HomeMy WebLinkAbout2010-01-16 e-packetS
x ~,
~o~~,,~~,AN
- ~ SPECIAL MEETING
o CITY COUNCIL
c'QLIFOR~l~ OF THE
CITY OF SOUTH SAN FRANCISCO
P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, California 94083
CITY HALL CONFERENCE ROOM
4,00 GRAND AVENUE
SATURDAY, JANUARY 16, 2010
9:00 A.M.
NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the
State of California, the City Council of the City of South San Francisco will hold a Special Meeting
on Saturday, the 16t" day of January, 2010, at 9:OOa.m., in the City Hall Conference Room, 400
Grand Avenue, South San Francisco; California.
Purpose of the meeting:
1. Call to Order.
2. Roll Call.
3. Agenda Review.
4. Public Comments.
5. Items for Discussion:
a. Council Goals/Objectives
b. Staffs Goals/Objectives
c. Finance Forecast
d. Day In the Park -possible changes in revenue sources
e. BIO 2010 Chicago, Progress Seminar
f. Green space at Grand/Chestnut -potential site for art work
g. City Council Appointments to Regional Boards/Commissions
h. Consideration offull/part-time P.I.O.
i. City Council Office - Display of Gifts
j. Sister City Gifts
k. Boards and Commissions Attendance Policy
1. PenTV Shows
m. City Council Reorganization Costs
n. Residential Party Permit
o. City Council Handbook Ad Hoc Committee
p. Friday Packet Newspaper Articles
q. Faxing Council Invitations
r. Items From the City Council
6. Closed Session -Public Employee Performance Evaluation
(Pursuant to Government Code Section 54957)
Title: City Manager and City Attorney.
Adjournment.
ista Martine 1~ "arson,
City Clerk
SPECIAL CITY COUNCIL MEETING JANUARY 16, 2010
AGENDA PAGE 2
Government Code Section 4957.5
Agenda Item # 5 B-1
CITY OF SOUTH SAN FRANCISCO
INTER-OFFICE MEMOF~ANDUM
DATE: January 13, 2010
TO: Honorable Mayor and City Council
FROM: Barry M. Nagel, City Mana
SUBJECT: 2009 Year-End Vision Goals
For your review, attached are copies of the 2009 Year-End Vision
Goals.
I have also, under separate cover, provided you with a copy of the
Vision for 2010 Goals for discussion at the City Council Retreat on
January 16, 2010.
C~
Attachments: 2009 Year-End Vision Goals
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Government Code Section 54957.5
Agenda Item # 5 B-2
- /,''/
fi~ ~` '' CITY OF SOUTH SANFRANCISCO
~'\ INTER-OFFICE MEMORANDUM
/''-~ \ \
~'~~ \
'~ DATE: January 13, 2010
TO: Honorable Mayor & City Council
FROM: Barry M. Nagel, City Manager
SUBJECT: Vision for 2010 Goals
An overview of goals for 2010 is listed below and detailed information for each
goal is attached:
• Manaaement of the Capital Improvement Plan (Attachment A & A.1
• Reorganize the Public Works Street MaintenanceDiyision and assure compliance
with State and City policies and procedures
• Develop a working model of a Green Environmental Services Division and determine
funding sources
• Complete Several Large CIP Projects within approved Budgets and Schedules
• Develop an outreach Plan to persuade other Cities to use our Garage Services
• Economic Stability
• Develop aFive-Year Strategic Plan
• Continue to Educate City Employees about Budget Situation
• Implement the new Eden Financial Software System to provide more complete, easier
to use, and more robust financial information to all City Departments and City Council
in a timely manner, and reduce manual processes where appropriate
• .Implement a new banking services contract by July 1 that reduces City paperwork and
manual reconciliation efforts and costs, reduces risks to electronic fraud, and minimizes
risk to the City's cash holdings
• Quality of Life Improvement in the Community (Attachment C ,& C.1
• Oversee the Westborough Park Improvement Capital Improvement Project
• Update the Tree Preservation Ordinance
• Pursue Grants and Other Alternative Funding Sources
• Complete Main Library General Maintenance and Improvement Project
• Begin Planning Migration to an RFID (radio frequency identification) Materials
