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Home My WebLink About11-04-1980 - AgendaI CITY OF NEWPORT BEACH • if PAR v% BEACHES & RECREATION COMMISSION REGULA('MEETING HELD TUESDAY, NOVEMBER 4, 1980 CITY HALL COUNCIL CHAMBERS 6:30 p.m. AGENDA I. PROCEDURAL MATTERS: 1. Call to Order 2. Roll Call 3. Approval of Minutes - Meeting of Tuesday, October 7, 1980 4. Adoption of Agenda II. P. B. • 5. 6. 7. 8. 9. 10. & R. COMMITTEE REPORTS: Budget Ocean Front General Plan Park Planning & Development Parkway Trees Recreation Facilities -Recreation Program & Citizen Involvement III. P. B. & R. LIAISON REPORTS: 11. Bikeway Trails Committee 12. Litter Control Committee 13. Friends of Oasis 14. Friends of the Theatre Arts Chairpersons: Winburn Ammerman Stuart Cole Winburn Green Schwarz Green Ross Ammerman • PARKS, BEACHES AND RECREATION COMMISSION MEETINGS ARE TAPE RECORDED; TESTIMONY LIMITED TO 5 MINUTES • IV. ITEMS FOR DISCUSSION: 15. California League of Cities report Joan Winburn • • V. INFORMATIONAL REPORTS: 16. Recreation Division (report attached). 17. Park Division (report attached) VI. SPECIAL,'URGENT OR LAST- MINUTE ITEMS: VII. ADJOURNMENT: PARKS, BEACHES AND RECREATION COMMISSION MEETINGS ARE TAPE RECORDED; TESTIMONY LIMITED TO 5 MINUTES CITY OF NEWPORT BEACH COMMISSIONERS PARKS, BEACHES & RECREATION COMMISSION October 7, 1980 s s�cs4 City Council Chambers 6o30P.M. o e Present • IX 1XIX Absent Motion Se d A}f Absent • x Ix x s X X X x Ex- Officio Member Present: Ronald A. Whitley, Director Staff Present: Jeffrey C. Kolin, Rec. Supt. Jack Brooks, Park Supt. Nancy Lerner, Rec. Supervisor Michele Alberta, Secretary I. PROCEDURAL MATTERS: Item #1 The meeting of the Parks, Beaches and Recreation.Commission was called to'order at 6:35 p.m. Item #3 x Motion was made to approve the minutes of the September 9, 1980 meeting. x x x . x Commissioner Winburn requested that the corrections of the previous minutes be included in the minutes of the next meeting. Item #4 Chair Schwarz adopted the agenda as presented. At this time Jeff Kolin introduced Nancy Lerner to the Commission. She is our new Recreation Supervisor, comes from the City of Lawndale, prior to that Redondo Beach and Burbank. She is a graduate of Long Beach with a Masters 'Degree and we are pleased to have her. II. SPECIAL RECOGNITION AWARDS: Ttem #5 Chairman Schwarz introduced and welcomed the award recipi� ' ents and their families to the Commission and talked briefly on the importance of good sportsmanship. Chairman Schwarz then introduced 16 year old, John Moffet.who' made the Olympic swim team, to the audience and Commission. John has been competing for five years successfully as a swimmer with the Newport Harbor High Swim Club. INDEX Call to Order Approval of Minutes Adoption of Agenda CITY OF NEWPORT BEACH COMMISSIONERS PARKS, BEACHES'& RECREATION COMMISSION /y c Present n LJ 0 October 7, 1980 City Council Chambers 6o30P.M. � s John then spoke briefly to the ai families before presenting the ii recognition to the following ath' Swim Team Andrew Lawson and Rob Mihalko. Doug Jones and Kelly Long were n awards. Water Polo Gary Figueroa was not present to Girls Softball Karen WoTff, Nicki Lambe and Jam Janet Burns and Misty Porter wer their awards. III:" RECOMMENDATIONS FORACTION Item #6 Mr. Rob Parton and a few of his I meeting to further explain their Harbor View Drive and Goldenrod. City replace the trees that are harbor views and either on an exl replacing them with trees that hi istics and, compact heads. In tht been pollarded but this is only stated that if removing and repli feasible, that the trees be polli eliminate view interferance. The Commission has received a pe- names who are in favor of these Commissioner Cole stated that he were sufficient in order to make area happy about removing the trt people looking up into the hills instead of trees and greenery. I that there are two 30' =35' trees stated that residents have to tr, height of their roofs: Mr. Parts stated that they would be willin( the..r''emoval -of these trees. -2- vard recipients and their idividual certificates of letes: A present to accept their accept his award. a Cronin. a not present to accept ieighbors attended the problem in the vicinity of They are asking that the aroding their ocean and )erimental or gradual basis Ive low growth character - past these trees have temporary. Mr. Parton Icing the trees is not Irded to a height as to A tion consisting of 14 trees being removed. did not feel these 14 nam all the residents in the ?es. He also stated that will see only houses mother neighbor stated obstructing his view. He im their own trees to the ro and his neighbor both I to contribute money to Street 'Tree Petition CITY OF NEWPORT BEACH COMMISSIONERS PARKS, BEACHES & RECREATION COMMISSION U\m'Octo