Loading...
HomeMy WebLinkAbout10 - Staff's Top Priorities for FY 2002-2003CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. io September 9, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Homer L. Bludau, City Manager, 949 - 644 -3000 HBludau@city.newport-beach.ca.us SUBJECT: STATUS REPORT ON ACCOMPLISHMENT OF STAFF'S TOP PRIORITIES FOR FY 2002 -2003 ISSUE: Have the FY 2002 -2003 staff priorities been accomplished to Council's satisfaction? RECOMMENDATION: Accept the staff report and presentation information. Provide feedback to the City Manager as to the Council's satisfaction or lack of satisfaction as to the status report results. DISCUSSION: Background: The staff priorities determined for FY 2002 -2003 is the second time that the City's management team has developed a project prioritization process to be accomplished during a fiscal year. We are currently in the third year of that process. The intent of the City Manager in the establishment of priorities is to bring focus, prioritization and accountability to staff in dealing with some of the City's major issues, and to make sure that important issues are getting the staff's attention that they deserve. The process starts with management team members individually submitting their top seven priorities to the City Manager. The City Manager reviews this input, compares it with his own listing and staff meet to review the City Manager's final prioritization listing. Individual responsibilities are assigned for each priority and time frames for accomplishing key action steps are identified. The final prioritization is brought to the City Council for its review and comments. The staff priorities for FY 2002 -2003 were reviewed by Council on June 11, 2002. The following is a brief status report on the FY 02 -03 staff priorities: Status Report on Accomplishment of Staff's Top Priorities For FY 2002 -03 September 9, 2003 Page 2 PRIORITY 1 OBTAIN ALL NECESSARY APPROVALS TO EXTEND THE JWA SETTLEMENT AGREEMENT CONSISTENT WITH SCENAIRO 1 AS DESCRIBED IN EIR 582 AND MAINTAIN THE INTEGRITY OF THE SETTLEMENT AGREEMENT ONCE APPROVED. (Owners: Bob Burnham and Homer Bludau) The new Settlement Agreement (SA) for JWA went into effect January 1, 2003. This SA required the approval of the Orange County Board of Supervisors, and sign -offs from the Airport Working Group and SPON. In December, 2002, the FAA gave its approval to the agreement. Previously, the JWA air carriers agreed not to oppose the SA. In January, 2003, Federal Circuit Court Judge Hatter validated the SA. (PRIORITY ACCOMPLISHED) PRIORITY 2 COMPLETE THE GENERAL PLAN OUTREACH AND BEGIN THE GENERAL PLAN UPDATE PROCESS (Owner: Sharon Wood) The General Plan outreach process was completed with the final public event, the Visioning Summit, in November 2002, and the publication of "Community Directions for the Future" in January, 2003. These products were the culmination of a full year of visioning activities that included four newsletters, a Visioning Festival, eight neighborhood workshops, a statistically valid community telephone survey and twelve meetings of the 38- member General Plan Advisory Committee (GPAC). Following completion of the visioning process, the GP Update Committee developed the scope for the GP update. This and a professional services agreement with EIP Associates, Inc. were approved by the City Council in June, 2003. At the same time, GPAC was reviewing technical studies that will be used in the update, including baseline results from the traffic and fiscal impact models. (PRIORITY ACCOMPLISHED) PRIORITY 3 PREPARE A DRAFT OF THE LOCAL COASTAL PLAN (LCP) AND SUBMIT IT TO THE CALIFORNIA COASTAL COMMISSION STAFF BY JUNE 30, 2003. (Owner: Patty Temple) Once staff began the LCP development process, we realized this priority's time frame was far too optimistic. But since staff had no experience with the LCP process, we had no way of knowing in advance what was a realistic time frame goal. Status Report on Accomplishment of Staff's Top Priorities For FY 2002 -03 September 9, 2003 Page 3 During the summer of 2002, staff began drafting the new Coastal Land