Handling System
• Continue laying the Groundwork for Future New Main Library
Item b
• Enhancement of Public Safety Operations (Attachment D & D.11
• Minimize operating costs where feasible; develop better cost recovery for services the
Fire Department provides to the community and husinesses and/or to increase
revenues where possible (ALS and BLS ambulance programs, fire prevention plan
check fees, renewable permits, special activity permits and the offering of specialized
training)
• Implementation of automated Fire Department personnel staffing software
(Telestaf~
• Continue the implementation of a community emergency response program
throughout the City that trains citizens and businesses to put out small fires, search
for and rescue victims safely, treat the sick and injured, organize themselves to be
effective, and collect disaster intelligence to support Fire, Police and Public Works)
• Institute Programs with Grant Funds
• Monitor Registered Sex Offenders Compliance Program
• Continue Gang Interdiction /Special Enforcement Team (SET)
• Expanded Use of Technology (Att~t~.~r~~~r~t [=--
• Redesign and Expand the Capabilities of the Ciry INTRAnet Site, in Partnership
with Various Ciry Departments
• Continue to Work with Finance and other Departments to Complete the
Implementation Phases of the new EDEN Financial Software
• Virtualization Project: Reduce the Number of Servers, Reduce Costs and Improve
Operations
• Redesign the "backup" and "restore" Environment to Protect Ciry Data
• Oversee the development of Geographical Information Systems (GIS) and use in the
Ciry
• Redevelopment and Planning Activities Ata~l~rr~~nt F~°I
• Coordinate the South San Francisco Biotechnology Career Fair with the Applied
Bioscience Center and the SSF Conference Center
• Relocate St. Vincent De Paul Sociery(ST~DP) Meal and Assistance Programs from
Grand Avenue in cooperation with Planning, Building, CDBG, Engineering and
Redevelopment Agency Divisions
• Initiate Full Development Program for construction of a Mix-Use project for
.9gency owned property at 418 Linden Avenue with Planning, Engineering,
Economic and Redevelopment Agency Divisions and Program Management
Consultant
• Coordinate Ciry Residential Attic Insulation Program with partner "Rebuilding
Together" and "El Concillio", and the Building, CDBG, Economic and
Redevelopment Divisions
• Develop aCommunity-Wide Climate Action Plan to reduce Greenhouse Gas
Emissions to 1990 levels by 2020 in accordance with AB 32 and SB 375. Partners
to include City Managers office, Economic and Community Development and
Public Works departments
2
• Maintaining an Efficient and Effective Workforce (Attachment G)
• Risk Management -Monitor and Evaluate RM Function to Manage Risk and
Reduce Cost
• Provided Structural Tools for Contemporary HR Function Analyze and
Recommend Updates to Foundational Documents
• Create and Promote a Positive Environment for Employees to Excel -Develop,
utilize and evaluate innovative, cost effective ways to provide service
• Strategic Planning
I will be prepared to discuss the 2010 goals at Council's Retreat on January 16.
BMN: ips
Attachments: 2010 Goals (A-G)
3
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Government Code Section 54957.5 ,~
;' i`` ~
Agenda Item # 5 B-3 ,
SOUTH SAN FRANCISCO ~ ~~ *~~~~~~~,'
CITY COUNCIL RETREAT ~`
JANUARY 16, 2010 ~ ~ )
~ _~ ~
i.~
~,
A. City Attorney Team:
• Steve Mattas, Principal, City Attorney.
• Sky Woodruff, Principal, Chief Assistant City Attorney (Planning and Finance).
• Brian Grossman, Senior Associate, Assistant City Attorney (Planning).
• Cynthia Wang, Associate, Assistant City Attorney (General City Attorney Services).
• Sue Bloch, Principal, (Redevelopment).
• Jesse Lad, Senior Associate, and Terry Roemer, Of Counsel, (Labor and
Employment).
• Claudia Huttner, Of Counsel, (Public Works Contracts).
