HomeMy WebLinkAbout2011-04-19 e-packet % SPECIAL MEETING
CITY COUNCIL
`-ktrior0 OF THE
CITY OF SOUTH SAN FRANCISCO
P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, California 94083
CITY HALL CONFERENCE ROOM
400 GRAND AVENUE
SOUTH SAN FRANCISCO
TUESDAY, APRIL 19, 2011
6:30 P.M.
NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the
State of California, the City Council of the City of South San Francisco will hold a Special Meeting on
Tuesday, the 19th day of April, 2011, at 6:30 p.m., in the City Hall Conference Room, 400 Grand
Avenue, South San Francisco, California.
Purpose of the meeting:
1. Call to Order.
2. Roll Call.
3. Public Comments — comments are limited to items on the Special Meeting
Agenda.
4. Study Session: Structure of Boards and Commissions
5. Adjournment.
s • y Martinel , ity Clerk
CITY OF SOUTH SAN FRANCISCO
INTER - OFFICE MEMORANDUM
DATE: April 12, 2011
TO: City Manager
FROM: Sharon Ranals, Director of Parks and Recreation
SUBJECT: Board and Commission Options
The City Council asked at its annual retreat in January that boards and commissions consider the
most efficient and effective way to provide service, and requested that commissioner feedback be
included when the issue is discussed at a future Council Study Session. Staff introduced this
topic to the Parks and Recreation and Cultural Arts Commissions in the context of evaluating
core services and the need to lower expenses and streamline services commensurate with reduced
staffing levels. The issue was agendized at the regular February meetings; feedback was
requested on the following range of options:
- Disband the Commission and handle the function in a different way;
- Consolidate the Commission with another board, such as combining Cultural Arts and
Parks and Recreation Commissions;
- Change the activities undertaken by the Commission and /or staff with regard to Parks and
Recreation and Cultural Arts;
- Change the meeting frequency to meet less often;
- Reduce or eliminate Commissioner stipends;
- Change the size of the Commission;
- Streamline administration by having staff produce only "action minutes" vs. the
comprehensive minutes currently produced;
- Other ideas or suggestions.
Parks and Recreation Commission
The Parks and Recreation Commissioners in attendance at the February meeting were in
agreement on the following:
- Hesitant to disband the Commission or reduce the number of meetings as Commission
fulfills an important function and avenue for public feedback;
- Monthly stipend can be eliminated, although Commissioner Garrone noted that he commits
many volunteer hours, and personal resources, in various landscape projects on behalf of the
City, and the stipend is appreciated;
To: City Manager
Subject: Board and Commission Options
Date: April 12, 2011
Page 2
- If two Commissions are combined, the focus of both groups could be diluted and spread too
thin;
- Number of members should stay at an odd number; more than seven members could be
unmanageable;
- Quarterly meetings would be too far apart to retain momentum and continuity;
- Staff time required to solicit public input could be even higher if the Department was
required to engage the community through a process other than established commission
meetings, such as noticing for special meetings;
- Proud of their many accomplishments even with Commissioner turnover;
- Further discussion on time staff devotes to Commission activities needed;
- General consensus that the Beautification Committee performs a valuable role at little cost,
and should be continued.
Cultural Arts Commission
The following comments were made by members of the Cultural Arts Commission:
- Cultural Arts Commission offers a valuable service of "art in the city" to the public;
- The number of meetings could be reduced; if there is nothing pending for discussion on a
given month, that specific meeting could be cancelled;
- Consensus was that stipends could be eliminated;
- Other cities see South San Francisco as a leader and have asked, "How does the South San
Francisco Cultural Arts Commission accomplish as much as they do ?"
- The Commission does a great job of getting media coverage for accomplishments such as art
installations, upcoming events, and scholarship recipients; this reflection on South San
Francisco is "priceless" in showing South San Francisco in a positive light;
- Chair Wendler and Commissioner Burgess commented that they attended the City Council
retreat and reminded the Council of all of the activities that the Cultural Arts Commission
accomplishes annually and the value this Commission brings to the City;
- Size of the Commission has already been reduced from 15 to 9 members; would not want to
see further reduction, or a change resulting in an even number of Commissioners;
To: City Manager
Subject: Board and Commission Options
Date: April 12, 2011
Page 3
- Cultural Arts Commission has much in common with the Parks and Recreation Commission;
would not want to lose the people of the Cultural Arts Commission and their expertise;
however Commissioner Looper was not against combining Cultural Arts Commission with
Parks and Recreation Commission.
