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HomeMy WebLinkAboutMinutes 1997-05-07 Mayor Joseph A. Fernekes Council: James L. Datzman Eugene R. Mullin --Iohn R. Penna Robert Yee MINUTES City Council City Council Conference Room City Hall 350 May 7, 1997 SPECIAL MEETING CITY COUNCIL OF THE CITY OF SOUTH SAN FRANCISCO May 7, 1997 NOTICE IS HEREBY GIVEN, pursuant to Section 54956 of the Government Code of the State of California, that the City Council of the City of South San Francisco will hold a Special Meeting on Wednesday, the 7th day of May 1997, at 5:00 p.m. in the City Council Conference Room, City Hall, 400 Grand Avenue, South San Francisco, California. Purpose of the meeting: 1. Information Service Update. Capital Improvement Program. Closed Session, pursuant to GC 54957.9, conference with legal counsel on pending litigation - Molieri vs. City of S.S.F. 4. Adjournment. City Clerk City of South San Francisco Dated: May 2, 1997 CALL TO ORDER: ROLL CALL: AGENDA (Cassette No. 1) Closed Session, pursuant to GC 54957.9, conference with legal counsel on pending litigation - Molieri vs. City of S.S.F. ~'/~'~ ACTION TAKEN 5:04 p.m. Mayor Fernekes presiding. Council Present: Datzman, Mullin, Yee and Fernekes. Council Absent: Penna. Mayor Fernekes stated this item would be taken first. Council entered a Closed Session at 5:05 p.m. to discuss the item noticed. 5/7/97 Page 1 ~ENDA ~TION TAKEN Councilman Penna Arrived at 5:10 p.m. KECALL TO ORDER: 1. Information Service Update. 5/7/97 Page 2 351 Councilman Penna arrived at the meeting at 5:10 p.m. Mayor Fernekes recalled the meeting to order at 5:58 p.m, all Council was present, no action was taken and direction was given. Assistant Manager Moss related the proposal: the present telephone system - Pac Bell Centrex System in concert with San Bruno, SSF School District and the SSF Conference Center, City portion managed by Communications, parts and equipment not avail- able to continue with current system, inefficient and cosily; proposed telephone system - needs assess- ment completed by Wolf & Assoc., RFP for a mod- ern PBX network, voice mail available for all City Depts, substantial long-term savings through reduc- tion in cost of centrex lines and easy auditing of long distance calls, to be managed by the proposed Information Technology Division; proposed system costs - $420,000, seven year lease-purchase with a payback in 42 months and we would own the system free and clear; presently - Public Safety has a net- work of E-mail and Internet access, Library partici- pates in the Peninsula Library Network, other depts. use PCs only as stand alone workstations, Finance supports rest of City and has no resources to support a Citywide network, no master plan; options - main- tain status quo, develop master plan and provide the management and personnel to implement it; right now there is no master plan in the City, no one source in the City knows the equipment and what we want - that is crucial to move with any plan; master plan considerations - Who will handle the project? What is needed to implement the plan? Where will personnel be located? When can it be implemented? Why do we have to do this?; Pro- posed Information Technology Division: Captain Haskins, Director of Information Technology Jones, Telephone Maintenance (new), Information Technol- ogy Manager Barroso, Clerk (new) Systems Support Technician Wilborn, S.S.T. (new), S.S.T. (new); we need focused responsible personnel and time to get the work done and user participation with ade- quate funding to do what has to be done; they will use the present work space available in the Police Dept., but in the future if this division grows in size and responsibility, then that space is not adequate and they will need more; we can start developing it July 1st in the budget year; this is a more effic- ient operation throughout the City during the time ~ENDA ~TION TAKEN Information Service Update. 5/7/97 Page 3 352 it takes to get work done and is more efficient in effort; ultimately it will permit public access avail- ability to City Depts., which he feels is high on the City Council's agenda on technology citywide; I.T.D. Costs (year 1) - total comp. increase $66,422, first year capital $15,000, training for I.T.D. staff $5,000, misc. supplies, vehicle mainte- nance, etc. to be determined, data cabling $25,000 = $111,422; computer maintenance from Finance $53,441; total compensation change - 4 existing positions +$47,922, 1 new tech. 12 months +$65,000, 1 new tech 6 mo. +$32,500, 1 new clerk 1/2 time +$25,000 minus Finance position eliminated of $70,000 and minus Comm. Contract Svcs. $34,000 = $66,422; Citywide computer net- work advantages - E-mail with a gateway to the worldwide Internet, Internet access for all City Depts. and Councilmembers; public access to City Dept.'s information via web pages, improved access to City financial info for City personnel, ability for employees to electronically move documents throughout the City, allows for sharing of expensive computer peripherals and software, minimizes