B. City Attorne..~partment Accomplishments 2009:
• Successfully defended federal court lawsuit challenging the Personnel Board's
decision upholding an employee termination.
• Prepared and City Council adopted ordinance updating the Community Preservation
Ordinance to allow the City to recover delinquent administrative citations by special
assessment and/or liens, whereas this was previously available only for actual
abatement costs.
• Prepared and City Council adopted Abandoned/Distressed Property Registration
Ordinance authorizing the City to impose a civil penalty of up to $1,000 per day for
failure to maintain and secure foreclosed properties, and requiring registration of
properties in foreclosure.
• Prepared and City Council adopted Newsrack Ordinance, regulating the placement,
maintenance, and operation of news racks throughout the city, establishing an
abatement and appeals procedure for noncompliant news racks, and creating a "news
rack bank zone" for the Downtown Commercial District and El Camino Corridor.
Worked with newspaper companies to address issues of concern to the industry.
• Assisted staff with implementation of an ordinance prohibiting the use of polystyrene
and other non-compostable and non-recyclable food packaging.
• Prepared Measure O. Responded and drafted, in consultation with Finance Director,
administrative interpretation in response to concerns from hotel and on-line broker
interest groups.
In consultation with ECD/Planning negotiated and prepared Memorandum of
Understanding that allowed for interim use of the existing warehouse facilities at 245
South.
In consultation with ECD/Planning, successfully negotiated non-binding MOU with
SKS/Shorenstein and with the Harbor District for major renovation and development
of the Oyster Point Marina area to include over 2 million square feet of a biotech
office and R&D development along with substantial. improvements to the
infrastructure and public areas of the marina (including ball fields and trail
improvements) and the infrastructure to facilitate development of a hotel and
commercial retail area on the land owned by the City and subject to the JPA with the
Harbor District.
• In consultation with planning staff negotiated agreement that allowed Centrum
project (near border with San Bruno) to proceed based on approvals granted by the
Planning Commission.
• In consultation with Engineering staff successfully obtained all necessary easements
for Miller Avenue Parking Garage and worked with staff to identify appropriate
purchase methodology for solar panels for the parking garage.
• In consultation with ECD/Public Works, negotiated and prepared agreements with
Caltrans for property related to Caltrain Station relocation.
• Assisted with negotiation and prepared all loan documents for renovations at Buon
Gusto and Bronstein's Music Store
• Assisted with negotiations and prepared offer letters and purchase documents for
RDA property for potential enhanced uses along Grand Avenue and for improved
access from the parking garage to Grand Avenue.
• Worked extensively with planning department on review and edits to draft zoning
code.
• Prepared moratorium ordinance regarding regulations of medical marijuana
collectives to allow City additional time to draft and consider revised regulations.
C. Status of City Attorney's Department Major Projects and Goals - 2009:
Each goal from 2009 is listed and the status is shown in italics.
Assist Police Department with amendments to False Alarm Ordinance with the goal
being to decrease the number of false alarm calls in the City -Done. Ordinance
adopted in 2009.
Assist City Council, Planning Commission and Planning Staff to complete revision to
Zoning Code - In progress and nearing completion; our office has been reviewing
and editing each administrative draft chapter.
• Assist ECD/RDA/Planning with negotiations and preparation of all documents related
to proposed El Camino (former PUC) area specific plan and master development,
Gateway Master Plan and Oyster Point Ventures Life Sciences Campus and
-2-
development and enhancements at Oyster Point Marina. All three projects are
ongoing and our office has been assisting with contracts and review of the master
planning process for PUC property, with review of the EIR and preparation of a draft
development agreement and planning approvals for the Gateway Master Plan. We
prepared the MOUfor Oyster Point project which was approved by the Council/RDA
and the project is early in the entitlement process.
• Assist Public Safety Departments to address capital equipment needs necessitated by
new development through preparation of appropriate AB 1600 analysis and
legislative policies for consideration by the Planning Commission and City Council -
Worked with Fire Department to explain options for process of establishing impact
fees for consideration by the City Council.