Survey of Neighboring Cities
Staff sent an inquiry to neighboring cities to see what other cities are doing on this issue. Only a
few cities responded, please see summary attached.
Please advise if any additional information is needed.
kan 4
Sharon Ranals
Director of Parks and Recreation
Commission
Survey
February San Bruno Pacifica San Carlos East Palo Alto Redwood City
2011
1 Do you have a Yes We are updating In process of getting program No We have a public art policy, but not much of a
public art program? one. Started as a approved by Council program. I can send this to you. We do not
mural program have a "percent for art" fee from developers,
application and our Civic Cultural Commission works on
process. issuing art grants, and has just some money
for acquisition of public art.
2 Does your agency No No, however when No Yes, we have provided funds No, but $60,000 of GF money is given to the
use General Funds last new building especially for murals. Commission each year and they administer
for public art? was constructed, a this money as grants to give to non - profits in
sculpture was the community for cultural activities (and
purchased. sometimes art). This money may go away in
the future.
3 Are there other Public Art Fund Possible donations Developer contributions, - We have over $1M in "Bird Bath" money for
sources of funding established for specific donations the "Care and Feeding of Birds ". Our
for public art? projects. Commission is using this money as a way to
fund some public art through creating
sculptures that act as bird baths.
4 Public Art Funding Administered Administered Arts & Culture Commission - Parks & Rec staff is liaison to the Civic
administered by the through through Parks and Cultural Commission.
city through Parks Community Rec or Public
and Recreation or Services Dept. Works.
some other Library staff acts
department? as Commission
support.
5 Do you have a Yes Eliminated 4 years Yes We have the East Palo Alto Mural Civic Cultural Commission.
Cultural Arts ago due to staff Music & Art Project non - profit,
Commission or other time /cost responsible for murals in the city.
group that promotes
public art?
6 Do you have a Parks Yes Yes Yes No, but there is some discussion Yes, we have a Parks and Rec Commission
and Recreation about re- forming one. but it has no jurisdiction over public art.
Commission?
San Bruno Pacifica San Carlos East Palo Alto Redwood City
7 Does the PRC have Yes, re: placement A sub - committee Yes, re: placement of art in N /A. No
any jurisdiction of art in park will oversee the park
over public art? public art process.
8 Do your No No No When we had a commission, they No
Commissioners did not receive a stipend.
receive a stipend?
9 How much per - - - - -
meeting?
10 How are meetings Agenized and Tape record and Kind of a hybrid between n/a Minutes are taken.
memorialized? posted with provide brief action & summary
comprehensive minutes & action.
written minutes.
11 If you have a Yes, monthly No Yes, quarterly n/a Civic Cultural Commission meets monthly
Cultural Arts In the past they met once /month.
Commission, how
often do they meet?
12 If you have a Parks Yes, monthly Yes Yes, bi monthly n/a Yes, monthly
and Recreation Monthly and
Commission, how televised.
often do they meet?
13 Number of seats 9 7 including 1 5 Varied 7 - 9 7
P &RC? youth position but
position is
currently unfilled.
14 Number of seats 7 - 5 - 7
Cultural Arts?
15 Composition Not at this time. The city is Tried to co -opt the ACC into The Council previously combined Currently under study.
changes made to currently the PRC but ultimately Council the Arts & Culture Commission, the
Commissions to evaluating all voted to maintain both Parks & Rec Commission and the
reduce staff commissions & independently. Human Services Commission into
resources required, committees. one group: Community Services
Commission.
or reduce
expenditures?
San Bruno Pacifica San Carlos East Palo Alto Redwood City
16 Comments I support commissions. They My guess is that Council will combine the
may be a lot of work, but I Parks and Rec. Commission and the Civic
believe they provide an Cultural Commission. We also have a Senior
important vehicle through which Affairs Commission; a Housing and Human
citizens can get involved in their Concerns Committee; and a Youth and Teen
government in very meaningful Advisory Board
ways. For cities I believe as well,
they have provided an excellent
training ground for residents
seeking to become council
members at some point in their
lives. Currently my department
oversees only one advisory
committee, the Senior Advisory
Committee with another, the
Youth Advisory Committee
expected to come into existence
this upcoming fiscal year. There
has been some discussion about
restoring the arks and Recreation
Commission.
