AGENDA REPORT. Honorable Mayor and Members of the City Council Ben Harvey, City Manager MEETING DATE: September 20, 2017

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1 Agenda No. 12A Page 1 of 2 CITY OF PACIFIC GROVE 300 Forest Avenue, Pacific Grove, California AGENDA REPORT TO: FROM: Honorable Mayor and Members of the City Council Ben Harvey, City Manager MEETING DATE: September 20, 2017 SUBJECT: CEQA: City Council Work Plan and Proposed Recreation Needs Assessment Goal Does not constitute a Project under California Environmental Quality Act (CEQA) Guidelines Section RECOMMENDATION Adopt the City Council s Work Plan and Add a Recreation Needs Assessment Goal. DISCUSSION Earlier this year, the City Council met to discuss and adopt their vision, mission, goals and strategies. A final list was approved (see attachment), and has since been posted on the City s website. As part of this effort, it was determined that a corresponding work plan should identify how and when the City Council s goals and corresponding strategies are proposed to be accomplished, and brought back for review and approval. Also included within the effort was a discussion that the goals and strategies should be a working - living - list that may be amended from time to time as new City needs arise, and/or as shortcomings are identified. This agenda report accomplishes two items: 1. Presents the aforementioned proposed work plan for review and adoption; and 2. Proposes an additional City Council Goal of Recreation Needs Assessment to address a perceived shortcoming. City Council Work Plan All eight (8) City Council Goals have corresponding strategies that suggest methods in which the goal will be accomplished. Each strategy also outlines tasks that explain how and when work will be performed. The Work Plan was developed by the City s Leadership Team, and will be frequently reviewed and updated to facilitate continuous movement toward goal achievement, and to ensure City staff is not working on assignments or projects that do not align with adopted City Council goals and corresponding strategies. Page 1 of 2

2 Agenda No. 12A Page 2 of 2 Recreation Needs Assessment Since the City Council s Goals and Strategies were first identified, it has been determined that the City could benefit from creation of a goal related to recreation. Specifically, it is recommended that the City Council adopt the following goal and corresponding strategy: 9. Enhance Recreation Opportunities a. Conduct a recreation needs assessment to better understand and identify the community s appetite and interest for recreation programs, activities, classes, facilities and events. OPTIONS 1. Take no action. 2. Provide alternative direction. FISCAL IMPACT Funding to implement the work plan consistent with the City Council's Goals and Strategies is allocated within the adopted Fiscal Year budget. Adequate funding exists within the adopted Fiscal Year budget to conduct a recreation needs assessment, which is estimated to cost no more than $35,000. GOAL ALIGNMENT Operational Excellence ATTACHMENTS 1. City Council Goals/Strategies with Vision and Mission Statements 2. Work Plan RESPECTFULLY SUBMITTED: Ben Harvey City Manager Page 2 of 2

3 Agenda No. 12A, Attachment 1 Page 1 of 3 City Council Goals/Strategies with Vision and Mission Statements 1. Financial Sustainability: Maintain fiscal sustainability through prudent financial plans that balance anticipated revenue with long term needs. a. Ensure services and staffing reflect and anticipate requisite resources b. Adopt a revised Master Fee Schedule that better reflects the City s true cost for services c. Conduct a comprehensive contract and lease review, and implement corresponding best practice improvements 2. Infrastructure: Continue to build and improve the infrastructure needed to match existing and anticipated needs. a. Address safety concerns b. Improve City walkability c. Ease traffic d. Commission a comprehensive streets and sidewalk needs assessment with corresponding improvements schedule e. Develop and implement a comprehensive Recreation Trail and Ocean View maintenance and beautification plan f. Improve the speed, availability and delivery of internet service 3. Placemaking: Support a dynamic and robust local economy through the development and adoption of an economic development strategy centered on the concept of placemaking. a. Implement findings from the adopted Highway 68 Study b. Review existing City entry signs and recommend enhancements c. Improve appearance, accessibility and integration of Lover s Point, including the implementation of the proposed Julia Platt Plaza d. Upgrade Jewell Park e. Create and implement an adopt a park program f. Review and revise the existing outdoor dining program 4. Cultural Heritage: Safeguard the cultural heritage of the community through effective programs, education and policymaking. a. Implement the Library Renewal Project b. Implement the proposed Historic Preservation Ordinance Zoning Changes c. Commission a historical survey d. Establish and implement a revised Poetry Program 5. Environment: Preserve the community s unique natural assets and resources through appropriate environmental stewardship. a. Adopt the Local Coastal Plan i. Consider a Coastal Parks Plan Update b. Create a storm water plan c. Update the sewer master plan d. Consider the forthcoming MRWPCA pump station relocation proposal Page 1 of 3

