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HomeMy WebLinkAbout23 - Status of Six Council Priorities for 2008CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 23 May 27, 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 12th, 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 12th Council meeting. This is the third status report of the year. The six priorities being reported on in no particular order are as follows: City Council Priorities May 27, 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 June 24"' 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: rry OMER L. AU City Manager Attachments: 2008 Council Priorities Indicator Tracker City of Newport Beach iii► Council Priorities • .. s Tracker Date published: May 27, 2008 Presented by: Homer L. Bludau MOVE FORWARD WITH THE PLANNING, PROCESSING AND CONSTRUCTION OF A NEW CITY HALL Objective Target. Council decides city hall location on February 26, 2008 Accomplished on February February 26'h i, 26th ..... 1 Council determines architect selecbon _ ... . ....... ... ........ ..__ March 11, 2008 .._ Accomplished on March 1-1, "h process Committee appointed on 251h .._ .,. Geotechnical consultant retained i March 11, 2008 Accomplished on March 11th _....._ Selection process and decision on March 25, 2008 „ __...__. —. Deferred until completion of Contract Program Manager ....,.,._;. ......... .. .................................................. i ._._._... . ...........,.,................. architect selection _....._ .. .....Y- _._............... Staff update of hall needs assessment, March 25, 2008 city To be determined b Buildin review with Council j ( Committee Traffic consultant retained ................... April 8, 2008 ......... ... ,,,.... Preliminary analysis submitted ; to the City Council on May 13'h, became part of General ..... . ....... ._ ..... .,.. ........ ... ..,,,... ........_. ................. Design Parameters ...... ........ j Architect RFQ due to City Hall Design May 19, 2008 51 firms submitted Committee qualifications by the deadline .................................... ,.,.. ....._. ............... _.... ........ j _ ...... ....... .. .. Council selects architect finalists June 24, 2008 On track for June 24'h Council ... - - - -- -� - - meeting - -- -- -- -- - - - -� Design submissions by architects due # September 19 2008 i Conceptual developmentipublic outreach j November 11, 2008 completed j.. — .. City Council approves concept plan November 25, 2008 j j City Council approves PSA with architect December 9, 2008 EIR process begins November 26, 2008 - April 2009 j Schematic design phase April - September 2009 T.._....... 1 r___ - -- 1 Design development phase October 2009 - January j 2010 ..._,....---- - -- .. - -__. -- - .._ .., , Construction document phase .... ......... . - -- - -- - February - June 2010 - -- --- - - ----- . _ ... - — ._..._.._ -- - - -- -- - -- Construction prequalificationt July - August 2010 bidding - - _; ...... -- -- - - -- -- Under construction September 2010 - 1- January 2011 - ----- . - - --- .. - - -- -- - --------------- - FF &E /move in completed March 2012 _ ........ .... ........ ----------- _ ...... _ ........ _ ... , _ _ - - -- -- - -- -- - - - - - -- Comments: The City Hall Design Committee was very pleasantly surprised to see the quality of firms and teams that submitted qualifications under the RFP. The Design Committee will work between now and their June 2 meeting to analyze the qualifications and send a ranking of the top teams to the City Council. A total of 51 architectural firms submitted proposals for the Design Committee's consideration. REGULARLY UPDATE THE FACILITIES FINANCING PLAN (FFP) AND IMPLEMENT THE PLANNING, FINANCING AND CONSTRUCTION OF THE IDENTIFIED PROJECTS .. .- Council Finance Committee reviews FFP I March 15, 2008 We have not met with the cost estimates, scheduling and revenue j June 30, 2008 Council Finance Committee assumptions; discusses potential funding • October 15, 2008 pending decisions by the City I options for initial projects; and makes Council on major facilities, recommendations to Council as including OASIS funding and appropriate City Hall. Council Finance Committee makes April 22, 2008 Design competition for City recommendations to Council regarding Hall is ongoing. space needs analysis for FFP projects Council Finance Committee's May 13, 2008 Design competition for City recommendations come to Council for Hall is ongoing. decision on space needs analysis for FFP projects 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. The Sunset Ridge Park concept will be coming to the City Council for final approval in June; the next step will be to proceed with design. After the preliminary design has been approved by the City Council, the Council Finance Committee will look at the timing and financing needs of both the OASIS and Sunset Ridge Park projects and make recommendations to the City Council regarding financing alternatives. 