ber 7, 1980 ^ a City Council Chambers 6o30P.M. . + INDEX Present There are a total of nine trees they are asking to be removed. Commissioner Winburn stated that she would like to see a change in the current poli-cy, to have the Commission -make a revision in Policy I -9 and send it.to City Council. Motion x Motion was made that this matter be referred to-the Tree Ayes x -x x x x x Committee which would meet with a representative from each Absent x of the homeowners associations who are concerned with the tree policy. Motion carried. A meeting with the homeowners associations was suggested for October 28. -All of the associations should be notified. Mr.'Whitley recommends that a public meeting be held in two months for public input and•association viewpoints. Item #7 Spyglass Hill Paseo - tree At present there are several Eucalyptus trees on both sides problems . of Spyglass Hill Road that are causing view problems to property owners and need to be removed. Eucalyptus trees are tall, stately trees that will continue to grow to a height of 75' -100'. There-i"- a certain amount of money in the Spyglass Hill Reserve Fund that could be used for 'the removal and replacement of the trees. Commissioner Winburn stated that this fund was to be used for the San Miguel Park Development only. -- Mr. Whitley stated that the alternative would be to have-the association do the funding. Item #8 Fencing at Spyglass Hill The S y requesting pyglass HT11 Community Association is re uestin the Park installation of fencing around'Spyglass•Hill Park. They are requesting a fence that would enhance the appearance of the park area and at the same time provide safety to children playing. Commissioner Ross stated that funding should come from staff. Motion x Chair Schwarz moved that the fencing at Spyglass Hill Park Second x be referred to the Capital Improvement Committee for Ayes x x x x x x priority order for next year. Motion carried. Absent x Item'49 Sign for Spyglass Hill • The Spyglass Hill Community Association wants the Commission to review this item before the Association goes to Council. Withdrawn from agenda. -3- CITY OF NEWPORT BEACH COMMISSIONERS PARKS, BEACHES & RECREATION COMMISSION ° s Present n U Motion Sec nd A 47n t October 7, 1980 City Council Chambers 620P.M. larz Erman ie -e= - :ime. !nt be ias r ces in .t IS. m hat is. Committee and Liaison appointments Oasis Person. nel Request ,r s Item #10 Chairman Schwarz made the following appointments: Committees' Chairpersons Members 1. Budget Winburn Cole, Ross Ocean Front General Plan Ammerman Stuart, Schl Park Planning -& Development Stuart '-Schwarz;Ammi Parkway Trees Cole Ross,, Stuar- Recreation Facilities Winburn Stuart Recreation Program & Green Winburn, Co' Citizen Involvement Liaison' - Bikeway Trails Committee Schwarz Litter Control Committee Green Friends of Oasis Ross Friends of the Theatre Arts Ammerman Commissioner Cole requested to be taken off of the Recl ation Facilities Committee as a member due to lack of Item #11 Jim Felton, President of the Friends of Oasis was press to request that a full time human services coordinator hired to take the place of the part time employee who I terminated her employment. The programs at Oasis have grown and it becomes timely to consider this request fc recommendation. In addition to supervising human serv- activities, this full time employee would assist staff developing more programs. There are rooms at Oasis thl are presently not being utilized due to lack of prograr Approximately $15,000 to $18,000 would be allocated frc bur-budget-for a full time person. x Motion was made to recommend favorably to the Council 1 x a full time Human Services Coordinator be hired for Oa <, k x x x x Motion carried. Commissioner Winburn abstained. x -4- larz Erman ie -e= - :ime. !nt be ias r ces in .t IS. m hat is. Committee and Liaison appointments Oasis Person. nel Request CITY OF NEWPORT BEACH COMMISSIONERS PARKS, BEACHES & RECREATION COMMISSION \P11: October 7, 1980 City Council Chambers 6830P.M. O- \0, \\\X Present Motion Second Ayes I x I x lx,l.x Absent LJ • ft of a report on the City Council on October 14. little parking available. guerite that has been used stic for the elderly. original position on this ks; Beaches and Recreation otion carried. olicies are reviewed The policies will be . There is no policy for is time and feels one ted that the Park D:jyv., eople about dedicating oss suggested that the on of a person without the a book of some sort and is dedicated to. If the policy is needed Ron up with a proposed policy r 198182 was received. tarting the-Preliminary rch, 1981 would be helpful. iminary budget in February ley stated that the ty Manager at the time of eived from the Recreation Council Policies - Annual Review 1981 -82 Capital Im- provements