HomeMy WebLinkAboutMinutes 2020-10-28 @7:00"SA MINUTES
REGULAR MEETING
U C
CITY COUNCIL
c9ZIFoaCITY OF SOUTH SAN FRANCISCO
WEDNESDAY, OCTOBER 28, 2020
7:00 p.m.
Teleconference via Zoom
City Council conducted this meeting in accordance with
California Governor Newsom 's Executive Orders N-25-20 and
N-29-20 and COVID-19 pandemic protocols.
CALL TO ORDER Mayor Garbarino called the meeting to order at 7:00 p.m.
ROLL CALL Present: Councilmembers Matsumoto, Nagales, and Nicolas,
Vice Mayor Addiego, and Mayor Garbarino.
AGENDA REVIEW
No changes.
ANNOUNCEMENTS FROM STAFF
Executive Assistant to the City Manager Fernandez announced a partnership with the County of San
Mateo to offer free COVID-19 testing in South San Francisco. Testing will be available on
November 5, 2020 and November 19, 2020 from 8:30 a.m. to 12:30 p.m. No documentation
required. For additional information call (650) 272-7431.
PRESENTATIONS
1. Recitation of a proclamation observing November as Native American Heritage Month in
South San Francisco. (Richard Garbarino, Mayor)
Mayor Garbarino read into the record the proclamation observing November as Native American
Heritage Month. Dr. Elizabeth Parent, a South San Francisco resident, accepted the proclamation
and thanked the Council for the recognition.
2. Census 2020 Final Update (Kathy Blandon Escobar, Census 2020 Program Manager)
Census 2020 Program Manager Blandon provided a final update on the 2020 Census 2020 self -
response rates. The City of South San Francisco had a response rate of 79.8%, an increase from the
2010 Census of 75.1%. She provided an overview of staff efforts to reach the hard to count
population and indicated that they visited 6,200 households; distributed material to over 100
organizations, and made 27,468 calls to promote participation.
Mayor Garbarino thanked her and the Census team for their diligence and hard work to count
people in the community. Councilmember Matsumoto inquired about the monetary compensation
that the city would receive for every counted individual. Census Program Manager Blandon
indicated that the city would receive $1000 per person over the next ten years.
REMOTE PUBLIC COMMENTS
3. Members of the public wishing to participate were encouraged to submit public comments in
writing in advance of the meeting to all-cc(u,,ssfnet by 4: 00 p.m. on Wednesday, October 28,
2020.
The following individual submitted a public comment via email. The comment was read into the
record by Deputy City Clerk Rodriguez, disseminated to the City Council, and uploaded to the
website:
• Ariel San Jose — Community Member
Deputy Director of Parks and Recreation Mediati provided an overview of the city's effort to
address the fire damage on Sign Hill, including fire break work of the area.
Vice Mayor Addiego shared a concern from members of the Sunshine Garden neighborhood about
the difficulty of gaining access to El Camino Real during Sign Hill's fire evacuation. He requested a
future discussion. City Manager Futrell indicated that he would meet with the Fire Department staff
to review evacuation plans and schedule a future meeting with community members to discuss
concerns.
Councilmember Matsumoto discussed the city's press release related to the cause and possible
suspects of causing the fire at Sign Hill, including restitution of expenses for public safety services
rendered. She inquired about an approximate cost and the extent of the damage. She suggested that
staff add an emergency evacuation plan for residents in the upcoming city newsletter. City Manager
Futrell will follow-up and provide a cost estimate to the Council. City Attorney Woodruff indicated
that in his experience in other similar cases, the court tried individuals that caused damage. He
noted that staff is currently working with the city insurance to recover costs.
Councilmember Nicolas suggested a citywide Zoom meeting to discuss safety training and address
community concerns. Fire Chief Magallanes indicated that the city has partnered with San Mateo
County on the Zonehaven Community Evacuation project scheduled to be launched on November
16, 2020. The program was designed to assist the public in the event of a public safety situation.
Fire Department personnel will encourage and promote the use of the app to residents of the
community. He indicated that Emergency Services Manager Anderson produced an emergency
preparedness video that can be found on the city's social media page and website. He will provide
additional information via a Thursday memo to Council. Councilmember Matsumoto suggested
adding it to the newsletter.
