HomeMy WebLinkAbout18 - Draft Priority Goals for the Community in FY 2007-2008CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No, 18
April 24, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Homer Bludau, City Manager
949/644 -3000 or hbludau @city.newport- beach.ca.us
SUBJECT: CITY COUNCIL CONSIDERATION OF DRAFT PRIORITY GOALS FOR
THE COMMUNITY IN FY 2007 -2008
ISSUE:
Does the City Council want to change anything about the Council priority statements,
implementation actions or schedules contained in the staff report response to the
Council's priorities to better reflect their priority goals?
RECOMMENDATION:
Council needs to make whatever collective changes, if any, it is comfortable with in
determining realistic Council priority goals for the next 12 months.
DISCUSSION:
Background:
On Saturday, March 24th, starting at 8:30 AM the Newport Beach City Council held a
Special Meeting in the Friends Room of the Central Library to consider establishing its
priorities for the upcoming fiscal year (July 1, 2007 -June 30, 2008). Public input was
obtained throughout the meeting, which lasted until 3:10 PM, with a 45 minute break for
lunch.
City staff has developed staff priorities for each fiscal year starting in 2000; however,
this was the first year the City Council has wanted to go through a process of
establishing its priorities. During the Special Meeting, the City Council reviewed
recommendations from the Facilities Finance Review Committee from 2006, and spent
considerable time reviewing the updated version of the "facility replacement plan
worksheet," which served as an example of how the many City facility projects needed
over the next 20 years could be financially accomplished.
City Council Priorities
April 24, 2007
Page 2
Assistant City Manger Sharon Wood reviewed the General Plan Vision Statement as a
context for the Council to establish its priorities within.
The individual City Council members had previously provided the City Manager with
lists containing their top seven priorities, with Mayor Rosansky being the only Council
member who had seen the complete listing prior to this meeting. Each Council member
was then provided the complete listing, and each Council member took the time to
review and explain their own list. When that exercise was completed, the Council pulled
suggested priorities off the lists they thought worth further consideration to be placed on
sheets, which were taped to the wall. When that exercise was complete, each Council
member was provided "post -its" with the numbers 10 -1 on them, with 10 being for the
highest priority designation and 1 being the lowest priority designation. Each Council
member then "voted" for their priorities by ranking, through the use of the "post -it"
number designations. When that was finalized, the ranking numbers were totaled, and
there seemed to be a natural break point separating two tiers of priorities. After looking
at and discussing the rankings, the City Council decided the list would be treated as two
tiers, and that the top tier priorities would not be ranked in order, but all would be
Council priorities the Council wanted to accomplish in the upcoming fiscal year.
The City Manager suggested he take the top tier priority list and establish some key
action measures, time frames and assigned responsibilities for the key actions, so the
priorities could be better understood in terms of time and resource requirements. After
doing so, he would place the priorities back on the Council agenda for further discussion
and adjustments, if needed.
Tier 2 Priorities
The City Manager did not have staff deal with the second tier priorities list, since staff
and organization resources would be hard pressed to accomplish the first tier goals.
The second tier priorities were as follows:
• Customer service priority /standards
• Community Development Department/organization discussion
• Work with Banning Ranch on Development Agreement
• Prepare Council policy re: key staff hiring practices within confines of City
Charter — general attributes, when /how to discuss with the City Council
• More proactive as a Council in regional issues (JWA, traffic, etc.)
• Prepare Council policy re: questioning authority of other agencies (eelgrass,
etc.)
• Resolve Santa Ana Heights RDA and West SA Heights annexation issues
City Council Priorities
April 24, 2007
Page 3
Conclusion:
The top tier listing of Council priorities is not in a particular priority order. The City
Council decided all the top tier priorities were important, and therefore, wanted to
accomplish all of them during the upcoming fiscal year, if possible.
Staff has worked with the priorities in order to try to map out a sequence of actions
which would need to occur to obtain steady progress towards substantially meeting
these priority goals; however, it is obvious from this listing the top tier priorities are a
very ambitious undertaking. The City Manager believes they can be substantially
accomplished; however, doing so is going to take a strong focus on these goals at the
expense of spending time and resources on other issues which are not on the list. If
substantial progress can be made on these priorities during the upcoming fiscal year,
the City Council and staff will have provided the community a year of outstanding
accomplishments. The City Manager believes in order to be successful in these goals,
the City Council will need to maintain its focus throughout the year so that its attention,
focus and use of resources are not spread too thin dealing other issues. If that focus
and attention can be maintained, it will allow staff the focus it will require in order to
push these priorities along at a steady pace.
