CC 2016-08-09_09f Adoption of FY 16-17 City Council Goals
MEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, ACTING CITY MANAGER
SUBJECT: CONSIDERATION OF APPROVAL OF CITY COUNCIL GOALS FOR
FY 2016/17
DATE: AUGUST 9, 2016
RECOMMENDATION:
It is recommended the Council approve the City Council Goals prepared for FY
2016/17.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
A majority of the costs to implement these goals were included in the FY 2016/17
budget. The cost to secure the services of the facilitator, Don Maruska was
$5,000.00.
BACKGROUND:
In 2010, the City Council approved the City’s Critical Needs Action Plan. These
goals provided City staff with guidance and direction for budget preparation and the
policy development to achieve these City Council established priorities. Since 2010,
the Critical Needs Action Plan has been periodically modified as goals were achieved
and priorities changed.
Most recently, on June 9, 2015, the City Council modified the Critical Needs Action
Plan as follows during the development and adoption of the Fiscal Year 2015/16 and
2016/17 biennial budget:
Refocused comprehensive Economic Development Plan
Complete design and approval of the Brisco Road Interchange project
Fully fund and construct the pavement management program to establish and
maintain a schedule of improving all streets in the City on a 7-year cycle
Continue an escalated sidewalk repair program
Address the Recreation Services Department’s facility needs
Implement recommendations to address the City’s water needs through a
combination of conservation measures, potential recycling efforts and additional
water supply sources that may become available
Prepare asset replacement schedules for all City infrastructure including
buildings, drainage facilities, parks, vehicles, information technology and other
infrastructure
Item 9.f. - Page 1
CITY COUNCIL
DRAFT CITY COUNCIL GOALS
AUGUST 9, 2016
PAGE 2
Develop a long range financial plan with a focus on ensuring operational
effectiveness and revenue generation opportunities to help ensure long term
fiscal sustainability
On June 13, 2016, the City Council conducted the first of a two part City Council Goal
Setting session, during which the City Council heard presentations from all of the City
Departments. On July 18, 2016, the City Council conducted a follow-up Goal Setting
Workshop at the City of Arroyo Grande Woman’s Club and Community Center.
ANALYSIS OF ISSUES:
Goal setting is a common practice for municipal agencies and is often completed with
the assistance of a facilitator and often in conjunction with budget development. In
this particular case, the City Council has initiated a goal setting process in advance of
the 2017/18 and 2018/19 budget process that will allow staff to use these goals as a
guide for budget development. The process for the establishment of the current
goals was described by facilitator Don Maruska during the June 13, 2016 workshop.
The individual Council members were asked to submit seven goals which were then
co-mingled into one document that was distributed as part of the agenda packet for
the July 18, 2016 Goal Setting Workshop (Attachment 1). At this public workshop,
the City Council accepted public comment and worked closely with Don Maruska to
craft eight (8) revised goals. The goals were crafted to include a descriptive title with
a more detailed description. Below are the City Council Goals which were drafted
and which to a large extent incorporate most of the items listed in the previous
Critical Needs Action Plan:
FINAL CITY COUNCIL GOALS – 2016
(Prepared at the Goal Setting Workshop on July 18, 2016)
Support City infrastructure: Complete asset replacement schedules for City
infrastructure including buildings, drainage facilities, parks, vehicles, sidewalks, fire,
and information technology and identify funding options.
Improve cost-recovery on services: Complete user fee study.
Retain and attract employees: Complete a comparison study of all departments:
salaries, benefits and job descriptions. If there is a measurable way to establish
service levels, e.g. crime rate adjusted for demographics, we should include it.
Make decision about Brisco ramp: Complete environmental analysis and decision
about overall project and address issues regarding Brisco ramp temporary closure.
Increase water security: Continue implementation of Water Shortage Contingency
Plan while focusing upon local and regional water recycling efforts and committing to
desired project(s).
Enhance parking: Complete Parking Study with consultant support and review and
modify policies.