COUNCIL COMMENTS/REQUESTS
Councilmember Nicolas informed the community of the upcoming free Flu Shot Clinic hosted by
Lions Club International — District 4. The event will be a drive-through and walk-up event held at
the City Hall parking lot on Saturday, November 7, 2020, and Sunday, November 22, 2020, from
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MINUTES PAGE 2
10:00 a.m. to 3:00 p.m. She expressed her sincere appreciation and congratulated Deborah Carlino,
a 5th -grade teacher at Martin Elementary School, for her recent award recognizing her dedication
and commitment to student success. Councilmember Nicolas requested to adjourn the meeting in
memory of Father Robert Walsh, former president of St. Ignatius College Preparatory in San
Francisco and brother of longtime South San Francisco resident.
Vice Mayor Addiego requested to adjourn the meeting in memory of Norma Niemann (Jurin), a
former South San Francisco Unified School District teacher. He acknowledged her 35 years of
dedication to the community and read her obituary.
Councilmember Nagales discussed his concerns about the COVID-19 pandemic and provided
statistics for the County. He encouraged the community to wear a mask and shelter in place to help
stop the spread.
Councilmember Matsumoto discussed public safety power shutoffs and inquired about the city's
charging stations and general accessibility in an emergency. She requested an update on the current
elections process and clarified that the City Clerk is the city's elections official. City Manager
Futrell indicated that before COVID-19, the South San Francisco Main Library was a free public
place available to residents to charge their phones and cool down. He will follow-up with staff and
provide a memo to the Council. City Clerk Acosta provided an update on elections and informed the
community of voting locations for the November 3, 2020 election.
CONSENT CALENDAR
The City Clerk duly read the Consent Calendar, after which Council voted and engaged in
discussion of specific item as follows: Items 7, 8, 9, 13, and 14 were pulled for further discussion.
Item 7 — Councilmember Nagales congratulated the Library Department for their efforts in reaching
out to the community. He inquired about the three school sites and suggested reaching out to other
schools. Library Director Sommers indicated that the grant was tied to a specific program funding
specifically for the specified schools' lunch programs. She provided an overview of the Library's
citywide outreach events. Parks and Recreation Director Ranals provided an overview of the
department's pop-up PE program funded by the city's Innovation Fund.
Item 8 — Councilmember Matsumoto inquired about the expense of expanding the project. City
Manager Futrell provided an overview of the project and expansion due to the availability of
additional funding. Vice Mayor Addiego congratulated Senior Engineer Liu on her efforts.
Item 9 — Councilmember Matsumoto inquired about the city's process to ensure compliance with
Caltrans procedures. Principal Engineer Ruble provided an overview of the city's process and
procedures to ensure compliance.
Item 13 — Councilmember Matsumoto inquired about the write-off amount and requested data to
reflect yearly write-offs. Vice Mayor Addiego requested staff provide a percentage amount of write-
offs in addition to a dollar amount. Emergency Medical Services Chief Walls provided an overview
of the billing process. The Council thanked him for the report's accuracy and his work to recover
costs for the city.
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MINUTES PAGE 3
Item 14 — Councilmember Matsumoto inquired about the funding and distribution of air quality
monitors specifically to our at -risk community members. She requested that staff provide outreach
to ensure families are aware of the service and benefit from it. Library Director Sommers provided
an overview of the process and indicated that the team would be heavily promoting the services in
various languages to ensure community awareness.
4. Motion to approve the Minutes for the meeting of August 26, 2020.
5. Report regarding a motion to accept the construction improvements of the FY 18-19 Curb
Ramp Replacement Project (Project No. ST19313) as complete in accordance with plans and
specifications (Total Construction Cost $195,642.00). (Angel Torres, Senior Civil Engineer)
6. Report regarding Resolution No. 140-2020 approving the City's Investment Policy for Fiscal
Year 2020-21. (Janet Salisbury, Director of Finance and Frank Risso, City Treasurer)
7. Report regarding Resolution No. 141-2020 authorizing the acceptance of $2,100 in grant
funding from the California Library Association to support Pop-up Library Programming at
three South San Francisco Unified School District meal sites and approving Budget
Amendment 21.017. (Valerie Sommer, Library Director)
8. Report regarding Resolution No. 142-2020 approving and authorizing the City Manager to
execute a purchase agreement amendment with Atlantis Water Management Victoria for the
purchase of additional storage tank materials for the construction of the Orange Memorial
Park Storm Water Capture Project, in an amount not to exceed $231,900. (Bianca Liu,
Senior Engineer and Robert Dusenbury, Lotus Water)