Recreation & Park':heports OASIS LAND SWAP Ron Whitley presented a rough dra Oasis Land Swap that is going to Oasis is a large development with There is a parking lot across Mar but it is not paved and not reali x Motion was made to re- affirm the x trade and that we support the Pa' x x Director's proposed land swap. M x IV. ITEMS FOR DISCUSSION: Item #12 Ron Whitley stated that Council p annually in October by Council. reviewed on October 27, this year dedicating trees or plaques at th 'should be added. Mr. Whitley sta has a hard time in -What to tell p a tree or plaque. Commissioner R tree could be planted in dedicat,i plaque and Mr. Whitley could keep state in that book who that tree Commission is in agreement•that a Whitley and Jack Brooks will come for-the next meeting. "Item #13 A Capital Improvement Schedule fo Commissioner Winburn feels that s Budget preparation sooner that-Ma PB & R will be preparing the prel or March in rough form. Mr. Whit Commission can sit in with the Ci budget preparation. V.• INFORMATIONAL "REPORTS: Item, #'s 14 and 15 Monthly activity reports were rec and Park Division ;. -5- ft of a report on the City Council on October 14. little parking available. guerite that has been used stic for the elderly. original position on this ks; Beaches and Recreation otion carried. olicies are reviewed The policies will be . There is no policy for is time and feels one ted that the Park D:jyv., eople about dedicating oss suggested that the on of a person without the a book of some sort and is dedicated to. If the policy is needed Ron up with a proposed policy r 198182 was received. tarting the-Preliminary rch, 1981 would be helpful. iminary budget in February ley stated that the ty Manager at the time of eived from the Recreation Council Policies - Annual Review 1981 -82 Capital Im- provements Recreation & Park':heports CITY OF NEWPORT BEACH COMMISSIONERS PARKS, BEACHES & RECREATION COMMISSION October 0 0 City Council Chambers 6030 P. M. - V " TO Ye VO INDEX Present VI. SPECIAL, URGENT OR LAST - MINUTE ITEMS: Commissioner Winburn mentioned Scott Holford of Ocean, Front' Wheel Works. To this date he has not received anything from the City in the way of improving his present situation. Commissioner Winburn brought up the Park Tour. She feels it should be done. There are three new council members and one-new com_"mi'ssioner who have not -had.'the_ tour. Commissioner Green suggested sending Council members a list of choices. Commissioner Winburn will speak to the Mayor and will. then ,cohtact Mr; `Whi•tl §y • Mary Evans, Student Rep, stated that he felt the Awards Ceremony needs a basis. .It,was unorganized and should be set up to impress the public. Commissioner Green suggested that the Student Reps become involved'and maybe organize • the ceremony. Chair Schwarz stated he and Ron Whitley would get together and come up with some guidelines. VII. ADJOURNMENT: There being no further-business, the Parks, Beaches'and Recreation Commission adjourned. Respectfully submitted, 0AA 0" Michele Alberta Secretary • 0 t 1 y, RECREATION DIVISION PROGRESS REPORT: OCTOBER 1980 Senior Citizens The Friends of OASIS celebrated the month of October with an Octoberfest held at the center. The fest featured a rummage sale, tea dance, music and entertainment plus a dinner at which Daniel Aldrich, Chancellor at UCI, was the featured speaker. P. B. & R. staff worked closely with the Friends to help plan and organize this successful event. The long awaited transportation system, designed to bring seniors who are unable to drive to the center is now in operation. The Friends of Oasis were able to hire a driver for their vans and setup a system for reservations. The addition of this service to the many available at the center continues to show the efforts of the Friends and City staff to improve the center and its programs. Special Classes • The fall session is progressing very well. Registration as well as revenue is, up slightly from a year ago. The second set of five week classes began in mid - October with a good response. Revenue for fall classes is about $3,000 higher than last fall. The winter brochure has gone to the typesetter and will be in the mail December 1, 1980. Registration for winter classes begins by mail on December 13. Several new classes are planned including country western dancing, caligraphy II, acting fundamentals, handball,, self defense for women, tiny tots, play acting for pre- schoolers and bridge. Youth and Adult Sports Classification games were completed for adult basketball and softball. Thirty six adult basketball teams and 20 adult soft- ball teams were placed into leagues according to their playing ability. League play began the last week of October and will continue through December. The youth sports flag - football