Item 9.f. - Page 2
CITY COUNCIL
DRAFT CITY COUNCIL GOALS
AUGUST 9, 2016
PAGE 3
Maintain cost-effective fire service: Finish Five Cities Fire Authority Strategic
Study, return to Council for review and prioritization, including incorporation into City
budget.
Improve financial sustainability through economic development: Complete
Economic Strategic Plan, with particular attention to business retention, targeted
opportunities, and realistic projections of revenue impacts.
Staff commented at the July 18, 2016 workshop that the goals are realistic and
achievable within the current budget framework and is recommending that the City
Council approve the City Council Goals prepared for FY 2016/17. If approved by the
City Council, the goals will be printed in large print format and mounted in the Council
Chambers (Attachment 2).
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the City Council goals as developed;
2. Make changes to the draft City Council goals as appropriate and approve; or
3. Provide direction to staff.
ADVANTAGES:
The early establishment of City Council goals will assist in the development of the
next City budget and provide focus for the City’s work plan and efforts during the
current budget cycle.
DISADVANTAGES:
Current workloads and limited staffing levels will make it challenging to achieve the
goals within the expected time frames if there are any additional demands or projects
assigned to staff.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted in front of City Hall on Thursday, August 4, 2016 and the
agenda and staff report were posted on the of City’s website on Friday, August 5,
2016.
ATTACHMENTS:
1. Goals submitted by Council
2. Goals for FY 2016/17
Item 9.f. - Page 3
ATTACHMENT 1
CITY COUNCIL SUGGESTIONS for CITY GOALS
The following consolidates the 2016-17 City Goal submittals from the Mayor and Council Members. In order to
aid Council discussion, staff organized the suggestions verbatim into categories by topic and arranged the topics
in order of magnitude by number of submittals in the topics. As several goals were a combination of different
topics, we tried to place them in the most logical topic area.
We provide the information formatted as a working document in large font so that what you see on the page is
what you will be viewing on the screen during the Goal-Setting Workshop on Monday, July 18, 2016.
Item 9.f. - Page 4
Financial Sustainability
• New reserve policy, with an emergency reserve plus a working
reserve that is not budgeted but would be available if there is an
economic downturn or a significant unanticipated expense. Kind of
like a rainy day fund.
• Complete asset replacement schedules for all city infrastructure
including buildings, drainage facilities, parks, vehicles, and
information technology.
• Finish asset replacement Report (roads and sidewalks, recreation
facility report).
• Identify and.create set aside funds for infrastructure, repair,
maintenance and asset replacements i.e. fire authority apparatus,
technology and equipment.
Item 9.f. - Page 5
• Asset replacement fund including Fire Dept.
• Complete economic development, revenue generation, and financial
sustainability plans.
• Create implementation plan for economic development, revenue
generation, and financial sustainability plans.
• Balanced budget policy.
Item 9.f. - Page 6
General Government
• Evaluate the cost of City programs and services -perform a cost
service analysis.
• Working toward these important goals while at the same time being
sure we preserve our small town character and quality of life.
• Maintain high quality, cost effective services PW/Rec/Admin.
Objectives:
-Set asides for maintenance of public facilities and infrastructure
-Payment plan for PERS, OPEB
-Minimize consultant contracts
• Comp study all departments: salaries, benefits and job descriptions. If
there is a measurable way to establish service levels, i.e. crime rate
adjusted for demographics, we should include it.
Item 9.f. - Page 7
• Comp study in order to retain and attract employees.
• City Council retreat and team building workshop ..
Item 9.f. - Page 8
Transportation
• Maintain Brisco ramp temporary closure and construction funding
allocation, consider alternatives.
Objectives:
-Extend temporary closure in parallel with extended delays in project
funding
-Use funding delay period to consider additional options, e.g., off
ramp only; widening underpass
• Complete Brisco process (environmental, funding strategy and
decision)
• Traffic solutions for addressing increase traffic.