9. Report regarding Resolution No. 143-2020 authorizing the adoption of Caltrans' Local
Assistance Procedures Manual Chapter 10, entitled "Consultant Selection." (Matthew Ruble,
Principal Engineer)
10. Report regarding Resolution No. 144-2020 authorizing the filing of a grant application for
the State of California Parks and Water Bond Act of 2018 (Proposition 68) Per Capita Grant
for a total amount not to exceed $218,949 for improvements of Gardiner Park, and
acceptance of grant funding if awarded. (Greg Mediati, Deputy Director of Parks and
Recreation)
11. Report regarding Resolution No. 145-2020 accepting a Federal Emergency Management
Agency (FEMA) grant in the amount of $65,650.45; authorizing the use of Public Safety
Impact Fees in an amount not to exceed $15,630.40; approving budget amendment 21.020
amending the Fire Department's operating budget for Fiscal Year 2020-21 in the amount of
$81,280.85; and authorizing the City Manager to execute a purchase agreement on behalf of
the City of South San Francisco with LN Curtis and Sons, Inc. for the purchase of firehose
in an amount not to exceed $81,280.85. (Jesus Magallanes, Fire Chief)
12. Report regarding Resolution No. 146-2020 authorizing the acceptance of $150,000 in
Transportation Fund for Clean Air (TFCA) County Program Manager Funds from the
City/County Association of Governments (C/CAG) to furnish new traffic signal detection
which would include detection of bicyclists and to approve budget amendment 21.019 which
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would amend the Fiscal Year 2020/21 Capital Improvement Program to fund the East of 101
Bicycle Safety Improvement Project (Project No. tr2104). (Bianca Liu, Senior Engineer)
13. Report regarding Resolution No. 147-2020 authorizing the write-off of $116,314.41 in
uncollectible ambulance billing accounts receivable. (Richard Walls, Emergency Medical
Services Chief)
14. Report regarding Resolution No. 148-2020 authorizing the acceptance of $4,927.50 in grant
funding from Pacific Library Partnership to fund the distribution of air quality monitors
through the Library Department and approving Budget Amendment 21.021. (Valerie
Sommer, Library Director)
15. Report regarding Resolution No. 149-2020 authorizing the acceptance of $19,950 in grant
funding from the County of San Mateo to support COVID-19 outreach throughout South
San Francisco and approving Budget Amendment 21.022. (Valerie Sommer, Library
Director)
16. Report regarding Resolution No. 150-2020 authorizing the acceptance of a $5,000 in crisis
collection grant funding from the California State Library to address the increased demand
for e -resources as library buildings are closed. (Valerie Sommer, Library Director)
17. Report regarding the adoption of Ordinance No. 1612-2020 amending the parkland
acquisition fee and the park construction fee. (Janet Salisbury, Director of Finance)
Motion — Vice Mayor Addiego/Second – Councilmember Nicolas: to approve Consent Calendar
items 4-17 by roll call vote: AYES: Councilmembers Matsumoto, Nicolas, and Nagales, Vice
Mayor Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None.
ADMINISTRATIVE BUSINESS
18. Report regarding a financial status update for Fiscal Year 2020-21 and recommended
budget adjustments. (Janet Salisbury, Director of Finance)
Director of Salisbury presented the report and provided an overview of the city's financial report for
FY 2020-21 including General Fund surplus. Estimated revenues for FY 2020-21 were $106.3
million. Even with this conservative revenue estimate, which is projected to be approximately $7.6
million less than the FY2019-20 budget, actual revenue collections are lower on a percentage of
budget basis than where the City was at the same time last year (11.8% vs. 13.6%). However, the
current 11.8% collection is still within a reasonable range for the City for this time of the year.
She indicated that the expenditures outpacing revenues was fairly typical for the City's cash flow
during this time of year. In the first quarter of the current fiscal year, actual expenditures were
greater than revenues by $19.7 million (revenues of $12.5 million less expenditures of $32.2
million). Much of the mismatch was due to how the City pays its unfunded actuarial liability (UAL)
to Ca1PERS. In order to receive a discount, the City pays CalPERS its UAL payment in July as a
lump sum. In 2020, the UAL paid out of the General Fund exceeded $11.8 million. In addition, the
City does not receive any notable property tax disbursements until around December creating the
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MINUTES PAGE 5
temporary cash flow optics of expenditures far exceeding revenues. Usually, this ratio is inversed
going into the second half of the fiscal year.
COVID-19 dramatically impacted the City's finances—stressing core revenue streams and
requiring unbudgeted spending for many departments. To curtail some of the negative financial
impacts, belt -tightening measures were put into place very early, even before the County's March
16, 2020 shelter -in-place mandate, to mitigate some of the financial impact. These measures
included enacting a hiring freeze and implementing cost reduction measures by limiting all
nonessential spending.
