prioritized for the first year of implementation (August 2021-July 2022). The prioritized strategies are shown below. GOAL 1: Ensure ongoing oversight and accountability to advance racial and social equity in South San Francisco Strategy 1.1: Establish a dedicated staff position (e.g., an Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes throughout South San Francisco. GOAL 2: Ensure the safety of community members of color by eliminating racist practices and policies in the criminal justice system Strategy 2.1: Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de-escalation and linking people to supportive services Strategy 2.2: Establish a Community Safety and Equity Advisory Board to review data, provide recommendations, ensure accountability, and build trust Strategy 2.3: Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low-income residents 64 South San Francisco Commission on Racial & Social Equity | Action Plan GOAL 3: Target resources and support to residents of color to reduce gaps created by structural inequities Strategy 3.1: Expand linkage and navigation support for low- income, people of color and other historically disenfranchised community members and build trust between community members and the City Strategy 3.2: Expand economic opportunities for people of color and other historically disenfranchised community members Strategy 3.3: Expand information and support to address housing insecurity for people of color and other historically disenfranchised community members Strategy 3.4: Expand educational resources for people of color and other historically disenfranchised community members GOAL 4: Ensure local land use planning increases access to resources and opportunities for people of color and other historically disenfranchised community members Strategy 4.1: Leverage available land assets to expand housing affordability to people of color and other historically disenfranchised community members 65 accountability equity in SSF South San Francisco Commission on Racial & Social Equity | Action Plan GOAL 1 Ensure ongoing oversight and accountability to advance racial and social equity in South San Francisco To lead a systematic effort to advance racial and social equity throughout the City of South San Francisco, the Commission on Racial and Social Equity prioritized one key strategy: Strategy 1.1: Establish a dedicated staff position (e.g., Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes. 66 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 1.1 Establish a dedicated staff position (e.g., an Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes throughout South San Francisco. The South San Francisco Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 1.1 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Prioritize the skills and experience that the Equity and Inclusion Officer should have: The Commission stressed the importance of hiring an empathetic person with a track record of effectively and proactively forming trusting relationships with residents of color and with members of other historically disenfranchised communities; someone who has a clear understanding of historic and current racial and social inequities and has successfully implemented strategies to promote racial and social equity at the local government level. Commissioners also recommend that the qualifications include being bilingual and culturally responsive. CONSIDERATION 2 • Develop and implement the South San Francisco Racial and Social Equity Action Plan: The primary responsibility of the Equity and Inclusion Officer will be to coordinate implementation of this South San Francisco Racial and Social Equity Action Plan. This Action Plan reflects the priorities identified by the Commission and South San Francisco community members, and lays out a plan of action that includes new programs, activities, and initiatives that amplify racial and social equity in South San Francisco. 67 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 3 • Infuse diversity, equity, inclusion, and anti-racism throughout South San Francisco: To ensure that diversity, equity and inclusion are systematically implemented throughout South San Francisco, the Equity and Inclusion Officer will begin by working closely and collaboratively with South San Francisco City department leads. The Equity and Inclusion Officer will support the leads to identify opportunities to increase racial and social equity in internal and external practices, programs, and policies. A central component of this work requires a focused effort to build trust and strong relationships with leaders and employees across South San Francisco departments. This work will involve identifying how racial inequities impact people differently (e.g., economic status, age) and therefore will require specific approaches to address these differences. CONSIDERATION 4 • Engage community members most impacted by racial and social inequities: Effective implementation of this Action Plan requires that those who are most impacted by and bear the burden of inequities are involved in how these strategies are implemented. It also requires that those most impacted by inequities are invited to review progress and provide feedback along the way. Gathering feedback will require expanding and deepening community engagement efforts (e.g., with promotores, see Strategy 3.1) and ensuring that diverse community voices are centered. CONSIDERATION 5 • Engage young community members of color: Young people in South San Francisco must be included in this work. In order for this to happen, the Equity and Inclusion Officer should work closely with youth and provide meaningful opportunities for them to lead. An example might include working closely with the Youth Advisory Committee (YAC). 68 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 6 • Track progress towards racial and social equity goals: The Commission recognizes the importance of identifying meaningful and realistic metrics to track progress. While a number of outcomes and measures have been identified, the Commission recommends reviewing, confirming, and adding to the metrics below once the Equity and Inclusion Officer has been selected (e.g., develop and implement a City survey on racial and social equity every 2-3 years). Once metrics are confirmed, it will be critical to set up mechanisms to track those data systematically. These data will help the City and broader community understand more about the progress being made and where or how adjustments should be made to the strategies and action steps. CONSIDERATION 7 • Provide regular progress status updates to the South San Francisco community: The Commission recommends that the Equity and Inclusion Officer provides regular updates to the community and City Council on the progress, challenges, and adjustments related to the strategies and action steps. The Commission also recommends providing these updates at the Community Safety and Equity Advisory Board should provide regular updates to the City Council (see Strategy 2.2). 69 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 1.1 Implementation Actions LEADCity Manager’s Office TIMELINEJuly 2021 1 Hire a City management fellow to be South San Francisco Equity and Inclusion Officer to lead this work. LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 2 Conduct a racial equity audit (i.e., review South San Francisco City practices and policies to identify barriers, opportunities, and recommendations). LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 3 Connect with/network with similar positions in other jurisdictions to stay informed about emerging best/promising practices and new resources. LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 5 Launch and coordinate the Community Safety and Equity Advisory Board (see Strategy 2.2). LEADSouth San Francisco Equity and Inclusion Officer TIMELINEAnnually 6 Collect and analyze key data for all South San Francisco City Departments to track progress (e.g., race/ethnicity, zip code) and to establish baseline data and comparisons for the future. LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 4 Coordinate and facilitate conversations/listening sessions with South San Francisco City Departments representatives, leaders of community organizations, and community members; and present findings to the Community Safety and Equity Advisory Board to review and discuss further. 70 South San Francisco Commission on Racial & Social Equity | Action Plan LEADSouth San Francisco Equity and Inclusion Officer TIMELINEAnnually 7 Make recommendations based on findings from South San Francisco City Department data (see task 6 above) to increase racial and social equity. LEADSouth San Francisco Equity and Inclusion Officer TIMELINEEvery 2 Years 8 Develop and conduct racial and social equity training/s for all City staff (e.g., implicit bias, include related competencies in performance reviews). LEADSouth San Francisco Equity and Inclusion Officer TIMELINEOnce Officer is Hired 9 Make recommendation for including metrics related to racial and social equity in performance review. LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 10 Oversee community engagement efforts (targeted to those most impacted by racial and social inequities in South San Francisco) to ensure participation in the Community Safety and Equity Advisory Board. 71 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase coordination and collaborations between City departments, community organizations, and community members to address racial and social inequities in South San Francisco Increase community engagement (especially with community members most impacted by racial and social inequities) to advance racial and social equity in South San Francisco Increase systematic data collection and analyses related to racial and social equity in South San Francisco Measures Possible data to track intended changes Implement and update the South San Francisco Racial and Social Equity Action Plan annually Develop a standardized approach to tracking data to address racial and social disparities Increase the number and types of South San Francisco policies and procedures that explicitly address racial and social equity Prepare and present annual community information reports (e.g., report on data collected, progress on implementing strategies) related to achieving racial and social equity in South San Francisco Outcomes & Measures for Strategy 1.1 72 safety community South San Francisco Commission on Racial & Social Equity | Action Plan GOAL 2 Ensure the safety of community members of color by eliminating racist practices and policies in the criminal justice system The Commission on Racial and Social Equity was created to gather community input, in particular, related to policing and community safety and to identify ways to increase safety for community members of color in South San Francisco. The following strategies were prioritized by the South San Francisco Commission for the first year of implementation to promote racial and social equity in South San Francisco related to this overarching goal. Strategy 2.1: Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de-escalation and linking people to supportive services Strategy 2.2: Establish a community safety and equity advisory board to review data, provide recommendations, and build trust Strategy 2.3: Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low-income residents 73 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.1 Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de-escalation and linking people to supportive services The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 2.1 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Hire a South San Francisco mental health clinician for the community wellness and crisis response team: The Commission recommends a bilingual, Spanish speaking person of color and/or culturally responsive person and ideally someone who has lived in South San Francisco/knows South San Francisco well is selected for this position. This position will focus on de-escalating crises and creating the conditions for people of color in South San Francisco to feel more supported/safer, especially during an emergency response. The mental health clinician will partner with members of the Police Department to build commitment and understanding of this new program; and ultimately to provide timely mental health support for community members in crisis. CONSIDERATION 2 • Support training for the community wellness and crisis response team: In order for the crisis response team to be successful and to develop a common understanding across roles and professional training, the Commission recommends developing and conducting trainings for all members of the response team. Topics should include a focus on racial and social equity, the range of symptoms related to mental health crises, de-escalation techniques, culturally sensitive response tactics, anti-bias awareness and skills, among others; trainings should take place on an annual basis. CONSIDERATION 3 • Ensure that response procedures center community needs: The Commission recommends that the primary language spoken by the person in crisis be identified at the time of the dispatch call in order to best meet the person’s needs by communicating with them in their native language. 74 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 4 • Ensure that the evaluation assesses racial and social equity outcomes (both positive impacts and unintended consequences): The Commission recommends that the Gardner Center work closely with the Equity and Inclusion Officer (and the Community Safety and Equity Advisory Board) to ensure that racial and social equity are central in the design, implementation and analysis of the evaluation and evaluation data. An example includes tracking key demographics of people who are diverted from arrest as well as those who are arrested (e.g., race/ethnicity, age). CONSIDERATION 5 • Establish clear parameters for accountability: The Commission believes that this program will only be successful if clear parameters are established related to accountability and the parameters are shared and discussed with community members. For example, identifying a clear response process, documenting the steps taken in a crisis response, and sharing the approach with the community will help increase an understanding of how the program will work. The Commission also recommends identifying procedures for any unexpected or unsuccessful outcomes, including what happens in the case that there is a difference between the mental health clinician and police officer in the recommended approach to take in a crisis situation. CONSIDERATION 6 • Regularly update community members and City Council on progress: The Commission recommends establishing regular updates to community members and City Council (e.g., 2 times per year, annually) to explain how the program will work, describe the roles of each team member, and review evaluation measures and findings. 75 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.1 Implementation Actions LEADCity Manager’s Office, City Attorney, and City Council working with County TIMELINEJan 2021 1 Develop Memorandum of Understanding between City and County to share costs and clarify roles and responsibilities for pilot program. LEADCounty of San Mateo (BHRS) for clinician, SSFPD for law enforcement TIMELINESept-Dec 2021 2 Identify staffing for Community Wellness & Crisis Response Team 2-year pilot program. LEADTBD TIMELINESept-Dec 2021 3 Develop Procedure Manual. LEADTBD TIMELINEJuly-Sept 2021 (repeated annually) 4 Train Police and Dispatchers. 5 LEADTBD who from South San Francisco will coordinate with Gardner Center TIMELINEDevelop metrics Sept-Dec 2021Ongoing evaluation 2021-2023 Work with Stanford University’s Gardner Center to identify evaluation metrics and to collect data for Gardner Center to analyze to evaluate effects and identify appropriate adjustments. 76 South San Francisco Commission on Racial & Social Equity | Action Plan TIMELINESept 20216Launch Community Wellness and Crisis Response Team program. LEADMental Health Clinician TIMELINEOngoing once program is launched 7 Mental health clinician responds with law enforcement to assist individuals in mental health crisis. LEADMental Health Clinician TIMELINEOngoing once program is launched 8 Follow up with clients and provide counseling, referral services. LEADMental Health Clinician TIMELINEOngoing once program is launched 9 Develop Memorandum of Understanding between City and County to share costs and clarify roles and responsibilities for pilot program. 77 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase timely and proactive access to appropriate behavioral health resources for those in crisis, especially for people of color in South San Francisco Increase knowledge of mental health conditions Increase effective intervention strategies among law enforcement personnel Decrease certain types of police calls and police interactions/response with community members when not required (e.g., decrease calls requiring police response) Measures Possible data to track intended changes Percent of 911 calls related to mental health, substance use, and/or homelessness responded to by team Key demographics (e.g., race/ethnicity, age, zip code of residence) of people who are diverted from arrest as well as those arrested Outcomes & Measures for Strategy 2.1 78 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.2 Establish a Community Safety and Equity Advisory Board to review data, provide recommendations, and build trust The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 2.2 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Ensure diverse membership on Advisory Board: The membership of the Advisory Board should include significant representation from those communities within South San Francisco that are most burdened by structural inequities, with a focus on people of color and other historically disenfranchised community members. CONSIDERATION 2 • Conduct targeted and strategic outreach to key community members to ensure that the Community Safety & Equity Advisory Board (CSEAB) hears the perspectives of residents most burdened by structural racism and other inequities: • The Commission recommends that community outreach be done proactively and strategically to ensure that diverse community members attend and participate in Advisory Board meetings, especially community members who are from historically marginalized and disenfranchised communities within South San Francisco (e.g., people of color and other historically disenfranchised community members). • Commissioners recommend outreach efforts be coordinated with promotores (see Strategy 3.1) to successfully engage Spanish-speaking Latinx community members in South San Francisco (both in written form and verbally) and others to ensure that outreach materials will be easily understood and accessible. • The South San Francisco Commission recommends that the CSEAB use a range of methods to invite community member engagement and conversations about issues, needs, and solutions related to public safety. Since the formality of public government meetings (e.g., to ensure that the Brown Act and other regulations are followed) can be intimidating and unintentionally discourage the participation of many residents, the Advisory Board might host community forums, organize listening sessions at existing community meetings (e.g., school English Learner Advisory Committees (ELAC), faith communities) to reduce barriers to participation and so that Advisory Board members stay apprised of community concerns and recommended solutions to community-identified issues. 79 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 3 • Create a community-friendly and safe place for community members to build trust: • As part of establishing a welcoming meeting culture and modeling transparency, the Commission recommends that the Advisory Board develop clear guidelines (e.g., bylaws) with a racial and social equity lens to guide how the Advisory Board works together, including identifying roles and responsibilities as well as the board’s approach to decision making. Commissioners recommend that the Advisory Board operate with a trauma- informed approach and that meetings support meaningful bi-directional conversation (e.g., involving both Advisory Board members and members of the public). • The Commission also recommends the Advisory Board help create opportunities for community members and members of the police, fire, and other community safety departments to have conversations related to the diverse lived experiences of community members related to public safety and policing. Commissioners believe that this Advisory Board should focus on promoting positive police-community relations with the ultimate aim of providing improved services. • The Commission supports having the Advisory Board provide a confidential way for community members to submit complaints about alleged police misconduct, in addition to existing complaint processes related to alleged misconduct by City employees. • Commissioners also recommend that the Advisory Board be leveraged to support effective and timely communication between emergency responders and community members. In particular, the Advisory Board could keep the police department, fire department, and other emergency response departments up-to-date on community needs and recommendations. Emergency response service representatives (e.g., police, fire fighters, etc.) could also proactively educate community members about the function and role of emergency services. 80 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 4 • Identify possible changes to specific policies and practices that will reduce structural inequities and increase safety for residents of color and members of other historically disenfranchised communities: • The Commission supports establishing an Advisory Board charged with making recommendations to improve equity, diversity, and inclusion related to the emergency services offered in South San Francisco, including making recommended changes related to public safety policies and procedures. • The Equity and Inclusion Officer (see Strategy 1.1) will lead a review of policies and practices in South San Francisco that prioritize early intervention strategies that minimize involvement of youth in the criminal justice system. The Equity and Inclusion Officer will present a summary of this review to the Advisory Board in order for the Board to make recommendations. • Both the Equity and Inclusion Officer (see Strategy 1.1) and the Advisory Board will identify recommendations that expand community-based public safety approaches (e.g., expanding conflict resolution and restorative justice approaches, offering skills-based education on bystander de-escalation and intervention tactics). CONSIDERATION 5 • Emphasize accountability and transparency: • Working closely with the Equity and Inclusion Officer, the Advisory Board should regularly review local and national best and promising practices related to reimagining public safety and the roles and focus of the Advisory Board. • The Advisory Board should review and make recommendations for how to track progress/evaluate the Advisory Board’s work. • The Advisory Board should also reflect on data and track trends related to the effectiveness of the Advisory Board, and use those data to inform recommendations for the future. CONSIDERATION 6 • Recommend additional considerations regarding membership composition: • Commissioners recommend that a member of the City Council (or bridge to City Council) participate on the Advisory Board to establish a clear line of communication and help ensure that results and recommendations from the Advisory Board move forward. 