4 Agenda No. 12A, Attachment 1 Page 2 of 3 e. Add electric vehicles to the City fleet f. Create a composting program g. Create a public tree stewardship plan that addresses both potential hazard trees and private property evaluations 6. Revitalize Downtown: Stimulate business within the City s historic downtown while preserving its unique small-town charm and feel. a. Adopt best practices, create systems and improve processes to better shepherd proposed major projects b. Propose a property-based improvement district c. Create and adopt a façade improvement program 7. Neighborhoods: Work in partnership with community stakeholders to achieve safe and dynamic neighborhoods. a. Revitalize the neighborhood watch program b. Review and update the short-term vacation rental program c. Consider establishing neighborhood seeding programs 8. Operational Excellence: Strive to update, improve and professionalize all City services to better serve the community, ensure best practices and retain/recruit the best people for the long-term health of the municipal organization. a. Implement a work-place safety program b. Finalize negotiations and adopt new contracts with employee associations c. Pursue Police Department accreditation effort d. Update/improve/enhance City personnel systems, policies, procedures and practices Values: 1. Accountability 2. Transparency 3. Honesty 4. Integrity 5. Respect 6. Diversity 7. Inclusiveness 8. Responsibility 9. Constructive Dialogue 10. Community Involvement 11. Resource Stewardship 12. Continuous Learning and Improvement Vision Statement: An iconic seaside community that protects historic resources, promotes sustainable development and ensures respect for the environment. Page 2 of 3

5 Agenda No. 12A, Attachment 1 Page 3 of 3 Mission Statement: Provide high quality and professional public services that address community needs while enhancing the quality of life. Page 3 of 3

6 2017/2018 City Council Goals and Strategic Work Plan Agenda No. 12A, Attachment 2 Page 1 of 5 # Goal Strategy Responsible Party Status Status Indicator Goal 1 Goal 2 Fiscal Sustainability: Maintain fiscal sustainability through prudent financial plans that balance anticipated revenue with long-term needs. Infrastructure: Continue to build and improve the infrastructure needed to match existing and anticipated needs. Ensure services and staffing reflect and anticipate requisite resources Adopt a revised Master Fee Schedule that better reflects the City s true cost for services Conduct a comprehensive contract and lease review, and implement corresponding best practice improvements Address safety concerns Improve City walkability Ease traffic Commission a comprehensive streets and sidewalk needs assessment with corresponding improvements schedule CM AS AS PD, PD,, CEDD CM will continue to convene regular standing meetings individually with all Members of the City Council, City Department Heads and the City Leadership Team to gauge whether City needs are being met - and if not, determine best approach to move forward. CM will work with AS to develop Fiscal Strategic Plan for presentation/discussion with City Council - anticipated for late 2017/early Council approved selection of Matrix Consulting as the vendor to conduct the Cost Allocation Plan and Master Fee Schedule update. Kickoff meeting will be scheduled for September with all departments and work is expected to be completed by February AS will meet with CM and CC office to determine specific roles in gatekeeping, updating and sharing information with the goal of keeping an ongoing updated list of contracts and leases and transition responsibility from CM office to AS. has identified 5 CIP projects that address safety concerns. All 5 projects are in progress (Sea Wall Construction, School Zone Signage, Building "Cave" Repair Project, Fence Replacement Project and Mechanical Lift Replacement Project). PD launched Safe Schools Program 2017 for the purposes of educating the community about safe driving habits and subsequent enforcement in and around City schools. PD Goal 4 - enhance property & evidence/crime scene support by fall 2018 and PD Goal 5 - improve department facilities and security by winter has identified 3 CIP projects that improve City walkability. All 3 projects are in progress (Pine Avenue Safety Project, Recreation Trail Lighting Project and Annual Sidewalk Replacement). PD implemented LPR (License Plate Reader) system for parking control officers to increase community safety by addressing safety concerns related to parking (September 2017). Proactive foot, bicycle and Zero motorcycle patrol to address traffic/walkability safety concerns (ongoing). has identified 3 CIP projects that ease traffic. All 3 of the projects are in progress (Street Repairs Project, Street Asphalt Crack and Slurry Seal Overlay, and Highway 68 Corridor Study). has identified 2 projects that help provide a comprehensive streets and sidewalk needs assessment. 1 of the 2 projects is in progress (Seed Money for Streets Assesment, Street Overlays/Street and Sidewalk Assessment to Develop 30 year plan). The City is discussing a road assessment with IWORQ, our work order and project organization software firm, that will give us a roadmap for work in the next few fiscal years and we are also taking part in the regional streets assessment being conducted by TAMC as part of the measure X requirements. The regional assessment will give us a multi year budgetary component/ software that can be used to develop future CIP projects. The City is also in the process of evaluating sidewalks and developing a sidewalk master plan that will include policies, CIP programs and budget components. 9/14/2017