Use Plan (CLUP). This included collecting data on land uses, public access, and coastal resources and the preparation of exhibits. Also during this period, technical consultants prepared studies of biological resources, coastal hazards, and the coastal area parking supply. By November 2002, all of the technical studies were completed and the first draft of the (CLUP) was ready for review. The LCP Certification Committee ( LCPCC) reviewed and directed revisions to the CLUP through the fall of 2002. Per LCPCC direction, copies of the CLUP were distributed to the senior management staff for review and comment in January 2003. After much review and many comments, the draft was finalized by mid -April 2003. In April, the draft CLUP was sent to Coastal Commission staff for preliminary comments. City committees and commissions also received the draft at this time. During this time frame, staff began drafting the LCP implementation plan. The Coastal Commission's staff comments were received by the City on July 14, 2003. (PRIORITY BEGUN AND GOOD PROGRESS MADE, BUT THE DURATION OF THIS PRIORITY WILL BE MORE THAN TWICE AS LONG AS ORIGINALLY ENVISIONED DUE TO THE COMPLEXITY OF THE PROCESS) PRIORITY 4 DEVELOP A TRAFFIC SIGNALIZATION MANAGEMENT SYSTEM THAT RESULTS IN MAXIMIZING SMOOTH AND SAFE TRAFFIC FLOWS THROUGHOUT THE CITY (Owners: Steve Badum and Rich Edmonston) The consultant contract for this work was awarded to Meyer, Mohaddes Associates, Inc. on December 17, 2002. After insurance issues were cleared, work began on February 10, 2003. Traffic counts for all City and PCH intersections (nearly 100) within the City were taken. Using available software, traffic count data was entered into the software model. Traffic counts were completed and field observations were done at key intersections to verify the data. Several meetings with Caltrans staff were held to share preliminary data; Caltrans appears willing to utilize our data and recommendations on signalization sequencing for PCH intersections. The initial implementation of timing changes will begin this month (September, 2003). Jamboree and MacArthur are the first arterials affected. Staff Status Report on Accomplishment of Staff's Top Priorities For FY 2002 -03 September 9, 2003 Page 4 is currently reviewing the technology options for the state of the art signal control, and staff training is taking place. (THIS PRIORITY SHOULD BE COMPLETED BY January 1, 2004) PRIORITY 5 DEVELOP AN ORGANIZATIONAL RESPONSE TO NPDES AND UPPER BAY WATER QUALITY REQUIREMENTS (Owners: Dave Kiff and Homer Bludau) After much consideration, it was decided that our existing code enforcement component would be combined with the newly mandated water quality enforcement component into a new Code and Water Quality Enforcement Division under the City Manager's Office. When Municipal Code enforcement issues are concerned, Division Chief Jim Sinasek reports to Assistant City Manager Sharon Wood; when water quality issues are involved, Jim Sinasek reports to Assistant City Manager Dave Kiff. The Division added two new Code Enforcement Officer positions and a Water Quality/Watershed Specialist position. All new positions have been hired. The Division is working from a portable trailer located on the City Hall front lawn. (PRIORITY ACCOMPLISHED) PRIORITY 6 DEVELOP A COMPREHENSIVE STRATEGIC PLAN FOR EXISTING CITY BUILDINGS (Owners: Steve Badum and Chief Tim Riley) In January, 2002, Griffin Advisors, Inc. was hired by the City Council to develop a City Hall Facility Needs Assessment as Phase 1 of the City Hall Facilities Master Plan process. In April, 2003, Griffin provided a recommendation for a new City Hall estimated at 62,000 sq. ft. A concept was presented that included a 2 -story parking garage and a new Station 2 Fire Station. On June 10, 2003, the Council approved an agreement with Griffin Holdings Inc. for $578,185 to move forward with facilities schematic design, a public outreach program, and to begin conversations with Fritz Duda regarding a potential exchange of property to accommodate the schematic design work. On June 24th, the Mayor appointed