• Assist ECD, Planning and Public Works on sustainability issues involving
development of a climate action plan, implementation of SB 375, green building
regulations and new laws related to financing options for energy efficiency equipment
for existing homes and businesses -Reviewed greenhouse gas inventory report and
worked with staff to identify federal grant funds and AB 811 (energy financing
options) through ABAG and other statewide organizations.
• Assist Public Works with compliance with Proposition 218 requirements related to
updated sewer fund rates -This work is ongoing.
• Conduct training for public safety and public works department management staff in
public liability exposure avoidance techniques -Carried forward to 2010 to maintain
targeted budget for FY 2008-2009 and 2009-2010.
• In coordination with Public Works, prepare new version of the City's standard public
works contract documents to incorporate best practices standards and to minimize
financial risk to the City -Carried forward to 2010 to maintain targeted budget for
FY 2008-2009 and 2009-2010.
• Coordinate with appropriate departments and update various sections of the
Municipal Code to address changes in state law and appropriate best practices.
a. Subdivision Code -Carried forward to 2010 to maintain targeted budget for FY
2008-2009 and 2009-2010.
b. Massage Ordinance (to incorporate recent state law changes) -Draft prepared
and submitted to Police Department for review. Draft maintains maximum
enforcement possibility allowed by state law. State law does preempt some local
regulation for licensed state massage practitioners. Currently on hold as
CalChiefs evaluate whether they will seek statewide legislation to improve SB
731.
-3-
D. City Attorne~partment Goals for 2010:
• Coordinate with appropriate departments and update various sections of the
Municipal Code to address changes in state law and appropriate best practices:
i. Subdivision Code
ii. Massage establishments
iii. Taxicab regulations
• Conduct training for public safety and public works department management staff
in public liability exposure avoidance techniques
• In coordination with Public Works, prepare new version of the City's standard
public works contract documents to incorporate best practices standards and to
minimize financial risk to the City.
• Provide City Council with status of regulation of use of plastic bags and options
for consideration
• In coordination with Planning and ECD staff, assist staff with completion of the
following:
a. Zoning Code Update
b. Climate Change Plan and any appropriate regulations
c. Environmental Impact Report, land use entitlements, development agreement,
owner participation agreement, land transfer documents and MOU with the
Harbor District related to the SKS/Shorenstein development and public
improvements at Oyster Point Marina
d. Environmental Impact Report, land use entitlement and development agreement
for Gateway Master Plan.
e. Environmental review and general plan amendment for South EI Camino General
Plan Amendment
f. Environmental review for and preparation of the Chesnut/El Camino Area
Specific Plan
g. Prepare any necessary land conveyance documents for former PUC property.
13622332 (405.001.070]7)
-4-
Government Code Section 54957.5
Agenda Item # 5 C ~ ~'
~.
r
_..~-'
Gity of South San Francisco Financial Forecast
1/13/2010
1'he City of SSF has a structural deficit
Our longer term expenditures are growing faster than our longer term
revenues:
Health Costs are growing much faster than revenues or inflation, this year was one of the
lowest increases in years (grew 10°Io over the prior year). General Fund will spend $S.5
Million on health costs this year without benefit changes. Council has given direction to
staff to make changes here, and we're awaiting bargaining unit resolution.
Retiree Health Costs: Is growing even faster, as the number of retirees grows over time,
while the number of active employees is stagnant, or even shrinking.
PERS: With the investment losses, PERS rates will start climbing dramatically
beginning in 2012-13 .
Misc. Employees Safet~Employees
This year 17.1 °Io of wages 30.1 °Io of wages
By 2014-15: 24.8% 42.6°Io
By 2014-15 PERS costs will increase a total of $3.1 million over current year levels. As
with health costs, Council has given direction to staff to make changes here, and we're
awaiting bargaining unit resolution. However, as with health costs, significant savings
won't begin to accrue for 10 years, and additional savings will be needed to bridge that
gap.
Item c
Financial Forecast
Council Retreat 2010
Page 2 of 7
Other Pieces of the Structural Deficit
There are several significant items we've cut to make ends meet, but which aren't
sustainable indefinitely. We've cut back building, park, and public works maintenance
(positions) back to levels that we have to restore over time, or our facilities will
deteriorate and become unsafe. In addition, we've added major new facilities without
sufficient budget to maintain them. We've also held open certain vacant positions
(Deputy Fire Chief, certain PD positions, and Planning positions) to levels that we can't
sustain over time.