CITY OF SOUTH SAN FRANCISCO
INTEROFFICE MEMORANDUM
DATE: March 22, 2011
TO: Barry Nagel, City Manager
FROM: Marty Van Duyn, Assistant City Manager
SUBJECT: Historic Preservation Commission Status
The purpose of this memorandum is to recommend that Council amend the SSFMC to transfer the
role and responsibilities of the Historic Preservation Commission to the Planning Commission.
Backaround/Discussion:
In an effort to preserve the structures, sites and areas of special character or special historic,
architectural, or aesthetic interest or value, the City created the Historic Preservation Commission in
April of 1985 (Ord. 978 - 1985). In 1985/86, a comprehensive study of the history and architecture of
the City was undertaken and completed. The report is called, "South San Francisco Historic
Preservation Survey, 1985 -86 ", and documents approximately 106 historic resources in the City.
This Survey also formed the basis for establishing the HPC and targeting particular properties for
designation. The 1980's saw the majority of the City's 16 official historic resources "designated ".
Grant Program
In better economic times, the Historic Preservation Commission (HPC) has been able to implement a
grant program. The primary objective of the grant program has been to entice property owners of
"Potentially Significant Historic Resources" (not yet officially designated properties) to add their
properties to the City's Designated Historic Resources list. The program has had little success in
attracting new properties, so grant money has been allocated to existing designated Historic
Resources to be used for modest maintenance and upkeep projects.
The last round of grant funding happened in 2008. Staff found that many of the grant recipients had
received money from the HPC in the past. Staff also noted that the limited amount of money
available allowed for very minor project work — exterior painting, single window replacement. In
recent years, the City has not funded the grant program.
Recent Project Review and Projects
Aside from making determinations on designating Historic Resources, another of the primary roles
of the HPC is to review proposed changes and modifications to designated Historic Resources. In
recent years, the HPC has only been presented with a handful of applications for comment. Without
the grant program or projects to review, the HPC turned their attention to awareness and education.
The historic resources brochures, walking -tour, and information handouts have been updated within
1
the past year; however, the Historical Society — a non - profit organization separate from the HPC —
also does a significant amount of education and outreach with respect to the history of South San
Francisco.
Role of the Historic Preservation Commission
Based on the "powers and duties" that are defined in the SSFMC, there is little work to be done by
the HPC for the foreseeable future. Rather than having a stand -alone Historic Preservation
Commission, staff is recommending that the powers and duties be transferred to the Planning
Commission. The Planning Commission would be responsible for ensuring that the core
responsibilities of the Historic Preservation Commission are still carried out; at the same time, this
move allows the City to make more efficient use of existing personal and Commissioners.
Benefits to the Transfer
Transferring the Historic Preservation Commission's roles and responsibilities to the Planning
Commission will have a number of benefits, including:
1. Faster Review — The Planning Commission is scheduled to meet two times per month, where
the Historic Preservation Commission is only scheduled to meet one time per month. The
additional meeting will potentially allow projects to move through the City's review process
faster.
2. Efficient Use of Historic Preservation Commissioner's Time — The Commission is currently
scheduled to meet once per month, but there is rarely anything on the agenda.
3. Efficient Use of Staff Time — Economic and Community Development staff expend time and
money to publish agendas, notice meetings, prepare meeting minutes, and attend meetings
where there is very little project review occurring.
4. Fiscal Savings — The City could save between $1,500 and $3,000 per year on Commission
compensation (6 to 12 meetings @ $50 per meeting).
Process
Staff is recommending that Council transfer the role, responsibilities, powers and duties assigned to
the Historic Preservation Commissioners in Chapter 2.58 ( "Historic Preservation Commission ") to
the Planning Commission, as defined in Chapter 2.56 ( "Planning Commission "). The necessary
ordinance amendments will be drafted by the City Attorney. In early 2011, staff solicited input from
the Historic Preservation Commission about the possible transfer of authority — it was generally
agreed that the Commission is underutilized at this time.
