HomeMy WebLinkAboutMinutes 1984-12-03Mayor Richard A. Haffey
Vice Mayor Roberta Cerri Teglia
Council:
Mark N. Addiego
Emanuele N. Damonte
Gus Nicolopulos
MINUTES
City Council
City Council Conference Room
City Hall
December 3, 1984
AGENDA
ADJOURNED REGULAR MEETING
CALL TO ORDER: (Cassette No. 1)
ROLL CALL:
Councilman Addiego Arrived:
AGENDA REVIEW
City Manager Birkelo Requested:
- Item No. i Request to meet with the
Architects of the Civic Center
Renovation on the second phase
of work or have the Subcommittee
meet.
ACTION TAKEN
ADJOURNED REGULAR MEETING
5:25 p.m. Mayor Haffey presiding.
Council present: Nicolopulos, Teglia,
Damonte and Ha ffey.
Council absent: Addiego.
Counciman Addiego arrived at 5:28 p.m.
AGENDA REVIEW
Vice Mayor Teglia stated that the
Subcommittee should meet and review the
matter.
City Manager Birkelo stated that if there
was a difference of opinion among the
members it might be better to have the
full Council meet with the architects.
Councilman Nicolopulos stated that Group
4 should receive input from the full
Council, but perhaps have a short meeting
before that with the Subcommittee.
Mayor Haffey suggested setting a meeting
date for early January.
Deputy City Manager/City Engineer Yee
stated that if a meeting was not held
until January it would delay the project,
as the plans had to go back out to bid
and completion would be delayed until
July 1985.
Vice Mayor Teglia stated that the meeting
should be at City Hall so a tour could be
made of the building to see the items to
be renovated - and no other items should
be put on the agenda.
Mayor Haffey stated that the meeting
would be Monday, January 7, 1985 with the
full Council in attendance.
12/3/84
Page I
AGENDA
AGENDA REVIEW
- Add Item No. 2 Staff Report
12/3/84 recommending adoption
of a Resolution establishing the
Executive Management salary
ranges.
- Add Item No. 3 Review of Council
Goals and Objectives.
ACTION TAKEN
AGENDA REVIEW
City Manager Birkelo stated that this
item could not be acted upon until after
a Closed Session.
Mayor Haffey stated that Item I.A.~ the
reorganized departmental structure had
been completed but a commitment had been
made by the Subcommittee to come back and
look at the use of civilians in public
safety; and that phase two of the reorga-
nization would be rescheduled to 3/1/85.
Discussion followed: That I.C., the sale
of unappropriated reserves Isale of
surplus properties) was completed on
12-10-84 and that Item I.C.1. and C.2.
were rescheduled to 5-1-85; That Item
I.D. (fast track development of the MSB
surplus area to be completed by 6-30-85;
that Item I.E. Plan for Civic Center
Renovation/Restoration Project would have
preliminary data from the Director of
Public Services bY the 1/7/85 meeting;
That Item I.F.3., Report Bi-Annual Budget
Process for 1985-86 was requested by
4-1-85; That Item II.C. Performance Pay
Plan was completed on 9/12/84; That Item
III.C. Reshape City Manager/City Council
Reorganization A., B. and C. was
completed in October 1984; Item IV. C.1~
2 and 3 should be agendized for the first
meeting in January 1985.
The following suggestions were made:
Item V.C. Youth Commission advertisements
should be done in February or March 1985
and appointments would be made in May;
Item V.D.1., Historical and Cultural
Commission would have a study session in
February.
Discussion followed: Item V.I.B., Deal
with Police Department's P.R. problems,
had been completed; Item V.I.I. Complete
General Plan Process was rescheduled to
6/30/85; Item X.A., Hold the 10 acres off
Belle Aire Road - was no longer valid and
should say there is a possibility in
relation to the Shearwater and Chiltern
12/3/84
Page 2
AGENDA ACTION TAKEN
AGENDA REVIEW
Review of Council goals and Objectives -
Continued.