Environmental Review: The City Council's approval of this Agenda Item does not
require environmental review.
Public Notice: This agenda item has been noticed according to the Brown Act (72 hours
in advance of the meeting at which the Council considers the item).
Submitted by:
�OMER L. BL AU
City Manager
Attachments: Top Tier Council Priority Details
Minutes of the March 24, 2007 Meeting
3
COUNCIL PRIORITY DETAILS
RESOLVE THE CITY HALL ISSUE BY JUNE 30, 2007
April 10" Approve contract for assessment of OCTA site and
neighboring site for city hall and OCTA station with DMJM
Design — City Council (approximately $45,000)
May 22 n Review DMJM site assessment report, discuss cost
implications, schedule, etc — City Council
May 28'" -June 6`" Potential discussions with OCTA officials regarding
station relocation — Council Building Committee, staff
June 12`" Decision regarding OCTA site for city hall location and
Site for OCTA relocation. Provide further direction to
staff regarding this site or other sites — City Council
Potential issues: OCTA's desire to participate, the cost of both projects, potential ballot
initiative on another site, traffic circulation in area, Greenlight vote on one or both
projects, The Irvine Company's permission needed for use of site for OCTA's relocation.
MINIMIZE THE ADVERSE IMPACTS OF JOHN WAYNE AIRPORT THROUGH THE
IMPLEMENTATION OF THE CITY'S AIRPORT POLICY
April 30"
Draft "Corridor Cities Policy Statement' as written
document to be adopted by Corridor City councils. Have
Aviation Committee City Council Members approve —
Webb, Selich, Daigle, Bludau, Burnham
May 23`d
Meet with AWG and AirFair to discuss draft policy —
Webb, Selich, Daigle, Bludau, Burnham
June 22 "d
Meet with Corridor Cities to discuss policy, obtain
agreement to adopt policy resolutions. — Webb, Selich,
Daigle, Bludau, Burnham, Clauson
July 101"
Newport Beach City Council adopts "Corridor Cities Policy
Statement" — City Council, Bludau
July- October Meet with AirFair and AWG to further communication —
Webb, Selich, Daigle, Bludau, Burnham
August -Nov Meet with Corridor Cities on regular basis to strengthen
relationships, share communications, develop strategies
for opposing future expansion of JWA, planning
transportation strategies to get OC passengers to other
regional airports —Webb, Selich, Daigle, Bludau,
Burnham
Potential issues: Developing agreement locally on issues and strategies; developing
consensus with Corridor Cities on Policy Statement; money for transportation studies,
including obtaining grant funding; staff time to pursue regional meetings and grant
funding applications.
5
DEVELOP AN EFFICIENT TRAFFIC MANAGEMENT PLAN AND BEGIN
IMPLEMENTATION
August 2007 Obtain completed traffic signal system design by Iterus
(consultant) — Badum, Brine
October 2007 -May 2008 Phase 1 installation at MacArthur Blvd., Coast Highway,
Avocado, San Joaquin Road and interim TOC at city hall
— Badum, Brine
July 2008 Phase 2 installation in airport area (19 intersections)
July 2009 Phase 3 installation along Jamboree (11 intersections)
Potential issues: Timing involved in successfully calibrating and sequencing signals to
work in tandem; working out the "bug" on Traffic Operations Center at City Hall.
6
ALIGN THE CITY'S CODES, REGULATIONS AND POLICIES WITH THE NEWLY
ADOPTED GENERAL PLAN
June 26`h City Council adoption of Strategic Plan for Fiscal and
Economic Sustainability
June 29`h HCD Certification of Housing Element
July 24`h City Council adoption of Inclusionary Housing Ordinance
and In -Lieu Fee
City Council approval of Airport Area Infrastructure Study
August 28`h City Council adoption of updated Fair Share Fee and
Airport Area Infrastructure Fee
August Public workshop
September 11`h City Council adoption of code amendment re: residential
subdivisions
September 25`h City Council approval of Harbor Area Management Plan
October - November Public workshop
November 161h Coastal Commission approval of revised Coastal Land
Use Plan
December 28`h Completion of land use database refinements
January 22 "d City Council adoption of Zoning Code
February 26`h City Council adoption of LCP Implementation Plan
April 2008 City Council adoption of code amendment re: property
maintenance standards
May 2008 City Council approval of amended policies on historic,
archaeological and paleontological resources
June 2008 City Council adoption of revised Planned Community
texts
Potential issues: Extended public review and input on Fair Share and Airport Area
Infrastructure Fees, extensive review and revisions of Zoning Code and LCP
Implementation Program, Coastal Commission approval of CLUP amendment and
Implementation Program, need for extensive rewrite of Specific Plans or Planned
Community texts.