7 2017/2018 City Council Goals and Strategic Work Plan Agenda No. 12A, Attachment 2 Page 2 of 5 # Goal Strategy Responsible Party Status Status Indicator Goal 3 Goal 4 Placemaking: Support a dynamic and robust local economy through the development and adoption of an economic development strategy centered on the concept of placemaking. Cultural Heritage: Safeguard the cultural heritage of the community through effective programs, education and policymaking. Develop and implement a comprehensive Recreation Trail and Ocean View maintenance and beautification plan Improve the speed, availability and delivery of internet service Implement findings from the adopted Highway 68 Study Review existing City entry signs and recommend enhancements Improve appearance, accessibility and integration of Lover s Point, including the implementation of the proposed Julia Platt Plaza Upgrade Jewell Park Create and implement an "adopt a park" program Review and revise the existing outdoor dining program Implement the Library Renewal Project Implement the proposed Historic Preservation Ordinance Zoning Changes, CEDD CM,, AS PD, CEDD, CEDD, CEDD CEDD, Library CEDD has identified 4 projects that help create a comprehensive Recreation Trail and Ocean View maintenance and beautification plan. All 4 of these projects are in progress (Recreation Trail Infrastructure Plan and Upgrades - Perkins Park area, Recreation Trail Coastal Access project, Great Tide Pool Site Construction and Point Pinos Trail project, and Shoreline Management Plan). AS will develop an overall transition plan with our vendor, Client First, that includes this goal for City facilities among others and specific target dates. City received grant funding for project initiation document and CEQA Analysis. Grant is $502k. Working with Caltrans to initiate the project has identified 2 projects that related to City entrance signs and placemaking. Both of the projects are in progress (Lighthouse Avenue Streetscape Project, Highway 69 Corridor Study). PD recommend entrance signs that include information about parking to enhance parking program. Parking program expansion to include online services, such as purchasing permits, and consideration of paid parking in other areas of the City (ongoing). Recreation Trail Coastal Access Project is in progress, with the plans at 90%. The City will be setting up a sub committee that will be evaluating interpretive signage, wayfinding aspects of the project and other details that are not specifically spelled out in the construction drawings. EIR for Hotel Durell Seeks wider sidewalks to mitigate the loss of street for the Farmers Market. - LID Project will improve stormwater infiltration and beautify the park. Scheduled for 18/19 CIP. Delayed will work with Volunteer Coordinator to organize volunteers and determine maintenance tasks. Delayed until Volunteer Coordinator is hired, which is anticipated for end of calendar year 2017, early Delayed Reach out to restaurateurs and bring them up to speed on ABC ruling on white line. Gather information and determine what changes could be made to the ordinance to improve it. Test the new ordinance with ABC. Bring revised ordinance back to the Council for consideration. Staff and key stakeholders from the Library Board and Library support groups are evaluating conceptual designs and and cost estimates. Staff and stakeholders are meeting to reach consensus on the design and to develop plans for private fund-raising to address any gaps between the approved design and funding set aside for the project. Consolidate the Architectural Review Board and Historic Resources Committee into one seven-member body. Update the Historic Resources inventory evaluation criteria to more closely align with the National Register criteria. Being brought before the various boards and commissions. Anticipated to be before Council in November. Delayed 9/14/2017