the use of modem phone lines for improved perfor- mance at less expense; year one projected accom- plishments - develop a master plan, establish user groups, place data cabling throughout City, devise enterprise fund charging criteria; community-wide networking grant application - through Dept. of Commerce, $511,552 requested, community com- puter center in Old Town, City Depts. linked with public access sites. Discussion followed: will staff create the web pag- es; that is part of the grant; Capt. Haskins stated there is no provision now for any budget where it enters the picture is through the grant; this will improve access for City personnel and eventually we will not have to work with the access limitations with the present prime system which will be im- proved; this will eliminate a lot of City mail going from Dept. to Dept. for comments; saving will be through sharing of expensive computer peripherals and software; the network connection will eliminate the need for modems and cut down on the cost of the systems; Mr. Jones made a parallel to a sprinkler pipe in a garden compared to a pipe with- out modems that provides faster access to the com- puters; Capt. Haskins stated user groups will be established upfront to note their needs and wants and place cabling throughout the City, establish the AQENDA A~!!QN TAKEN 1. Information Service Update. 5/7/97 Page 4 353 infrastructure and devise interfund charging criteria for year two; for year one the funding is going to be fragmented; Assistant City Manager Moss stated, on 3/27/97 he submitted an application to the Dept. of Commerce to establish the network and community center and that money will go far to pay the first year costs for a higher level of technology instead of just PCs and individual work stations; he requested direction to include this in the upcoming budget, so they can get started on the budget; the grant applica- tion has not yet been approved, and maybe at the end of summer they will make the award; the grant will offset a lot of the money for the networking citywide, for it only applies to technology assis- tance; Councilman Yee wanted another study session to further understand that they were giving the right direction; what is the cost to do the entire system; Lt. Haskins stated there is a phone system ($420,000) that the grant does not cover; for the first year $111,000 in new funding and that will provide the basic personnel to run the system; the cabling and infrastructure he does not know the cost, because there is not a master plan at present; City Manager estimated a half a million dollars; around $650,000 including the telephone lines, but not the voice telephone for ours are 20 and 30 years old and that will be funded by a lease when a master plan is done; City Manager felt it was reasonable to suggest it cost upwards to a million dollars and $150,000 a year; $750,000 and the continuing support costs more; this would give every PC access to the Internet and to other cities in San Mateo County; the master plan will be a team effort with funds avail- able for outside assistance on a limited basis; Daryl Jones has the expertise to develop the master plan; the plan is a living document and is revised every year without disturbing the employees; what happens if the grant is not given; that is based on the evalua- tion and that is the reason for the grant rider; if the master plan is developed we will come back to the Council with the master plan for funding; Council- man Penna wants to know how much the entire plan will cost, how long to implement and if we are not going to do the whole thing who takes priority and why; Assistant City Manager Moss stated that is one of the goals in the first year; Councilman Penna gets concerned when he hears we are going to be coming in piecemeal and that means we never get a handle on the whole operation; Lt. Haskins stated that is where they find themselves today and they are sug- gesting that someone has to get a handle and deal AGENDA A~TION TAKEN _.1.. Information Service Update. 5/7/97 Page 5 35. with that, because we don't know how much it will cost; what they are asking for in the first year, in essence, is keep going and expand by developing the master plan; we need to have this citywide whether you get a grant or additional funding, we need the investment to protect the investment; if at the end of year one, where we have developed enough informa- tion for suggestions to Council, it's up to Council to decide if there is money available, and the Council can start and stop this system at any place just by committing to this, doesn't mean it's a million dol- lars; Councilman Mullin is supportive of something like this, but his concern is the organization chart and do we need two system technicians or is that pie in the sky or is that the number of folks needed, for once you hire people they are on board; he wants to make sure the organization chart takes care of that, and the second is the public access, he knows the value of that and we are way behind; he wants to make sure whatever system