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HomeMy WebLinkAbout22 - Status Progress Report on 2008 Council PrioritiesCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 22 March 25, 2008 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: Council Review of Staff Status Progress Report on Six of the City Council Priorities for 2008 ISSUE: Does the City Council have any comments regarding the status reports on the six Council priorities reported on by staff? RECOMMENDATION: Review and comment, as needed. DISCUSSION: Background: On Saturday, January 12`", the City Council held a special Council meeting in the Friends Room of the Central Library to determine its priorities for 2008. Prior to the meeting, each Council member independently nominated three priorities for priorities consideration. During the special meeting, each Council member shared their reasoning for nominating their three issues. Since there was strong consensus, it did not take the City Council long to determine its 12 priorities for the 2008 year. In order to ensure as much progress was made on these 12 priorities as soon as possible, the City Manager agreed to recommend key actions steps and schedules for meeting the key action steps in order to better manage our work on Council's priorities, and then to make reports on six of the priorities each month, starting in March. The Council approved his recommendations with some minor changes at its February 12'" Council meeting. This is the first status report of the year. The six priorities being reported on in no particular order are as follows: City Council Priorities March 25, 2008 Page 2 • Move forward with the planning, processing and construction of a new city hall. • Regularly update the Facilities Financing Plan (FFP) and implement the planning, financing and construction of the identified projects. • Implement new group residential ordinances; work at the State and Federal levels to allow local government greater ability to regulate secondary effects on an overconcentration of group homes. • Prepare and implement a Water Quality Master Plan (WQMP) that addresses and prioritizes our water quality needs into the future. • Institute an organizational performance improvement effort through data gathering and the identification of service benchmarks to measure organizational effectiveness • Conduct an appraisal of the Banning Ranch property and assess funding available for the purchase of the property for open space The remaining six Council priorities will be the subject of a report on the April 22nd Council meeting agenda. Additional status reports will be provided at the second Council meeting of each month for the remainder of the calendar year. The format used for the status reports is a simple one. If Council members have suggestions for different reporting formats, the City Manager is open to that. These status reports will always be placed on the Consent Calendar, which will provide Council the opportunity to pull the item and discuss any or all of the six priorities being reported on. 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: y.y. �. HOMER L. BLU AU City Manager Attachments: 2008 Council Priorities Indicator Tracker City of Newport Beach 2008 Council Priorities Indicator Tracker Date published: March 25, 2008 Presented by: Homer L. Bludau MOVE FORWARD WITH THE PLANNING, PROCESSING AND CONSTRUCTION OF A NEW CITY HALL Objective Target Action Council decides city hall location on February 26, 2008 Accomplished on February i February 26' 26th Council determines architect selection .. .... March 11, 2008 ........ _ Accomplished on March process 11 Committee appointed on 25th Geotechnical consultant retained ............. .. ...... March 11, 2008 _....° ............. ............ ....... _a i Accomplished on March 11th ......_..... ........................._ „, Selection process and decision on March 25, 2008 .._ To be determined Contract Program Manager ...,. ......,... ... .._ ................. ..... ...... __.- ..._....... _ j Staff update of city hall needs assessment March 25, 2008 1 Now scheduled for April 8th review with Council Traffic consultant retained April 8 2008 Accomplished on March 14th ....... ..._ ... ..... Council selects architect .. ... ............. June 10, 2008 _._ _ „_... ..... __... Schedule to be pushed out j based on defined process. ' Appointment now estimated j November /December, 2008. Conceptual development/public outreach November 11, 2008 completed .,- -- - . -.... -- -1 City Council approves concept plan November 25 2008 - - 7 -- ....... EIR process begins November 26, 2008 - April 2009 I Schematic design phase April -September 2009 Design development phase October 2009 - January I j -- - - - - -- 2010 Construction document phase February - June 2010 ! I Construction prequalification/ July - August 2010 bidding i Under construction September 2010 - - January 2011 .. . E/ FFBmove in completed March 2012 I. _.... _..,,. . _._... -_. -.