Non-sustainable cuts include:
Non-Sustainable Budget Cuts:
Deputy Fire Chief vacancy 198,000
Parks Maint Worker vacancy 89,000
P/T Parks Maint staff cut 40,000
2 Bldg Maint Cust vacancies 147,000
P/T Facilties Maint cuts 230,000
PW Maint and garage vacancies 277,500
ECD (Planning) vacancies 200,000
Police vacancies & reductions 400,000
Library book budget 6,000
Total 1,587,500
Capital Improvement Under funding:
We've reduced our investments in the capital improvements that will keep our streets,
sidewalks, parks, and buildings in good shape for years to come ($1.5 million).
Storm Drain Water Discharge Regulations:
There are potential Storm Drain improvement requirements that may be mandated by
State/Regional Board that will have to come from the General Fund until another funding
source is found. ($1.0 million by 2012-13 estimated by Terry White).
Financial Forecast
Council Retreat 2010
Page 3 of 7
Chart I: Structural Deficit assuming Status Quo (no changes to Salaries and
Benefits), and assuming we add back unsustainable cuts in 2010-11.
This chart shows structural deficits of $4.7 million to $5.0 million for 10 years if we add
back the various services and don't rein in wages and benefits.
Other assumptions:
Revenue Assumptions:
General: slow year in 2010-11, with minor improvement except in Property Taxes; a bit
better in 2011-12, and returning to normal growth in 2012.
Sales Taxes grow by 2°Io over the next 2 years, and 5% thereafter
Property Taxes are flat next year, 2% in 2011-12, and 5% thereafter
Hotel Taxes grow by 3% next year, and 5% thereafter
Building and Planning Permit Activity and Revenue: grow 3% next year, and
between 3-5% thereafter, with a couple of years of spiked activity to get us closer
to revenue levels from 2008 by 2014-2015.
All other fees grow by 1% a year (the City does not currently raise each fee
annually).
Expense Assumptions:
Wages grow by 2°Io in 2010-11, 1 % in 11-12, and 2% thereafter;
Health Costs grow annually by 10% in 10-11, then 9%, 8% and down to an
annual increase of 7 °Io by 2014.
PERS rates grow by the estimate provided by Bartel Associates last Fall (actuarial
study) for 5 years, and then by wage growth (2%) thereafter.
$$$'s in 000's
11-12 * 12-13 * 13-14
*Projected increase in
PERS rates are $3.1
million over 3 years: $635 $1,245 $1,256 (additive)
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Financial Forecast
Council Retreat 2010
Page 5 of 7
Chart II: Structural Deficit assuming 2010 benefit changes and two tiered PERS
and retiree health.
This chart shows structural deficits beginning at $3.8 million, gradually declining to $2.9
million after 10 years. The cost curve for savings for two tiered benefits will not
dramatically kick in until 20+ years.
Revenue assumptions are the same as in Chart I.
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Council Retreat, 2010
Structural Deficit
Page 7 of 7
What's Next?
Bargaining unit changes have the potential $1.0 million annual savings in health benefits.
Further changes to benefits will continue be looked at in the next 1-3 years.
Staff has worked with the City Attorney and the Scavengers to devise a way to move
street sweeping to the Scavengers, where they would bill homes and businesses for street
sweeping (separate item). $500,000 impact.
Department heads have begun discussing options for realizing a total of up to $4.0
million in annual savings within 5 years to fund the structural deficit. We can continue to
hold open vacant positions and defer CIP projects for another year while we are working
on a plan.
Reserves could be tapped partially over the next 5-10 years while we wait for the cost
curve to decline. For example, in the early years with a Medical After Retirement
Account (MARA, or defined contribution plan), we will have 1.5°Io in expenses for new
hires that we don't pay now. Those costs could come from reserves, and the City could
fund the next year or two GIP from reserves.