program has 13 teams competing in 3rd - 6th grade divisions. Although registration for the program got off to a slow start the program has been a success . so far, League play is scheduled to be completed in early December. i Progress Report - Oct. 1980 Page 2 Sailing The sailing program has had a successful fall session thus far. Saturday classes are experiencing near capacity enrollments. The third session for Lasers and Catamarans is set to begin in November. Special_ Programs This years,Boogie Board Contest had 92 entries and a few hundred spectators through the day. The contest was co- sponsored by Ozone Skate, & Surf and the P B & R Department. Although the skies were hazy the surf was good and everyone enjoyed the competition. Eastbluff Park was the site of the first Cops n' Kids Picnic. This unique community relations effort was developed by the Newport Beach Police Department with the assistance of the Newport -Mesa Unified School District, Eastbluff Boys Club and the Parks, Beaches & Recreation Department. Sixth grade s•tuden•t$ got the chance to interact with off-duty police officers in a recreational setting. A special Halloween Party was held October 25, at the Community Youth Center. Youths in the area got the chance to get a head start-on the Halloween festivities. The Youth Center is also getting set for a December presentation of "A Christmas Carol ". Members of the Youth Acting Workshop plus local children will make up a lively cast for this traditional holiday production. Q ` _� effrey C. Kolin Recreation Superintendent JCK:ma 1 � • RECREATION DIVISION PROGRESS REPORT: OCTOBER 1980 Senior Citizens The Friends of OASIS celebrated the month of October with an Octoberfest held at the center. The fest featured a, rummage sale, tea dance, music and entertainment plus a dinner at which Daniel Aldrich, Chancellor at UCI, was the featured speaker. P. B. & R. staff worked closely with the Friends to help plan and organize this successful event. The long awaited transportation system, designed to bring seniors who are unable to drive to the center is now in operation. The Friends of Oasis were able to hire a driver for their vans and set up a system for reservations. The addition of this service to the many available at the center continues to show the efforts of the Friends and City staff to improve the center and its programs. Special Classes, The fall session is progressing very well. Registration as well as revenue is up slightly from a year ago. The second A0 set of five week classes began in mid - October with a good response. Revenue for fall classes is about $3,000 higher than last fall. The winter brochure has gone to the typesetter and will be in the mail December 1, 1980. Registration for winter classes begins by mail on December 13. Several new classes are planned including country western dancing, caligraphy II, acting fundamentals, handball, self defense for women, tiny tots, play acting for pre- schoolers and bridge. Youth and Adult Sports Classification games were completed for adult basketball and softball. Thirty six adult basketball teams and 20 adult soft- ball teams were placed into leagues according to their playing ability. League play began the last week of October and will continue through December. The youth sports flag - football program has 13 teams competing in 3rd - 6th grade divisions. Although registration for the program got off to a slow start the program has been a success so far. League play is scheduled to be completed in early . December. Progress Report - Oct. 1980 Page 2 Sailing The sailing program,has had a successful fall session thus far. Saturday classes are experiencing near capacity enrollments. The third session for Lasers and Catamarans is se•t to begin in November. Special Programs This years Boogie Board Contest had 92 entries and a few hundred spectators through the day. The contest was co- sponsored by Ozone Skate, & Surf and the P B & R Department. Although the skies were hazy the surf was good and everyone enjoyed the competition. • Eas'tbluff Park was the site of the first Cops n' Kids Picnic. This unique community relations effort was developed by the Newport Beach Police Department with the'assistance, of the Newport -Mesa Unified School District,, Eastbluff Boys Club and the Parks., Beaches & Recreation Department. Sixth 'grade students • got the chance to interact with off duty police officers in a recreational setting. A special Halloween Party was held October 25, at the Community Youth Center. Youths in the area qot the chance to•get a head start on the Halloween festivities. The Youth Center is also getting set for a December presentation of "A .Christmas Carol ". Members of the Youth Acting Workshop plus local children will make up a lively cast for this traditional