Conclusion:
Transferring the role and responsibilities of the Historic Preservation Commission to the Planning
Commission will streamline the review process for developers and make better use of staff and
Commission time. This change recognizes the fact that there are fewer HPC related tasks, but does
not discount the importance of maintaining and enhancing the City's historic resources. The
Planning Commission routinely reviews architecture and land use and will be well suited and adept
at reviewing historical matters.
SK/gb
2
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CITY OF SOUTH SAN FRANCISCO
INTER - OFFICE MEMORANDUM
DATE: April 13, 2011
TO: Barry M. Nagel, City Manager
FROM: Kathy E. Mount, Human Resources Director
SUBJECT: STRUCTURE OF THE PERSONNEL BOARD
BACKGROUND /DISCUSSION:
At the City Council's 2011 retreat, direction was given to explore with Boards and Commissions
their structure and function to ensure they remained viable and productive. Staff has met with
the Personnel Board and over several meetings discussed the issues. The duties of the Personnel
Board, as outlined in the Municipal Code and the Personnel Rules & Regulations, consist of the
following:
1. Hearing and deciding some disciplinary disputes;
2. Hearing and deciding claims that Personnel Rules have been violated;
3. Approving changes to job descriptions;
4. Receiving and reviewing reports on various routine personnel actions;
5. Hearing and deciding challenges to the City's Employer - Employee Relations
Resolution; and
6. Providing advice on personnel matters to the City Manager upon request.
Analysis:
Staff asked the following questions of the Board:
1. Should the Board disband because the service provided by the Board can be
handled in a different and better way?
2. If the Board continues to meet, can it meet less frequently without adversely
impacting its work?
3. If the Board continues to meet, should the City pay a stipend or should Board
membership be unpaid?
4. If the Board continues to meet, is the current size of the Board optimal?
5. If the Board continues to meet, do Board members have ideas for more efficient
or less expensive ways to provide this service?
Inter - Office Memorandum
To: Barry M. Nagel
Re: Structure of the Personnel Board
Date: April 13, 2011
Page: 2of 2
The Board concluded that it should continue to meet because it provides an important service to
the City. The Board expressed some concern and surprise that a number of bargaining units had
elected to use binding arbitration rather than the Personnel Board to resolve disciplinary
disputes', and questioned whether an important function of the Board was being eroded. The
Board expressed a desire for the City Council and City Manager to provide them with some
direction about what they wanted from the Board in light of this reduced responsibility.
The Board voted to meet quarterly rather than monthly, but has also indicated a desire to
reconsider this schedule at its next meeting. There has not yet been any discussion of the size of
the Board, compensation, or alternative ways to provide the service.
Staff provided the Board with a list showing which San Mateo County cities use personnel
boards or civil service commissions. A copy of that list, with a complete list of cities in the
County is attached.
KEM /jbr
Attachment: List of San Mateo County Cities' Policies Regarding Personnel Boards
1 AFSCME and Operating Engineers, Local 39 elected to use binding arbitration exclusively for disciplinary disputes.
IAFF, Local 1507 has the option of using either binding arbitration or the Personnel Board to resolve disciplinary
disputes. The Police Association uses binding arbitration for major disciplinary disputes (40 hours or more), and
the Personnel Board for minor discipline matters. The remaining units have recourse to the Personnel Board.
San Mateo County Cities' Policies Regarding Personnel Boards
Local Agency City Town Personnel Board Other Duties
Atherton X No
Belmont X No
Broadmoor X No
Burlingame X No Civic Service Choice of apeal of discipline to City Manager of
Commission Commission; Commission decision is advisory to City
Council per some MOUs; other MOUs provide for ad
hoc advisory board with advisory decision to
personnel officer.
City of San Mateo X Yes ,Hears disciplinary matters if MOU so provides. Some
MOUs provide for Personnel Board hearings; other
have binding arbitration.
Colma X No
Daly City X Yes Hears disciplinary matters; result is advisory to City
Manager or City Council depending on MOU.
East Palo Alto X No
Foster City X No
Half Moon Bay X No
Hillsborough X No
Menlo Park X No
Millbrae X No
Millbrae X No
Pacifica X No
Portola Valley X No
Redwood City X No
San Bruno X No
San Carlos X No
So. San Francisco X Yes
Woodside X No