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 Objective Target Action I Hold public hearings and adopt new Group January 22, 2008 Accomplished Residential Ordinances, set forth new qualifications for Hearing Officers via new Council Policy (F-26) - - -- - - - ---------- - Issue Request for Proposals for Hearing February 2008 Completed Officers - ------ --- - -- - --- -------- ---- - ---- --------- Develop new Use Permit application for ------- February 2008 — ----- Completed Group Residential Uses -- - - --- - -.. . . . ... ------------- --------- - - - ------- — --- - - -- -- Determine all existing legal, non- February-March 2008 Completed conforming uses in residential districts; notify all property owners/occupants who may need to apply for Group Residential I Use Permits - --------------- - - Obtain budget amendment (contract March 2008 Budget amendment planned planners, legal counsel, hearing officers, for May 20 to reflect planning more) and proposed changes to Code and needs I Water Quality Enforcement Division ....... ... ....... 1 Seek out and retain contract planners to March-April 2008 t Three firms selected I begin review of Use Permits --- ------------ - ----- ---- --- 1 Schedule, prepare for and hold Use Permit March-July 2008 Underway 1 application hearings ------ ------ -- ------ - --- - Follow-up on Use Permit condition March-December 2008 Not yet started, since no UPs adherence and ongoing have been issued ---------- - --- ----- ---- --- Staff all appeals, requests for reasonable March-September 2008 Three firms selected to serve accommodation, requests for time as contract planning staff extensions of abatement periods --- - -------- - ------ .. Bi-monthly reports to the City Council ............ I ---------- -- - - r -- - ------------ - -------- Every 2 months through --------------- ------- This report is part of December 2008 and accomplishing this task. ongoing Involve the City and its 9 overnmental Ongoing See comments regarding AB advocate in State Legislative efforts to give 2903 below. localities greater local control to mitigate the adverse impacts of an overconcentration of group homes. Other items shown on Implementation i All are summarized here. Plan (sent to City Council on January 22, 2008) --------------- --- - -- -- - ------------- — --- ----- 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. Pacific Shores Recovery and Sober Living by the Sea have both filed separate complaints 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. A motion to enjoin the City from enforcing its ordinance was heard by Judge James Selna in US District Court on May 12, 2008. Judge Selna stayed a portion of the ordinance relating to "integral facilities," but allowed the rest of the ordinance to go forward pending trial. As a result, about 80% of the recovery beds in the city will be subject (at least for now) to the Use Permit process described in the ordinance. 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 is also following AB 2903 (Huffman, D -Marin County), which offers guidance to State ADP to consider whether an application for a "6 and Under" home should be considered in the context of local overconcentration of homes. If this bill passes, it would take effect January 1, 2009 pending any legal challenge. 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 Dave Kiff, Assistant City Manager, at dkiffAcity.newport - beach.ca. us or call 949-644 -3002. �����������UU��U�U����� WATER QUALITY MASTER PLAN '''--''—'--^`^~~~^^'^^~~~~^'^~~^~^^^"~^^^~~^^~m~,��,~,,,,"��`�,~~,^,���," �&���U������������������������U���U�U��� v"~�~^'^"v"""��"��~~~~"^~~~~~~~~~~��"°~~""^"~""^"""°~~~~~ OUR WATER QUALITY NEEDS INTO THE FUTURE i Objective Target Action i Meet with the Coastal-Bay Water Quality January 10, 2008 Completed Committee to discuss the concept of a WQMP Form a subcommittee of Coastal-Bay to January 17 and February Completed work with staff to develop the framework of 8,2008 the plan and review the draft plan Bring the draft plan back to Coastal-Bay February 14, 2008 Discussed twice, expected to for consideration and approval of broad come back to Coastal Bay priority projects i June 12. Take Coastal-Bay's priority projects and Priority projects include a put a funding plan with them, similar to the i preliminary funding plan. Facilities Financing Plan Bring the WQMP to City Council for a March or April 2008 Planned for July 2008. 1 Study Session With direction from the Study Session, Not applicable yet. finalize the WQMP in the context of the FY 2009-10 City budget Implement the WQMP's projects and During FY 2009-10 and Not applicable yet. monitor and adjust the Plan based on beyond actual events Review the Plan annually both with Not applicable yet. Coastal-Bay and with the City Council; i receive corrections and changes at that time to keep the document an iterative document The Council/Citizens Coastal-Bay Water Quality Advisory Committee set upasubcommittee to w the Water Quality Master Plan with Assistant City Manager Dave Kiff. The Draft Plan, which the Committee has seen three times by the date cf this staff report, ia fairly robust in terms uf what can be done in the community. Funding the Plan will always beachallenge. 