7
DEVELOP A LONG TERM MASTER PLAN FOR CITY FACILITIES, INCLUDING
ESTIMATED COSTS AND REVENUE REQUIREMENTS
May -June 2007 Council Finance Committee reviews and updates cost
estimates, facility sequencing, and financing assumptions
of the existing plan and makes recommendations to the
City Council.
July- August 2007 Council reviews, adjusts (if needed) and adopts the long
term financing plan as a tool to work towards the
prioritization of City facility projects and development of
the funding capability to move forward with these projects.
October, March Council reviews and updates plan every 6 months on an
ongoing basis.
Potential issues. Escalating costs of projects; doing space needs studies for facilities;
cost of space needs studies; accurately estimating cost of projects; commitment of future
Councils to plan; developing fiscal discipline to adhere to facilities funding plan; deciding
facility priorities.
INSTITUTE AN ORGANIZATIONAL PERFORMANCE IMPROVEMENT EFFORT
THROUGH THE IDENTIFICATION OF SERVICE BENCHMARKS AND DATA
GATHERING TO MEASURE ORGANIZATIONAL EFFECTIVENESS
April /May Define ultimate goal and prepare a Request for
Qualifications (RFQ) for consultants to base proposals
against. Review with City Council and obtain Council
approval - Daigle, Curry, Henn, Danner, Kurth, Bludau
June Make RFQ available to consultants — Danner, Kurth
July RFQ responses received, Finance Committee reviews
and develops recommendation to Council, Council
approves consultant hiring — Daigle, Curry, Henn, Danner,
Kurth, Bludau
August- December Council Finance Committee and staff work with consultant
to capture and provide data, assess organizational
effectiveness, develop service performance benchmarks,
consultant provides updates to Finance Committee —
Daigle, Curry, Henn, Danner, Kurth, Bludau
February 2008 Consultant provides findings at Council Study Session,
Council accepts study and provides direction to City
Manager
Potential issues: Consultant cost to do benchmarking for City services; staff time
demands to gather and assist in interpreting data with consultants; comparison of
service quality and quantities with other cities; definitions of service level expectations
from Newport Beach residents; availability of service benchmarks.
9
PROVIDE MORE PUBLIC PARKS AND RECREATION FACILITIES, WITH EMPHASIS
ON ACTIVE AND WATER- ORIENTED FACILITIES, WHERE APPROPRIATE
May 2007 PB &R reconsideration of Newport Center Park
concept/uses
August 2007 Review Marina Park plan concept with Council prior to
concept development
September 2007 Begin concept development of Marina Park site
September 2007 Newport Coast Community Center and Newport Ridge
Park ball fields — community center expected to be
opened with programs, ball fields an issue as to whether
City assumes ownership.
October 2007 OASIS space needs assessment and cost estimate
provided by consultant, reviewed by City Council
November 2007 Design development phase begins for OASIS
January-March 2008 Public outreach effort for Sunset Ridge Park to gather
public input, identify concept
February 2008 Mariners Park baseball /soccer fields open for use.
June 2008 Council reviews Sunset Ridqe Park concept
August 2008 Sunset Ridqe Park conceptual development begins
Spring 2008 Coastal Peak Park turned over to City, begins operational
use
September 2009 Marina Park residents vacate site
Potential issues: Adhering to planning and construction schedules; staffing for new
facilities; escalating project costs; staff time needed for public outreach efforts; role of
Hoag in OASIS project; ingress /egress issues for Sunset Ridge Park concept; Marina
Park tenants relocation process; City ownership of Newport Coast ball fields?
I
IMPROVE THE METHODS AND FREQUENCY BY WHICH THE CITY
COMMUNICATES WITH ITS RESIDENTS
April /May Review budgeted position with City Council
Communications Committee, develop job description and
announcement — Kiff. Bludau
June 26" Council consideration of budgeted position to coordinate
City's press releases, newsletters, update web site,
develop e-mail addresses. — Council, Kiff, Bludau
July /August Develop job description with Council Communications
Committee, recruit for position — Curry, Daigle, Gardner,
Kiff, Bludau, Ramsey
August Hire position — Bludau, Kiff
September- December Send out two community newsletters, update /refresh
City's web site information, develop communication plan
for the coordination of all the City's communication forms.