81 South San Francisco Commission on Racial & Social Equity | Action Plan Commission Recommendations for Community Safety and Equity Advisory Board • Volunteer Advisory Board • 9 members and 1 alternate member • Members appointed by City Council • Four-year terms • Board should reflect South San Francisco’s demographics • Limited-English speakers • People who are unhoused • People living with mental illness and/or substance use disorders One or more member(s) from the following communities • Indigenous and First Nation • African American • Latinx • Asian • Immigrant and/or refugee • LGBTQ • Youth • Faith • Small business owners with connections to low-income, people of color, and other historically disenfranchised communities • Justice impacted (e.g., people who have been arrested, youth whose parents were incarcerated) • Expertise in the law and/or labor relations Members should be residents of South San Francisco and demonstrate knowledge of experiences of: 82 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.2 Implementation Actions LEADEquity and Inclusion Officer TIMELINETBD 1 The Equity and Inclusion Officer will begin by drafting rules of conduct, bylaws, etc. with a racial and social equity lens to guide the work of the Advisory Board. LEADEquity and Inclusion Officer TIMELINETBD2Led by the Equity and Inclusion Officer, the Advisory Board will design and oversee targeted and effective community outreach to stay apprised of community concerns. LEADEquity and Inclusion Officer TIMELINETBD 4 In coordination with the Equity and Inclusion Officer, the Advisory Board will review policies and practices, and advocate for early intervention strategies that minimize involvement of youth in the criminal justice system. LEADEquity and Inclusion Officer TIMELINETBD 5 In coordination with the Equity and Inclusion Officer, the Advisory Board will act as a conduit between the community, law enforcement, City Council, and other Boards and Commissions. LEADEquity and Inclusion Officer TIMELINETBD 3 Led by the Equity and Inclusion Officer, the Advisory Board will begin by initiating and leading courageous and honest conversations that increase South San Francisco employee and community awareness and accountability to issues of race, privilege, and inequity. 83 South San Francisco Commission on Racial & Social Equity | Action Plan LEADEquity and Inclusion Officer TIMELINETBD 7 In coordination with Equity and Inclusion Officer, the Advisory Board will work to promote positive police-community relations in an effort to provide better services and expectations from the community and police. LEADEquity and Inclusion Officer TIMELINETBD 8 In coordination with Equity and Inclusion Officer, the Advisory Board will make recommendations to assist in identifying areas to improve equity, diversity, and inclusion in all areas, including public safety. LEADEquity and Inclusion Officer TIMELINETBD 6 In coordination with Equity and Inclusion Officer, the Advisory Board will keep the Police Chief apprised of the community’s need for police services, and assist in informing the community of public safety services, disaster preparedness, and function and role of the SSFPD. LEADEquity and Inclusion Officer TIMELINETBD 9 In coordination with Equity and Inclusion Officer, the Advisory Board will recommend appropriate changes of public safety policies and procedures toward the goals of safeguarding the rights of persons and promoting higher standards of competency, efficiency, and justice in the provision of community public safety services. 84 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase civic engagement and sense of belonging among community members Increase community dialogue about public safety, with a focus on transparency and accountability Measures Possible data to track intended changes Track demographics of Community Safety Advisory Board members and participating community members to ensure that the Advisory Board is engaging with persons of color and historically disenfranchised community members Outcomes & Measures for Strategy 2.2 85 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.3 Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low-income residents There are a number of current efforts in place in South San Francisco focused on strengthening community cohesion through community engagement efforts, including the expanded promotores program (see Strategy 3.1) and the Community Emergency Response Team (CERT) program. Currently, the CERT program: • Offers the training participant manual in English, Spanish, and Chinese • Works with Spanish-language faith community to engage community members The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 2.3 is implemented in a way that effectively promotes racial and social equity. The Commission on Racial and Social Equity recommend ensuring that the CERT program prioritizes: CONSIDERATION 1• Work closely with the promotores program: The Commission recommends that the CERT program collaborate closely with the promotores program (see Strategy 3.1) in order to deepen and expand relationships and partnerships with community members and organizations that serve diverse South San Francisco community members including those who do not speak English as their first language. CONSIDERATION 2 • Continue to have explicit conversations about how to expand and deepen trust between community members and the City: Commissioners recognize the CERT program as an example of one of many programs and opportunities that can help expand and deepen trust between community members and the City. To ensure that community members have ongoing opportunities to feel heard and engage in ways to address racial and social equity, the Commission recommends discussing the CERT program implementation and outreach further at the Community Safety and Equity Advisory Board (see Strategy 2.2) to gather input and make corresponding recommendations. 86 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.3 Implementation Actions Target outreach for South San Francisco CERT offerings in specific South San Francisco neighborhoods (e.g., Old Town). Coordinate with expanded promotores program (see Strategy 3.1). Work with promotores program (See Strategy 3.1) to expand engagement to Latinx and faith-based communities. Partner with library to ensure that key populations have access to information about CERT and other South San Francisco programs and resources. Coordinate with the Community Safety and Equity Advisory Board (Strategy 2.2) to ensure that conversations continue to take place related to community cohesion, how to continue to find opportunities to build trust, etc. LEADSouth San Francisco Fire Department TIMELINETBD LEADSouth San Francisco Fire Department TIMELINETBD LEADSouth San Francisco Fire Department TIMELINETBD LEADSSF Fire Department and promotores TIMELINETBD LEADEquity and Inclusion Officer TIMELINETBD 1 2 3 4 5 87 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase participation of people of color and residents fluent in languages other than English in the South San Francisco Community Emergency Response Team (CERT) program Measures Possible data to track intended changes Key demographic data of CERT participants (e.g., race/ethnicity, zip code, age) Outcomes & Measures for Strategy 2.3 88 resources support South San Francisco Commission on Racial & Social Equity | Action Plan GOAL 3 Target resources and support to residents of color to reduce gaps created by structural inequities People of color and members of other historically marginalized and disenfranchised communities have experienced the most harm from the COVID-19 pandemic’s health and economic impacts due to centuries of cumulative, multi-generational structural racism and other inequities. Especially in the short term, supportive resources and services are critical to prevent disparities from growing--but such resources are only effective if they reach the communities most burdened by structural inequities. The following strategies were prioritized by the South San Francisco Commission for the first year of implementation to promote racial and social equity in South San Francisco related to this overarching goal. Strategy 3.1: Expand linkage and navigation support for people of color and other historically disenfranchised community members and build trust between community members and the City Strategy 3.2: Expand economic opportunities for people of color and other historically disenfranchised community members Strategy 3.3: Expand information and support to address housing insecurity for people of color and other historically disenfranchised community members Strategy 3.4: Expand educational resources for people of color and other historically disenfranchised community members South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.1 Expand linkage and navigation support for people of color and other historically disenfranchised community members and build trust between community members and the City The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 3.1 is implemented in a way that effectively promotes racial and social equity. Expanding linkages and navigation support through promotores and community navigators is a cross cutting strategy that is connected to many other strategies identified in this Action Plan. Promotores and community navigators will help ensure that many other strategies in this action plan are implemented in a culturally responsive way (see Strategies 2.2, 2.3, 3.2, 3.3, 3.4). CONSIDERATION 1• Recruit and hire diverse and responsive promotores and community navigators: To ensure that linkage and navigation support are culturally responsive and effective, the Commission recommends that South San Francisco residents who bring strong community relationships, trust and connections be recruited and hired as promotores and community navigators. CONSIDERATION 2 • Provide ongoing training for promotores and community navigators: Once the navigators and promotores are hired, ongoing trainings must be provided to ensure that they are knowledgeable about requirements to access and how to navigate services and service systems. CONSIDERATION 3 • Reduce documentation to increase access to services: The Commission recommends minimizing the documentation required to access supportive resources (e.g., driver’s license, lease, pay stubs) to reduce barriers to seeking and utilizing services, including eliminating requirements whenever possible. 90 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 4 • Increase trust between community members and South San Francisco City services: The expanded promotores and community navigator programs should focus on identifying trusted, multi-lingual, culturally responsive community promotores and navigators to help residents of color learn about, connect to, and navigate supportive services. CONSIDERATION 5 • Address fear and stigma related to accessing services: The Commission believes is it critical to address commonly felt stigma related to accessing services (e.g., mental health services) among those most impacted by racial and social inequities, as well as community concerns (e.g., that accessing supportive services will trigger deportation proceedings). CONSIDERATION 6 • Expand and target outreach to hard-to- reach populations: The program should encourage open dialogue and provide opportunities to inform people of color and other historically disenfranchised community members in South San Francisco about the range of supportive services and resources that exist, as well as helping people connect with specific services. Expanding outreach might include continuing to provide outreach materials in multiple languages and using both paper and digital approaches (e.g., fliers and posters in key locations including Grand Ave). Expanding outreach could also include deepening partnerships with SSFUSD, faith communities, and other institutions and organizations that work with hard- to- reach communities. 91 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 7 • Build on work done during the COVID-19 pandemic: The City of South San Francisco has focused on providing essential resources to low-income families and communities of color that are disproportionately impacted by COVID-19 (i.e., ensure that these residents access/utilize available support). The expansion program should build on lessons learned to continue to best meet emerging needs of low-income families of color in South San Francisco. CONSIDERATION 8 • Focus on tracking progress and impact: The South San Francisco Commission recommends tracking the demographics of program participants before the launch of these expanded promotores and health navigator programs in order to track change and impact over time. The Commission also recommends that the program evaluate which resources and referrals are utilized and the outcomes that result from accessing these services. 92 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.1 Implementation Actions Identify and confirm program funding. Meet and engage with community agencies for resource training. Identify and engage bilingual South San Francisco city staff for participation. Implement outreach strategy for informing community about navigators. Develop customer service surveys to use to evaluate program. Soft launch of services with review of evaluation findings from initial 3 months and adjustments to program as needed. LEADCLC/SSF Library staff TIMELINEApril-June 2021 LEADLibrary, Economic & Community Development Department TIMELINEJuly-Sept 2021 LEADLibrary, Economic & Community Development Department TIMELINEJuly-Sept 2021 LEADLibrary, Economic & Community Development Department TIMELINEJuly-Sept 2021 LEADLibrary, Economic & Community Development Department TIMELINEJuly-Sept 2021 1 2 3 4 5 6 LEADCLC/SSF Library staff TIMELINEApril-June 2021 93 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Inform, educate, and empower the community through targeted outreach and education efforts Ensure culturally and linguistically appropriate approaches are used in civic engagement opportunities Increase use of supportive services by residents of color Measures Possible data to track intended changes Demographic data for all people utilizing resources and services Track utilization of key services by South San Francisco residents who are eligible Track levels of fear in accessing health and social services Outcomes & Measures for Strategy 3.1 94 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.2 Expand economic opportunities for people of color and other historically disenfranchised community members Since the launch of the Commission in August of 2020, the Commission has inspired the City of South San Francisco to make important commitments to increase racial and social equity in South San Francisco by focusing on those populations in South San Francisco which are most impacted by racial and social inequities (i.e., low- income, people of color and other historically disenfranchised community members). One example is the City Council’s initiative to break the cycle of poverty in South San Francisco by providing increased funding for wraparound services. This is an overarching and multi-pronged approach and the City Council has dedicated $2,210,000 to align with priorities and approaches discussed at the Commission on Racial and Social Equity. The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 3.2 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Support residents of color and low-income residents in starting and retaining small businesses: The Commission understands that supporting residents to start and retain small business assists in securing ongoing income and the diversity of small, local businesses. CONSIDERATION 2 • Expand career pipelines for residents of color and low-income residents: The Commission recommends creating and expanding career pipelines for residents of color, low-income residents, and residents with disabilities in key neighborhoods to support the development of careers (with a focus on sustainable wages). 95 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.2 Implementation Actions LEADSouth San Francisco Economic & Community Development TIMELINEDecember 2021 1 Establish and open a Community Resource Center in Downtown where multiple services will be offered. LEADRenaissance Entrepreneurship Center (City Council approved contract of $467,000 contract to serve 200+ businesses TIMELINEJuly 2021 2 Provide funds for small business and entrepreneurship resource center. LEADJobTrain(City Council approved $404,000 4/14 to serve 100+ individuals) TIMELINEJuly 2021 3 Provide workforce development services, including job training. LEADLibrary, Economic & Community Development Department TIMELINETBD 4 Establish 2 full-time Community Navigators (see Strategy 3.1 for more information). LEADLibrary, Economic & Community Development Department TIMELINETBD 5 Establish 3 part-time Promotores (see Strategy 3.1 for more information). LEADTBD TIMELINETBD 6 Continue to provide support for rental/food assistance. LEADTBD TIMELINETBD 7 Consider a Basic Income program (to increase income for key populations). 96 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase income for people of color and other historically disenfranchised community members Increase in small, local businesses owned by residents of color (especially Latinx residents) Measures Possible data to track intended changes Key demographics of program participants to ensure programs are reaching/engaging people of color and other historically disenfranchised community members Outcomes & Measures for Strategy 3.2 97 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.3 Expand information and support to address housing insecurity for low-income, people of color and other historically disenfranchised community members The City’s work to address housing insecurity is another example of how the Commission has inspired the City of South San Francisco to expand efforts to address racial and social equity and housing costs. The City’s approach to reducing housing insecurity involves three overlapping and related areas: 1) increasing income for key populations (see Strategy 3.2); 2) keeping people housed who are at risk of homelessness; and 3) ensuring that residents can still afford to live in South San Francisco. While the action steps are also interrelated, they are organized into two areas as outlined in the table of actions below. In addition to the action steps outlined below, the Commission identified the following considerations to ensure that Strategy 3.3 advances racial and social equity in South San Francisco: CONSIDERATION 1• Coordinate closely with promotores and community navigators: Commissioners believe that leveraging the promotores and health navigators (identified in Strategy 3.1) will ensure that key community members have up to date information and are able to access and navigate available services. Promotores and community navigators can also identify ways to reduce stigma related to seeking out supportive resources. CONSIDERATION 2 • Target outreach to neighborhoods where low-income, people of color and other historically disenfranchised community members live including: The Commission recommends that resources to keep residents housed should: • Continue to build on the effective outreach that is working for the COVID-19 vaccine education • Focus on key community locations (e.g., Old Town residents, the Community Resource Center, at public transit stops/stations and on transit) • Ensure that meetings and community events are offered in multiple languages and/or provide translation services and childcare 98 South San Francisco Commission on Racial & Social Equity | Action Plan • Continue to be distributed in a wide range of modes (e.g., printed materials, radio, and virtual outreach materials, as well as through conversations with the promotores and community navigators) CONSIDERATION 3 • Partner with local organizations and institutions to increase outreach opportunities: Commissioners recommend partnerships include: • Local universities (e.g., Skyline) • SSFUSD/schools (especially since sites are being used for COVID testing and vaccinations, food distribution, etc.) • Local organizations that work in and with people of color and other disenfranchised communities in South San Francisco • Landlords (to educate them about their legal obligations and tenant right) • Faith communities 99 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.3 Implementation Actions To keep people housed who are at risk for becoming unhoused/homeless Provide technical assistance + City renter assistance available through YMCA: ymcasf.org/community-resource-center-ymca Provide legal help through Legal Aid & Project Sentinel: RenterHelp.net To ensure that residents can still afford to live in South San Francisco Continue to grow and expand South San Francisco City housing funds (from inclusionary fees). Ensure people of color and other historically disenfranchised community members have access to minor home repair programs for low-income owners. Coordinate with promotores and community navigators (Strategy 3.1) to ensure that key populations know about existing support and information (e.g., South San Francisco City Housing line that offers referrals/assistance in Spanish, rental and cash assistance programs). Continue to provide Federal, State, and County COVID-related renter assistance now delivered through one portal: HousingisKey.com LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADCommunications Dept. TIMELINETBD 1 2 3 4 5 6 100 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase upward economic mobility for residents of color Keep people housed who are at risk of homelessness Ensure that residents can still afford to live in South San Francisco Measures Possible data to track intended changes Key demographics of small businesses receiving funds (e.g., race/ethnicity, location of business) Key demographics of individuals receiving workforce development/job training (e.g., race/ethnicity, disability) Outcomes & Measures for Strategy 3.3 101 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.4 Expand educational resources for people of color and other historically disenfranchised community members Educational opportunities and resources include not only the K-12 school system (primarily addressed by the South San Francisco Unified School District), but also early childhood education, adult education and lifelong learning opportunities, and out-of-school “enrichment” programming (e.g., sports teams, activities involving the arts, leadership development programming) that supports holistic development. Socioeconomic inequities interact to create an opportunity gap, with children and youth from higher income families able to participate in holistic enrichment programs (which are rarely available in California’s public schools--especially ones serving predominantly low-income students) and children and youth from lower income families missing out. In addition to this inequity, structural racism and other structural inequities create additional barriers to academic success (e.g., curricula that centers whiteness and does not reflect students’ identities or culture, disparate access to reliable technology to participate in distance learning). The Commission prioritized three approaches for the City to focus on in order to reduce educational inequities: • Implement universal preschool and pre-K (high quality early childhood education) in an anti-racist way, with targeted sites, and with explicit inclusion of families, • Support low-income and students of color at SSFUSD in attendance/participation during and post-distance learning, and • Expand free/affordable outside-of-school enrichment programs and support youth leadership development (especially for teens) in an anti-racist way, with targeted sites, and with explicit inclusion of families. 