Council Members Ridgeway and Heffernan to a Building Ad Hoc Committee to work with Griffin in sight and facility planning. (PRIORITY CHANGED BY CITY COUNCIL TO FOCUS ON CITY HALL FACILITIES. INITIAL PLANNING COMPLETED; IN SCHEMATIC DESIGN PHASE) Status Report on Accomplishment of Staff's Top Priorities For FY 2002 -03 September 9, 2003 Page 5 PRIORITY 7 DEVELOP A JOINT MARINERS LIBRARY PLANNING PROCESS WITH THE NEWPORT MESA UNIFIED SCHOOL DISTRICT RESULTING IN PREPARATION OF THE CONSTRUCTION PLANS (Owners: Steve Badum, Linda Katsouleas and Lois Thompson) Many meetings and much work have gone into developing the package that needs to be sent to the State for approval. The Library Ad Hoc Committee began meeting and reviewing concepts. The interior and exterior colors, materials, and textures have been chosen by the Library Working Group, and approved by the Library Ad Hoc Committee. A package consisting of the schematic design, specifications, and supporting documents was submitted to the State Library Office of Construction on July 2, 2003. (PRIORITY ACCOMPLISHED) PRIORITY 8 COMPLETE THE SANTA ANA HEIGHTS /BAY KNOLLS ANNEXATION PROCESS (Owner: Dave Kiff) The annexation package for LAFCO was submitted, and LAFCO held its hearings approved the annexation of East Santa Ana Heights and Bay Knolls in November 2002. On July 1, 2003, the annexation of both neighborhoods became effective and the City began serving these areas. (PRIORITY ACCOMPLISHED) PRIORITY 9 IDENTIFY A PERMANENT LOCATION FOR FIRE STATION #7 AND FUNDING SOURCES FOR LAND ACQUISITION AND CONSTRUCTION (Owners: Chief Tim Riley and Dave Kiff) Numerous meetings took place between City staff and County staff regarding the fire station site and construction. Several sites large enough to accommodate the fire station were identified, and County staff was tasked with the responsibility to initiate the acquisition process. Without any progress being made, the City staff assumed the responsibility for site procurement in July, 2003. In July, 2003, the City and County entered into an agreement whereby the County would provide up to $2.5M for fire station site acquisition costs and another $1.6M for station construction from RDA funds. To date, a site has not Status Report on Accomplishment of Staff's Top Priorities For FY 2002 -03 September 9, 2003 Page 6 been acquired; however, several potential sites are in the initial stages of being purchased. (PRIORITY NOT ACCOMPLISHED IN TERMS OF SITE ACQUISITION, BUT FUNDING FOR SITE ACQUISITION AND CONSTRUCTION HAVE BEEN SECURED) PRIORITY 10 INCREASE THE LEVEL OF DISASTER PREPAREDNESS TRAINING RECEIVED BY CITY EMPLOYEES WHICH RESULTS IN INCREASED COMPETENCE IN PERFORMING THEIR EOC RESPONSIBILITIES (Owners: Chief Tim Riley and Donna Boston) A Training Needs Assessment was conducted to identify areas for additional training and to create a strategy for implementation in August. In February eleven members of the Emergency Preparedness Committee attended week -long training at the California Specialized Training Institute. A new method for DOC /EOC communications was developed for testing during the March 2003 Exercise. The Exercise was conducted utilizing the scenario of an airplane accident in the Back Bay. Other agency representatives were utilized in the Exercise. Staff preparation and responses during this Exercise were at a higher level than previous exercises. The Disaster Exercise was deemed a huge success. Approximately 57 staff members participated. (PRIORITY ACCOMPLISHED) PRIORITY 11 COMPLETE THE CABLE TV FRANCHISE AND ORDINANCE RENEWAL/ REVISION PROCESSES (Owners: Marilee Jackson and Robin Clauson) The first meeting with the City's franchise agreement negotiation team and the Cox and Adelphia people took place this past summer. After that meeting, it was incumbent on the City to provide a written summary of those negotiation points we were seeking to include in our franchise agreements as well as changes to our Municipal Code Section 5.44 to be now entitled "Cable Communications Franchises" rather than "Community Antenna Television ". Those draft documents are expected to