Take policy to Council Communications Committee for
discussion and approval. Have policy adopted by City
Council. — New Position, Kiff, Bludau, Council
Communications Committee
Potential issues: Approval of new position; adequate salary range for position; work
space for position; obtaining Council consensus on communications plan.
DEVELOP A COMPREHENSIVE LEGISLATIVE AND REGULATORY PROGRAM TO
DEAL EFFECTIVELY WITH THE RECOVERY HOMES ISSUE
March - August 2007 Write, introduce, amend and support key legislation in
Sacramento regarding giving local governments more
control over group homes issues; work to get other cities
supportive of this legislation so that a strong local
government coalition is formed to lobby on behalf of this
legislation.
April- December 2007 Work directly with Cal. Dept. of Alcohol & Drug Programs
(ADP) to elicit cooperation in limiting impacts and over
concentrations, obtain agency support for legislative
changes to provide local government more authority over
group homes. Obtain agency support in making
determinations that local needs have been met.
March -July 2007 Adopt an ordinance allowing the City to limit local group
home and over concentration impacts.
Ongoing Develop an interdepartmental staff team to enforce
current ordinances for the purpose of protecting
neighborhoods.
Ongoing Continue to educate the community, obtain community
input regarding recovery home laws, regulations, citizen
concerns and City efforts and programs.
Potential issues: Current federal and state laws, dealing with State agencies, educating
the public as to what regulation can be accomplished legally, staff time required of issue,
cost of legal assistance, building strong local government coalition to lobby, potential of
lawsuits claiming discriminatory treatment of group homes.
12
IMPROVE AND PROTECT WATER QUALITY IN OUR BAYS, THE OCEAN AND OUR
DRINKING WATER
Water Quality
July 2007 Prepare status of current projects and programs
August 2007 Establish goal & objectives
September 2007 Retain consultant, work scope to fully explore potential
projects and programs, schedules, research funding
mechanisms including grants and the potential to
establish a water quality enterprise fund.
February 2008 Present draft master plan to City committees /City Council
May 2008 City Council approves Water Quality Master Plan.
November 2008 Ballot measure to establish Water Quality fee and
enterprise fund.
Drinking Water
July 2007 Retain consultant to update Water Master plan and rate
study.
January 2008 City Council approves updated Water Master Plan and
initiates rate adjustment process.
Potential issues: Water Quality — Political will to establish a new enterprise fund and fee;
availability of grant funds; new regulations and cost of meeting them.
Potential issues: Drinking Water— Comparisons to other agencies, IRWD factor.
13
DEVELOP A WAY TO REGULARLY REVIEW AND UPDATE CITY FEES IN ORDER
TO ENSURE MOST FEE SERVICES PAY FOR THEMSELVES
Public Resource Management Group began the preparation of a cost allocation plan and
model and a cost of services study and model in December. That portion of this priority
is well underway and will also involve Finance Committee participation. Satisfying this
priority will require completing the PRIM study and, prospectively, staff's annual update to
the models.
April 27, 2007 Consultant to complete data collection from departments
May 18, 2007 Consultant to complete staff review of worksheets
June 8, 2007 Complete staff review of consultant's draft cost allocation
plan and cost of services worksheets
June 13, 2007 Consultant to present final cost allocation plan, cost of
services study and demonstrate the associated models to
City departments
June 26, 2007 Consultant to present final cost allocation plan, cost of
services study and demonstrate the associated models to
Finance Committee
July 10, 2007 Consultant to present final cost allocation plan and cost of
services study at Council Study Session
July 10, 2007 City Council to adopt master fee schedule and introduce
associated ordinance revising Chapter 3.36
July 24, 2007 City Council second reading of ordinance revisions
August 23, 2007 Chapter 3.36 ordinance revisions become effective
Potential issues: Short of contracting for annual studies, ensuring costs are accurately
identified prospectively will require additional efforts from departments to update the cost
models.
1, �l
CITY OF NEWPORT BEACH
City Council Minutes
Adjourned Regular Meeting
March 24, 2007 — 8:30 a.m.
