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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