102 South San Francisco Commission on Racial & Social Equity | Action Plan The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 3.4 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Expand early childhood education for families of color and low-income families in South San Francisco and/or establishing universal preschool: • Continue exploring possible funding to establish and maintain universal preschool or to establish universal preschool for lower-income families. • Explore facilities to expand or establish new early childhood education, preschool, and pre-K programs in key neighborhoods (e.g., Old Town) and along high frequency transit lines (especially those that connect with key neighborhoods) -- this may include opportunities to develop/build new facilities or to renovate/re-purpose existing buildings. • Advocate in support of state and federal funding and programs that subsidize or expand early childhood education. CONSIDERATION 2• Support students around attendance and participation at SSFUSD: • Identify specific resource gaps (e.g., wifi access, digital literacy) that make it more challenging for low-income students, students of color, and other historically disenfranchised community members (e.g., students with disabilities, English language learners) to participate in classes and meaningfully engage; and pilot approaches to addressing specific resources gaps or barriers. • Identify and pilot new ways to engage students and their families in school engagement and learning. CONSIDERATION 3• Ensure that City-run enrichment programs promote racial and social equity: • Ensure that young people—and especially youth of color and youth from other historically disenfranchised communities—are involved in (and ideally leading) City-run enrichment programs. • Identify and pilot new ways to engage young people and their families who have not previously participated in City-run enrichment programming -- and use these efforts to identify common reasons youth and families have not participated in these community resources. • Use targeted locations and coordinate with existing programs/organizations to strengthen/expand youth development opportunities specifically for youth of color and youth from historically disenfranchised community members. 103 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.4 Implementation Actions LEADTBD TIMELINETBD 3 Ensure that staff, mentors, and presenters reflect community members’ demographics. LEADTBD TIMELINETBD 1 Review outreach/engagement process for existing resources, identify who is not being reached and how to address barriers to promote racial and social equity. LEADTBD TIMELINETBD 2 Leverage community navigator program (Strategy 3.1) to conduct effective outreach in non-English languages both via in-person and printed/paper materials. Actions related to all 3 CRSE priorities for expanding educational resources 104 South San Francisco Commission on Racial & Social Equity | Action Plan LEADTBD TIMELINETBD 4 City support for expanding eligibility birthdays for transitional kindergarten (TK) in low-income neighborhoods. LEADParks and Rec TIMELINETBD 6 Explore possible new facilities in key neighborhoods to provide preschool/pre-K. LEADTBD TIMELINETBD 7 Develop and implement Childcare Master Plan. LEADParks and Rec TIMELINETBD 8 Build new childcare facility in Westborough; continue to explore childcare at Orange Avenue Library. LEADTBD TIMELINETBD 5 Develop criteria to select people from waitlist for City preschools (e.g., Siebecker) that further equity (e.g., prioritizing children of low-wage workers). To expand access to high quality early childhood education for families of color and low-income families in South San Francisco and/or implement universal preschool or pre-K: 105 South San Francisco Commission on Racial & Social Equity | Action Plan 9 LEADTBD TIMELINETBD Add recurring agenda item and/or key questions focused on equity to existing regular collaborative meetings. LEADTBD TIMELINETBD 11 Identify specific resource gaps (e.g., wifi access, digital literacy) and how to address them. LEADTBD TIMELINETBD 10 Create a regular structured/systematic meeting between SSFUSD and City managers/leadership focused on proactively coordinating services to identify opportunity gaps and to identify other ways to reduce inequities. LEADTBD TIMELINETBD 12 Identify and pilot new ways to engage students and their families who are not currently participating/connected; evaluate what is working, how, and with whom. To support students of color and low-income students in attendance and participation at SSFUSD (both during and after distance learning) 106 South San Francisco Commission on Racial & Social Equity | Action Plan LEADLibrary TIMELINETBD 13 Identify how to get diverse books to people not visiting libraries (initially via summer reading program). LEADCity Manager’s Office TIMELINETBD 15 Convert South San Francisco Youth Advisory Council (YAC) to a Commission to increase influence on policy. LEADTBD TIMELINETBD 17 Develop mentorship/job pipeline to address structural inequities/opportunity gaps. LEADHR TIMELINETBD 14 Pilot summer youth/teen internship program within South San Francisco City departments with targeted recruitment to address opportunity gap via exposure to government. LEADCity Manager’s Office TIMELINETBD 16 Support YAC in developing speaker series on business language, job and resume skills, etc. that features speakers who reflect demographics of South San Francisco youth. To ensure that City-offered enrichment programming promotes racial and social equity: 107 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase enrichment opportunities for children of color in South San Francisco Increase youth development opportunities for youth of color in South San Francisco Increase participation among low-income young people and their families in enrichment programs/leadership development programs Reduce barriers to academic success Measures Possible data to track intended changes Key demographics (e.g., race/ethnicity, socio-economic status) of participants in educational resource programming Types of programs available Outcomes & Measures for Strategy 3.4 108 land opportunities GOAL 4 Ensure local land use planning increases access to resources and opportunities for people of color and other historically disenfranchised community members Although land use planning has reinforced and exacerbated structural racism and economic inequities, it is also an important tool to encourage (or mandate) equitable development and to reduce displacement of low- income residents and people of color. The current housing affordability crisis is largely the result of decades of regional land use planning decisions -- and current changes to land use designations and the City’s long-term General Plan provide an opportunity to proactively reduce structural inequities. Recognizing both the current process to update the City’s General Plan and the disproportionate burden that housing costs have on residents of color and lower-income residents, the Commission on Racial and Social Equity prioritized one key strategy to focus on in this goal: Strategy 4.1: Leverage available land assets to expand housing affordable to people of color and other historically disenfranchised community members. 109 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 4.1 Leverage available land assets to expand housing affordable to people of color and other historically disenfranchised community members The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 4.1 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Engage the community using clear language: The Commission recognizes that the legal and regulatory constraints and requirements related to building new housing (especially housing at varied levels of affordability) is complex. To ensure that community members (especially those whose primary language is not English and those with less formal/academic education) are able to help shape these conversations, the Commission has emphasized the importance of using clear language to explain what “affordable housing” means, including defining area median income (i.e., half of families in a region earn more than the median and half earn less than the median) and explaining what this means for lowest income units. CONSIDERATION 2 • Support lowest- and low-income families: The Commission recommends targeting support for down payments to low- and lowest-income families to ensure that these community members can remain in South San Francisco. CONSIDERATION 3 • Collect key data to track progress: Collect and track demographics of people who buy and rent deed-restricted affordable housing units. 110 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 4.1 Implementation Actions LEADSouth San Francisco Economic & Community Development Dept TIMELINETBD 1 Support work to establish City and former Redevelopment Agency land to be declared surplus and offered first to affordable housing developers. 2 LEADSouth San Francisco Economic & Community Development Dept TIMELINETBD Align priorities identified by Commissioners with Housing Element and General Plan update. 3 LEADSouth San Francisco Economic & Community Development Dept TIMELINETBD Continue to work with SSFUSD to leverage school district assets to provide housing that is affordable for teachers and school district employees in SSFUSD. 111 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Decrease in costs for developing housing units that are affordable Increase in housing units prioritized for people who already live and/or work in South San Francisco Measures Possible data to track intended changes Track demographics of South San Francisco community members who participate in programs Outcomes & Measures for Strategy 4.1 112 south san francisco commission on racial and social equit y Racial & Social Equity Commission Report SOUTH SAN FRANCISCO SOUTH SAN FRANCISCORacial & Social Equity Action Plan YEAR 1 IMPLEMENTATION 1 South San Francisco Commission on Racial & Social Equity | Action Plan PLAN OVERVIEW Introduction and Background The South San Francisco Commission on Racial and Social Equity formed as a call to action as communities around the nation made a commitment to face issues of injustice and discrimination. In August of 2020, Commissioners began to review data, gather input and listen to ideas for change in health and human services, policing and public safety, education, economic development, and housing. The result of this extensive community engagement process is a summary report and the first South San Francisco Racial and Social Equity Action Plan. 2 South San Francisco Commission on Racial & Social Equity | Action Plan This first year will set the stage for continuing the work into the future. A community effort. Take a look at what the Commission has done. We invite you to join us in the critical journey to broaden and deepen racial and social equity in South San Francisco. This Action Plan is ambitious and balances building on existing work that is taking place to address racial and social inequities in South San Francisco while also identifying new areas of work that the Commission believes will result in critical change. The first year of implementing this Action Plan focuses on areas of work that will be led by the City of South San Francisco (along with recent funding dedicated to local organizations that are leading work in key areas). We hope and anticipate that this Action Plan will be updated over time to reflect additional strategies and action steps that include more local organizations and institutions also working to increase racial and social equity in South San Francisco. In future years, the aim is to expand collaborative efforts (e.g., with local organizations and institutions) that align with the priorities identified by the Commission to have a coordinated and therefore deeper impact. By working together these efforts will be more effective and make a bigger impact than if carried out by one person or a single organization. 3 South San Francisco Commission on Racial & Social Equity | Action Plan Development + Organization of the Action Plan Commission and community member recommendations Evidence-based & promising practices 27 approaches evaluated by the Commission GOAL 1 STRATEGY ACTION GOAL 2 STRATEGY ACTION GOAL 3 STRATEGY ACTION GOAL 4 STRATEGY ACTION 11 approaches prioritized by Commission in Dec. 2020 meeting 4 South San Francisco Commission on Racial & Social Equity | Action Plan How the Action Plan is Organized South San Francisco’s strategies to achieve racial and social equity evolved from best and promising practices that were presented as example approaches at Phase I CRSE meetings held August-November 2020. The strategies in this action plan reflect Commissioner priorities for the first 12 months of implementation, with the assumption that additional strategies and new strategies will be identified and be implemented over time. The goals and community outcomes were developed and revised based on Commissioner comments and discussions. Commissioner-identified considerations emerged from focused conversations on each of the strategies included in the action plan. These conversations were facilitated during Phase II CRSE meetings held January-April 2021. Actions were identified in collaboration with City departments taking the lead on each strategy and based on the current status of the strategy (e.g., existing program with practices to be modified, new City initiative with City Council approval, proposed City initiative still in development). Goals (4) Strategies (9) Each strategy has corresponding: • Considerations identified by Commissioners • Community outcomes (the change we want to see in South San Francisco) • Measures (possible data to track intended changes) • Actions (with leads and timeframe) 5 South San Francisco Commission on Racial & Social Equity | Action Plan First Year Action Plan Strategies This Action Plan focuses on those strategies that Commissioners prioritized for the first year of implementation (August 2021-July 2022). The prioritized strategies are shown below. GOAL 1: Ensure ongoing oversight and accountability to advance racial and social equity in South San Francisco Strategy 1.1: Establish a dedicated staff position (e.g., an Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes throughout South San Francisco. GOAL 2: Ensure the safety of community members of color by eliminating racist practices and policies in the criminal justice system Strategy 2.1: Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de-escalation and linking people to supportive services Strategy 2.2: Establish a Community Safety and Equity Advisory Board to review data, provide recommendations, ensure accountability, and build trust Strategy 2.3: Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low-income residents 6 South San Francisco Commission on Racial & Social Equity | Action Plan GOAL 3: Target resources and support to residents of color to reduce gaps created by structural inequities Strategy 3.1: Expand linkage and navigation support for low- income, people of color and other historically disenfranchised community members and build trust between community members and the City Strategy 3.2: Expand economic opportunities for people of color and other historically disenfranchised community members Strategy 3.3: Expand information and support to address housing insecurity for people of color and other historically disenfranchised community members Strategy 3.4: Expand educational resources for people of color and other historically disenfranchised community members GOAL 4: Ensure local land use planning increases access to resources and opportunities for people of color and other historically disenfranchised community members Strategy 4.1: Leverage available land assets to expand housing affordability to people of color and other historically disenfranchised community members 7 accountability equity in SSF South San Francisco Commission on Racial & Social Equity | Action Plan GOAL 1 Ensure ongoing oversight and accountability to advance racial and social equity in South San Francisco To lead a systematic effort to advance racial and social equity throughout the City of South San Francisco, the Commission on Racial and Social Equity prioritized one key strategy: Strategy 1.1: Establish a dedicated staff position (e.g., Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes. 8 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 1.1 Establish a dedicated staff position (e.g., an Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes throughout South San Francisco. The South San Francisco Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 1.1 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Prioritize the skills and experience that the Equity and Inclusion Officer should have: The Commission stressed the importance of hiring an empathetic person with a track record of effectively and proactively forming trusting relationships with residents of color and with members of other historically disenfranchised communities; someone who has a clear understanding of historic and current racial and social inequities and has successfully implemented strategies to promote racial and social equity at the local government level. Commissioners also recommend that the qualifications include being bilingual and culturally responsive. CONSIDERATION 2 • Develop and implement the South San Francisco Racial and Social Equity Action Plan: The primary responsibility of the Equity and Inclusion Officer will be to coordinate implementation of this South San Francisco Racial and Social Equity Action Plan. This Action Plan reflects the priorities identified by the Commission and South San Francisco community members, and lays out a plan of action that includes new programs, activities, and initiatives that amplify racial and social equity in South San Francisco. 9 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 3 • Infuse diversity, equity, inclusion, and anti-racism throughout South San Francisco: To ensure that diversity, equity and inclusion are systematically implemented throughout South San Francisco, the Equity and Inclusion Officer will begin by working closely and collaboratively with South San Francisco City department leads. The Equity and Inclusion Officer will support the leads to identify opportunities to increase racial and social equity in internal and external practices, programs, and policies. A central component of this work requires a focused effort to build trust and strong relationships with leaders and employees across South San Francisco departments. This work will involve identifying how racial inequities impact people differently (e.g., economic status, age) and therefore will require specific approaches to address these differences. CONSIDERATION 4 • Engage community members most impacted by racial and social inequities: Effective implementation of this Action Plan requires that those who are most impacted by and bear the burden of inequities are involved in how these strategies are implemented. It also requires that those most impacted by inequities are invited to review progress and provide feedback along the way. Gathering feedback will require expanding and deepening community engagement efforts (e.g., with promotores, see Strategy 3.1) and ensuring that diverse community voices are centered. CONSIDERATION 5 • Engage young community members of color: Young people in South San Francisco must be included in this work. In order for this to happen, the Equity and Inclusion Officer should work closely with youth and provide meaningful opportunities for them to lead. An example might include working closely with the Youth Advisory Committee (YAC). 10 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 6 • Track progress towards racial and social equity goals: The Commission recognizes the importance of identifying meaningful and realistic metrics to track progress. While a number of outcomes and measures have been identified, the Commission recommends reviewing, confirming, and adding to the metrics below once the Equity and Inclusion Officer has been selected (e.g., develop and implement a City survey on racial and social equity every 2-3 years). Once metrics are confirmed, it will be critical to set up mechanisms to track those data systematically. These data will help the City and broader community understand more about the progress being made and where or how adjustments should be made to the strategies and action steps. CONSIDERATION 7 • Provide regular progress status updates to the South San Francisco community: The Commission recommends that the Equity and Inclusion Officer provides regular updates to the community and City Council on the progress, challenges, and adjustments related to the strategies and action steps. The Commission also recommends providing these updates at the Community Safety and Equity Advisory Board should provide regular updates to the City Council (see Strategy 2.2). 