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HomeMy WebLinkAbout17 - Status Report on Six Council Priorities for 2008CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. –t,7 — July 22, 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 fifth status report of the year. The six priorities being reported on in no particular order are as follows: City Council Priorities July 22, 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 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: is9 4e*4� /HOMER L. BLODAU City Manager Attachments: 2008 Council Priorities Indicator Tracker City of Newport Beach 2008 Council Priorities Indicator Tracker '''!. Date published: July 22, 2008 Presented by: Homer L. Bludau 3 MOVE FORWARD WITH THE PLANNING, PROCESSING AND CONSTRUCTION OF A NEW CITY HALL Council decides city hall location on February 26, 2008 Accomplished on February February 261h 26th Council determines architect selection March 11, 2008 Accomplished on March 11`"; process Committee appointed on 251h -- --- - ---- --- ----------- - Geotechnical consultant retained - - ------ --------- March 11, 2008 Accomplished on March 11 th Selection process and decision on .— ...... ....... . March 25, 2008 Deferred until completion of Contract Program Manager architect selection - - - - - -- Staff update of city hall needs assessment, --------- - - - - -- - ------- March 25, 2008 To be determined by Building review with Council .......... ------- -- -- - --------- ---------------- --------------- - - --- --- Committee Traffic consultant retained April 8. 2008 1 Preliminary analysis submitted 1 to the City Council on May 11 13`", became part of General -------- ------ --------------- - -- . -- -_ -_. Design Parameters Architect RFQ due to City Hall Design May 19, 2008 51 firms submitted Committee qualifications by the deadline Council selects architect finalists June 24, 2008 j On track for June 20 Council meeting Design submissions by architects due ----------- ­­'­­-­ ------ September 19, 2008 Conceptual development/public outreach November 11, 2008 completed ........ .. . ------ City Council approves concept plan -a-rch-itec-t- November 25, 2008 City Counci'lapproves'PSAwit-h ............. . .. . ........ lNovember December 9,2_0_013 -- ---------- -------- ------------------------------------- EIR process begins --- - ----- — — 26, 2008 - --------- April 2009 Schematic design phase I... . ... ... ...... ...... - - --- ----------- April - September 2009 ["October — - - - - -- -------- — - ---- Design development phase 2009 - January I 2010 Construction document phase February -June 2010 ...... ................ ......... ..... . . I... - ­.- Construction prequalification/ July - August 2010 bidding Under construction September 2010 - 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. 5 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 Committees May 13, 2008 recommendations come to Council for decision on space needs analysis for FFP projects We have not met with the Council Finance Committee pending decisions by the City Council on major facilities, including OASIS funding and City Hall. Design competition for City Hall is ongoing. Design competition for City Hall is ongoing. 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. 4 11 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 Accomplished Residential Ordinances, set forth new j qualifications for Hearing Officers via new Council Policy (F-26) Issue Request for Proposals for Hearing j February 2008 Completed Officers i 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 Use Permits Obtain budget amendment (contract March 2008 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 Legal Defense of Ordinance Use Permit Application Deadline Abatement proceedings. March -April 2008 Budget concerns addressed. Three firms selected. Ongoing In mid -May 2008, Judge James Selna denied most of a preliminary injunction by Sober Living by the Sea to block the Ordinance's implementation - Selna did block the "integral facilities /uses" portion of the Ordinance from - .. taking effect. ..-----------------_...-..._--_._._.. _.----- -- ---- ....- .- .._. ­- May 22, 2008 Applications representing 401 beds and 41 addresses were submitted at the deadline. May 23, 2008 Abatement letters sent out to about 18 facilities representing 220 beds on May 23, 2008. Schedule, prepare for and hold Use Permit ! August- September 2008 application hearings 30 -day "completeness" review commenced (to June 22). Currently in the 90 -day period by which applicants must complete their applications. Follow -up on Use Permit condition adherence Staff all appeals, requests for reasonable accommodation, requests for time extensions of abatement periods Bi- monthly reports to the City Council March - December 2008 and ongoing March - September 2008 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 j overconcentration of group homes. Other items shown on Implementation Plan (sent to City Council on January 22, 2008) Not yet started, since no Ups have been issued Three firms selected to serve as contract planning staff. This report is part of accomplishing this task See comments regarding AB 2903 below. 