- Add Item No. 4 Review of the
status of the Property Mainten-
ance Standards Ordinance.
- Add Item No. 5 Consideration
of the Reorganization Plan for
the Communications Bureau.
AGENDA REVIEW
Projects. (See the Updated Goals and
Objectives for a more graphic notation of
the conclusion of the discussion which
are attached and a permanent part of this
record).
City Manager Birkelo stated that some
time ago there had been a study session
on this item with dissimination of infor-
mation to home owner groups and that
thereafter the Ordinance had gone into
remission.
Discussion followed: Having a citizens
subcommittee formed to provide input to
Council before the Ordinance is acted
upon; How to solicit citizens to be a
part of the subcommittee; That the Mayor
would provide a mechanism for volunteers;
drafting an Ordinance that has the poten-
tial for legal action to be implemented
to make it function; Enforcement pro-
ceedings; That the Councilmembers should
provide names to the Mayor or have
interested citizens contact him directly
for the formation of a citizen subcommit-
tee; Whether the draft ordinance had too
many governmental regulations.
Police Chief Datzman gave a brief over
view of the proposed reorganization plan
for the Communications Bureau and the
primary benefits: 1) Recognition that
dispatchers were the first people con-
tacted in an emergency; 2) The span of
control is reduced for purposes of
increased training and conducting form
evaluations; 3) That retention of
employees.will be further enhanced by the
stability, efficiency and the general
working atmosphere. He stated that the
City Manager had agreed to support the
proposal if it could be accommodated
without any increase in this year's
Police budget. He continued, based on
the latest figures, it was felt that
could be accommodated in that the last
print out showed 18.7% of the year
completed and there were 17.4% expen-
ditures. He stated that the current
atmosp, here in Communications was ver~y
much improved over that that existed
12/3/84
Page 3
CITY COUNCIL GOALS & OBJECTIVES
Balanced Budget for 1984-85
A. Reorganized Departmental Structure by July 1, 1984
(Objective can only be discussed in closed session
due to personnel nature of issue) - Phase one.
Reorganized Departmental Structure - the use of civi-
lians in public safety - Phase two.
1. Reduced number of management personnel.
2. Increased service levels at public contact points.
a. See other goals and objectives related to
individual departments.
B. Identify priorities for surplus property sales.
1. Resolution of Magnolia Center issue by June 30, 1984.
2. Sale of appropriate Spruce Property be June 30, 1984.
Date
Reschedul ed
9-1-84
3-1-85
1-23-85
12-1-84
Completed
Oct. 1984
12-10-84
a. Development of Phase I of new corporation yard
by June 30, 1985.
Build on unappropriated reserves (sale of surplus properties).
1. Resolution of Grand & Chestnut property by January 1,
1985.
2. Disposition of Alta Loma property by June 30, 1985.
Fast track development of the MSB surplus area to be
completed by June 30, 1985.
Plan for Civic Center Renovation/Restoration Project
(Landscap. ing,,roof, tower., other ex. terior repairs as
well as interior completion - preliminary data from
Director of Public Services by April 1, 1984.
1. Restructure priority from other funded projects to
assist in completion of this project.
2. Successive years budgeting from Revenue Sharing Funds.
3. Seek private sector funding (corporate campaign) to
complete project.
4. Seek funding through appropriate state and federal grants.
6-30-85
5-1-85
5-1-85
3-1-85
1-7-85
12-10-84
Completed
Completed
-1-
12/3/84
Page 3a
Balanced Budget for 1984-85 (Continued)
F. Combine Capital and Operating budgets in the same process.
Date
Reschedul ed
,385
Completed
1. Budget should be submitted not later than the first
meeting in June.
Process should be completed by June 30, 1984.
6-27-84
3. Report on Bi-Annual Budget Process for 1985-86
wanted by April 1, 1985.
4-1-85
II. Give Clear Policy Direction to the Personnel Division
A. All MOU's on a Fiscal Year basis by June 30, 1985.
1. Establish bench mark cities policy.
2. Do not allow MOU's to routinely extend beyond their
terms necessi tatl ng retroactivity.