11 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 1.1 Implementation Actions LEADCity Manager’s Office TIMELINEJuly 2021 1 Hire a City management fellow to be South San Francisco Equity and Inclusion Officer to lead this work. LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 2 Conduct a racial equity audit (i.e., review South San Francisco City practices and policies to identify barriers, opportunities, and recommendations). LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 3 Connect with/network with similar positions in other jurisdictions to stay informed about emerging best/promising practices and new resources. LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 5 Launch and coordinate the Community Safety and Equity Advisory Board (see Strategy 2.2). LEADSouth San Francisco Equity and Inclusion Officer TIMELINEAnnually 6 Collect and analyze key data for all South San Francisco City Departments to track progress (e.g., race/ethnicity, zip code) and to establish baseline data and comparisons for the future. LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 4 Coordinate and facilitate conversations/listening sessions with South San Francisco City Departments representatives, leaders of community organizations, and community members; and present findings to the Community Safety and Equity Advisory Board to review and discuss further. 12 South San Francisco Commission on Racial & Social Equity | Action Plan LEADSouth San Francisco Equity and Inclusion Officer TIMELINEAnnually 7 Make recommendations based on findings from South San Francisco City Department data (see task 6 above) to increase racial and social equity. LEADSouth San Francisco Equity and Inclusion Officer TIMELINEEvery 2 Years 8 Develop and conduct racial and social equity training/s for all City staff (e.g., implicit bias, include related competencies in performance reviews). LEADSouth San Francisco Equity and Inclusion Officer TIMELINEOnce Officer is Hired 9 Make recommendation for including metrics related to racial and social equity in performance review. LEADSouth San Francisco Equity and Inclusion Officer TIMELINETBD 10 Oversee community engagement efforts (targeted to those most impacted by racial and social inequities in South San Francisco) to ensure participation in the Community Safety and Equity Advisory Board. 13 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase coordination and collaborations between City departments, community organizations, and community members to address racial and social inequities in South San Francisco Increase community engagement (especially with community members most impacted by racial and social inequities) to advance racial and social equity in South San Francisco Increase systematic data collection and analyses related to racial and social equity in South San Francisco Measures Possible data to track intended changes Implement and update the South San Francisco Racial and Social Equity Action Plan annually Develop a standardized approach to tracking data to address racial and social disparities Increase the number and types of South San Francisco policies and procedures that explicitly address racial and social equity Prepare and present annual community information reports (e.g., report on data collected, progress on implementing strategies) related to achieving racial and social equity in South San Francisco Outcomes & Measures for Strategy 1.1 14 safety community South San Francisco Commission on Racial & Social Equity | Action Plan GOAL 2 Ensure the safety of community members of color by eliminating racist practices and policies in the criminal justice system The Commission on Racial and Social Equity was created to gather community input, in particular, related to policing and community safety and to identify ways to increase safety for community members of color in South San Francisco. The following strategies were prioritized by the South San Francisco Commission for the first year of implementation to promote racial and social equity in South San Francisco related to this overarching goal. Strategy 2.1: Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de-escalation and linking people to supportive services Strategy 2.2: Establish a community safety and equity advisory board to review data, provide recommendations, and build trust Strategy 2.3: Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low-income residents 15 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.1 Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de-escalation and linking people to supportive services The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 2.1 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Hire a South San Francisco mental health clinician for the community wellness and crisis response team: The Commission recommends a bilingual, Spanish speaking person of color and/or culturally responsive person and ideally someone who has lived in South San Francisco/knows South San Francisco well is selected for this position. This position will focus on de-escalating crises and creating the conditions for people of color in South San Francisco to feel more supported/safer, especially during an emergency response. The mental health clinician will partner with members of the Police Department to build commitment and understanding of this new program; and ultimately to provide timely mental health support for community members in crisis. CONSIDERATION 2 • Support training for the community wellness and crisis response team: In order for the crisis response team to be successful and to develop a common understanding across roles and professional training, the Commission recommends developing and conducting trainings for all members of the response team. Topics should include a focus on racial and social equity, the range of symptoms related to mental health crises, de-escalation techniques, culturally sensitive response tactics, anti-bias awareness and skills, among others; trainings should take place on an annual basis. CONSIDERATION 3 • Ensure that response procedures center community needs: The Commission recommends that the primary language spoken by the person in crisis be identified at the time of the dispatch call in order to best meet the person’s needs by communicating with them in their native language. 16 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 4 • Ensure that the evaluation assesses racial and social equity outcomes (both positive impacts and unintended consequences): The Commission recommends that the Gardner Center work closely with the Equity and Inclusion Officer (and the Community Safety and Equity Advisory Board) to ensure that racial and social equity are central in the design, implementation and analysis of the evaluation and evaluation data. An example includes tracking key demographics of people who are diverted from arrest as well as those who are arrested (e.g., race/ethnicity, age). CONSIDERATION 5 • Establish clear parameters for accountability: The Commission believes that this program will only be successful if clear parameters are established related to accountability and the parameters are shared and discussed with community members. For example, identifying a clear response process, documenting the steps taken in a crisis response, and sharing the approach with the community will help increase an understanding of how the program will work. The Commission also recommends identifying procedures for any unexpected or unsuccessful outcomes, including what happens in the case that there is a difference between the mental health clinician and police officer in the recommended approach to take in a crisis situation. CONSIDERATION 6 • Regularly update community members and City Council on progress: The Commission recommends establishing regular updates to community members and City Council (e.g., 2 times per year, annually) to explain how the program will work, describe the roles of each team member, and review evaluation measures and findings. 17 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.1 Implementation Actions LEADCity Manager’s Office, City Attorney, and City Council working with County TIMELINEJan 2021 1 Develop Memorandum of Understanding between City and County to share costs and clarify roles and responsibilities for pilot program. LEADCounty of San Mateo (BHRS) for clinician, SSFPD for law enforcement TIMELINESept-Dec 2021 2 Identify staffing for Community Wellness & Crisis Response Team 2-year pilot program. LEADTBD TIMELINESept-Dec 2021 3 Develop Procedure Manual. LEADTBD TIMELINEJuly-Sept 2021 (repeated annually) 4 Train Police and Dispatchers. 5 LEADTBD who from South San Francisco will coordinate with Gardner Center TIMELINEDevelop metrics Sept-Dec 2021Ongoing evaluation 2021-2023 Work with Stanford University’s Gardner Center to identify evaluation metrics and to collect data for Gardner Center to analyze to evaluate effects and identify appropriate adjustments. 18 South San Francisco Commission on Racial & Social Equity | Action Plan TIMELINESept 20216Launch Community Wellness and Crisis Response Team program. LEADMental Health Clinician TIMELINEOngoing once program is launched 7 Mental health clinician responds with law enforcement to assist individuals in mental health crisis. LEADMental Health Clinician TIMELINEOngoing once program is launched 8 Follow up with clients and provide counseling, referral services. LEADMental Health Clinician TIMELINEOngoing once program is launched 9 Develop Memorandum of Understanding between City and County to share costs and clarify roles and responsibilities for pilot program. 19 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase timely and proactive access to appropriate behavioral health resources for those in crisis, especially for people of color in South San Francisco Increase knowledge of mental health conditions Increase effective intervention strategies among law enforcement personnel Decrease certain types of police calls and police interactions/response with community members when not required (e.g., decrease calls requiring police response) Measures Possible data to track intended changes Percent of 911 calls related to mental health, substance use, and/or homelessness responded to by team Key demographics (e.g., race/ethnicity, age, zip code of residence) of people who are diverted from arrest as well as those arrested Outcomes & Measures for Strategy 2.1 20 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.2 Establish a Community Safety and Equity Advisory Board to review data, provide recommendations, and build trust The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 2.2 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Ensure diverse membership on Advisory Board: The membership of the Advisory Board should include significant representation from those communities within South San Francisco that are most burdened by structural inequities, with a focus on people of color and other historically disenfranchised community members. CONSIDERATION 2 • Conduct targeted and strategic outreach to key community members to ensure that the Community Safety & Equity Advisory Board (CSEAB) hears the perspectives of residents most burdened by structural racism and other inequities: • The Commission recommends that community outreach be done proactively and strategically to ensure that diverse community members attend and participate in Advisory Board meetings, especially community members who are from historically marginalized and disenfranchised communities within South San Francisco (e.g., people of color and other historically disenfranchised community members). • Commissioners recommend outreach efforts be coordinated with promotores (see Strategy 3.1) to successfully engage Spanish-speaking Latinx community members in South San Francisco (both in written form and verbally) and others to ensure that outreach materials will be easily understood and accessible. • The South San Francisco Commission recommends that the CSEAB use a range of methods to invite community member engagement and conversations about issues, needs, and solutions related to public safety. Since the formality of public government meetings (e.g., to ensure that the Brown Act and other regulations are followed) can be intimidating and unintentionally discourage the participation of many residents, the Advisory Board might host community forums, organize listening sessions at existing community meetings (e.g., school English Learner Advisory Committees (ELAC), faith communities) to reduce barriers to participation and so that Advisory Board members stay apprised of community concerns and recommended solutions to community-identified issues. 21 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 3 • Create a community-friendly and safe place for community members to build trust: • As part of establishing a welcoming meeting culture and modeling transparency, the Commission recommends that the Advisory Board develop clear guidelines (e.g., bylaws) with a racial and social equity lens to guide how the Advisory Board works together, including identifying roles and responsibilities as well as the board’s approach to decision making. Commissioners recommend that the Advisory Board operate with a trauma- informed approach and that meetings support meaningful bi-directional conversation (e.g., involving both Advisory Board members and members of the public). • The Commission also recommends the Advisory Board help create opportunities for community members and members of the police, fire, and other community safety departments to have conversations related to the diverse lived experiences of community members related to public safety and policing. Commissioners believe that this Advisory Board should focus on promoting positive police-community relations with the ultimate aim of providing improved services. • The Commission supports having the Advisory Board provide a confidential way for community members to submit complaints about alleged police misconduct, in addition to existing complaint processes related to alleged misconduct by City employees. • Commissioners also recommend that the Advisory Board be leveraged to support effective and timely communication between emergency responders and community members. In particular, the Advisory Board could keep the police department, fire department, and other emergency response departments up-to-date on community needs and recommendations. Emergency response service representatives (e.g., police, fire fighters, etc.) could also proactively educate community members about the function and role of emergency services. 22 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 4 • Identify possible changes to specific policies and practices that will reduce structural inequities and increase safety for residents of color and members of other historically disenfranchised communities: • The Commission supports establishing an Advisory Board charged with making recommendations to improve equity, diversity, and inclusion related to the emergency services offered in South San Francisco, including making recommended changes related to public safety policies and procedures. • The Equity and Inclusion Officer (see Strategy 1.1) will lead a review of policies and practices in South San Francisco that prioritize early intervention strategies that minimize involvement of youth in the criminal justice system. The Equity and Inclusion Officer will present a summary of this review to the Advisory Board in order for the Board to make recommendations. • Both the Equity and Inclusion Officer (see Strategy 1.1) and the Advisory Board will identify recommendations that expand community-based public safety approaches (e.g., expanding conflict resolution and restorative justice approaches, offering skills-based education on bystander de-escalation and intervention tactics). CONSIDERATION 5 • Emphasize accountability and transparency: • Working closely with the Equity and Inclusion Officer, the Advisory Board should regularly review local and national best and promising practices related to reimagining public safety and the roles and focus of the Advisory Board. • The Advisory Board should review and make recommendations for how to track progress/evaluate the Advisory Board’s work. • The Advisory Board should also reflect on data and track trends related to the effectiveness of the Advisory Board, and use those data to inform recommendations for the future. CONSIDERATION 6 • Recommend additional considerations regarding membership composition: • Commissioners recommend that a member of the City Council (or bridge to City Council) participate on the Advisory Board to establish a clear line of communication and help ensure that results and recommendations from the Advisory Board move forward. 23 South San Francisco Commission on Racial & Social Equity | Action Plan Commission Recommendations for Community Safety and Equity Advisory Board • Volunteer Advisory Board • 9 members and 1 alternate member • Members appointed by City Council • Four-year terms • Board should reflect South San Francisco’s demographics • Limited-English speakers • People who are unhoused • People living with mental illness and/or substance use disorders One or more member(s) from the following communities • Indigenous and First Nation • African American • Latinx • Asian • Immigrant and/or refugee • LGBTQ • Youth • Faith • Small business owners with connections to low-income, people of color, and other historically disenfranchised communities • Justice impacted (e.g., people who have been arrested, youth whose parents were incarcerated) • Expertise in the law and/or labor relations Members should be residents of South San Francisco and demonstrate knowledge of experiences of: 24 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.2 Implementation Actions LEADEquity and Inclusion Officer TIMELINETBD 1 The Equity and Inclusion Officer will begin by drafting rules of conduct, bylaws, etc. with a racial and social equity lens to guide the work of the Advisory Board. LEADEquity and Inclusion Officer TIMELINETBD2Led by the Equity and Inclusion Officer, the Advisory Board will design and oversee targeted and effective community outreach to stay apprised of community concerns. LEADEquity and Inclusion Officer TIMELINETBD 4 In coordination with the Equity and Inclusion Officer, the Advisory Board will review policies and practices, and advocate for early intervention strategies that minimize involvement of youth in the criminal justice system. LEADEquity and Inclusion Officer TIMELINETBD 5 In coordination with the Equity and Inclusion Officer, the Advisory Board will act as a conduit between the community, law enforcement, City Council, and other Boards and Commissions. LEADEquity and Inclusion Officer TIMELINETBD 3 Led by the Equity and Inclusion Officer, the Advisory Board will begin by initiating and leading courageous and honest conversations that increase South San Francisco employee and community awareness and accountability to issues of race, privilege, and inequity. 25 South San Francisco Commission on Racial & Social Equity | Action Plan LEADEquity and Inclusion Officer TIMELINETBD 7 In coordination with Equity and Inclusion Officer, the Advisory Board will work to promote positive police-community relations in an effort to provide better services and expectations from the community and police. LEADEquity and Inclusion Officer TIMELINETBD 8 In coordination with Equity and Inclusion Officer, the Advisory Board will make recommendations to assist in identifying areas to improve equity, diversity, and inclusion in all areas, including public safety. LEADEquity and Inclusion Officer TIMELINETBD 6 In coordination with Equity and Inclusion Officer, the Advisory Board will keep the Police Chief apprised of the community’s need for police services, and assist in informing the community of public safety services, disaster preparedness, and function and role of the SSFPD. LEADEquity and Inclusion Officer TIMELINETBD 9 In coordination with Equity and Inclusion Officer, the Advisory Board will recommend appropriate changes of public safety policies and procedures toward the goals of safeguarding the rights of persons and promoting higher standards of competency, efficiency, and justice in the provision of community public safety services. 26 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase civic engagement and sense of belonging among community members Increase community dialogue about public safety, with a focus on transparency and accountability Measures Possible data to track intended changes Track demographics of Community Safety Advisory Board members and participating community members to ensure that the Advisory Board is engaging with persons of color and historically disenfranchised community members Outcomes & Measures for Strategy 2.2 27 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.3 Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low-income residents There are a number of current efforts in place in South San Francisco focused on strengthening community cohesion through community engagement efforts, including the expanded promotores program (see Strategy 3.1) and the Community Emergency Response Team (CERT) program. Currently, the CERT program: • Offers the training participant manual in English, Spanish, and Chinese • Works with Spanish-language faith community to engage community members The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 2.3 is implemented in a way that effectively promotes racial and social equity. The Commission on Racial and Social Equity recommend ensuring that the CERT program prioritizes: CONSIDERATION 1• Work closely with the promotores program: The Commission recommends that the CERT program collaborate closely with the promotores program (see Strategy 3.1) in order to deepen and expand relationships and partnerships with community members and organizations that serve diverse South San Francisco community members including those who do not speak English as their first language. CONSIDERATION 2 • Continue to have explicit conversations about how to expand and deepen trust between community members and the City: Commissioners recognize the CERT program as an example of one of many programs and opportunities that can help expand and deepen trust between community members and the City. To ensure that community members have ongoing opportunities to feel heard and engage in ways to address racial and social equity, the Commission recommends discussing the CERT program implementation and outreach further at the Community Safety and Equity Advisory Board (see Strategy 2.2) to gather input and make corresponding recommendations. 