holiday production. Q `y Qeffrey C. Kolin Recreation Superintendent JCK:ma • }i { Progress Report - Oct. 1980 Page 2 Sailing The sailing program,has had a successful fall session thus far. Saturday classes are experiencing near capacity enrollments. The third session for Lasers and Catamarans is se•t to begin in November. Special Programs This years Boogie Board Contest had 92 entries and a few hundred spectators through the day. The contest was co- sponsored by Ozone Skate, & Surf and the P B & R Department. Although the skies were hazy the surf was good and everyone enjoyed the competition. • Eas'tbluff Park was the site of the first Cops n' Kids Picnic. This unique community relations effort was developed by the Newport Beach Police Department with the'assistance, of the Newport -Mesa Unified School District,, Eastbluff Boys Club and the Parks., Beaches & Recreation Department. Sixth 'grade students • got the chance to interact with off duty police officers in a recreational setting. A special Halloween Party was held October 25, at the Community Youth Center. Youths in the area qot the chance to•get a head start on the Halloween festivities. The Youth Center is also getting set for a December presentation of "A .Christmas Carol ". Members of the Youth Acting Workshop plus local children will make up a lively cast for this traditional holiday production. Q `y Qeffrey C. Kolin Recreation Superintendent JCK:ma • • November 4, 1980 TO: PARKS, BEACHES AND RECREATION COMMISSION FROM: Parks, Beaches and Recreation Director SUBJECT: PARK TOUR Commissioner Joan Winburn, Jeff Kolin and I recently met with Mayor Heather with regard to scheduling a Park tour of our facilities and other cities that might have develop- ments of interest. It was determined that sometime in March or April of 1981 would be appropriate for a tour. This would expose the Commission and City Council to develop- ment concepts at about the time that Capital Improvements are considered by the Council for fiscal year 198Q -81. We therefore will develop an itinerary, similar to our recently cancelled tour, and probably offer alternative dates for the tour. If you have any questions or comments, please let us know. Ronald A. Whitley RAW:ma 0 WHEREAS, authority currently exists for many cities to generate fundi sufficient to provide for the acquisition and development of park land; and WHEREAS, there are inadequate funds available to maintain existing or proposed park and recreation facilities; now, therefore, belt RESOLVED, by the General Assembly of the League ,-of California Cities assembled in Annual Conference in Los Angeles, October 22, 1980, that the General Assembly direct the League Board to initiate a study of existing and needed means of financing maintenance of parks and recreation facilities including but not limited to the imposition of a non -ad valorem assessment for park maintenance; and be it further RESOLVED, that, if the Board finds that new authority is required for cities to adequately address park maintenance needs, the League will sponsor such 'legislation in 1981. 29• RESO�UTION RELATING TO PUBLIC USE OF SCHOOL FACILITIES / r� 7p/?A� Referred to: Committee on Community Services WHEREAS, the California Legislature expressly guaranteed in the Education Code the right of the public to use school facilities when not needed for school purposes; and • WHEREAS, each school district exercises its own judgment as to the public right to use school facilities; and WHEREAS, cities acknowledge the critical financial position of public schools and do not wish to adversely affect it; and WHEREAS, cities desire that the public right to use school facilities be preserved and applied consistently throughout the state; now, therefore be it RESOLVED, by the General Assembly of the League of California Cities assembled in Annual Conference in Los Angeles, October 22, 1980, that the League of California Cities initiate the request for an Attorney General or Legislative Counsel oSJ11Ion-cpncerning- thelevel of fees that may appropriately be charged of cities by school districts for community use of public school facilities; and be it further RESOLVED, that the League coordinate with the California Department of Education and /or appropriate organizations or persons to clarify and if necessary to sponsor legislation to guarantee public use of school facilities, including the level of fees school districts may charge the public for use of school facilities, furnishings and equipment. 