be completed and provided to Adelphia and Cox this week. Once the documents are received by Adelphia and Cox, they have 30 days to respond to us in writing. After these written comments are received, we will begin meeting with both companies in earnest, most likely mid - October. It is anticipated negotiations will be successful and Status Report on Accomplishment of Staffs Top Priorities For FY 2002 -03 September 9, 2003 Page 7 the new franchise agreements will be before Council for approval in April, 2004. (PROGRESS IS TAKING LONGER THAN ORIGINALLY ANTICIPATED. NEGOTIATIONS WILL BEGIN IN ERNEST SOON. EXPECT TO HAVE NEW FRANCHISE AGREEMENTS BY APRIL, 2004.) PRIORITY 12 IDENTIFY THE FUNDING SOURCES, PREPARE THE PLANS AND BEGIN CONSTRUCTION FOR THE BIG CANYON RESERVOIR COVER (Owners: Eldon Davidson and Steve Badum) Approximately $900,000 for the project has been earmarked in the Federal budget, thanks to Congressman Chris Cox. There is the possibility that more Federal funding may be obtained; however, that would not be finally determined until October, 2003. We expect to award the contract for the landscaping mitigation this month (September), and advertise for bids for the cover and disinfect ion system in November. The Federal environmental documents (needed for Federal funding) should be ready for certification in November, with award of contract for the cover and disinfection system anticipated on December 9`h. Construction should begin in January, 2004, with construction expected to be completed in the Fall of 2004. (BEHIND SCHEDULE BUT PROCEEDING WELL) Submitted by: Homer L. Blu4au, City Manager ffo- ClIg1 a3 Staff Priorities for 2002 -03 by Homer Bludau, City Manager September 9, 2003 The 12 Priorities tz Priority 1 — Obtain all necessary approvals to extend the JWA Settlement Agreement consistent with Scenario 1 as described in EIR 582, and maintain the integrity of the Settlement Agreement once approved - Owners: Bob Burnham & Homer Bludau Prid* 1 Recap December, 2002 ➢ Council & Board of Supervisors approve Settlement Agreement ➢ AWG & SPON support Agreement ➢ FAA letter of support January, 2003 ➢ Judge Hatter validates Settlement Agreement PRIORITY ACCOMPLISHED The 12 Priorities 1x Priority 2 — Complete the General Plan outreach and begin the General Plan Update process • Owner: Sharon Wood 2 Priority 2 Recap November, 2002 ➢ Visioning Summit (final public event) January, 2003 ➢ "Community Directions for the Future" published July, 2002 — June, 2003 ➢ General Plan Advisory Committee meetings (12) ➢ Neighborhood Workshops (8) ➢ Telephone Survey Priority 2 Recap June, 2003 ➢ EIP Associates, Inc. awarded contract to produce General Plan documents PRIORITY ACCOMPLISHED 1 The 12 Priorities �e Priority 3 — Prepare a draft of the Local Coastal Plan and submit it to the California Coastal Commission staff by June 30, 2003 • Owner: Patty Temple Priority 3 Recap November, 2002 ➢ Biological Resources, Coastal Hazards, Coastal Area Parking studies completed ➢ Coastal Land Use Plan draft completed April, 2003 ➢ Draft revised and submitted to Coastal Commission Staff rd Priority 3 Recap July, 2003 ➢ Coastal Commission staff comments received Goal time frame far too optimistic — Priority started and good progress made, but the duration of this priority will be more than twice as long as originally envisioned due to the complexity of the process The 12 Priorities �6c Priority 4 — Develop a traffic signalization management system that results in maximizing smooth and safe traffic flows throughout the City • Owners: Steve Badum & Rich Edmonston 5 Priority 4 Recap December, 2002 ➢ Consultant contract awarded to Meyer, Mohaddes Associates, Inc. February, 2003 ➢ Traffic counts began in 100 intersections June — August, 2003 ➢ Traffic counts finalized ➢ Field observations concluded ➢ Caltrans meetings Priority 4 Recap September — December, 2003 ➢ Synchronization sequencing performed in field ➢ Field observation ➢ Project completed Priority scheduled to be completed January, 2004 6 The tF Priorities x Priority 5 — Develop an organizational response to NPDES and Upper Bay water