28 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 2.3 Implementation Actions Target outreach for South San Francisco CERT offerings in specific South San Francisco neighborhoods (e.g., Old Town). Coordinate with expanded promotores program (see Strategy 3.1). Work with promotores program (See Strategy 3.1) to expand engagement to Latinx and faith-based communities. Partner with library to ensure that key populations have access to information about CERT and other South San Francisco programs and resources. Coordinate with the Community Safety and Equity Advisory Board (Strategy 2.2) to ensure that conversations continue to take place related to community cohesion, how to continue to find opportunities to build trust, etc. LEADSouth San Francisco Fire Department TIMELINETBD LEADSouth San Francisco Fire Department TIMELINETBD LEADSouth San Francisco Fire Department TIMELINETBD LEADSSF Fire Department and promotores TIMELINETBD LEADEquity and Inclusion Officer TIMELINETBD 1 2 3 4 5 29 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase participation of people of color and residents fluent in languages other than English in the South San Francisco Community Emergency Response Team (CERT) program Measures Possible data to track intended changes Key demographic data of CERT participants (e.g., race/ethnicity, zip code, age) Outcomes & Measures for Strategy 2.3 30 resources support South San Francisco Commission on Racial & Social Equity | Action Plan GOAL 3 Target resources and support to residents of color to reduce gaps created by structural inequities People of color and members of other historically marginalized and disenfranchised communities have experienced the most harm from the COVID-19 pandemic’s health and economic impacts due to centuries of cumulative, multi-generational structural racism and other inequities. Especially in the short term, supportive resources and services are critical to prevent disparities from growing--but such resources are only effective if they reach the communities most burdened by structural inequities. The following strategies were prioritized by the South San Francisco Commission for the first year of implementation to promote racial and social equity in South San Francisco related to this overarching goal. Strategy 3.1: Expand linkage and navigation support for people of color and other historically disenfranchised community members and build trust between community members and the City Strategy 3.2: Expand economic opportunities for people of color and other historically disenfranchised community members Strategy 3.3: Expand information and support to address housing insecurity for people of color and other historically disenfranchised community members Strategy 3.4: Expand educational resources for people of color and other historically disenfranchised community members South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.1 Expand linkage and navigation support for people of color and other historically disenfranchised community members and build trust between community members and the City The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 3.1 is implemented in a way that effectively promotes racial and social equity. Expanding linkages and navigation support through promotores and community navigators is a cross cutting strategy that is connected to many other strategies identified in this Action Plan. Promotores and community navigators will help ensure that many other strategies in this action plan are implemented in a culturally responsive way (see Strategies 2.2, 2.3, 3.2, 3.3, 3.4). CONSIDERATION 1• Recruit and hire diverse and responsive promotores and community navigators: To ensure that linkage and navigation support are culturally responsive and effective, the Commission recommends that South San Francisco residents who bring strong community relationships, trust and connections be recruited and hired as promotores and community navigators. CONSIDERATION 2 • Provide ongoing training for promotores and community navigators: Once the navigators and promotores are hired, ongoing trainings must be provided to ensure that they are knowledgeable about requirements to access and how to navigate services and service systems. CONSIDERATION 3 • Reduce documentation to increase access to services: The Commission recommends minimizing the documentation required to access supportive resources (e.g., driver’s license, lease, pay stubs) to reduce barriers to seeking and utilizing services, including eliminating requirements whenever possible. 32 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 4 • Increase trust between community members and South San Francisco City services: The expanded promotores and community navigator programs should focus on identifying trusted, multi-lingual, culturally responsive community promotores and navigators to help residents of color learn about, connect to, and navigate supportive services. CONSIDERATION 5 • Address fear and stigma related to accessing services: The Commission believes is it critical to address commonly felt stigma related to accessing services (e.g., mental health services) among those most impacted by racial and social inequities, as well as community concerns (e.g., that accessing supportive services will trigger deportation proceedings). CONSIDERATION 6 • Expand and target outreach to hard-to- reach populations: The program should encourage open dialogue and provide opportunities to inform people of color and other historically disenfranchised community members in South San Francisco about the range of supportive services and resources that exist, as well as helping people connect with specific services. Expanding outreach might include continuing to provide outreach materials in multiple languages and using both paper and digital approaches (e.g., fliers and posters in key locations including Grand Ave). Expanding outreach could also include deepening partnerships with SSFUSD, faith communities, and other institutions and organizations that work with hard- to- reach communities. 33 South San Francisco Commission on Racial & Social Equity | Action Plan CONSIDERATION 7 • Build on work done during the COVID-19 pandemic: The City of South San Francisco has focused on providing essential resources to low-income families and communities of color that are disproportionately impacted by COVID-19 (i.e., ensure that these residents access/utilize available support). The expansion program should build on lessons learned to continue to best meet emerging needs of low-income families of color in South San Francisco. CONSIDERATION 8 • Focus on tracking progress and impact: The South San Francisco Commission recommends tracking the demographics of program participants before the launch of these expanded promotores and health navigator programs in order to track change and impact over time. The Commission also recommends that the program evaluate which resources and referrals are utilized and the outcomes that result from accessing these services. 34 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.1 Implementation Actions Identify and confirm program funding. Meet and engage with community agencies for resource training. Identify and engage bilingual South San Francisco city staff for participation. Implement outreach strategy for informing community about navigators. Develop customer service surveys to use to evaluate program. Soft launch of services with review of evaluation findings from initial 3 months and adjustments to program as needed. LEADCLC/SSF Library staff TIMELINEApril-June 2021 LEADLibrary, Economic & Community Development Department TIMELINEJuly-Sept 2021 LEADLibrary, Economic & Community Development Department TIMELINEJuly-Sept 2021 LEADLibrary, Economic & Community Development Department TIMELINEJuly-Sept 2021 LEADLibrary, Economic & Community Development Department TIMELINEJuly-Sept 2021 1 2 3 4 5 6 LEADCLC/SSF Library staff TIMELINEApril-June 2021 35 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Inform, educate, and empower the community through targeted outreach and education efforts Ensure culturally and linguistically appropriate approaches are used in civic engagement opportunities Increase use of supportive services by residents of color Measures Possible data to track intended changes Demographic data for all people utilizing resources and services Track utilization of key services by South San Francisco residents who are eligible Track levels of fear in accessing health and social services Outcomes & Measures for Strategy 3.1 36 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.2 Expand economic opportunities for people of color and other historically disenfranchised community members Since the launch of the Commission in August of 2020, the Commission has inspired the City of South San Francisco to make important commitments to increase racial and social equity in South San Francisco by focusing on those populations in South San Francisco which are most impacted by racial and social inequities (i.e., low- income, people of color and other historically disenfranchised community members). One example is the City Council’s initiative to break the cycle of poverty in South San Francisco by providing increased funding for wraparound services. This is an overarching and multi-pronged approach and the City Council has dedicated $2,210,000 to align with priorities and approaches discussed at the Commission on Racial and Social Equity. The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 3.2 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Support residents of color and low-income residents in starting and retaining small businesses: The Commission understands that supporting residents to start and retain small business assists in securing ongoing income and the diversity of small, local businesses. CONSIDERATION 2 • Expand career pipelines for residents of color and low-income residents: The Commission recommends creating and expanding career pipelines for residents of color, low-income residents, and residents with disabilities in key neighborhoods to support the development of careers (with a focus on sustainable wages). 37 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.2 Implementation Actions LEADSouth San Francisco Economic & Community Development TIMELINEDecember 2021 1 Establish and open a Community Resource Center in Downtown where multiple services will be offered. LEADRenaissance Entrepreneurship Center (City Council approved contract of $467,000 contract to serve 200+ businesses TIMELINEJuly 2021 2 Provide funds for small business and entrepreneurship resource center. LEADJobTrain(City Council approved $404,000 4/14 to serve 100+ individuals) TIMELINEJuly 2021 3 Provide workforce development services, including job training. LEADLibrary, Economic & Community Development Department TIMELINETBD 4 Establish 2 full-time Community Navigators (see Strategy 3.1 for more information). LEADLibrary, Economic & Community Development Department TIMELINETBD 5 Establish 3 part-time Promotores (see Strategy 3.1 for more information). LEADTBD TIMELINETBD 6 Continue to provide support for rental/food assistance. LEADTBD TIMELINETBD 7 Consider a Basic Income program (to increase income for key populations). 38 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase income for people of color and other historically disenfranchised community members Increase in small, local businesses owned by residents of color (especially Latinx residents) Measures Possible data to track intended changes Key demographics of program participants to ensure programs are reaching/engaging people of color and other historically disenfranchised community members Outcomes & Measures for Strategy 3.2 39 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.3 Expand information and support to address housing insecurity for low-income, people of color and other historically disenfranchised community members The City’s work to address housing insecurity is another example of how the Commission has inspired the City of South San Francisco to expand efforts to address racial and social equity and housing costs. The City’s approach to reducing housing insecurity involves three overlapping and related areas: 1) increasing income for key populations (see Strategy 3.2); 2) keeping people housed who are at risk of homelessness; and 3) ensuring that residents can still afford to live in South San Francisco. While the action steps are also interrelated, they are organized into two areas as outlined in the table of actions below. In addition to the action steps outlined below, the Commission identified the following considerations to ensure that Strategy 3.3 advances racial and social equity in South San Francisco: CONSIDERATION 1• Coordinate closely with promotores and community navigators: Commissioners believe that leveraging the promotores and health navigators (identified in Strategy 3.1) will ensure that key community members have up to date information and are able to access and navigate available services. Promotores and community navigators can also identify ways to reduce stigma related to seeking out supportive resources. CONSIDERATION 2 • Target outreach to neighborhoods where low-income, people of color and other historically disenfranchised community members live including: The Commission recommends that resources to keep residents housed should: • Continue to build on the effective outreach that is working for the COVID-19 vaccine education • Focus on key community locations (e.g., Old Town residents, the Community Resource Center, at public transit stops/stations and on transit) • Ensure that meetings and community events are offered in multiple languages and/or provide translation services and childcare 40 South San Francisco Commission on Racial & Social Equity | Action Plan • Continue to be distributed in a wide range of modes (e.g., printed materials, radio, and virtual outreach materials, as well as through conversations with the promotores and community navigators) CONSIDERATION 3 • Partner with local organizations and institutions to increase outreach opportunities: Commissioners recommend partnerships include: • Local universities (e.g., Skyline) • SSFUSD/schools (especially since sites are being used for COVID testing and vaccinations, food distribution, etc.) • Local organizations that work in and with people of color and other disenfranchised communities in South San Francisco • Landlords (to educate them about their legal obligations and tenant right) • Faith communities 41 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.3 Implementation Actions To keep people housed who are at risk for becoming unhoused/homeless Provide technical assistance + City renter assistance available through YMCA: ymcasf.org/community-resource-center-ymca Provide legal help through Legal Aid & Project Sentinel: RenterHelp.net To ensure that residents can still afford to live in South San Francisco Continue to grow and expand South San Francisco City housing funds (from inclusionary fees). Ensure people of color and other historically disenfranchised community members have access to minor home repair programs for low-income owners. Coordinate with promotores and community navigators (Strategy 3.1) to ensure that key populations know about existing support and information (e.g., South San Francisco City Housing line that offers referrals/assistance in Spanish, rental and cash assistance programs). Continue to provide Federal, State, and County COVID-related renter assistance now delivered through one portal: HousingisKey.com LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADSouth San Francisco Economic & Community Development TIMELINETBD LEADCommunications Dept. TIMELINETBD 1 2 3 4 5 6 42 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase upward economic mobility for residents of color Keep people housed who are at risk of homelessness Ensure that residents can still afford to live in South San Francisco Measures Possible data to track intended changes Key demographics of small businesses receiving funds (e.g., race/ethnicity, location of business) Key demographics of individuals receiving workforce development/job training (e.g., race/ethnicity, disability) Outcomes & Measures for Strategy 3.3 43 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.4 Expand educational resources for people of color and other historically disenfranchised community members Educational opportunities and resources include not only the K-12 school system (primarily addressed by the South San Francisco Unified School District), but also early childhood education, adult education and lifelong learning opportunities, and out-of-school “enrichment” programming (e.g., sports teams, activities involving the arts, leadership development programming) that supports holistic development. Socioeconomic inequities interact to create an opportunity gap, with children and youth from higher income families able to participate in holistic enrichment programs (which are rarely available in California’s public schools--especially ones serving predominantly low-income students) and children and youth from lower income families missing out. In addition to this inequity, structural racism and other structural inequities create additional barriers to academic success (e.g., curricula that centers whiteness and does not reflect students’ identities or culture, disparate access to reliable technology to participate in distance learning). The Commission prioritized three approaches for the City to focus on in order to reduce educational inequities: • Implement universal preschool and pre-K (high quality early childhood education) in an anti-racist way, with targeted sites, and with explicit inclusion of families, • Support low-income and students of color at SSFUSD in attendance/participation during and post-distance learning, and • Expand free/affordable outside-of-school enrichment programs and support youth leadership development (especially for teens) in an anti-racist way, with targeted sites, and with explicit inclusion of families. 44 South San Francisco Commission on Racial & Social Equity | Action Plan The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 3.4 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Expand early childhood education for families of color and low-income families in South San Francisco and/or establishing universal preschool: • Continue exploring possible funding to establish and maintain universal preschool or to establish universal preschool for lower-income families. • Explore facilities to expand or establish new early childhood education, preschool, and pre-K programs in key neighborhoods (e.g., Old Town) and along high frequency transit lines (especially those that connect with key neighborhoods) -- this may include opportunities to develop/build new facilities or to renovate/re-purpose existing buildings. • Advocate in support of state and federal funding and programs that subsidize or expand early childhood education. CONSIDERATION 2• Support students around attendance and participation at SSFUSD: • Identify specific resource gaps (e.g., wifi access, digital literacy) that make it more challenging for low-income students, students of color, and other historically disenfranchised community members (e.g., students with disabilities, English language learners) to participate in classes and meaningfully engage; and pilot approaches to addressing specific resources gaps or barriers. • Identify and pilot new ways to engage students and their families in school engagement and learning. CONSIDERATION 3• Ensure that City-run enrichment programs promote racial and social equity: • Ensure that young people—and especially youth of color and youth from other historically disenfranchised communities—are involved in (and ideally leading) City-run enrichment programs. • Identify and pilot new ways to engage young people and their families who have not previously participated in City-run enrichment programming -- and use these efforts to identify common reasons youth and families have not participated in these community resources. • Use targeted locations and coordinate with existing programs/organizations to strengthen/expand youth development opportunities specifically for youth of color and youth from historically disenfranchised community members. 45 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 3.4 Implementation Actions LEADTBD TIMELINETBD 3 Ensure that staff, mentors, and presenters reflect community members’ demographics. LEADTBD TIMELINETBD 1 Review outreach/engagement process for existing resources, identify who is not being reached and how to address barriers to promote racial and social equity. LEADTBD TIMELINETBD 2 Leverage community navigator program (Strategy 3.1) to conduct effective outreach in non-English languages both via in-person and printed/paper materials. Actions related to all 3 CRSE priorities for expanding educational resources 46 South San Francisco Commission on Racial & Social Equity | Action Plan LEADTBD TIMELINETBD 4 City support for expanding eligibility birthdays for transitional kindergarten (TK) in low-income neighborhoods. LEADParks and Rec TIMELINETBD 6 Explore possible new facilities in key neighborhoods to provide preschool/pre-K. LEADTBD TIMELINETBD 7 Develop and implement Childcare Master Plan. LEADParks and Rec TIMELINETBD 8 Build new childcare facility in Westborough; continue to explore childcare at Orange Avenue Library. LEADTBD TIMELINETBD 5 Develop criteria to select people from waitlist for City preschools (e.g., Siebecker) that further equity (e.g., prioritizing children of low-wage workers). To expand access to high quality early childhood education for families of color and low-income families in South San Francisco and/or implement universal preschool or pre-K: 47 South San Francisco Commission on Racial & Social Equity | Action Plan 9 LEADTBD TIMELINETBD Add recurring agenda item and/or key questions focused on equity to existing regular collaborative meetings. LEADTBD TIMELINETBD 11 Identify specific resource gaps (e.g., wifi access, digital literacy) and how to address them. LEADTBD TIMELINETBD 10 Create a regular structured/systematic meeting between SSFUSD and City managers/leadership focused on proactively coordinating services to identify opportunity gaps and to identify other ways to reduce inequities. LEADTBD TIMELINETBD 12 Identify and pilot new ways to engage students and their families who are not currently participating/connected; evaluate what is working, how, and with whom. To support students of color and low-income students in attendance and participation at SSFUSD (both during and after distance learning) 48 South San Francisco Commission on Racial & Social Equity | Action Plan LEADLibrary TIMELINETBD 13 Identify how to get diverse books to people not visiting libraries (initially via summer reading program). LEADCity Manager’s Office TIMELINETBD 15 Convert South San Francisco Youth Advisory Council (YAC) to a Commission to increase influence on policy. LEADTBD TIMELINETBD 17 Develop mentorship/job pipeline to address structural inequities/opportunity gaps. LEADHR TIMELINETBD 14 Pilot summer youth/teen internship program within South San Francisco City departments with targeted recruitment to address opportunity gap via exposure to government. LEADCity Manager’s Office TIMELINETBD 16 Support YAC in developing speaker series on business language, job and resume skills, etc. that features speakers who reflect demographics of South San Francisco youth. To ensure that City-offered enrichment programming promotes racial and social equity: 49 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Increase enrichment opportunities for children of color in South San Francisco Increase youth development opportunities for youth of color in South San Francisco Increase participation among low-income young people and their families in enrichment programs/leadership development programs Reduce barriers to academic success Measures Possible data to track intended changes Key demographics (e.g., race/ethnicity, socio-economic status) of participants in educational resource programming Types of programs available Outcomes & Measures for Strategy 3.4 50 land opportunities GOAL 4 Ensure local land use planning increases access to resources and opportunities for people of color and other historically disenfranchised community members Although land use planning has reinforced and exacerbated structural racism and economic inequities, it is also an important tool to encourage (or mandate) equitable development and to reduce displacement of low- income residents and people of color. The current housing affordability crisis is largely the result of decades of regional land use planning decisions -- and current changes to land use designations and the City’s long-term General Plan provide an opportunity to proactively reduce structural inequities. Recognizing both the current process to update the City’s General Plan and the disproportionate burden that housing costs have on residents of color and lower-income residents, the Commission on Racial and Social Equity prioritized one key strategy to focus on in this goal: Strategy 4.1: Leverage available land assets to expand housing affordable to people of color and other historically disenfranchised community members. 