Establish percentage spread between rank & file and
supervisory; supervisory & division; division and
department heads.
B. Evaluation procedure on an annual basis for all personnel.
1. Rank and File plan to be presented by June 30, 1985.
2. Mid-management plan to be presented by June 30, 1984.
1-1-85
C. Performance pay plan for the Executive Management Group
to be prepared by April 1, 1984.
8-1-84
9-12-84
D. Preparation of an Employee Recognition Plan to follow
the evaluation process.
Provide information to the City Council of all full-time
personnel vacancies or expected vacancies prior to
initiation of recruitment procedure through the end of
the year with a single sheet showing all activity.
Reshape City Manager/City Council Relationship
Review and make recommendations to the City Council of the
performance evaluation of every member of the Executive
Management Group by April 15 of every year, beginning in
1984.
Oct. 1984
1. Make recommendations regarding retention or replacement.
Oct. 1984
2. Implement Council direction regarding retention or
replacement.
Oct. 1984
Review with Council by June 1 of every year beginning in
1984 department goals for the following fi scm year.
1. Have department heads traine~t in similar and consistent
manner on how to write goals and objectives.
C. City Council/Management Retreat.
-2-
12/3/84
Page 3b
Oct. 1984
Oct. 1984
Oct. 1984
IV.
Improve the Effectiveness of Parks & Recreation Operations
and Service Delivery to the Public
Date
Reschedul ed
A®
Implement the process to make all six program coordinators
full time at no additional cost to the City, using a
combination of expenditure deletions and revenue increases
July 1, 1984.
Budget levels for the Recreation Division to be covered 50%
by division-generated revenues. This is to be accomplished
for fiscal 1984/1985 and fiscal years thereafter.
C. Implementation of a City liaison program with all organized
homeowners and neighborhood associations.
1. Facilitate a line of communication.
1-9 -85
2. Encourage continuation of current groups.
1-9 -85
3. Encourage the expansion of new groups.
1-9-85
Beautify, modernize, and generally improve the entrances to
the City, partly accomplished, other areas to be investigated
in the Capital Improvement Project.
1. Including proper signing.
2. Report back to the Council by January 1, 1985.
E. Improvement of play areas throughout the City.
1. Replace antiquated metal equipment.
1984-85
2. Prepare and present to Council time schedule to
accompl i sh this goal.
1985-86
Explore the possibility of establishing a child-care program
for municipal employees - Teglia and Addiego to be subcommittee
to meet with the businesses having such a project.
V. Improve the Quality of Appointees on All Boards and Commissions 8-15-84
A. Early appointments where possible to enable advance
preparation of appointees.
1-5 -85
Address need to improve training and selection and have
annual meeting of all Boards and Commission with Council
for overview of City progress.
C. Assign specific projects and tasks to Commission.
i.e., Jobs Program - Youth Commission.
Advertise in Febrary or March for vacancies, interview
in April and make appointments in May.
-- D. Expansion of Commissions.
1. Explore possiblity of the creation of Historical and
Cultural Commission -.Set a St. udy Session in February
and invite the Historical Society for input.
-3-
Completed
6-27-84
6 -27 -84
12/3/84
Page 3c
VI.
VII.
VIII.
IX.
XI.
Date
Reschedul ed
Address the Police Department's Futures Report
A. Begin implementation of relevent areas of the report.
1. Find resources to accomplish implementation.
2. Create phase-in of the implementation.
B. Deal with Police Department Public Relations' problems.
1. Canine Unit.
2. Minority Communities.
3. Abandoned Vehicles.
Complete General Plan Process by April 1, 1984
A. Expedite Zoning Ordinance conformity to new General Plan.
Creation of a Better Public Relations Image of City Officials
A. Improve attitude and Public Relations skills of our officials
(To be discussed in closed session due to nature of issue.)