used is going to be accessible to the public to keep the traffic out of city hall for the printing of documents, for then you will see savings; he would like to have had this two days ago to peruse for a broader outlook; Councilman Datzman complemented staff on the thoroughness of the report; he questioned if this means we would no longer be tied to the School District and San Bruno on centrex; second, is whether the system would be user friendly; San Mateo has a similar program; San Mateo and Sunnyvale both have good systems; systems have failed in the past because they were not well thought out, no one person was given the responsibility, made accessible and accountable to Council; this will effect a fully automated city; Mayor Fernekes noted this has been needed for a long time and thanked staff for a good presentation, so he would like the City to move ahead with the telephones and the computer system; he agreed that more information should be brought forward to answer questions raised and more time to read the documentation; he suggested having another study session in a few weeks; he wants a justification of positions; Vice Mayor Mullin stated the School District is also building a system and he is con- cerned with two parallel systems; it seems to him on a couple of points we could access one system to the other, but he does not know how that fits with the master plan for each system to access the other; Assistant City Manager Moss stated the Courts used to be in centrex, however, they pulled out; Vice Mayor Mullin does not want to have two satellite AQENDA AgX!QN TAK~ 1. Information Service Update. RECESS: RECALL TO ORDER: 2. Capital Improvement Program. 5/7/97 Page 6 355 systems out there; Mr. Jones will talk to the School District about what they are doing; the Conference Center may be on the web page; Wolf & Assoc. took one look at the telephones and decided the system needed to be replaced; staff will need Pac Bell to do the installation for the entire system; there are sufficient funds in the budget to start this; there is a PC replacement fund; etc. Mayor Fernekes declared a recess for dinner at 7:00 p.m. Mayor Fernekes recalled the meeting to order at 7:28 p.m. City Manager Wilson related: the draft CIP is updated to reflect what has transpired; some projects have been deleted and some dollars redefined, and the City Engineer is the author of the document. City Engineer Wong related: projects have been moved forward, such as the Oyster Point Widening until the funds are available; he spoke of the list of projects underway or had the design completed. Discussion followed: North Canal Street improve- ments, will that project be done in front of the Cor- poration Yard; yes, staff is looking at the developer to do their portion; will the developer develop that portion with the City at one time; that issue can be raised; if North Canal is not going to be extended to Orange, but instead it terminated at Magnolia and extended to Railroad - that is one concept to elimi- nate traffic on Orange; the City cannot have trucks and street sweepers go around the railroad to Mag- nolia; the Hillside and Chestnut signal is 95% com- plete and will be coming to Council; the Director of Public Works is planning a study session on Chest- nut to look at the whole street; the flyover for Oys- ter Point is in the CIP; Alta Loma park improve- ments will be paid for by the developer but are identified in the CIP by the City Engineer even though there are no City funds that will be expend- ed; City Manager talked to the developer and dis- cussed the Director of Parks & Recreation's plan to improve the school property at the same time and he thought it would be a mutual advantage in the cut and fill if the School District will allow some of the school fees to be used at substantial savings; that is on the agenda of the School Liaison meeting; some balances are zero because when we get the money AQENDA A~!!QN TAKEN _2. Capital Improvement Program. 5/7/97 Page 7 356 we balance the project out and staff does the same with developers fees; staff received input from all departments, from that prioritize, review it with the City Manager and Park & Recreation; streets and sewers; how can a negative be reflected in the bud- get; if a specific project is to be deferred, then staff takes that away as an accounting feature; in this instance the PUC authorized a railroad crossing and then abandoned that, so we are taking the money out and putting it elsewhere; can that money be used to buy railroad right-of-ways; Councilman Yee stated, so the Council approved $70,000 from the Gas Tax, so you put $70,000 in the bank and decided to take out $25,000 and put it back into Gas Tax and that is why the $25,000 shows up here; so, what staff is asking for is a budget transfer; without an explana- tion what was done would not be known; Council- man Yee stated when he got on Council there was a lot of concern on Appian Way and Gellert, specifi- cally the lower portion was broken up and we fixed that, but because of the water and development taking