• Finish Brisco Road Interchange.
Item 9.f. - Page 9
Water
• Provide reliable, economical, long term water supply.
Objectives:
-Work with Northern Cities Management Area partners and South
San Luis Obispo County Sanitation District to initiate full advanced
treatment recycling
-Define costs and prerequisites for potential backup sources
• Complete studies for the south county regional recycled water project
and provide recommendation; promote and achieve a successful 2016
ballot initiative to allow the consideration of procuring state water.
• Expand our water portfolio.
• Water crisis plan.
Item 9.f. - Page 10
Development Processes and Policies
• Simplify and streamline the permitting process and provide
predictable, fair, impartial and consistent treatment for development
applicants.
Objectives:
-Provide single point of contact with city
-Establish comprehensive requirements checklist
-Plan adequate parking to minimize internal and external impacts
-Eliminate arbitrary and subjective requirements and enforcement
• Concrete plan to attract attainable/workforce housing to be built.
• Parking Study.
• Revise sign ordinance and parking regulations
Item 9.f. - Page 11
Public Safety
• Develop sustainable success path for Five Cities Fire Authority
including full cost accounting of all aspects.
Objectives:
-Direct inclusion in city budget process on city budget schedule (2
year) -OR-
-Separate independent agency
• FCF A strategic and funding plan.
• In addition to the Strategic Plan, compare service levels for FCF A to
City of Paso Robles, Atascadero, and Los Osos. For example,
available personnel per resident, response time, property damage,
negative medical results;
• Fully staff Police Department.
Objectives:
Item 9.f. - Page 12
-Continue to attract highest qualified candidates in market
-Expand promotional opportunities (administrative sergeant)
Item 9.f. - Page 13
Economic Development & Vitality
• Significant business attraction, recruitment and retention efforts.
Objectives:
-Focus areas, e.g., Grand Ave, Halcyon, West Branch
-Hotel developments
-Grocery stores
-Maj or retail
• Economic Development Plan, focusing heavily on East Grand
Avenue.
• True Economic Plan.
Item 9.f. - Page 14
Capital Projects/Other
• Complete Council Chamber repairs, Swinging Bridge, and Heritage
Square Restrooms.
• Explore the possibility of selling the small park property in Tiger Tail
and reallocate it - 5 0% improving the drainage basin and adding
some more useful facilities and 50% to the Elm Street Recreation
Center. This property was considered for an affordable housing
project with Habitat for Humanity and rejected but it may work better
as parkland for park improvements.
• Fund Pavement Management Plan; also put double the money into
sidewalk repair.
Item 9.f. - Page 15
City of Arroyo Grande
(DRAFT) FINAL CITY COUNCIL GOALS – 2016
Established at Goal Setting Workshop on July 18, 2016
Support City infrastructure: Complete asset replacement schedules
for City infrastructure including buildings, drainage facilities, parks,
vehicles, sidewalks, fire, and information technology and identify
funding options.
Improve cost-recovery on services: Complete user fee study.
Retain and attract employees: Complete a comparison study of all
departments: salaries, benefits and job descriptions. If there is a
measurable way to establish service levels, e.g. crime rate adjusted
for demographics, we should include it.
Make decision about Brisco ramp: Complete environmental
analysis and decision about overall project and address issues
regarding Brisco ramp temporary closure.
Increase water security: Continue implementation of Water Shortage
Contingency Plan while focusing upon local and regional water
recycling efforts and committing to desired project(s).
Enhance parking: Complete Parking Study with consultant support
and review and modify policies.
Maintain cost-effective fire service: Finish Five Cities Fire Authority
Strategic Study, return to Council for review and prioritization,
including incorporation into City budget.
Improve financial sustainability through economic development:
Complete Economic Strategic Plan, with particular attention to
business retention, targeted opportunities, and realistic projections of
revenue impacts.
ATTACHMENT 2
Item 9.f. - Page 16