Much of the fiscal impact on FY 2020-21 is dependent upon the extent of the financial impact of
COVID-19 along with the finalization of the FY2019-20 financials. Staff has identified $5.5 million
of additional unrestricted funding through various PO and encumbrance releases. This allows
Council to make the additional General Fund appropriations request without affecting the City's
reserve levels aside from what was previously identified. Despite the dramatic economic shock of
the worldwide pandemic, the City's finances remain resilient.
Councilmember Matsumoto provided an overview of the city's conservative approach to weather
difficult situations such as the pandemic. She expressed her desire to help the city's small
businesses during these difficult times.
City Manager Futrell indicated that the city's Investment Advisors have indicated that if the city's
revenues were to stop, due to the city's reserves, the city would have enough money to operate for
one year.
Vice Mayor Addiego requested clarification on the Transit Village Park location. Deputy Director
of Parks and Recreation Mediati indicated that the site was identified and named a future park in the
Sunshine Gardens neighborhood. City Manager Futrell indicated that this project is the result of
community engagement from residents of the area.
Councilmember Nagales expressed his concern with sunset of eviction moratoriums and the impacts
to community members. He provided an overview of programs available and encouraged the
Council to consider funding additional support. City Manager Futrell provided an update on the
city's status of housing assistance and funding.
Motion— Councilmember Nicolas/Second Councilmember Nagales: to approve Resolution No.
151-2020, by roll call vote: AYES: Councilmembers Matsumoto, Nicolas and Nagales, Vice Mayor
Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None.
19. Report regarding Resolution No. 152-2020 authorizing the City Manager to execute a bill
of sale for the purchase of conduit with Intermountain Infrastructure Group (IIG) in an
amount not to exceed $545,086, authorizing the City Manager to execute a funding
agreement with C/CAG for the purchase of the conduits which overlap with the Smart
Corridor project in an amount not to exceed $300,000 and approving budget amendment
21.018 which would amend the Fiscal Year 2020/21 Capital Improvement Program.
(Bianca Liu, Senior Engineer and Tony Barrera, IT Director)
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Senior Engineer Liu presented the report and provided an overview of three initiatives coming
together at the same time which could form the basis of a beneficial Public -Private -Partnership (P3).
In 2019, the City adopted a Dig Once Policy in an effort to reduce the impact of
telecommunications construction in the City's public right-of-way. As required by the Dig Once
Policy, Intermountain notified City staff of their plan to install underground conduit throughout the
City. This triggered the process to allow the City and carriers to negotiate with Intermountain to
install conduit at a reduced rate. When compared to the cost to the City to install these conduits
independently, collaborating with IIG will realize savings in excess of $3 million dollars.
South San Francisco's goal is to install city -owned underground conduit and fiber optics cables.
Partnering with IIG would expand SSF's citywide fiber network by adding eleven miles of city -
owned conduits. This is the first project to take advantage of the Dig Once Policy, and presents a
one-time opportunity to expand our fiber infrastructure throughout the city at a substantial savings.
The City's cost of participation for Phase I shown in is $545,086. Participation allows the City to
build out our broadband network with large cost savings, because the cost of the trench would be
shared amongst all participants. Phase II would come as a separate agreement at a later time.
C/CAG's South San Francisco Smart Corridors Expansion is part of a larger San Mateo County
Smart Corridor Project designed help with freeway incident management and to improve mobility
of local arterial streets by installing Intelligent Transportation System (ITS) equipment. The project
would be fully funded by C/CAG, using a mix of funding from State Transportation Improvement
Program (STIP), Traffic Light Synchronization Program (TLSP) grant, and county funds.
The IIG Phase I routes align with the needs of the Smart Corridors Project, which includes Airport
Boulevard, Oyster Point Road, Gateway Boulevard, and Grand Avenue, all close to the freeway
corridor and consist of major and minor arterials that extend north -south parallel to U.S. 101 or
east -west arterial -to -freeway connectors. Instead of C/CAG paying the full cost of fiber installation,
C/CAG agreed to partner with the City and pay for the route that overlaps this project. C/CAG will
pay $300,000 to the City to purchase conduits for the Smart Corridor project.
Councilmember Nicolas thanked Senior Civil Engineer Liu for saving the city $300,000 due to her
quick thinking and attention to detail. Senior Civil Engineer Liu was able to identify the alignment
of the IIG Phase I and the Smart Corridors Project.
Motion— Councilmember Nagales/Second Councilmember Nicolas: to approve Resolution No.
152-2020, by roll call vote: AYES: Councilmembers Matsumoto, Nicolas and Nagales, Vice Mayor
Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None.
20. Report regarding Resolution No. 153-2020 authorizing the City Manager to execute a
professional services contract with Traffop Corp of Scottsdale, Arizona to procure an
automated traffic signal performance measures (ATSPM) system for the East of 101 Traffic
Signal Improvements Project (Project No. trl902) in an amount not to exceed $278,410.