quality requirements • Owners: Dave Kiff & Homer Bludau Priority 5 Recap April, 2003 ➢ Decision made for new division in City Manager's Office with 3 new positions July, 2003 6 Three positions filled & Division fully staffed PRIORITY ACCOMPLISHED The 12 Priorities �& Priority 6 — Develop a comprehensive strategic plan for existing City buildings • Owners: Steve Barium & Chief Tim Riley Priority 6 Recap January, 2002 ➢ Griffin Advisors, Inc. hired to develop City Hall Facility Needs Assessment as Phase I of master planning process April, 2003 ➢ Griffin recommends 62,000 sq. ft. City Hall, new fire station & parking garage Priority 6 Recap June 10. 2003 ➢Council contracts with Griffin to proceed with schematic design and a public outreach process Priority changed by City Council to focus on City Hall facilities. Initial planning completed; in schematic design phase The 12 Priorities �6e Priority 7 — Develop a joint Mariners Library planning process with the Newport Mesa Unified School District resulting in preparation of the construction plans • Owners: Steve Badum, Linda Katsouleas & Lois Thompson 9 Priority 7 Recap ➢ Library Ad Hoc Committee meetings (4) ➢ Construction package submitted to State July, 2003 PRIORITY ACCOMPLISHED The 12 Priorities ;x Priority 8 — Complete the East Santa Ana Heights, Bay Knolls, and Emerson Annexations • Owner: Dave Kiff 10 Priority 8 Recap November, 2002 ➢ LAFCO holds public hearing July 1, 2003 ➢ Effective date of annexation PRIORITY ACCOMPLISHED (Emerson portion planned to be included in July 2004 annexation) The 12 Priorities x Priority 9 — Identify a permanent location for Fire Station #7 and funding sources for land acquisition and construction • Owners: Chief Tim Riley & Dave Kiff Priority 9 Recap March, 2003 ➢County staff tasked with land acquisition of specific sites July, 2003 ➢City staff assumes acquisition responsibilities ➢City & County enter agreement for land acquisition & fire station construction funding Priority 9 Recap Progress not accomplished in terms of site acquisition, however funding for site acquisition and construction have been secured. 12 The 12 Priorities tx Priority 10 — Increase the level of disaster preparedness training received by City employees which results in increased competence in performing their EOC responsibilities • Owners: Chief Tim Riley & Donna Boston Priority 10 Recap February, 2003 ➢11 staff members attend week long training at California Specialized Training Institute March, 2003 ➢ Airplane crash disaster exercise held with 57 staff participating, along with outside agencies PRIORITY ACCOMPLISHED 13 The 12 Priorities Priority 11 — Complete the cable TV franchise and ordinance renewal / revision processes • Owners: Marilee Jackson & Robin Clauson Priority 11 Recap July, 2002 — June, 2003 ➢ Telecommunications Committee met 10 times, worked on Community Needs Assessment July, 2003 ➢ First meeting with Cox & Adelphia September, 2003 ➢ Written submittal made to Cox & Adelphia on City's negotiation points Priority is taking longer than originally anticipated. Anticipate new franchise agreements by April, 2004. 14 The 12 Priorities Priority 12 — Identify the funding sources, prepare the plans and begin construction for the Big Canyon reservoir cover • Owners: Eldon Davidson & Steve Badum Priority 12 Recap ➢ $900,000 obtained in Federal funds Future Steps ➢ Landscaping mitigation bid to Council September, 2003 ➢ EIR to be certified — November, 2003 ➢ Council awards construction / installation bid — December, 2003 ➢ Construction begins — January, 2004 Priority behind schedule but proceeding well 15 Accomplished Priority 1 — JWA Settlement Agreement ;x Priority 2 — General Plan Update Process Priority 5 — NPDES & Water Quality :!x Priority 7 — Mariners Library Project ;x Priority 8 — Annexations ;x Priority 10 — Disaster Preparedness Training �& Priority 3 - Priority 4 - � Priority 6 - �5e Priority 9 - Priority 11 t Priority 12 Still Underway Local Coastal Plan Traffic Signalization Management Strategic Plan for City Buildings Fire Station #7 - Cable TV Franchise Renewal - Big Canyon Reservoir Cover 16