Projected Reserve balances are below:
$$$'s in 000's
From Chart II 10-11 11-12 * 12-13 * 13-14 * 14-15 15-16 20-21
DEFICIT, with proposed benefit savings
and two tiered retiree health and two
tiered PE RS for new hires $ (3,828) $ (3,215) $ (3,919) $ (3,653) $ (:3,038) $ (2,995) $ (2,906)
Keep Non Sustainable cuts in place another
year, except for est. $625.000 in required
Storm W ater regulations $ 3,203
Pull from Reserves or Seek additional
reductions to fund storm water
regulations: $ (625)
Target: Cut $3 million within 5 years: $ 1.000 $ 2,000 $ 2,500 $ 3,000 $ 3,150 $ 4,020
Reserve Balance Estimate ** $ 16,885 $14,670 $ 12,752 $ 11,599 $ 11,560 $ 11,715 $ 15,411
11-12 * 12-13 * 13-14
*Projected increase in PN:RS rates are $3.1
million over 3 years: $635 $1,245 $1,256 (additive)
** Not counting $5.4 million still in OPEB reserve
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Government Code Section 54957.5
Agenda Item # 5 K
The members of each board or commission (except the Design Review Board) are appointed by
the Mayor or by the Council in accordance with governing law. The number of members, length
of terms, time of appointment and method of appointment differ. The accompanying chart, set
forth in Appendix 8 sets forth the composition of each commission. 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 four consecutive full terms on any one board or commission. Cultural Arts
Commissioners and Bicycle and Pedestrian Advisory Committee members serve for an indefinite
period of time.
All board and commission members except Cultural Arts Commissioners, Bicycle and Pedestrian
Advisory Committee 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 must
complete an application indicating on which board or commission he or she desires to serve.
Applications may be made on an on-going basis. Applications are considered current for one
year from the date received. The process for selection of commissioners is set forth in Appendix
9.
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. Thus, upon the second absence from
a regular meeting within atwelve-month period, a member shall receive a written
communication from the Mayor advising of the potential consequences of a third absence within
the rolling twelve-month period. Any member of an appointed Board or Commission missing a
25 of 27
1040200.1
Resolution No. 10-2007 Replace pgs. 25-26
advising of the potential consequences of a third absence within the rolling twelve-month
period, or, alternatively, make a telephone call to the member. Any member of an
~~ appointed Board or Commission missing a third scheduled meeting within any rolling
twelve-month period shall have his or her name automatically placed on the next
regularly-scheduled City Council agenda for consideration of possible removal from the
board or commission. Members are also encouraged to give advanced notice of their
absence from meetings. This absentee policy as expressed in the Council Handbook shall
be as provided on the application for membership on a board or commission and as
provided in-the congratulatory letter welcoming new-commissioners--and 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.
Government Code Section 54974 provides that whenever an unscheduled vacancy
occurs, a special vacancy notice shall be posted within twenty (20) days 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. Pursuant to Government Code Section 54927 the
City Clerk maintains a list of all board and commission members.
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.
COUNCIL POLICY ON EXPRESSION OF CITY OR COUNCIL POSITIONS
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.
26 of 27
Government Code Slection 54957.5
Agenda Item # 5 L
~a.~2x„Sarv~~
n CITY OF SOUTH SAN FRANCISCO
_~ ~ CITY ATTORNEY'S OFFICE
c'~LIFOR,~~~' INTEROFFICE MEMORANDUM
Confidential Attorney Client Communication
DATE: January 13, 2010
TO: Honorable Mayor and City Council
FROM: Steven T. Mattas, City Attorney
By: Cynthia Wang, Assistant City Attorney
SUBJECT: LEGALITY OF PUBLIC EXPENDITURES RELATED TO PENINSULA TV
Facts and Issues
I -~'
Mayor Matsumoto and Councilmember Gonzalez have historically hosted shows on PEN TV, the
Peninsula public service channel. The general purpose of each of their programs has been to
provide information to residents about public services, resources, and events. Neither show has
expressed positions on ballot measures or candidates.