30. RESOLUTION RELATING TO STATE - SUPPORTED CIVIL DETOXIFICATION FACILITIES Referred to: Committee on Community Services WHEREAS, the Sundance decision strictly limits law enforcement agencies in their ability to treat public inebriation as a criminal offense; and -12- SUBJECT: Objectives of Oceanfront General Plan Committee On October 31, 1980, the Oceanfront General Plan Committee met for purposes of dis- cussing objectives for the fiscal }ear ended June 30, 1981. During that meeting, the following objectives were proposed: 1. Establishing priorities for the oceanfront sidewalk relative to the various forms of public usage (walking, jogging, skating, etc.). 2. Identification of additional sites for small boat launching. y 3. To act as a liaison between the PBR Commission and the Marine Department in .requesting relevant information and reports (i.e., status report on the 40th Street to 44th Street body surfing area, and the status report on small boat launching at 18th Street),. 4. To assist the PER Department as deemed appropriate with respect to the volleyball tournament. 5. To provide input to the PER Department regarding various other projects including . the Pedicab concession. The above list is not all- inclusive, if you are.aware of any other areas that warrant attention please let me know. TO: Members of the Parks, Beaches and Recreation Commission FROM: Douglas K. Ammerman SUBJECT: Objectives of Oceanfront General Plan Committee On October 31, 1980, the Oceanfront General Plan Committee met for purposes of dis- cussing objectives for the fiscal }ear ended June 30, 1981. During that meeting, the following objectives were proposed: 1. Establishing priorities for the oceanfront sidewalk relative to the various forms of public usage (walking, jogging, skating, etc.). 2. Identification of additional sites for small boat launching. y 3. To act as a liaison between the PBR Commission and the Marine Department in .requesting relevant information and reports (i.e., status report on the 40th Street to 44th Street body surfing area, and the status report on small boat launching at 18th Street),. 4. To assist the PER Department as deemed appropriate with respect to the volleyball tournament. 5. To provide input to the PER Department regarding various other projects including . the Pedicab concession. The above list is not all- inclusive, if you are.aware of any other areas that warrant attention please let me know. I i,i%illiam Jlamii(ott & o'lAJociafeA fi CONSULTANTS TO MANAGEMENT CALIFORNIA FEDERAL BUILDING 4050 WEST METROPOLITAN DRIVE ORANGE. CALIFORNIA 92668 17141634.1131 October 21, 1980 Robert L. Wynn, City Manager City of Newport Beach 3300 Newport Boulevard Newport Beach, California 92663 William Hamilton & Associates is pleased to present an innovative productivity program that will contribute to the City of Newport Beach's ability to address current service needs and to meet future growth in the area serviced by your Parks Department. This program is an advanced management tool which will enable the City to more effectively define productivity and, therefore, service levels within the Parks Department. Having service levels defined and quantified would be very useful when consider- ing the possible cost benefits of contract maintenance services. •• Once the system is implemented, functions can be identified for improvement and the value of the improvements can be captured and reported. An important output of this program is an implementa- tion of a management reporting system on key performance indicators. This system of reporting could eventually be expanded to other departments. THE PRODUCTIVITY IPIPROVEMENT PROGRAM Our comprehensive approach to productivity improvement addresses three areas that impact the efficiency and effectiveness of per- forming work. These are: Technical, Behavioral, and Managerial. L r-I • • Robert L. Wynn City of Newport Beach October 21, 1980 Page Two To emphasize one excessively only weakens the others and dampens the impact of any potential improvement. To stress only the tech- nical dimension and ignore the behavioral ramifications may not only thwart any improvements, but could scuttle a whole program. For a decade, the staff of William Hamilton & Associates has been actively working to develop individuals within organizations with the goal of improving the quality of working life. 