- Comments: REGULARLY UPDATE THE FACILITIES FINANCING PLAN (FFP) AND .IMPLEMENT THE PLANNING, FINANCING AND CONSTRUCTION OF THE IDENTIFIED PROJECTS Council Finance Committee reviews FFP March 15, 2008 cost estimates, scheduling and revenue June 30, 2008 assumptions; discusses potential funding October 15, 2008 options for initial projects; and makes recommendations to Council as appropriate Council Finance Committee makes April 22, 2008 recommendations to Council regarding space needs analysis for FFP projects Council Finance Committee's May 13, 2008 recommendations come to Council for decision on space needs analysis for FFP projects The Finance Committee met and discussed this item on March 12, 2008, and will continue to update the FFP as projects (such as OASIS) are closer to funding. Comments: The Facilities Financing Plan will be continually updated as the cost and scope of projects such as OASIS, Marina Park, City Hall and Sunset Ridge are known. IMPLEMENT NEW GROUP RESIDENTIAL ORDINANCES; WORK AT THE STATE AND FEDERAL LEVELS TO ALLOW LOCAL GOVERNMENTS GREATER ABILITY TO REGULATE SECONDARY EFFECTS OF AN OVERCONCENTRATION OF GROUP HOMES Hold public hearings and adopt new Group January 22, 2008 Residential Ordinances, set forth new qualifications for Hearing Officers via new Council Policy (F -26) i Issue Request for Proposals for Hearing February 2008 Officers Develop new Use Permit application for Group Residential Uses Determine all existing legal, non- conforming uses in residential districts; notify all property ownersloccupants who may need to apply for Group Residential Use Permits Obtain budget amendment (contract planners, legal counsel, hearing officers, more) and proposed changes to Code and Water Quality Enforcement Division Seek out and retain contract planners to begin review of Use Permits February 2008 February-March 2008 March 2008 March -April 2008 -- -- I.... ................... Schedule, prepare for and hold Use Permit i March -July 2008 application hearings Follow -up on Use Permit condition March - December 2008 adherence and ongoing Staff all appeals, requests for reasonable March - September 2008 accommodation, requests for time extensions of abatement periods Bi- monthly reports to the City Council i Every 2 months through December 2008 and ongoing Involve the City and its governmental Ongoing advocate in State Legislative efforts to give localities greater local control to mitigate the adverse impacts of an overconcentration of group homes. Accomplished Completed Completed Underway Pending City received about nine (9) responses to Planning Services RFP. These are under review by City staff. This report is part of accomplishing this task. See comments regarding SB 1000 and AB 2873 below. Other items shown on Implementation Plan (sent to City Council on January 22, 2008) All are summarized here. Comments: The Group Residential Use process remains challenging for the City, as we try to protect the rights of the disabled to fair housing and to eliminate any adverse impacts from an overconcentration of group homes, especially recovery facilities. Several lawsuits have been filed or are expected to be filed that challenge the validity of Ordinance 2008 -05. One sober living home has filed a complaint with the US Department of Housing and Urban Development, alleging discrimination by the City. The City has moved to consolidate as many legal cases as possible in one court — Federal court — to achieve a rapid and cost - effective determination by the Court as to the implementation of Ordinance 2008 -05. On the legislative front, the City has worked with State Senator Tom Harman in an unsucessful attempt to pass SB 1000 (Harman, 2008) which would have helped localities ensure that ADP - licensed facility applicants comply with local zoning. The City has issued a letter of support to AB 2873 (Huffman, 2008) which would clarify that State law's protection of small (6 residents or fewer) ADP - licensed treatment homes does not allow an operator to apply for and receive licenses for multiple small homes all in one location, operated integrally with each other, in a manner that evades local zoning. Staff will continue to work on the implementation of the Ordinance until such time as a Court or counsel suggests otherwise. Detailed information about the City's ordinance, the Use Permit application for Group Residential Uses, and more is on the City's website under "Group Residential Uses." For more information about this Priority, contact Assistant City Manager Dave Kiff, at dkiff(acitv.newoort- beach.ca.us or call 949 -044 -3002. PREPARE AND IMPLEMENT A WATER QUALITY MASTER PLAN (WQMP) THAT ADDRESSES AND PRIORITIZES OUR WATER QUALITY NEEDS INTO THE FUTURE Meet with the Coastal -Bay Water Quality Committee to discuss the concept of a WQMP .,.. ....,.... Form a subcommittee of Coastal -Bay to work with staff to develop the framework of the plan and review the draft plan January 10, 2008 January 17 and February 8, 2008 Bring the draft plan back to Coastal -Bay February 14, 2008 for consideration and approval of broad j priority projects i Take Coastal -Bay's priority projects and put a funding plan with them, similar to the Facilities Financing Plan ......... ......... Bring the WQMP to City Council for a Study Session __._. With direction from the Study Session, finalize the WQMP in the content of the FY 2009 -10 City budget Implement the WQMP's projects and monitor and adjust the Plan based on actual