I. RECONVENE AT 8:30 A.M. FOR ADJOURNED REGULAR MEETING
II. ROLL CALL
Present: Council Member Henn, Council Member Curry, Mayor Pro Tem Selich, Mayor Rosansky,
Council Member Webb, Council Member Daigle, Council Member Gardner
III. PLEDGE OF ALLEGIANCE — Council Member Webb
IV. CURRENT BUSINESS
1. DISCUSSION AND ESTABLISHMENT OF COUNCIL PRIORITIES [NO WRITTEN
REPORT].
The Council reviewed the housekeeping rules for the day and briefly described what they
each hoped to accomplish by the end of the day.
Administrative Services Director Danner distributed copies of the twelve recommendations
of the Facilities Finance Review Committee that were presented to and approved by Council
on May 23, 2006. The Council discussed the report and its findings and noted that one of
the recommendations was that the report be reviewed annually as part of the budget
process.
Deputy Director Kurth reviewed the updated version of the facility replacement planning
worksheet and explained the basis used by the Committee when the worksheet was
formulated. In summary, in reference to the facilities finance issues, the Council requested
that the plan be brought back to Council for further review. The revised plan is to show
restricted and unrestricted funding, updated schedule, amount or percentage for restricted
vs. unrestricted fund balance, and a "pay as you go" model.
Novelle Hendrickson commended the Facilities Finance Review Committee for the work
they did.
Nancy Skinner indicated her preference for the "pay as you go" model and said she does not
like to incur debt.
Helen Magruder addressed the need for the Council to establish needs and priorities and
cautioned against doing what pleases certain groups of people.
The Council recessed at 10:10 a.m. and reconvened at 10:25 a.m. with all members present.
Assistant City Manager Wood reviewed the General Plan Vision Statement which was
intended to be a retrospective vision of the City in the year 2025. She reviewed the following
sections of the Vision Statement: community character; growth strategy, land use and
development; a healthy natural environment; efficient and safe circulation; community
services; recreation opportunities; boating and waterways; airport; and responsive
'.S
government. The Council discussed how the Vision Statement plays a role in the
establishment of Council priorities.
The Council Members briefly reviewed their individual list of priorities and explained the
philosophy they used in determining their list.
Based on their discussions, the Council identified the following priorities:
Tier One
-- Minimize impact of JWA/implement airport policy
-- Resolve city hall issue by 6/30/07
-- General Plan implementation
-- Efficient traffic management including signal synchronization, appropriate capacity, and
roadway, intersection, safety - related maintenance and improvements (plus examine
fairshare formula including Mariners Mile)
-- Provide for parks, with emphasis on active and water - oriented facilities where appropriate
-- Address recovery homes effectively
-- Improve quality of communication with residents, provide more relevant information in a
greater variety of ways
-- Improve and protect water quality (via WQ Master Plan)
-- Master Plan of facilities by 6/30/07 (ensure parks addressed within Master Plan)
-- Organizational performance improvement; create ongoing process of evaluation; examine
cost of services plus refuse collection
-- Optimize revenues via appropriately reviewing and updating fees; set up better system
Tier Two
-- Customer service priority /standards
-- Community Development Department /organization discussion
- -Work with Banning Ranch on development agreement
-- Prepare Council policy re: key staff hiring practices within confines of City Charter -
general attributes desires; when/how to discuss with the City Council
- -More proactive as a Council in regional issues (JWA, traffic)
-- Prepare Council policy re: questioning authority (eelgrass)
-- Resolve Santa Ana Heights Redevelopment Authority and West Santa Ana Heights
annexation issues
V.
VI.
The City Council agreed the City Manager would take the priority listing and develop
the top tier priority items in terms of key actions needed in the accomplishment process;
developing time frames and determining personnel and other resources needed to
accomplish the list. He would then bring this additional information back to the Council for
their review and final priority determination.
Nancy Skinner addressed concerns with the way the City's trash is handled and voiced
support for having a true recycling program where the trash/recycables are separated and
perhaps using outside trash haulers.
Novelle Hendrickson commented on the following items: rehab houses; General
Plan implementation; OASIS; salary increases; the duties of the City Manager /City Council
in relation to hiring practices; and the need for the City Hall to be the Council's first
priority.
Utilizing a PowerPoint presentation, Public Works Director Badum provided Council with
an update and status report of the capital improvement projects and other projects.
PUBLIC COMMENTS - None
ADJOURNMENT — 3:10 p.m
The agenda for the Adjourned Regular Meeting was posted on March 21, 2007, at 8:15 a.m, on the
City Hall Bulletin Board located outside of the City of Newport Beach Administration Building.
City Clerk
Recording Secretary
Mayor
1J