51 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 4.1 Leverage available land assets to expand housing affordable to people of color and other historically disenfranchised community members The Commission on Racial & Social Equity identified the following considerations to ensure that Strategy 4.1 is implemented in a way that effectively promotes racial and social equity. CONSIDERATION 1• Engage the community using clear language: The Commission recognizes that the legal and regulatory constraints and requirements related to building new housing (especially housing at varied levels of affordability) is complex. To ensure that community members (especially those whose primary language is not English and those with less formal/academic education) are able to help shape these conversations, the Commission has emphasized the importance of using clear language to explain what “affordable housing” means, including defining area median income (i.e., half of families in a region earn more than the median and half earn less than the median) and explaining what this means for lowest income units. CONSIDERATION 2 • Support lowest- and low-income families: The Commission recommends targeting support for down payments to low- and lowest-income families to ensure that these community members can remain in South San Francisco. CONSIDERATION 3 • Collect key data to track progress: Collect and track demographics of people who buy and rent deed-restricted affordable housing units. 52 South San Francisco Commission on Racial & Social Equity | Action Plan Strategy 4.1 Implementation Actions LEADSouth San Francisco Economic & Community Development Dept TIMELINETBD 1 Support work to establish City and former Redevelopment Agency land to be declared surplus and offered first to affordable housing developers. 2 LEADSouth San Francisco Economic & Community Development Dept TIMELINETBD Align priorities identified by Commissioners with Housing Element and General Plan update. 3 LEADSouth San Francisco Economic & Community Development Dept TIMELINETBD Continue to work with SSFUSD to leverage school district assets to provide housing that is affordable for teachers and school district employees in SSFUSD. 53 South San Francisco Commission on Racial & Social Equity | Action Plan Outcomes The change we want to see in South San Francisco Decrease in costs for developing housing units that are affordable Increase in housing units prioritized for people who already live and/or work in South San Francisco Measures Possible data to track intended changes Track demographics of South San Francisco community members who participate in programs Outcomes & Measures for Strategy 4.1 54 south san francisco commission on ra cial and social equity Racial & Social Equity Action Plan SOUTH SAN FRANCISCO South San Francisco Commission on Racial and Social Equity Report and Action Plan prepared by Raimi + Associates 1 Government Code Section 54957.5 SB 343 Agenda: 8/25/2021 Regular CC Item #12 South San Francisco Commission on Racial and Social Equity Report and Action Plan prepared by Raimi + Associates 2 Commission on Racial & Social Equity Final Report + South San Francisco Racial & Social Equity Action Plan Executive Summary The death of George Floyd accelerated broader support for the Black Lives Matter movement in South San Francisco and created an opportunity for new alliances and a call to action. The South San Francisco Commission on Racial and Social Equity was created to address that call. The Commission created an opportunity to bring community members together to d etermine priorities to advance racial and social equity. The final report chronicles the planning process and highlights each step of the Commission’s work: 1. Launching the South San Francisco Commission on Racial and Social Equity: This step involved convening Commissioners, reviewing the mission and planning process, confirm ing roles and the decision-making structure, and identifying group agreements and guiding principles. The unique composition of the Commission included members with deep knowledge of the community of South San Francisco, as well as representatives from City government and community leadership. 2. Creating an Opportunity to Listen and Learn: During this phase, the Commission focused on listening to community member experiences and needs as well as to experts from other communities to ensure that recommendations were innovative and specific to the needs of community members in South San Francisco. Commissioners also reviewed South San Francisco demographic and contextual data highlighting inequities. 3. Advancing Equity in South San Francisco: The Commission focused on finalizing the goals and strategies for advancing equity in South San Francisco. This include d reviewing best and promising practices, reviewing additional data, and gathering input from Commissioners and community members to ensure that the strategies were tailored to meet specific needs in South San Francisco. During the planning process, action steps were identified that included actions to take immediately, actions that would build on work already underway, and actions to take over the coming year and beyond. 4. Sustaining and Accelerating Change: The final phase of the Commission on Racial and Social Equity involved developing a South San Francisco Racial and Social Equity Action Plan. The Action Plan includes the following four goals and strategies for the first year of implementation. Each strategy also has key considerations, desired community outcomes and measures, and specific action steps with leads and timelines identified. South San Francisco Commission on Racial and Social Equity Report and Action Plan prepared by Raimi + Associates 3 First Year Action Plan Goals and Strategies This Action Plan focuses on those goals and strategies that Commissioners prioritized for the first year of implementation (August 2021-July 2022). The prioritized strategies are shown below. GOAL 1: Ensure ongoing oversight and accountability to advance racial and social equity in South San Francisco GOAL 2: Ensure the safety of community members of color by eliminating racist practices and policies in the criminal justice system Strategy 1.1: Establish a dedicated staff position (e.g., an Equity and Inclusion Officer) to institutionalize accountability, advance equity initiatives and monitor equity-related outcomes throughout South San Francisco Strategy 2.1: Create a community wellness and crisis response team for mental health crises, substance use, and homelessness focused on conflict management, de-escalation and linking people to supportive services Strategy 2.2: Establish a Community Safety and Equity Advisory Board to review data, provide recommendations, ensure accountability, and build trust Strategy 2.3: Strengthen community cohesion through community engagement efforts to build cross-cultural trust with a focus on residents of color and low-income residents South San Francisco Commission on Racial and Social Equity Report and Action Plan prepared by Raimi + Associates 4 GOAL 3: Target resources and support to residents of color to reduce gaps created by structural inequities GOAL 4: Ensure local land use planning increases access to resources and opportunities for people of color and other historically disenfranchised community members Strategy 3.1: Expand linkage and navigation support for low- income, people of color and other historically disenfranchised community members and build trust between community members and the City Strategy 3.2: Expand economic opportunities for people of color and other historically disenfranchised community members Strategy 3.3: Expand information and support to address housing insecurity for people of color and other historically disenfranchised community members Strategy 3.4: Expand educational resources for people of color and other historically disenfranchised community members Strategy 4.1: Leverage available land assets to expand housing affordability to people of color and other historically disenfranchised community members South San Francisco Commission on Racial and Social Equity Report and Action Plan prepared by Raimi + Associates 5 Each strategy has corresponding considerations identified by Commissioners, outcomes, measures, and actions. The identified outcomes for each strategy are outlined below. GOAL 1: Ensure ongoing oversight and accountability to advance racial and social equity in South San Francisco Strategy 1.1 Outcomes ▪ Increase coordination and collaborations between City departments, community organizations, and community members to address racial and social inequities in South San Francisco ▪ Increase community engagement (especially with community members most impacted by racial and social inequities) to advance racial and social equity in South San Francisco ▪ Increase systematic data collection and analyses related to racial and social equity in South San Francisco GOAL 2: Ensure the safety of community members of color by eliminating racist practices and policies in the criminal justice system Strategy 2.1 Outcomes: ▪ Increase timely and proactive access to appropriate behavioral health resources for those in crisis, especially for people of color in South San Francisco ▪ Increase knowledge of mental health conditions ▪ Increase effective intervention strategies among law enforcement personnel ▪ Decrease certain types of police calls and police interactions/response with community members when not required (e.g., decrease calls requiring police response) Strategy 2.2 Outcomes: ▪ Increase civic engagement and sense of belonging among community members ▪ Increase community dialogue about public safety, with a focus on transparency and accountability Strategy 2.3 Outcome: ▪ Increase participation of people of color and residents fluent in languages other than English in the South San Francisco Community Emergency Response Team (CERT) program South San Francisco Commission on Racial and Social Equity Report and Action Plan prepared by Raimi + Associates 6 GOAL 3: Target resources and support to residents of color to reduce gaps created by structural inequities Strategy 3.1 Outcomes: ▪ Inform, educate, and empower the community through targeted outreach and education efforts ▪ Ensure culturally and linguistically appropriate approaches are used in civic engagement opportunities ▪ Increase use of supportive services by residents of color Strategy 3.2 Outcomes: ▪ Increase income for people of color and other historically disenfranchised community members ▪ Increase in small, local businesses owned by residents of color (especially Latinx residents) Strategy 3.3 Outcomes: ▪ Increase upward economic mobility for residents of color ▪ Keep people housed who are at risk of homelessness ▪ Ensure that residents can still afford to live in South San Francisco Strategy 3.4 Outcomes: ▪ Increase enrichment opportunities for children of color in South San Francisco ▪ Increase youth development opportunities for youth of color in South San Francisco ▪ Increase participation among low-income young people and their families in enrichment programs/leadership development programs ▪ Reduce barriers to academic success GOAL 4: Ensure local land use planning increases access to resources and opportunities for people of color and other historically disenfranchised community members Strategy 4.1 Outcomes: ▪ Decrease in costs for developing housing units that are affordable ▪ Increase in housing units prioritized for people who already live and/or work in South San Francisco South San Francisco Commission on Racial and Social Equity Report and Action Plan prepared by Raimi + Associates 7 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-629 Agenda Date:8/25/2021 Version:1 Item #:12. Report regarding a resolution approving the third amendment to the Purchase and Sale Agreement for the property located at 432 Baden Avenue.(Julie Barnard, Economic Development Coordinator) RECOMMENDATION It is recommended that,consistent with the recommendation from the Joint Housing Subcommittee,the City Council adopt a resolution approving the third amendment to the Purchase and Sale Agreement, which includes: 1.Changing the developer from Baden Developments LLC to For the Future Housing, 2.The modification of the project scope from market rate to a fully-affordable housing product with thirty-six Below Market Rate (“BMR”) units, 3.Amend the timing for Close of Escrow, and 4.The reduction in purchase price from $1,100,000 to a land donation. BACKGROUND In 1997,the former Redevelopment Agency to the City of South San Francisco (“Redevelopment Agency”) purchased 432 Baden Avenue (“the Property”)for $270,000 for the development of a public parking lot to serve the 400 block of Grand Avenue.Previously,this section of the downtown had no public parking facilities, resulting in parking problems for the area.The Agency demolished the residential building that existed on the site and developed a 16-space surface parking lot. The City of South San Francisco (“City”)is responsible for the disposition of the former Redevelopment Agency properties in accordance with the procedures and requirements of the approved Long Range Property Management Plan (“LRPMP”).Under the LRPMP,the Property is required to be sold through a sale using a negotiated purchase and sale agreement.The City is required to select a buyer that proposes the highest net value to the taxing agencies through a combination of sale proceeds and future tax revenues.Reducing the price of the Property from $1.1 million to $0 will require an action by the San Mateo County Countywide Oversight Board (“Oversight Board”) to accept this lower sales price. In September 2018,Baden Development,LLC (then Sierra Investment Group)(“Baden Development”) purchased 428 Baden Avenue,for development of a small multi-family housing project.During the entitlement process for 428 Baden Avenue,the developer approached the City with a proposal to purchase the Successor Agency owned,adjacent site,432 Baden (or “the Property”),in order to assemble land for a larger housing project. Typically,the City would undergo a competitive bid process for the sale of properties.However,because the adjacent property owner made an offer on the Property with the intent to develop a project that is determined to be the highest and best use of the assembled properties,the City considered the proposal exclusively in order to determine whether or not a better offer might be made on the open market.In this case,this sole offer with the site assembly would provide a housing project with more housing units (rather than being developed individually). By assembling 428 and 432 Baden,the developer was able to pursue a project with better design and moreCity of South San Francisco Printed on 8/20/2021Page 1 of 5 powered by Legistar™ File #:21-629 Agenda Date:8/25/2021 Version:1 Item #:12. By assembling 428 and 432 Baden,the developer was able to pursue a project with better design and more housing units,which included 10%Below Market Rate (“BMR”)units at the Very Low Income (“VLI”)level. On October 9,2019,the City Council considered the Letter of Intent (“LOI”)provided by Baden Development and agreed that the site had a far greater value if assembled with 428 Baden rather than disposing of it as a stand-alone site.The City Council accepted the offer price of $1,100,000,(which was $80,000 more than the November 2019 appraised value of $1,020,000),and directed staff to negotiate a Purchase and Sale Agreement (“PSA”)with Baden Development.The purchase price was confirmed by the Oversight Board on February 10, 2020. The PSA was executed on February 19, 2020. At its August 6,2020 meeting,the Planning Commission approved the entitlements for 36 rental residential units which include three BMR units affordable to households earning 50%or less of the area median income (otherwise known as very low income or VLI).Attachment 1 indicates the San Mateo County AMI levels for 2021. Due to the impacts of COVID-19 (“the pandemic”)and the Shelter in Place (“SIP”)order,the developer initially experienced some delays to their due diligence contingency period,and further required additional time to investigate some small issues relating to their Density Bonus concessions and or waivers.The PSA allows for administrative extensions at the City Manager’s discretion,typically for six months at a time.Staff executed the First Amendment which extended the due diligence period administratively by six months (to October 18, 2020)and the Close of Escrow from August 17,2020 to February 16,2021.The Second Amendment which provided further extensions to the Close of Escrow,was considered and approved by Council at the January 21, 2021 City Council meeting. The developer is also afforded two paid extensions to the schedule of performance in the Second Amendment to the PSA.Baden Development have utilized both of these two 90-day extensions by paying the $15,000. Presently, their Close of Escrow date is November 16, 2021. DISCUSSION PSA Amendments Presently, the developer is requesting the following amendments to their PSA: 1.Change the development team from Baden Development to For the Future Housing, 2.Amend the scope from market rate (with a 10%affordable component)to a fully-affordable housing development, 3.Amend the timing for Close of Escrow, and 4.Reduce the purchase price to $1 (effectively a land donation)in recognition of the extraordinary costs associated with affordable housing development. Development Team Substitution While Baden Development were working through the building permit stages,they obtained several bids from general contractors.The bids they received were considerably higher than originally projected in their proforma.Construction costs (which include material costs and labor)were increasingly more expensive and were projected to rise further in the coming months.Further,the pandemic had also softened the potential rental rates,the development was likely to receive.These reasons made the advancing of the project more difficult to secure financing with lenders. Baden Development was approached by an affordable housing developer,For the Future Housing (“FTF Housing”),who made an offer to purchase the entitled property and convert it to a 100%affordable housing City of South San Francisco Printed on 8/20/2021Page 2 of 5 powered by Legistar™ File #:21-629 Agenda Date:8/25/2021 Version:1 Item #:12. Housing”),who made an offer to purchase the entitled property and convert it to a 100%affordable housing development.The close proximity to downtown amenities and available transportation options,means that the development is best suited to an affordable housing project and that this would be considered favorably by the City of South San Francisco.Baden Development agreed to enter into contract with FTF Housing to assign Baden Development’s interest under the PSA to For the Future Housing. For the Future Housing’s mission is to deliver affordable,high-quality and safe housing.The company is a developer as well as a general contractor and has significant experience in the bay area,including entitling 78- units in Calistoga,70-units "Pacific Station"Downtown Santa Cruz,107-units "Library Mixed-Use" Downtown Santa Cruz and they are a partner in a 65 unit development on El Camino Real in Santa Clara. Delivery of affordable housing Under the new arrangement the developer would be delivering 35 Below Market Rate (“BMR”)units and one manager’s unit to the housing market for a total of 36 units.The final household Area Median Income (“AMI”) limits for the project have not yet been determined,as they will be driven by the final funding sources.The developer has indicated that the average across units will not exceed 50%AMI,with the highest AMI limit being 60% AMI. The attachment shows the existing AMI limits for San Mateo County for 2021. The Assignment Agreement between the two developers essentially hands all obligations that Baden Developments had with the City to FTF Housing.Since Baden Developments have not yet paid for the property,the City has discretion over the sale price and has the ability to reduce the sale price.Baden Developments are not receiving any additional financial gains if the City provides a land donation. Financing developments in the current housing market favors affordable housing developments.If Baden Developments were to sell their entitlements to a different developer,it would likely also be to another affordable housing developer who would, in turn, also request a land donation or financing from the City. Close of Escrow FTF Housing have made a request to close escrow on the property when they secure their acquisition financing for the adjacent property,428 Baden,which will be January 5,2022.Typically,the City does not close escrow on a property until all project financing has been secured.However,this project is entitled as one project over two sites,one of which is the City-owned site and the other a privately held site.The financers providing the acquisition financing for FTF Housing to buy 428 Baden from Baden Developments require both parcels as collateral so that the project, as entitled, can be developed. City Council,in closed