'We have achieved a number of significant accomplishments during the last ten years. Now we are building on this foundation in offering a comprehensive Productivity Improvement Program of which the work management system is an important element. . NEWPORT BEACH TODAY The need to monitor and to improve productivity has never been greater due to today's economic environment of restricted financial resources, rising costs, and declining productivity. The timing appears appropriate to move forwa -rd -with our program as the Parks function is flexible and is striving to maintain service levels while acquiring more area. The apparent receptive management atti- tude toward new ideas, systems, and methods for doing work is a valuable asset that will ensure the success of the program. Build- ing on this strength is one of our objectives. Today you are ready to engage in a program that is more scientific in planning, organ- izing, controlling, and providing feedback (e.g., management reports). One alternative that your management has considered for meeting the present challenge is the use of contract maintenance services. How- ever, analysis of this alternative is hampered because your present service level is not defined nor quantified. Our work management system would provide the basis for this analysis. WiQiam .4amdloiz & dijocialed L kr ,I • Robert L. Wynn October 21, 1980 City of Newport Beach Page Three In September, we spent several days with Parks personnel, who were very cooperative while we gathered data. We had the opportunity to visit the park sites, observe crews in the field, and talk with employees directly. This assistance facilitated the development of our assessment of the Parks Department and the challenges they face. At the time of our survey in September, the Parks Department had an approved staffing level as follows: classification Staffing Park Superintendent 1 Park Foreman 1 Tree Foreman 1 Tree Trimmer III 1 Tree Trimmer II 4 Tree Trimmer I 4* Groundsman Gardener III 2 Groundsman Gardener II 7 Groundsman Gardener I 10 Pesticide Applicator 1 Park Equipment Mechanic 1 Sprinkler Systems Technician 2 35 * One Tree Trimmer I position was vacant. The City Council approved payroll budget for the fiscal year 1980- 81 was $642,250. Excluding the overtime, CETA, Youth Employment Program, and salary savings, the payroll budget for the staffing listed above was approximately $627,000. The City has had a practice in the past of acquiring small parcels of land, perhaps required of a developer by Planning, without determining the impact on the overall service level. To a certain extent, these areas can be absorbed with little impact. However, there comes a point where one of three choices needs to be made: William - Vamilton & o4ld0ciateJ Robert L. Wynn . City of Newport Beach 1. Add staff; October 21, 1980 Page Four 2. Keep staffing the same and decrease service levels; or 3. Keep staffing the same, increase productivity, and maintain (or improve) service levels. Your Parks Department feels that they have absorbed as much area as they can. Consequently, it appears timely to consider the benefits of a .concentrated effort to increase productivity. Our program will increase your productivity so that the City receives more out- put from the same staff. The impact of continued expansion of the area to be serviced can be calculated. Presently, there is no integrated system within the City for reporting performance against key indicators. Since our program Will provide a basis for such reporting, key information can begin to flow from field operations to City management. • There appear to be opportunities for better organizational effective- ness. The Parks Department has a maintenance responsibility for areas in which they had little input or control. Consequently, the long -term maintenance impact was not adequately considered. No structure of engineered benchmarks for measuring work or for measuring outputs exists. The City knows the total manhours pur- chased, but does not know definitively what it received for those hours. • An inventory of the tasks performed for each park site was being developed by the Park Foreman during our survey. This is the first stepping stone to defining service levels. The next step is to determine which tasks should be done, how often and how long the task should take. Our program will provide this by interacting with Your supervisors and management. William - Natnitfon & ASOCialea ri • Robert L. Wynn City of Newport Beach PROPOSAL October 21, 1980 Page Five Please consider this letter a proposal to implement a productivity program aimed at improved techniques for managing the maintenance and operation activities of the Parks Department. Specifically, we recommend implementing a work management system which is part of our comprehensive Productivity Improvement Program. Enhancing your present management tools with our work management system would be directed toward meeting both the short -range and long - range objectives of the Parks Department. The work management system focuses on: Development of benchmarks to measure the output of work groups; Better documentation of the work to be .performed; Methods for planning the effective allocation of personnel, equipment, and materials; Techniques for scheduling maintenance and opera- tions; Feedback systems and forms; Management information reports; and Providing "hands -on" training for supervision and management. A major benefit of this program is knowing not only