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 K|ff`at beach�a.usur call S4Q`G44`3UU2 INSTITUTE AN ORGANIZATIONAL PERFORMANCE IMPROVEMENT EFFORT THROUGH DATA GATHERING AND THE IDENTIFICATION OF SERVICE BENCHMARKS TO MEASURE ORGANIZATIONAL EFFECTIVENESS Objective Benchmarking contract with ICMA January 8, 2008 Completed - January 8, 2008 ' approved by Council ; i Customer satisfaction survey results February 1, 2008 Completed - February 1, 2008, reviewed by Council Finance Committee and February 4, 2008 on (3 surveys) ICMA consultant team's first visit; review Management February 4 and 5, 2008 Completed - February 4, 2008 with Finance Committee and Team the benchmarking process; ICMA i team reviews City's priorities, customer survey results . .. .. ........ . . - - -- - - -- - _- -- - - j _ ....._.._. -. . .. ETC Institute (survey team) makes February 12, 2008 Completed - February 12, presentation to Council on customer 2008 satisfaction survey results - - --- ICMA review and analysis of City and - - - - -- ._.._.- February-March 2008 Ongoing - ICMA met with City comparable jurisdiction data; assessment Staff on Feb. 28, 2008 and is of organizational culture scheduled to meet again in early April to continue identifying benchmarks. - _..... --- ... ... - -._ _... -. ICMA team augments performance -- - -- .- .- .- . -. -.. May June 2008 We are scheduled to meet indicators proposed by City staff to meet with the Finance Committee the needs of the City; makes presentation on May 30'" to review the to Council Finance Committee } proposed benchmarks. - - - - -- - -- - -- - - - -.- _..... _ ..... .. _ .. ICMA team recommends and provides -------- .. .. February- August 2008 Training on how to do course of training for staff benchmarking is on- going. ...... __. -. -.. - .. -... ICMA team recommends a list of peer - - --- --- - .... May -June 2008 _ .. -- - -.- . -_... cities to do benchmarking against -- - - ---- -- --------- ICMA team recommends a performance May -July 2008 1 measurement methodology and process that is tailored to the City's needs _- -- ..... -- - - - -- - .. _ ------- - _. -. -... - - - - -- ICMA team prepares a final report and 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 Comments: The Benchmarking Project was kicked off on February 28h with a meeting of department directors, facilitators and coaches. Their work will continue in April with the identification of benchmarks. ICMA is scheduled to meet with the Finance Committee on May 30'h with another meeting to be scheduled in June. CONDUCT AN APPRAISAL OF THE BANNING RANCH PROPERTY AND ASSESS FUNDING AVAILABLE FOR THE PURCHASE OF THE PROPERTY FOR OPEN SPACE Objective Obtain a copy of appraisal on the Bolsa Chica land sale for open space Council ad -hoc committee meets with interested parties to discuss the qualifications and process for the hiring of an appraiser February 10, 2008 ------------ .. - -... ----- - -... -_ .__ i,� '0� �^^° New target: June 6, 2008 No appraisal available; this was a negotiated sale __.. - - -... Meeting not set pending research on appraiser qualifications and appraisal criteria. RFQ for appraiser is ready for distribution Mash 14, 2008 Staff contacting government New target: agencies and non -profit June 20, 2008 j organizations that acquire open space; gathering sample criteria, qualifications, agreements and list of potential appraisers. -.... _. _. ---' Council approves contract for appraiser -- - ...... .- I ^ ^ ^" ' '^ ^w Not applicable yet. New target. July 22, 2008 i Meeting with interested parties and May 9, 2008 ! Not applicable yet. appraiser to discuss the appraisal process New target: i August 1, 2008 4 ......... - -- ... - -- — - - ------------ Appraiser meets with interested parties to November 21 2008 Not applicable yet. review preliminary appraisal findings Council approves appraisal document; December 9, 2008 Not applicable yet. Council subcommittee recommends a process to the City Council for determining funding availability for purchase of Banning Ranch for open space; Committee makes hiring recommendation for funding assessment consultant ---- -...... -------------- _ -.... - Council subcommittee reports to City _. - ..... --- ------------ .- I February, 2009 , Not applicable yet. Council on funding availability Comments: As a result of discussions with an experienced appraiser and other agencies and organizations, it is apparent that this will be a very complex appraisal, which needs to be set up correctly to comply with funding guidelines and maximize chances for success.