session,recently considered a similar request from Eden Housing for the Firehouse site, relating to the City conveying the land to the developer ahead of all project financing being secured.Staff recommend approving FTF Housing closing escrow prior to full financing being in place because it will allow this affordable housing to be delivered quicker.If it is not approved,FTF Housing would have to find another way to finance the acquisition of 428 Baden and further delay seeking other construction and permanent financing.Staff will include post-closing obligations in this amendment to the PSA to ensure that the project is developed as intended and in a timely manner. Project financing and land donation FTF Housing have requested that the City provide a land donation rather than providing financing.Cities typically need to provide a financial contribution to affordable housing developers in order for them to leverage other funding sources (such as County and State grants).In this case the City can donate the land which is considered a financial contribution to the development by other lenders.Since the property was owned by the City of South San Francisco Printed on 8/20/2021Page 3 of 5 powered by Legistar™ File #:21-629 Agenda Date:8/25/2021 Version:1 Item #:12. considered a financial contribution to the development by other lenders.Since the property was owned by the former South San Francisco Redevelopment Agency,the land donation would incur a shared cost among the taxing entities, rather than the City providing a loan or grant at our exclusive cost. FTF Housing applied for $6 million in funding through the San Mateo County Department of Housing Affordable Housing Fund 9.0 (Measure K).They will also be applying for the Federal 9%tax credit funding which will occur in the first quarter of next year. Should FTF Housing not secure the County and Federal financing,they will pursue other financing sources, such as the State Infill Infrastructure Grant or the Affordable Housing and Sustainable Communities grant and other sources to fill the gap in their financing.There is always a risk that FTF Housing will not be able to secure all of the gap financing required to proceed to development.At that point,the developer could return to the City with a request for additional financing.Staff and the developer are working together to identify additional sources of funding and apply for that funding in a timely and competitive manner to reduce the likelihood additional City investment will be required. WAY FORWARD Should the City Council opt not to approve the proposed land donation, the following scenarios may occur: 1.In efforts to secure a fully affordable housing development the developer would pay $1,100,000 but the City would likely be required to provide a subsidy from our housing funds.As mentioned earlier, housing developments are more competitive for alternative sources of funds with an injection of City/local financing, or 2.Baden Developments may opt to purchase the property for $1,100,000 and build the development but this would only provide three BMR units to the City. If City Council approve the request for the reduction in the purchase price,the City of South San Francisco will then need to appear before the San Mateo County Oversight Board to request their approval in donating the property. The item is anticipated to appear on the September 13, 2021 agenda. FISCAL IMPACT Because the property is a former Redevelopment Agency property,the City would have received 16.75%of the sale proceeds,or $184,250,at the current $1.1 million sales price.With the land donation the City would not receive any funding but will be gaining thirty-six BMR units. The developer has paid a cost recovery deposit for City Attorney and staff time and additionally has paid $30,000 in fees for the time extensions permitted under the PSA. RELATIONSHIP TO STRATEGIC PLAN The development meets the City’s Strategic Plan Objective #2 -Quality of Life by providing a full range of housing options. CONCLUSION On August 16,2021,the Joint Housing Subcommittee considered the above and concurred with the recommendation to the City Council that the Council adopt a resolution approving the third amendment to the Purchase and Sale Agreement, which includes: 1.Changing the developer from Baden Developments LLC to For the Future Housing, 2.The modification of the project scope from market rate to a fully-affordable housing product with thirty- City of South San Francisco Printed on 8/20/2021Page 4 of 5 powered by Legistar™ File #:21-629 Agenda Date:8/25/2021 Version:1 Item #:12. six Below Market Rate (“BMR”) units, 3.Amend the timing for Close of Escrow, and 4.The reduction in purchase price from $1,100,000 to a land donation. Attachment: 1.San Mateo County Area Median Income Limits (2021) City of South San Francisco Printed on 8/20/2021Page 5 of 5 powered by Legistar™ revised 04/30/2021 For HUD-funded programs, use the Federal Income Schedule. For State or locally-funded programs, you may use the State Income Schedule. For programs funded with both federal and state funds, use the more stringent income levels. Please verify the income and rent figures in use for specific programs. San Mateo County Income Limits (based on Federal Income Limits for SMC) Effective 4/30/2021 - Area median Income $149,600 (based on household of 4) Income Category 1 2 3 4 5 6 7 8 Extremely Low (30% AMI) *38,400$ 43,850$ 49,350$ 54,800$ 59,200$ 63,600$ 68,000$ 72,350$ Very Low (50% AMI) *63,950$ 73,100$ 82,250$ 91,350$ 98,700$ 106,000$ 113,300$ 120,600$ Low (80% AMI) *102,450$ 117,100$ 131,750$ 146,350$ 158,100$ 169,800$ 181,500$ 193,200$ Median (100% AMI)104,700$ 119,700$ 134,650$ 149,600$ 161,550$ 173,550$ 185,500$ 197,450$ Moderate (120% AMI)125,650$ 143,600$ 161,550$ 179,500$ 193,850$ 208,200$ 222,600$ 236,950$ NOTES *2021 State Income limits provided by State of California Department of Housing and Community Development 2021 San Mateo County Income Limits as determined by HUD - effective June 28, 2021 Income Limits by Family Size ($) City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-630 Agenda Date:8/25/2021 Version:1 Item #:12a. Resolution approving a Third Amendment to the Purchase and Sale Agreement for the property located at 432 Baden assigning the Agreement from Baden Developments LLC to For the Future Housing,modifying the development to a fully-affordable housing project,and reducing the purchase price from $1,100,000 to $1;and authorizing the City Manager to execute the amendment. WHEREAS,on June 29,2011,the Legislature of the State of California (“State”)adopted Assembly Bill x1 26 (“AB 26”),which amended provisions of the State’s Community Redevelopment Law (Health and Safety Code sections 33000 et seq.)(“Dissolution Law”),pursuant to which the former Redevelopment Agency of the City of South San Francisco (“City”) was dissolved on February 1, 2012; and WHEREAS,the City elected to become the Successor Agency to the Redevelopment Agency of the City of South San Francisco (“Successor Agency”); and WHEREAS,pursuant to Health and Safety Code Section 34191.5(c)(2)(C),property shall not be transferred to a successor agency,city,county or city and county,unless a Long Range Property Management Plan (“LRPMP”)has been approved by the Oversight Board and the California Department of Finance (“DOF”); and WHEREAS,in accordance with the Dissolution Law,the Successor Agency prepared a LRPMP,which was approved by a resolution of the Oversight Board for the Successor Agency to the Redevelopment Agency of the City of South San Francisco (“Oversight Board”)on May 21,2015,and was approved by the DOF on October 1, 2015; and WHEREAS,consistent with the Dissolution Law and the LRPMP,certain real properties located in the City of South San Francisco,that were previously owned by the former Redevelopment Agency,were transferred to the Successor Agency (“Agency Properties”); and WHEREAS,on October 18,2016,the City entered into an Amended and Restated Master Agreement for Taxing Entity Compensation (“Compensation Agreement”)with the various local agencies who receive shares of property tax revenues from the former redevelopment project area (“Taxing Entities”),which provides that upon approval by the Oversight Board of the sale price,and consistent with the LRPMP,the proceeds from the sale of any of the Agency Properties will be distributed to the Taxing Entities in accordance with their proportionate contributions to the Real Property Tax Trust Fund for the former Redevelopment Agency; and WHEREAS,the LRPMP,prepared by the Successor Agency and approved by the Oversight Board for the Successor Agency to the Redevelopment Agency of the City of South San Francisco (“Oversight Board”), designated 432 Baden Avenue (“the Site”),County Assessor's Parcel Number 012-321-160 (“Property”),to be sold, with the proceeds of the sale distributed to the taxing entities; and, WHEREAS,to carry out the terms of the LRPMP,the Successor Agency transferred the Agency Properties, including the Property, to the City for disposition consistent with the terms of the LRPMP; and, City of South San Francisco Printed on 8/27/2021Page 1 of 3 powered by Legistar™ File #:21-630 Agenda Date:8/25/2021 Version:1 Item #:12a. WHEREAS,the Property was transferred from the Agency to the City pursuant to Grant Deeds recorded on May 16, 2017; and, WHEREAS, Baden Developments LLC (“Baden”) own the adjacent property, 428 Baden Avenue; and, WHEREAS,on September 23,2019,Baden provided the City with a Letter of Intent (“LOI”)for the purchase of the Property for $1,100,000 (“Purchase Price”); and, WHEREAS,on February 10,2020 the San Mateo Countywide Oversight Board (“Countywide Oversight Board”) adopted a resolution approving the sale of the Site to Baden for $1,100,000; and, WHEREAS,City and Baden entered into that certain Purchase And Sale Agreement And Joint Escrow Instructions (“PSA”) dated February 19, 2020, and; WHEREAS,City and Baden entered into the First Amendment to the PSA (collectively,“the First Amendment”)on April 9,2020 which extended the due diligence period and Close of Escrow by six months; and, WHEREAS,City and Baden entered into the Second Amendment to the PSA (collectively,“the Agreements”) on December 21,2020 which extended the Close of Escrow period to May 17,2021 and allowed for two 90- day administrative extensions; and, WHEREAS,on April 29,2021,Baden opted to utilize one of the administrative extensions which extended the Close of Escrow period to August 16, 2021; and, WHEREAS,on August 6,2020,the City of South San Francisco Planning Commission adopted Resolution 2866-2020 approving Conditional Use Permit (UP19-0005)and Design Review (DR19-0022)for a development project proposed at the Property; and, WHEREAS,specifically,Resolution 2866-2020 approves a residential development,consisting of 36 rental units utilizing the State Density Bonus Law where three of the units will be dedicated to very low income households and be subject to an Affordable Housing Agreement,and provide 28 parking spaces over 0.32 acres on 428 and 432 Baden Avenue (consisting of two parcels (APNs:012-321-170 and 012-321-160))collectively referred to herein as the “Project Site” in the City; and WHEREAS, For the Future Housing (“Buyer”) have made an offer to Baden to purchase the Project Site; and, WHEREAS, City and Baden wish to assign Baden’s obligations under the PSA to Buyer; and, WHEREAS,Buyer has requested the City to reduce the $1,100,000 purchase price and instead effectuate a land donation via nominal purchase price of $1; and, WHEREAS,in exchange,Buyer will provide a fully-affordable housing development and deliver thirty-six Below Market Rate (“BMR”) units and assume all obligations of Baden under the PSA; and WHEREAS,the parties have negotiated a Third Amendment to the PSA (“Third Amendment”)to memorialize City of South San Francisco Printed on 8/27/2021Page 2 of 3 powered by Legistar™ File #:21-630 Agenda Date:8/25/2021 Version:1 Item #:12a. the foregoing terms and other related provisions. NOW, THEREFORE, the City Council of the City of South San Francisco does hereby resolve as follows: 1. The Recitals set forth above are true and correct, and are incorporated herein by reference. 2.The Third Amendment,in the form attached hereto as Exhibit A and incorporated herein,is hereby approved,and the City Manager or his designee is hereby authorized to execute it on behalf of the City of South San Francisco;to make minor revisions to the Third Amendment,with review and approval by the City Attorney,which do not materially or substantially increase the City’s obligations thereunder;to sign all documents;to make all approvals and take all actions necessary or appropriate to carry out and implement the intent of this Resolution. ***** City of South San Francisco Printed on 8/27/2021Page 3 of 3 powered by Legistar™ Page 1 THIRD AMENDMENT TO PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS (432 Baden Avenue, South San Francisco, California) This Third Amendment to Purchase And Sale Agreement And Joint Escrow Instructions (this "Amendment") is made effective as of , 2021 (“Effective Date”) by and between the City of South San Francisco, a municipal corporation (“Seller”) and Baden Development, LLC, a California limited liability company (“Baden”) and For The Future Housing, a California Corporation (“Buyer”). Seller, Baden and Buyer are sometimes collectively referred to herein as “the parties.” Any capitalized terms not defined herein shall have the meaning ascribed to them in the Agreement. RECITALS A. Seller and Baden entered into that certain Purchase And Sale Agreement And Joint Escrow Instructions dated February 19, 2020, that certain First Amendment to Purchase and Sale Agreement And Joint Escrow Instructions dated April 9, 2020, and that certain Second Amendment to Purchase and Sale Agreement And Joint Escrow Instructions dated December 21, 2020 (together, the “Agreement”) with respect to that certain r eal property located at 432 Baden Avenue, South San Francisco, California (Assessor’s Parcel Number 012-321-160) and other associated assets as more particularly described in the Agreement (collectively, the “Property”); B. As a condition to Closing, Baden and Seller agreed to execute an Affordable Housing Agreement (referred to therein as an “AHA”), which, among other things, would have required Baden to construct Below Market Rate units sufficient in number to meet or exceed South San Francisco Municipal Code Chapter 20.380, et. al.; C. Baden has entered into that certain Assignment and Assumption of Purchase Agreement dated April 28, 2021 (the “Assignment”) with Buyer, attached hereto as Exhibit A and incorporated herein, pursuant to which Baden would assign all of its rights and obligations under the Agreement to Buyer, and Buyer would accept and assume all of Baden’s obligations under the Agreement, and Seller consents to such assignment; and D. Baden and Seller desire for Baden to assign its interest in the Agreement, as amended hereby, to Buyer, and in furtherance of that objective, Baden, Buyer and Seller desire (i) to amend the Agreement to increase the number of below market rate housing units included in the development of the Property and to reduce the Purchase Price, (ii) to consent to the Assignment of the Agreement, as amended hereby, to Buyer, (iii) to extend the Closing Date, and (iv) to make such other changes as more particularly provided herein. Buyer agrees to enter into the Agreement, as amended herein, with Seller, and assume all rights and obligations of Baden thereunder. Page 2 THIRD AMENDMENT TO PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS (432 BADEN AVENUE, SOUTH SAN FRANCISCO, CALIFORNIA) AGREEMENT NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, and incorporating all of the above as though set forth in full herein and in consideration of all the recitals, conditions and agreements contained herein, the parties hereby agree as follows: 1. Consent to Assignment. Buyer assume all rights and obligations of Baden under the Agreement and Seller hereby consents to the Assignment by executing this Amendment. All terms, covenants, conditions, restrictions and provisions of the Agreement are hereby ratified and shall remain in full force and effect and bind Buyer, with provisions as specifically amended herein. 2. Amendment to Agreement. The Agreement is amended as follows: a. The AHA required as a condition to Closing shall require the construction of thirty-five (35) affordable dwelling units and one manager unit on the Property, where the dwelling units consist of 18 studios, 12 one-bedroom units, 3 two- bedroom units, and 3 three-bedroom units. Buyer shall make good-faith efforts to see that the affordability of these units be as listed below. Seller and Buyer acknowledge that the affordability of these units is subject to the affordable and tax credit financing awarded for the development. The final affordability levels of units shall be reflected in the AHA, and deviations from the mix listed below shall not require further amendment of this Agreement. In no case shall the average median income for the development exceed the AMI levels outlined below, which shall be included in the AHA. i. 60% Area Median Income (AMI) Level: 3 studio units, 2 one- bedroom units, 1 two-bedroom unit, and 1 three-bedroom unit. ii. 50% AMI Level: 5 studio units, 3 one-bedroom units, 1 two- bedroom unit, and 1 three-bedroom unit. iii. 40% AMI Level: 5 studio units, and 3 one-bedroom units. iv. 30% AMI Level: 5 studio units, 3 one-bedroom units, 1 two- bedroom unit, and 1 three-bedroom unit. *AMI means the lower of the AMI amounts established by the Tax Credit Allocation Committee or as defined in South San Francisco Municipal Code Chapter 20.380. Buyer and Seller hereby approve the revised AHA in the form attached hereto as Exhibit B and incorporated herein. The AHA executed by the Page 3 THIRD AMENDMENT TO PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS (432 BADEN AVENUE, SOUTH SAN FRANCISCO, CALIFORNIA) parties prior to Closing shall be substantially in the form attached hereto as Exhibit B. b. The Purchase Price is reduced to One Dollar ($1.00). c. The Closing Date shall occur on January 5, 2022. Baden has paid Seller a fee of $15,000 for this delay of the Closing Date. d. If requested by Buyer, the Closing Date may be further delayed for up to thirty days with the written consent of the City Manager acting on behalf of Seller. e. Section 5.2 (e) Buyer’s Conditions to Closing shall be amended as follows: (e) Seller shall have approved Buyer’s financing plan for the development of the Property, which shall outline the sources/uses and anticipated timeline for securing financing and shall include a pro forma reasonably acceptable to Seller and proof of acquisition loan (the “Developer’s First Financing Plan”). Prior to issuance of the first building permit that is necessary to enable development of the Property, Buyer shall provide proof of construction loan and executed construction contract(s) necessary to reasonably complete the development of the Property (“Developer’s Second Financing Plan”). f. Post-Closing Obligations; Reversion. i. Buyer shall obtain building permits that are necessary to enable development of the Property within sixty (60) months after the Closing Date. Building permit issuance shall be contingent upon Seller approving the Developer’s Second Financing Plan. Should Buyer not obtain building permits that are necessary to enable development of the Property within the above timeframe Buyer may request from Seller a thirty-six (36) month extension which shall not be unreasonably withheld, conditioned, or delayed as long as Buyer has made commercially reasonable efforts to obtain the tax credit financing necessary to obtain the building permits. ii. After Buyer has obtained such building permits, Buyer shall commence construction within six (6) months from the issuance of the first building permit. If Buyer fails to obtain building permits as described and within the timeline set forth in subsection (f)(i) above, or fails to commence construction within such timeframe, the Property shall revert to the City. Upon reversion occurring, the City may require Buyer to complete a lot split for the Property, if the Property has been merged at the time of the reversion, at City’s sole discretion and at Buyer’s sole expense. Page 4 THIRD AMENDMENT TO PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS (432 BADEN AVENUE, SOUTH SAN FRANCISCO, CALIFORNIA) iii. In addition, Buyer shall not transfer or sell the Property to a different developer after the Closing Date unless Buyer has obtained prior written consent from the City for such conveyance, which consent shall not be unreasonably withheld, conditioned, or delayed. If the conveyance of the Property to a different developer would result in a residential development project that is less than one hundred percent (100%) affordable as described in the AHA, the City shall receive a portion of the proceeds of the conveyance calculated in the amount of the ratio of the Property to the total land conveyed. By way of example only, if the Property consists of 10% of the total area of land conveyed by Buyer to a different developer for construction of market rate units, the City shall be entitled to receive 10% of the conveyance proceeds. 3. Further Authorized Assignment. Prior to or following Seller’s consent to the Assignment, Buyer may not assign its rights and obligations under the Assignment and/or the Agreement without the prior written consent of Seller and the approval of the South San Francisco City Council; any such further assignments would also require an amendment to the Agreement. Notwithstanding the immediately preceding sentence, Buyer may assign its rights and obligations under the Assignment or the Agreement with the prior written consent of the City Manager, if such assignment is made to an entity that is (i) controlled by or under common control of the owners of Buyer, or (ii) an entity related to Buyer by merger, consolidation or non-bankruptcy reorganization, or (iii) an entity formed by Buyer as a successor entity to Buyer for the purpose of conducting the development under the Agreement. Seller’s consent pursuant to this section, whether by the City Council or City Manager, shall not be unreasonably withheld conditioned, or delayed. 