what is to be done, but how well it was done. Having reliable data enables man- agement to focus on areas of greatest opportunity. Our program will result in improved organizational effectiveness and individual productivity. The same staff will accomplish more. William - Namilton & dissociated Robert L. Wynn October 21, 1980 • City of Newport Beach Page Six 'With the rapid growth being experienced by your City, not only must we address the challenges of today, but we must prepare for the challenges of tomorrow. Our first objective is to maximize the output of the current staff in servicing the existing sites. Next, an action plan incorporating various approaches that address future service demands would be developed. BENEFITS TO NEWPORT BEACH Normally, the implementation of an integrated system for planning, organizing, and controlling yields an increased output of fifteen percent (15 %) to twenty percent (20 %) improvement. Such an improve- ment could yield annual benefits equivalent to $94,000 to $125,000. These total savings would be both actual cost reductions and the value of increased services through higher productivity. As manage- ment, you would decide how much of the savings would result from cost reductions versus increased services. As an example, the City could choose to save far more in actual dollars than the cost of our • program. These actual savings would cover the one -time cost of implementing our program. As a result of increased productivity, additions to staff normally required by expansion can be deferred. When additions are made, our system will indicate where and how they can be best utilized. The benefits of implementing the work management system will go to the citizens by extending the dollars further; the workers by being more productive with the same effort; and management by enjoying the satisfactions of a fully utilized department and of timely, accurate management reports. Wiliam Namiiton & AjociaW r1 Robert L. Wynn City of Newport Beach COSTS OF THE PROGRAM October 21, 1980 Page Seven The Productivity Program would cost the City of Newport Beach $31,500, including expenses. This cost is less than the value of only a 10% improvement and will result in an increased annual bene- fit of approximately $125,000 per year - over four times our fee for professional services. CONDITIONS, 1. We propose to accomplish the preceding as consultants reporting directly to the City Manager. 2. We propose to start no later than three weeks after notifica- tion of the proposal approval. This project is to be completed within six months after it has begun. 3. Our proposal assumes the City will provide local support and • assistance in arranging and scheduling interviews and and group meetings with employees; making all necessary records available; facilitating our training, field, and administrative operations; and costs for printing of forms and training materials. 4. We propose to assign t,r. William Taylor as Project Director. 5. We propose to provide the services of qualified and experienced personnel who have the professional expertise necessary to effectively perform the tasks enumerated or implied in this Agreement; such personnel assigned shall be subject to the approval of the City. 6. We propose to conduct the above services as outlined for a fee of $31,500 to be billed in six (6) equal monthly installments. William Namilton fin° Ajociates • U1 A • Robert L. Wynn City of Newport Beach October 21, 1980 Page Eight Your signature of approval on the copy of this proposal provided will serve as authorization from the City for William Hamilton & Associates to proceed with the work management project. We are pleased to be able to offer our program to the City of Newport Beach. WILLIAM HAMILTON & ASSOCIATGS William Hamilton President WDH:aj CITY OF NEWPORT BEACH M Title Date Milliant - Ramilton & c4ijociatei • • 1 O VO to V 00) cn 4v W 80 oo V V v v v v O c0 0 V Ul Ol .A 4 -WP � cn OWl v v n M A O N 0) cn J N H 0 Z N 03 03 14 14 14 CA Ol Ol 001 t0 Ln N M t0 Ol VI Ul 0 0 !a IA n O C z M r a c 2 0 H N M a v 0 N H N m 0 m 3 r 0 m m N D n m m N X H 2 b H Z m 0 v a 0 H C N N H Z m 3 0 r O m m m N • 0 PARKS AND OTHER LANDSCAPED AREAS ADDED TO PARKS DIVISION FROM 1973 -74 1. San Joaquin Hills Park 2. Spyglass Hills Reservoir Park 3. Harbor View Nature Park 4. Spyglass Hills Park 5. Bayside Drive Park 6. West Newport Park 7. Ensign View Park 8. Kings Road View Park 9. Pant of Marina Park 10. Rhine Warf Park 11. Inspiration Point 12. Newport Center Library 13. Jasmine Creek Paseo 14. Spyglass Hills Paseo 15. Harbor Ridge Paseo 16. Irvine Ave. Traffic,Islands and Parkway 17. Oasis 18. Westcliff Groves 19. San Miguel Traffic Island 20. Vista Del Sol Traffic Island 21. Pacific Coast Highway Traffic Islands (Mariners Mile) & (Hazel)