Expedite Business Meetings without Loss of Public Input
A. Avoid digressions.
1. Save new subjects for "Items from Council" -- then agendize
for another meeting.
2, "Community Forum" - at the beginning of the Council meeting,
there will be a five-minute opportunity for Council members
to report to constituents.
B, Provide clear direction to staff by reviewing that direction at
the conclusion of each agenda item.
Agresslvely pursue Conference/Convention Center Feasibility
A. Hold City-owned ten (10) acres off Belle Aire Road to potentially
facilitate this project - no longer valid. Possibility with relation
to Shearwater and the Chiltern Projects.
Pursue Successful Completion of Airport Noise Insulation Project and
))egin Plans for Expansion of Program
6-30-85
Comp1 eted
6 -27 -84
6-27-84
1-25-84
-4-
12/3/84
Page 3d
AGENDA ACTION TAKEN
AGENDA REVIEW
- Item No. 5 Consideration of the
Reorganization Plan for the
Communications Bureau - Continued.
Councilman Damonte Requested:
- Add Item No. 6, A report on
Sign Hill on why the sign had
not been painted.
AGENDA REVIEW
fifteen months ago and part of the credit
went to Lieutenant Haskins. He stated
that the evaluation process still had to
be bolstered.
He stated that one of his goals for 1985
included a team building workshop for
Communications personnel which he
intended to facilitate himself.
He stated that the adoption of the prop-
osed reorganization would further
enhance and improve the general opera-
tional effectiveness.
Discussion followed: the cost of the
program; increased personnel; volume of
work in dispatching; that this item
should be referred to the Council
Subcommittee for some alteration of the
document; Vice Mayor Teglia made a motion
to refer this to the Subcommittee; that
Council some years back had authorized
additional dispatchers to alleviate
problems at the time - yet the problems
still existed and not resolved, and more
dispatchers would be asked for in the
future; overtime costs; high turn over in
the female personnel; that the
Subcommittee would meet on the matter in
the next few weeks.
Councilman Damonte questioned why some of
the letters on Sign Hill had been painted
and others had not.
Discussion followed: what the maintenance
program was for Sign Hill; volunteer help
by Mr. Siebert and youth organizations;
that Deputy City Manager/City Engineer
Yee was looking for direction from
Council before proceeding with the work;
whether the City was providing paint to
Mr. Siebert; that the job should be
completed by the volunteers; protecting
the City from liability when using volun-
teers; that hold harmless agreements do
not work with volunteers; contracting the
work out; that the City was self insured
and would pay the first $100,000.00;
Councilman Damgn~e stat~ tha~ t~e sign
should be compmeted by the volunteers;
12/3/84
Page 4
AGENDA ACTION TAKEN
AGENDA REVIEW
AGENDA REVIEW
- Item No. 6, A report on Sign
Hill on why the sign had not
been painted - Continued.
contractual labor or City forces which
will be determined by Staff; that the
City Attorney should render a report on
City liability in the use of volunteers;
looking into an umbrella type of policy
to cover volunteers; Deputy City
Manager/City Engineer Yee stated that he
would have City forces complete the
painting of the sign.
CLOSED SESSION
CLOSED SESSION
For the purpose of discussion of
personnel matters, labor relations
and litigation.
Council adjourned to a Closed Session at
7:00 p.m. to discuss the noticed items.
RECALL TO ORDER:
Mayor Haffey recalled the meeting to
order at 8:08 p.m., all Council present,
no action taken.
M/S Teglia/Damonte - To adjourn the
meeting
Carried by unanimous voice vote.
ADJOURNMENT:
Time of adjournment 8:09 p.m.
RESPECTFULLY SUBMITTED:
APPROVED:
~ttaya~
City of South San Francisco
City of South San Fi~ o
The entries of this Council meeting show the action taken by the City Council to dispose
of an item. Oral communications, arguments, and comments are recorded on tape. The tape
and documents related to the items are on file in the Office of the City Clerk and are
available for inspection, review and copying.
12/3/84
Page 5