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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 TO:16508296641 04/14/2011 04:12 PM Page 1 of 1 4DELTA Memo To: All Employees From: H.R. 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Packages are open dated and valid for 18 MONTHS Included in package: • Resort stay- Choose your4 -5 star resort • Corporate Meal Plan - All Meals and Drinks (Alcohol/non-alcohol) included 24 hrs a day* • Children stay and eat for free • Unlimited activities including non - motorized water sports FREE BONUS 5 DAY 4 NIGHTS ORLANDO OR CAYMEN ISLANDS Booking and Reservations at (866) 967 — 2810 Reservation Code DELTA747 For fax number removal, please call 1- 888 - 393 -1379. 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