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. Two lawsuits were filed that challenge the validity of Ordinance 2008 -05 (from Pacific Shores Recovery and Sober Living by the Sea or SLBTS). Pacific Shores Recovery and SLBTS have both filed separate complaints with the US Department of Housing and Urban Development, alleging discrimination by the City. The City moved to consolidate as many legal cases as possible in Federal court to achieve a rapid and cost - effective determination by the Court as to the implementation of Ordinance 2008 -05. As noted above, a motion to enjoin the City from enforcing Ordinance 2008 -05 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 are 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 unsuccessful attempt to pass SB 1000 (Harman, 2008) which would have helped localities ensure that ADP - licensed facility applicants comply with local zoning. The City also followed AB 2903 (Huffman, D -San Rafael). 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 dkiff(&citv.newport- beach.ca.us or call 949 - 644 -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 I January 10, 2008 Completed Committee to discuss the concept of a WQMP - ----- . - __ ... ............ .. Forma 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 for consideration and approval of broad priority projects 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 fora Moved to September Study Session 2008 With direction from the Study Session, finalize the WQMP in the context of the FY 2009 -10 City budget Implement the WQMP's projects and ( During FY 2009 -10 and monitor and adjust the Plan based on beyond 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 Discussed twice, expected to come back to Coastal Bay June 12 Priority projects include a preliminary funding plan Coastal -Bay has not been able to achieve a quorum recently, and has not been able to finalize the Draft WQMP to bring to a Study Session. Not applicable yet Not applicable yet Not applicable yet Comments: The Council /Citizens 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 three times 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 Dave Kiff, Assistant City Manager, at dkiff(a)city.newport- beach.ca.us or call 949- 644 -3002. 9 INSTITUTE AN ORGANIZATIONAL PERFORMANCE IMPROVEMENT EFFORT THROUGH DATA GATHERING AND THE IDENTIFICATION OF SERVICE BENCHMARKS TO MEASURE ORGANIZATIONAL EFFECTIVENESS .,- Target Action Benchmarking contract with ICMA i January 8, 2008 Completed - January 8, 2008 approved by Council _ ..................................._.._.............._..._......_.--..._.._....-_.._..- Customer satisfaction survey results j February 1, 2008 Completed - February 1, 2008, reviewed by Council Finance Committee I and February 4, 2008 on (3 surveys) 1 - ----- -- ---- -- -- ICMA consultant team's first visit; review -- February 4 and 5, 2008 Completed - February 4, 2008 with Finance Committee and Management Team the benchmarking process; ICMA team reviews City's priorities, customer survey results . .... ..... ........_..._. ................................ ...................._..._..._._ 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 comparable jurisdiction data; assessment of organizational culture ...... _ . - .- ... -..._- .... ..... .---_-_ ...... ICMA team augments performance May -June 2008 We met with the Finance indicators proposed by City staff to meet Committee on July 9'h to the needs of the City, makes presentation review the proposed to Council Finance Committee benchmarks; Council is expected to approve the benchmarks on Aug. 12'h ...... ...._.. .......... ...._._ ------- ICMA team recommends and provides - ----- - - - -- - February- August 2008 Training on how to do course of training for staff ................ - ----------------- _ .... .......... ..... ......_ benchmarking is ongoing - -- ICMA team recommends a list of peer May -June 2008 Scheduled for completion in cities to do benchmarking against August as the benchmarks are approved ICMA team recommends a performance May -July 2008 Scheduled for completion in measurement methodology and process August as the benchmarks are that is tailored to the City's needs approved - - - - - -- __ -..... .- ._.- -- - - - - -- 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 28'h 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 301h with another meeting to be scheduled in June 10 CONDUCT AN APPRAISAL OF THE BANNING RANCH PROPERTY AND ASSESS FUNDING AVAILABLE FOR THE PURCHASE OF THE PROPERTY FOR OPEN SPACE •. Action Obtain a copy of appraisal on the Bolsa i February 10, 2008 No appraisal available; this Chica land sale for open space i was a negotiated sale Council ad -hoc committee meets with August 8, 2008 interested parties to discuss the qualifications and process for the hiring of an appraiser i RFQ for appraiser is ready for distribution j August 29, 2008 Council approves contract for appraiser j September 9, 2008 Meeting with interested parties and I August 8, 2008 appraiser to discuss the appraisal process Appraiser meets with interested parties to review preliminary appraisal findings Council approves appraisal document 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 Council on funding availability November 21, 2008 December 9, 2008 February, 2009 Council Committee directed staff to retain Resource Opportunity Group, LLC as open space acquisition consultant. ROG and staff will meet with interested parties to discuss appraisal process Instead of RFQ process, ROG will recommend qualified appraisers with relevant experience and will assist staff in interview and selection process Not applicable yet Not applicable yet Not applicable yet Not applicable yet Not applicable yet Comments: Through research with other agencies who have done open space acquisitions, Resource Opportunity Group was highly recommended to staff. ROG has recommended a more simple appraisal process that will serve the City's purposes for exploring funding availability, and knows appraisers with expertise in open space, wetlands and oil properties and State funding programs.