4. General Provisions. Each party has received independent legal advice from its attorneys with respect to the advisability of executing this Amendment and the meaning of the provisions hereof. The provisions of this Amendment shall be construed as to the fair meaning and not for or against any party based upon any attribution of such party as the sole source of the language in question. Except as expressly amended pursuant to this Amendment, the terms and provisions of the Agreement shall remain unmodified and shall continue in full force and effect, and Buyer and Seller hereby ratify and affirm all their respective rights and obligations under the Agreement. In the event of any conflict between this Amendment and the Agreement, this Amendment shall govern. The terms and provisions of this Amendment, together with the Agreement, shall constitute all of the terms and provisions to which Buyer and Seller have agreed with respect to the transaction governed hereby, and there are no other terms and provisions, oral or written, that apply to the Agreement and/or the Property other than as set forth in the Agreement as modified by this Amendment. The provisions of this Amendment shall apply to, be binding upon, and inure to the benefit of the parties hereto and to their respective successors and assigns. This Amendment may be executed in multiple counterparts, all of which shall constitute an original, and all of which together shall constitute a single instrument. Counterparts of this Amendment executed and delivered by facsimile, email or other means of electronic delivery shall constitute originals for all purposes. SIGNATURES ON FOLLOWING PAGE Page 5 THIRD AMENDMENT TO PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS (432 BADEN AVENUE, SOUTH SAN FRANCISCO, CALIFORNIA) IN WITNESS WHEREOF, the parties have executed this Amendment as of the Effective Date. SELLER: CITY OF SOUTH SAN FRANCISCO By: Mike Futrell City Manager ATTEST: By: Rosa Govea Acosta City Clerk APPROVED AS TO FORM: By: Sky Woodruff City Attorney BADEN: Baden Development, LLC, a California limited liability company By: Victor Lo Title: Manager APPROVED AS TO FORM: By: R. Ryan Shain Counsel for Buyer Page 6 THIRD AMENDMENT TO PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS (432 BADEN AVENUE, SOUTH SAN FRANCISCO, CALIFORNIA) BUYER: For The Future Housing, Inc., a California corporation By: James Rendler Title: Vice President 3859820.1 City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-618 Agenda Date:8/25/2021 Version:1 Item #:13. Report regarding a resolution approving budget amendment 22.016 appropriating $100,000 in American Rescue Plan Act funds (Fund 201)in Fiscal Year 2021-22 for the City of South San Francisco’s Shop Local Gift Card Program (Heather Ruiz, Management Analyst) RECOMMENDATION Staff recommends that the City Council adopt a resolution approving budget amendment 22.016 appropriating $100,000 in American Rescue Plan Act funds in Fiscal Year 2021-22 for the City of South San Francisco’s Shop Local Gift Card Program. BACKGROUND/DISCUSSION At the February 10,2021 City Council meeting,Council Member Flores proposed that the City explore a Shop Local program that would provide vouchers or gift cards to low-income households suffering from food insecurity, and that would also support small businesses impacted by COVID. Following Council’s direction to explore the concept, staff developed a program with the following goals: ·Provide gift cards to low-income households impacted by COVID-19,to allow them to buy food and other essential goods; and ·Support the City’s ongoing marketing efforts to encourage residents to patronize local merchants as they re-open from the pandemic. Program Implementation On May 26,2021,City Council approved the Shop Local Gift Card Program (Program)by motion.The Program was implemented with the following parameters: 1.Gift Cards:The City provided one, prepaid $40 gift card, to eligible households. Each gift card is valid for a limited period (approximately 180 days). The gift cards are redeemable at participating businesses, a list of which can be found at www.ssf.net/ssfgiftcard <http://www.ssf.net/ssfgiftcardl>. Participating businesses accept the gift cards as cash and are reimbursed once a week. Certain purchases are excluded from gift card purchases including alcohol and tobacco products. 2.Essential Goods &Services:Businesses eligible to participate are restaurants,groceries, pharmacies,gas stations,and personal service businesses located in South San Francisco, with a current City business license and no open code enforcement actions. 3.Program Administration:City staff administered the program.The South San Francisco Chamber of Commerce assisted with outreach to eligible local businesses to sign them up for the program and educate merchants and their employees on how to accept,redeem,andCity of South San Francisco Printed on 8/20/2021Page 1 of 4 powered by Legistar™ File #:21-618 Agenda Date:8/25/2021 Version:1 Item #:13. the program and educate merchants and their employees on how to accept,redeem,and submit for reimbursement.The Factor 4 gift card platform allows online tracking of how the gift cards are being redeemed,allowing summary reports to be generated on the metrics of how many households are being served and what general types of local services are being patronized. 4.Distribution and Targeted Events:City staff partnered with select nonprofit organizations (YMCA,Boys &Girls Club,Legal Aid Society,and HIP Housing)to assist with distributing the gift cards.These organizations have established,trusting lines of communication with low- income South San Francisco residents and have worked closely with City staff through CDBG and Affordable Housing programs.In addition,gift cards were provided to select City and School District locations including the Magnolia Senior Center,Community Learning Center, Martin Elementary School,Los Cerritos Elementary School,and Little Steps Preschool to distribute the gift cards to low-income households they work closely with.Gift cards were also distributed directly from City Hall.Remaining gift cards will be distributed at selected community events,such as vaccination and/or food drives by City staff and select nonprofit and community partner organizations. 5.Marketing and Outreach:Staff partnered with the Chamber of Commerce to assist with promoting and marketing the Program to local businesses.Marketing efforts to residents for the Program included website posts,flyers distributed to local places of worship,vaccination sites,and other nonprofit organizations. Program Update The Program began on August 2,2021.Gift cards were distributed by staff at City Hall and by select nonprofit and community partner organizations (YMCA,Community Learning Center,and the Boys and Girls Club).Gift cards were exhausted at all locations within one week.Below is a table showing the number of gift cards at each location. Organization # of gift cards City Hall 745 YMCA 100 Community Learning Center 300 Boys and Girls Club 150 Legal Aid Society 50 HIP Housing 55 Backpack Giveaway 380 Rotary Terrace 105 Magnolia Senior Center 100 Little Steps Preschool 20 Martin Elementary School 25 City of South San Francisco Printed on 8/20/2021Page 2 of 4 powered by Legistar™ File #:21-618 Agenda Date:8/25/2021 Version:1 Item #:13. Los Cerritos Elementary School 25 The City has 145 gift cards left,which will be distributed in a coordinated fashion at an upcoming vaccination event or other community events if inventory allows. Since the program began,37 merchants have enrolled in the Program and approximately $26,000 has been reimbursed to merchants thus far.If all cards are fully-redeemed,$88,000 will flow into the City’s local economy, to some of its smallest businesses. FISCAL IMPACT Approximately $100,000 in American Rescue Plan Act (ARPA)funds will be utilized for this project.So far, about $30,000 in General Funds have been expended for the Program,which will be reimbursed with ARPA funds once appropriated.The section below describes why this program is an eligible expense from the American Rescue Plan Act funds that the City has received.The Program assists households affected by COVID-19 and facing food and economic insecurities by providing food assistance by way of gift cards to purchase essential goods and services. Treasury’s Interim Final Rule (IFR): “Assistance to Households” The Department of the Treasury released its Interim Final Rule on the Coronavirus State and Local Fiscal Recovery Funds (31 CFR Part 35)which states that “Assistance to households facing negative economic impacts due to COVID-19 is also an eligible use.This includes:food assistance;rent,mortgage,or utility assistance;counseling or legal aid to prevent eviction or homelessness;cash assistance…”Further guidance provides that in considering whether a potential use is eligible under this category,“Whether and to the extent to which the household has experienced a negative economic impact from the pandemic,the recipient may presume that a household or population experienced unemployment or increased food or housing insecurity or is low-or moderate income experienced negative economic impacts resulting from the pandemic.”The cash transfer must be “reasonably proportional to the negative economic impact they are intended to address.” Treasury’s ruling specifically names cash transfer programs as a potential eligible use of ARPA funding. Public and political support for cash-transfers,universal basic income (UBI),and guaranteed income programs continues to grow.In September 2019,the Hill reported that 49%of Americans favored universal basic income and the University of Chicago found that 72%of young Democrats,54%of young independents,and 47%of young Republicans supported UBI.The pandemic is forcing a national conversation of the government’s responsibility to its people.COVID-19 shines a light on the widening income inequality in our country.Pre- pandemic, fewer than 40% of Americans could afford a $400 emergency. Given the number of gift cards distributed within a short amount of time for the Program,such guaranteed income programs are in great need and clearly show the benefits and assistance they provide to the low-income community. RELATIONSHIP TO STRATEGIC PLAN City of South San Francisco Printed on 8/20/2021Page 3 of 4 powered by Legistar™ File #:21-618 Agenda Date:8/25/2021 Version:1 Item #:13. The Shop Local Gift Card Program addresses the following Strategic Plan areas: -Strategic Plan Priority #2 Quality of Life, -Priority Area 3 Financial Stability, -Priority Area 5 Economic Vitality, and -Priority Area 6 Community Connections CONCLUSION Staff recommends that the City Council adopt a resolution approving budget amendment 22.016 appropriating $100,000 in American Rescue Plan Act funds in Fiscal Year 2021-22 for the City of South San Francisco’s Shop Local Gift Card Program. Attachment: Presentation City of South San Francisco Printed on 8/20/2021Page 4 of 4 powered by Legistar™ SHOP LOCAL GIFT CARD PROGRAM UPDATE PRESENTATION August 25, 2021 City Council Meeting APPROVED PROGRAM GOALS AND CONCEPT •Provide gift cards to low-income households impacted by COVID-19 to purchase food and essential goods •Support local merchants as they re-open from the pandemic •Low barrier to entry for gift card recipients PROGRAM DELIVERY •Produced 2,200 gift cards at $40 value •Program began August 2, 2021 •High demand for gift cards •Distributed quickly •Low barrier to entry for recipients to support local businesses •Approximately $26,000 has been reimbursed to businesses GIFT CARD DISTRIBUTION Organization # of gift cards distributed City Hall 745 YMCA 100 Community Learning Center 300 Boys and Girls Club 150 Legal Aid Society 50 HIP Housing 55 Backpack Giveaway 380 Rotary Terrace 105 Magnolia Senior Center 100 Little Steps Preschool 20 Martin Elementary School 25 Los Cerritos Elementary School 25 Vaccine Sites/Community Events 145 Total 2,200 ENROLLED MERCHANTS Amami San Sushi Emmanuel (Dios Con Nosotros) Amoura Restaurant Entrepanes Sandwich Co. Anchor Drugs III Fort McKinley Restaurant Andiamo In Banco Grand 76 & Circle K Antigua Coffee Shop Grand Palace Restaurant Bogy's Market Jalisco Produce Market Carrie Lee, O.D.J&J Bakery Darby Dan's Sandwich Co. La Torta Sabrosa Dead Eye Coffee Bar Liane's Hair Service Dragonfly Designs Love Burn ENROLLED MERCHANTS Lucas Auto Collision INC School House Grocery Liquor and Deli Max Restoration Spruce Café & Patisserie Me So Hungry Too Subway Pronto's Pizzeria Thai Satay Restaurant Ramos Salon & Boutique The Children's Cottage Razors N Scissor The Night Market Respectable Bird Tina's Bridal & Creations Rockos Produce INC Royal Pin Donuts Scarlet Family Daycare MERCHANT TYPES AND GIFT CARD USAGE TYPE # ENROLLED ESTIMATED GIFT CARD USAGE FOOD SERVICE 21 $5,365 GAS STATION 1 - GENERAL RETAIL 4 $40 GROCERY 3 $21,145 HEALTH CARE 1 - PERSONAL SERVICE 6 $40 PHARMACY 1 - 37 $26,590 STAFF RECOMMENDATION •37 participating merchants •Approximately $26,000 has been reimbursed to merchants •Residents continue to use the gift cards Staff recommends the City Council adopt a resolution approving budget amendment 22.016 appropriating $100,000 in American Rescue Plan Act funds in Fiscal Year 2021-22 for the City of South San Francisco’s Shop Local Gift Card Program. City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-619 Agenda Date:8/25/2021 Version:1 Item #:13a. Resolution approving budget amendment 22.016 appropriating $100,000 in American Rescue Plan Act funds in Fiscal Year 2021-22 for the City of South San Francisco’s Shop Local Gift Card Program. WHEREAS,South San Francisco remains one of the most diverse cities in the region.Historically a working- class city with a large Italian immigrant population,South San Francisco now welcomes immigrants from Latin America,Asia,and all over the world.Approximately 80%of households in South San Francisco are households of color and 58% of residents speak a language other than English at home; and WHEREAS,poverty disproportionately affects our most vulnerable populations -children and families of color.The majority of our Latinx community lives in the two lowest income census tracts in South San Francisco,in the Downtown and Old Town neighborhoods.The Latinx community in South San Francisco consists of many frontline and service industry workers who have been hard hit by the Covid-19 pandemic; and WHEREAS,the Metropolitan Transportation Commission (MTC)labeled South San Francisco as a Community of Concern.A diverse city with pockets of low income,high need neighborhoods vulnerable to displacement, many families struggle to meet basic needs due to the high cost of living and low wages; and WHEREAS,the City Council stepped up in big ways to provide financial and other assistance for our residents during the Covid-19 pandemic.As emergency shelter-in-place orders were put in place and businesses shuttered,residents struggled to meet the basic needs of their families including rent,food security, employment,and remote learning.The City provides a multi-pronged approach to attempt to address our community’s needs as well as contributors to and impacts of poverty; and WHEREAS,on March 26,2021,a study session was conducted to review allocation of the City’s American Rescue Plan Act funding to a list of projects of which the Shop Local Gift Card Program concept was one; and WHEREAS,on May 26,2021,City Council approved the Shop Local Gift Card Program (Program)concept by motion; and WHEREAS,the Program’s goal is to provide gift cards to low-income households impacted by COVID-19,to allow them to buy food and other essential goods and to support the City’s ongoing marketing efforts to encourage residents to patronize local merchants as they re-open from the pandemic; and WHEREAS,the Program will use approximately $100,000 in American Rescue Plan Act funds to provide 2,200 gift cards at $40 each to low-income households in South San Francisco. NOW,THEREFORE,BE IT RESOLVED,by the City Council of the City of South San Francisco that the City of South San Francisco Printed on 8/31/2021Page 1 of 2 powered by Legistar™ File #:21-619 Agenda Date:8/25/2021 Version:1 Item #:13a. NOW,THEREFORE,BE IT RESOLVED,by the City Council of the City of South San Francisco that the City Council hereby approves a resolution approving budget amendment 22.016 appropriating $100,000 in American Rescue Plan Act funds in Fiscal Year 2021-22 for the City of South San Francisco’s Shop Local Gift Card Program. ***** City of South San Francisco Printed on 8/31/2021Page 2 of 2 powered by Legistar™ City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-674 Agenda Date:8/25/2021 Version:1 Item #:14. Designation of Voting Delegates and Alternates for League of California Cities Annual Conference and Expo - September 22-24, 2021.(Mark Addiego, Mayor) City of South San Francisco Printed on 8/31/2021Page 1 of 1 powered by Legistar™ 1400 K Street, Suite 400, Sacramento, CA 95814-3916 | www.cacities.org | (916) 658-8200 June 16, 2021 TO: City Managers and City Clerks RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference & Expo – September 22-24, 2021 Cal Cities 2021 Annual Conference & Expo is scheduled for September 22-24, 2021 in Sacramento. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly) on Friday, September 24. At this meeting, Cal Cities membership considers and acts on resolutions that establish Cal Cities policy. In order to vote at the Annual Business Meeting, your city council must designate a voting delegate. Your city may also appoint up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Please complete the attached Voting Delegate form and return it to Cal Cities office no later than Wednesday, September 15. This will allow us time to establish voting delegate/alternate records prior to the conference. Please note: Our number one priority will continue to be the health and safety of participants. We are working closely with the Sacramento Convention Center to ensure that important protocols and cleaning procedures continue, and if necessary, are strengthened. Attendees can anticipate updates as the conference approaches. • Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. When completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken, or have your city clerk or mayor sign the form affirming that the names provided are those selected by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone. • Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration will open mid-June at www.cacities.org. In order to cast a vote, at least one voter must be present at the Business Meeting and in possession of the voting delegate card. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the Voting Delegate Desk. This will enable them to receive the special sticker on their name badges that will admit them into the voting area during the Business Meeting. • Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but Council Action Advised by August 31, 2021 1400 K Street, Suite 400, Sacramento, CA 95814-3916 | www.cacities.org | (916) 658-8200 only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the Business Meeting, they may not transfer the voting card to another city official. • Seating Protocol during General Assembly. At the Business Meeting, individuals with the voting card will sit in a separate area. Admission to this area will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. If the voting delegate and alternates wish to sit together, they must sign in at the Voting Delegate Desk and obtain the special sticker on their badges. The Voting Delegate Desk, located in the conference registration area of the Sacramento Convention Center, will be open at the following times: Wednesday, September 22, 8:00 a.m. – 6:00 p.m.; Thursday, September 23, 7:00 a.m. – 4:00 p.m.; and Friday, September 24, 7:30 a.m.– 11:30 a.m. The Voting Delegate Desk will also be open at the Business Meeting on Friday, but will be closed during roll calls and voting. The voting procedures that will be used at the conference are attached to this memo. Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates. Once again, thank you for completing the voting delegate and alternate form and returning it to the League’s office by Wednesday, September 15. If you have questions, please call Darla Yacub at (916) 658-8254. Attachments: • Annual Conference Voting Procedures • Voting Delegate/Alternate Form 1400 K Street, Suite 400, Sacramento, CA 95814-3916 | www.cacities.org | (916) 658-8200 CITY:________________________________________ 2021 ANNUAL CONFERENCE VOTING DELEGATE/ALTERNATE FORM Please complete this form and return it to Cal Cities office by Wednesday, September 15, 2021. Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one voting delegate and up to two alternates. To vote at the Annual Business Meeting (General Assembly), voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation. As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council. Please note: Voting delegates and alternates will be seated in a separate area at the Annual Business Meeting. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the Voting Delegate Desk. 1. VOTING DELEGATE Name: Title: 2. VOTING DELEGATE - ALTERNATE 3. VOTING DELEGATE - ALTERNATE Name: Name: Title: Title: PLEASE ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES OR ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s). Name: ____________________________________ Email _________________________________ Mayor or City Clerk___________________________ Date____________ Phone________________ (circle one) (signature) Please complete and return by Wednesday, September 15, 2021 to: Darla Yacub, Assistant to the Administrative Services Director E-mail: dyacub@cacities.org Phone: (916) 658-8254 1400 K Street, Suite 400, Sacramento, CA 95814-3916 | www.cacities.org | (916) 658-8200 Annual Conference Voting Procedures 1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy. 2. Designating a City Voting Representative. Prior to the Annual Conference, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the Voting Delegate Form provided to the Cal Cities Credentials Committee. 3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the Voting Delegate Desk in the conference registration area. Voting delegates and alternates must sign in at the Voting Delegate Desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the Business Meeting. 4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the Credentials Committee at the Voting Delegate Desk, may sign petitions to initiate a resolution. 5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and be registered with the Credentials Committee. The voting card may be transferred freely between the voting delegate and alternates, but may not be transferred to another city official who is neither a voting delegate or alternate. 6. Voting Area at Business Meeting. At the Business Meeting, individuals with a voting card will sit in a designated area. Admission will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. 7. Resolving Disputes. In case of dispute, the Credentials Committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the Business Meeting. City of South San Francisco Legislation Text P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, CA File #:21-649 Agenda Date:8/25/2021 Version:1 Item #:15. Conference with Legal Counsel-Anticipated Litigation Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2): One potential case (Sky Woodruff, City Attorney, Kyle Royer, RTGR Law, and Leah Lockhart, Human Resources Director) City of South San Francisco Printed on 8/20/2021Page 1 of 1 powered by Legistar™