events Review the Plan annually both with Coastal -Bay and with the City Council; receive corrections and changes at that time to keep the document an iterative document March or April 2008 During FY 2009 -10 and beyond Completed Completed Met on Feb 14, continued to March 20, 2008. Priority projects include a draft funding plan. Planned for April 2008. Not applicable yet. Not applicable yet. Not applicable yet. Comments: The CouncillCitizens Coastal -Bay Water Quality Advisory Committee set up a subcommittee to work on the Water Quality Master Plan with Assistant City Manager Dave Kiff. The Draft Plan, which the Committee has seen twice by the date of this staff report, is fairly robust in terms of what can be done in the community. Funding the Plan will always be a challenge. The Draft Plan is available on the City's website under Coastal -Bay Water Quality Committee. For more information about this Priority, contact Assistant City Manager Dave Kiff, at dkiffr-citv.newoort- beach.ca. us or call 949 - 644 -3002. INSTITUTE AN ORGANIZATIONAL PERFORMANCE IMPROVEMENT EFFORT THROUGH DATA GATHERING AND THE IDENTIFICATION OF SERVICE BENCHMARKS TO MEASURE ORGANIZATIONAL EFFECTIVENESS Objective Target Action 'I Benchmarking contract with ICMA j January 8, 2008 j Completed - January 8, 2008 approved by Council I Customer satisfaction survey results ; February 1, 2008 J reviewed by Council Finance Committee j on (3 surveys) 1 ICMA consultant team's first visit; review with Finance Committee and Management Team the benchmarking process; ICMA team reviews City's priorities, customer survey results ETC Institute (survey team) makes presentation to Council on customer satisfaction survey results February 4 and 5, 2008 ...... ............................... February 12, 2008 ICMA review and analysis of City and February-March 2008 comparable jurisdiction data; assessment j of organizational culture j ICMA team augments performance j May -June 2008 Indicators proposed by City staff to meet the needs of the City; makes presentation to Council Finance Committee ... ..... -. ICMA team recommends and provides February- August 2008 course of training for staff __.. - .... ...... .. ICMA team recommends a list of peer i May -June 2008 cities to do benchmarking against ICMA team recommends a performance 1 May -July 2008 measurement methodology and process i that is tailored to the City's needs ICMA team prepares a final report and i September 15, 2008 presentation to the City Council Committee and Council identify City October 15, 2008 process to audit, develop an RFP for audit and hire a consultant Completed - February 1, 2008, and February 4, 2008 Completed - February 4, 2008 Completed - February 12, 2008 Ongoing - ICMA met with City Staff on Feb. 28, 2008 and is scheduled to meet again in early April to continue Identifying benchmarks. Comments: The Benchmarking Project was kicked off on February 28'h with a meeting of department directors, facilitators and coaches. Their work will continue in April with the identification of benchmarks. CONDUCT AN APPRAISAL OF THE BANNING RANCH PROPERTY AND ASSESS FUNDING AVAILABLE FOR THE PURCHASE OF THE PROPERTY FOR OPEN SPACE Obtain a copy of appraisal on the Bolsa February 10, 2006 No appraisal available; this unica land sale for open space i was a negotiated sale Council ad-hoc committee meets with Fes 29, 2008 2008 Meeting not set, pending interested parties to discuss the New target: research on appraiser qualifications and process for the hiring of April 4, 2008 qualifications and appraisal an appraiser criteria. RFO for appraiser is ready for distribution Staff contacting government New target: agencies and non-profit April 18, 2008 organizations that acquire open space; gathering sample criteria, qualifications, agreements and list of potential appraisers. ............. Council approves contract for appraiser ....... .. . ........... 1 April 22, 2008 ------ - . ..... ----- ----- Not applicable yet. i New target: May 20, 2008 Meeting with interested parties and I May 9-2098 Not applicable yet. appraiser to discuss the appraisal process New target: June 6, 2008 Appraiser meets with interested parties to i July 30, 2008 Not applicable yet. review preliminary appraisal findings . .... ... .. . ... . .. .. ...... ......... . ........ Council approves appraisal document; i August 12, 2008 Not applicable yet. Council subcommittee recommends a process to the City Council for determining funding availability for purchase of Banning 11 Ranch for open space; Committee makes hiring recommendation for funding assessment consultant .............. - . . ............. ------------- ----- -- Council subcommittee reports to City November 25, 2008 Not applicable yet. Council on funding availability Comments: As a result of current discussions with other agencies and organizations, staff may recommend that an acquisition/funding consultant be hired before appraiser is retained. This would help ensure that the entire process is designed to comply with funding guidelines and maximize chances for success. In retrospect, the City Manager's earlier schedule was far too ambitious; however, we still think it is possible to conclude this priority by the end of 2008.