PEN TV recently adopted mandatory fees for the use of the channel, and the City Council has
requested that the City Attorney determine whether the City is authorized to pay these fees out of
its general fund.
Summary Answer
One of the key purposes of the Political Reform Act (PRA) was to eliminate practices that favor
incumbent elected officials. (Gov. Code § 81002(e).). There is no directly applicable case law
on this issue, and the PRA does not explicitly ban the use of public funds featuring officials'
names or appearances. Note however, that the PRA includes a mass mailing restriction, which
prohibits the use of public funds by public officials to keep their names or likenesses before the
voters. ~ The plain language of the statute limits its application to newsletters. Moreover,
because no other law prohibits the use of general funds for non-partisan public programs, the
City Council may approve expending such funds towards non-partisan PEN TV programs that
provide information about public services and community events. Such programming may not.
express positions on or promote ballot measures or candidates.
1 This rule was upheld by an appellate court in Watson v. California Fair Political Practices Commission, 2 ] 7
Cal.App.3d 1059, 1074 (2d Dist. 1990, rev. denied 1990).
Item I
DATE: January l 1, 2010
TO: Honorable Mayor and City Council
FROM: Steven T. Mattas, City Attorney
SUBJECT: LEGALITY OF PUBLIC EXPENDITURES RELATED TO PENINSULA TV
Page 2 of 3
Discussion
The starting point for any analysis concerning the use of public funds begins with the principle
that public funds must be expended for an authorized public purpose. An expenditure is made
for a public purpose when its purpose is to benefit the public interest rather than private
individuals or private purposes. In general, however, courts give deference to the governing
body's determination of what constitutes a "public" purpose, as it is primarily a matter for the
legislature and "its discretion will not be disturbed by the courts so long as the determination has
a reasonable basis." Board of Supervisors of City and County of San Francisco v. Dolan, 45 Cal.
App. 3d 237 (1975).
The City Council could determine that the subject PEN TV shows have a purpose of educating
the public about local government, public services, and community events. Once a public
purpose is established, the expenditure must still be authorized by the City Council.
A. The Political Reform Act's Prohibition of Mass Mailing Funded by Public Funds Is
Limited in Application
One of the PRA's key purposes is to eliminate practices that favor incumbents. As such,
Government Code section 89001 specifically prohibits the use of public funds for mass mailings
by public officials. The mass mailing restriction helps accomplish that goal by prohibiting
elected officials from using public funds to perpetuate themselves in office by keeping their
names before the voters (as noted by an appellate court that upheld this provision in Watson v.
California Fair Political Practices Commission, 217 Cal. App. 3d 1059, 1074, 266 Cal. Rptr.
408, 416-7 (2d Dist. 1990), rev. denied 1990.) Stanson v. Mott, 17 Ca1.3d 206 (1976)
established the prohibition on using public funds for political campaign activity: "[A] public
agency may not expend public funds to promote a partisan position in an election campaign."
Government Code section 8314 similarly provides: "It shall be unlawful for any elected state
officer, appointee, employee, or consultant to use or permit others to use state resources for a
campaign activity ...which [is] not authorized by law."
Despite potential analogies between the proposed PEN TV programs with mass mailings
historically sent out by government agencies, the plain language of the statute limits the
prohibition's application to mailings only. State and local law do not preclude the City Council
from funding a PEN TV program that provides the public with non-partisan information on
government services and events. To err on the side of caution, however, our office recommends
that no public expenditures be made for PEN TV costs during election season, which is August 1
through the day after election during a City election cycle. We also recommend a similar
limitation during any period associated with any special election in the City.
DATE: January 1 1, 2010
TO: Honorable Mayor and City Council
FROM: Steven T. Mattas, City Attorney
SUBJECT: LF,GALITY OF PUBLIC EXPENDITURES RELATED TO PENINSULA TV
Page 3 of 3
B. Limits on Spending to Assist the Passage or Defeat of a Candidate, Initiative or
Ballot Measure
Notwithstanding the fact that the City Council is not prohibited from expending public funds on
PEN TV studio rental fees, there are some limitations on the expenditure. The following
paragraphs summarize these restrictions.