place it's going to pot; this is the lower por- tion of Appian Way in front of the condos - it's torn up from truck traffic and trees; his concern is that the developer is still on site and can we make a claim that he has contributed to the problem; Director of Public Works Gibbs stated they will look at it and report back to Council, also in a month, a report on Oyster Point Blvd.; they have run all of the traffic numbers for the whole street and the problems with the intersection; money-wise the cost for the widening is $23 + million and there is not enough money there; most of the costs will be born by the Shearwater Development and another developer is developing further down and will bear their fair share of the costs; staff identifies all costs for a project during the current year for the funding; where is Gull Road in the CIP; the final version will have them all identified; miscellaneous storm drains; the Westborough Blvd. sewer is located at El Camino and there have been problems with the line; Caltrans has been working on it in jerks and spurts; Shaw Road Pump Station - there is no gravity and there was a break and we made repairs, but we noticed several cracks on the top the City Engineer wants to repair; the Director of Public Works is going to meet with the Public Works Director of San Bruno on Friday to get the two Subcommittees together and go through the program for the capaci- ty has changed and more is being requested; loans are available and staff is going for a $40 million AGENDA ACTION TAKEN 2. Capital Improvement Program. 5/7/97 Page 8 357 loan, $20 million for us and $20 million for San Bruno; funding will not be given until the contract is in place; we have sufficient funds in the sewer fund to begin and that would be in the spring of next year and expect construction next year; there will be two phase financing and we have to get into the econom- ics of that, and when we can get the whole loan and use the interest to retire the debt; will the proposed general plan amendment affect the capacity; it could, but it would be subtle; if the Council wanted to change the zoning on the other side of East Grand, then the capacity could change again; with a two phase process that will give an opportunity to see if that materializes; as you pull out warehousing and put in manufacturing you will increase the load on the Plant; with Genentech wanting more capacity and San Bruno needing more, it went to 11.9; the City Manager thinks the sewer rate will be the same, but we have to look at rates for the next 3 to 4 years; Councilman Yee does not think you can get more than 13 GED with the expansion and that has to be protected; City Manager is exploring the possi- bility of creating a one stop permit facility; we have City Hall and the Annex and the Depts. were allo- cated space years ago and from an initial study it appears we will be relocating Engineering, Building and Planning and put them all in the Annex, so someone comes in they can go in one building and all their services can be met at one time; then we examined City Hall, preliminarily staff has come to the conclusion that it is possible and have put it in the CIP; if the CIP is approved does that mean it approves the moving of people; no, staff has not even reviewed that; is the telephone system a pro- gram that was reviewed tonight; yes; all single walled tanks are going to be replaced with double walled underground tanks at the Fire Stations; up- grade ventilation in the Fire Stations which is de- ferred maintenance in Station 4, but at this time there is no plan to renovate the Fire Station; bring up whether the School District has matching funds for the Alta Loma park at the Liaison meeting; Mayor Fernekes stated the City has put the Airport Director on notice that this City will be coming back for more ANIP funds; Foster City is willing to give up their $6 million; the funds are based on the foot- print; the question is can we use that money and the Airport says they don't like to shift money; San Bruno has insulated all of their homes; Councilman Penna noted this City did not get its proportionate share of insulation money for the Airport underesti- 2. Capital Improvement Program. ADJOURNMENT: ACTIQN TAKEN . 358 mated our share because our city was difficult to estimate because of the largeness of the footprint; Councilman Yee thinks staff can get more money from the Airport; staff will take the CIP to the Planning Commission after they clean it up; etc. MIS Mullin/Penna - To adjourn the meeting. Carried by unanimous voice vote. Time of adjournment was 8:45 p.m. RESPECTFULLY SUBMITTED, Barbara A. Battaya, City Clerk ~/ City of South San Francisco APPROVED. Jo~_ h A. ~ernekes,~Pa~r C t~, of South San Francisco .__..~e entries of this Council meeting show the action taken by the City Council to dispose of an item. Oral eommunica- ans, arguments and comments are recorded on tape. The tape and documents related to the items are on file in the ffice of the City Clerk and are available for inspection, review and copying. 5/7/97 Page 9