(Bianca Liu, Senior Civil Engineer)
Senior Civil Engineer Liu presented the report and provided an overview of the project. She
indicated that the East of 101 Traffic Signal Improvements Project (Project No. tr1902) aims to
improve arterial operations and enhance safety at signalized intersections throughout the City. This
would start by deploying an ATSPM system in the East of 101 area at 33 signalized intersections
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MINUTES PAGE 7
along several corridors in South San Francisco that either parallel US 101, or feed into it. These
corridors are critical to the region as they serve as de facto bypass routes to the I-380 and US 101
freeways in the event of incidents or major congestion. In addition to this project, the City is
implementing other transportation technology enhancements in the project area to move traffic
more efficiently through these corridors.
The City's procurement process is governed by both state and local law. State law requires contracts
for construction to be competitively bid pursuant to a set of specific, established rules. In particular,
the City is required to award construction contracts to "lowest responsible bidder" after providing
notice in accordance with law. (Pub. Contract Code §§ 20162, 20164.)
However, in awarding contracts for the purchase of professional services, equipment and supplies,
like for the procurement of the ATSPM system, the City had some latitude. State law requires the
City to adopt regulations and policies to govern such service and supplies procurement, but
otherwise provides the City flexibility in determining relevant requirements as long as they are
consistent with applicable state law. (Gov. Code § 54202.) Chapter 4.04 of the Municipal Code and
the City's Purchasing Procedures (Administrative Instruction Section IV, No. 1) govern the City's
purchasing policies and contract procurement processes.
Councilmember Nicolas requested clarification on the upgrades and associated costs. Senior Civil
Engineer Liu provided an overview of costs.
Motion— Councilmember Nagales/Second Councilmember Nicolas: to approve Resolution No.
153-2020, by roll call vote: AYES: Councilmembers Matsumoto, Nicolas and Nagales, Vice Mayor
Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None.
21. Report regarding Ordinance to create a Public Art Requirement as part of new
non-residential construction. (Heather Enders, Management Analyst II)
Management Analyst Enders presented the report and provided an overview of the proposed
project. The Public Art Requirement program would require certain new non-residential
development projects in the city to provide cultural and artistic resources as part of their
development or redevelopment projects. Developers would satisfy the civic enhancement
requirement by integrating artwork into the project, including space in the development that is open
and accessible to the public. Staff recommended that the value of the art installation be in an
amount equal to one percent (1%) of hard construction costs, as certified by the City's Building
Division at the time of application for building permits. Alternatively, developers could satisfy the
requirement by depositing an "in -lieu" fee into the City's Public Art Fund set aside for civic
enhancement at the value of half of one percent (0.5%) of the amount of construction costs.
She indicated that a key consideration of the public art requirement was the approval of art and
administration of the program. As established and described in Chapter 2.80 of the Municipal Code
the City has a Cultural Arts Commission, the purpose of which is to "encourage and promote
cultural arts and activities in the community and act as an advisory body to the city council on
matters pertaining to the arts and cultural affairs." The Commission identifies desirable locations for
public art, conducts the selection of artists at public meetings which include the opportunity for
public input, and makes recommendations to City Council for final approval. This structure would
provide appropriate administration and oversight for the program.
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Vice Mayor Addiego requested clarification about the 1% of hard construction cost. City Attorney
Woodruff and Economic and Community Development Director Greenwood provided an overview
of the proposed cost. Vice Mayor Addiego requested additional information including public art
programs in neighboring cities. Mayor Garbarino requested an update by November 9, 2020.
Motion— Councilmember Matsumoto/Second Councilmember Nicolas: to waive reading and
introduce an Ordinance to create a Public Art Requirement as part of new non-residential
construction, by roll call vote: AYES: Councilmembers Matsumoto, Nicolas and Nagales, Vice
Mayor Addiego and Mayor Garbarino; NAYS: None; ABSENT: None; ABSTAIN: None.
ITEMS FROM COUNCIL – COMMITTEE REPORTS AND ANNOUNCEMNTS
None.
ADJOURNED TO THE REGULAR MEETING ON NOVEMBER 9. 2020.
Being no further business, Mayor Garbarino adjourned the meeting in memory of Norma Niemann,
and Father Robert Walsh at 9:36 p.m.
Respectfully submitted by:
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osa Govea Acosta, CMC, CPMC
City Clerk
Approved by:
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Mark Addiego
Mayor
Approved by the City Council: D/ / 13 / -20'2/
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