Absent clear and unambiguous statutory authority, a local government may not spend public
funds to assist the passage or defeat of a candidate or of an initiative or ballot measure. Public
monies may not be used to purchase such items as television and radio announcements, printing
cards, banners and other promotional items. The theory is using public funds in this manner
would be manifestly unjust to the rights of those voters with opposing views. The selective use
of government funds also raises the danger elected officials would use their authority to
perpetuate themselves and their allies in office.2 In addition, such expenditures are reportable to
the FPPC. (Gov. Code § 84203.5.)
The California Supreme Court, in a recent decision,3 clarified some of the legal ambiguities
governing the use of public funds in connection with electoral campaigns. California
Government Code section 54964(b) prohibits a local agency's expenditure of funds for
"communications that expressly advocate the approval or rejection of a clearly identified ballot
measure." Prior to passage of that statutory prohibition, the California Supreme Court had
decided in the pivotal case of Stanson v. Mott,4 that the use of public funds for campaign
materials was unlawful in the absence of clear statutory authorization, but that reasonable
expenditures of public funds for informational purposes to provide voters with a fair presentation
of relevant facts and information to aid them in reaching an informed judgment relating to an
issue on which the agency had labored was permitted. Because the distinction between permitted
"informational" and prohibited "campaign" expenditures could be elusive; the Stanson decision
provided some examples. The provisions of Government Code section 54964 prohibit a city
officer, employee or consultant from expending or authorizing the expenditure of any city funds
to support or oppose the approval or rejection of a ballot measure, or the election or defeat of a
candidate, by the voters. In this context, the term "expenditure" was defined to include the
payment of city funds used for communications that "expressly advocate" the approval or
rejection of a clearly defined ballot measure, or the election or defeat of a clearly identified
candidate. Expenditures of public funds are permitted for purely informational materials and
must present a fair and balanced presentation of the relevant facts.5
2. See generally Sta»so~ v. ~1~1ott, supra at 217; Miller v. California Con~n~issiorr on the Status of Wa~~eu, l S l
Cal. App. 3d 693, (1984); Gov. Code ~ 54964.
3. Vargas v. Cit)~ of Salinas, l 35 Cal.App.4th 361 (2009).
4. Supra, at footnote 2.
S..See Stanso», 17 Ca1.3d at 220 (discussing with approval Citizens to Protect Public Fu»ds v. Board of Education,
13 N.J. 172, 179-180, 98 A.2d 673, 676 (1953), which recognized the broad legislative and fiscal authority
possessed by locally autonomous schools boards to make reasonable expenditures to give voters relevant facts to aid
them in making an informed judgment when voting).
Page 27
Amended as of , 2010
By Resolution No.
EXHIBIT A
Amendment to Page 27 of the City Council Handbook,
Adding a Policy Regarding Expenditure of Funds for
PEN TV Programming
The following Policy Regarding Expenditure of Funds for PEN TV Program
to Page 27 of the City Council Handbook as follows:
COUNCIL POLICY REGARDING PENINSULA TV EXPENDITURES
AUTHORIZED EXPENDITURE FOR PROGRAMMING ON PENINSULA TV
Funds from the annual City Council budget may be used for the cost of renting the Peninsula TV
(PENTV) studio to record local community service programming by City Councilmembers.
Direct costs of programming generally constitute authorized expenditures, as long as the
programs: (1) communicate with the public about public services, resources, and events; (2)
remain non-partisan; and (3) do not advocate or take positions on ballot measures, policies,
candidates, political campaigns, or initiatives. Pursuant to the Political Reform Act (Gov. Code
§ § 81000 et seq.), programming paid for by City funds may not be used in a manner that
promotes or favors incumbent officials.
Public funds expended for approved programming may be used for purely informational
purposes. As such, despite the prohibition on advocating for particular ballot measures,
candidates, campaigns, or initiatives, programs may provide voters with a fair and balanced
representation of relevant facts and information to aid them in reaching an informed judgment.
All related expenditures require prior approval by the City governing body. The City Council
may not approve expenditures for PENTV programming during the election season (August 1
through the day after the election date).
Page 27