8 2017/2018 City Council Goals and Strategic Work Plan Agenda No. 12A, Attachment 2 Page 3 of 5 # Goal Strategy Responsible Party Status Status Indicator Goal 5 Goal 6 Environment: Preserve the community s unique natural assets and resources through appropriate environmental stewardship. Revitalize Downtown: Stimulate business within the City s historic downtown while preserving its unique small-town charm and feel. Commission a historical survey Establish and implement a revised Poetry Program Adopt the Local Coastal Plan/ Consider a Coastal Parks Plan Update Create a stormwater plan Update the sewer master plan Consider the forthcoming MRWPCA pump station relocation proposal CEDD Library, CM, CA CEDD, CM, CA, Anticipated to begin in January Council must first approve the Scope of Services anticipated.seek Council input on RFP. Seek to (1.) Remove ineligible properties per the Ad Hoc Committee; (2.) Add eligible properties; (3.) Create tiers of historical relevance and importance. Staff is currently crafting the RFP. The City Attorney is seeking a determination from the Superior Court on permissible uses of the "Poet's Perch" property, such as whether the "poetic purposes" of the original award can be met by leasing the Property and using the rental proceeds to fund a Poetry program. The result of the Court's determination is anticipated before the end of 2017; design and establishment of a revised program is on hiatus pending that determination. Submit to CCC by end of Initiate Coastal Parks Plan (shoreline management plan in concert with ). Staff is awaiting CCC Comments on Community Design section of the IP. City staff is meeting monthly with CCC to fully understand all IP Comments. Remaining comments from CCC anticipated in early October. has identified 3 CIP Projects and 1 project that relate to stormwater. 2 of the 3 projects are in progress (CDS Unit at Corp Yard, Install Storm Capture Devices Project, LID Projects) Prop 1 grant awarded to construct urban diversion Phase 4 5 year update in progress. This is a State Mandate that will include sewer system goals, organizational needs, operations and maintenance, along with response plans. Joint appraisal commissioned by City and Monterey One Water rec'd; CA, and CM reviewing prior to reconvening with Monterey One Water. Add electric vehicles to the City fleet, CM Delayed until funded. Delayed Create a composting program The City has initiated a organics/food scrap program within the city center and in city properties. To further encourage organics recycling, the City provides organics bins at the weekly PG farmers market. From there the organics are taken to MRWMD by GreenWaste and turned into energy. Create a public tree stewardship plan that addresses both potential hazard trees and private property evaluations To be budgeted in Fiscal Year 2018/19 for consultant services. Delayed Adopt best practices, create systems and improve processes to better shepherd proposed major projects CM, CA, CEDD CM, CA and CEDD to meet to draft a proposed new process based upon best practices and experience/input from other municipalities, which will be reviewed with the City Council and proposed for adoption. Delayed Propose a property-based improvement district CEDD, CM Delayed until funded. Delayed Create and adopt a façade improvement program CEDD, CM Develop Program for annual $50,000. This project will begin on January 1st, The Program will seek to improve the appearance of first floor storefronts in the downtown by matching City funds with the owners funds on a 1 to 1 basis up to a maximum total of $10k($5k city/$5k owner). Initially seek to improve conditions of awnings, signs and windows. Attempt to revitalize 10 or more storefronts in the downtown area. 9/14/2017

9 2017/2018 City Council Goals and Strategic Work Plan Agenda No. 12A, Attachment 2 Page 4 of 5 # Goal Strategy Responsible Party Status Status Indicator Goal 7 Neighborhoods: Work in partnership with community stakeholders to achieve safe and dynamic neighborhoods. Revitalize neighborhood/community policing programs Review and update the short-term vacation rental program PD CEDD, CM PD Goal 2 - expand public outreach and transparency. Robust engagement with social media and traditional media (spring 2017 and ongoing), annual report published spring 2017 and ongoing, body worn camera (BWC) program implemented spring 2017, and 10-week Citizen's Police Academy by spring Ongoing neighborhood programs, National Night Out, Coffee with a Cop, Movie Night with a Cop, Pink Patch Project, pop-up community education events, and...ongoing Based upon feedback received during the City Council's 9/6/17 conceptual review of the STR program, bring back a proposed draft Ordinance for 1st read at the 10/4/17 City Council meeting. Goal 8 Operational Excellence: Strive to update, improve and professionalize all City services to better serve the community, ensure best practices and retain/recruit the best people for the long-term health of the municipal organization. Consider establishing neighborhood "seeding" programs CM, PD, CEDD Need additional direction from the City Council prior to proceeding. Delayed Implement a workplace safety program AS, CM Developed a draft Safety Program action plan, which will be presented to the City Council Workplace Safety Subcommittee. In the process of reviewing and updating the City's Injury & Illness Prevention Program (IIPP) including implementation of Blood Borne Pathogens Programs for safety & non-safety employees. Reviewed Cal OSHA's current sample programs, forms and reporting requirements. Established core elements of a Safety & Health Protection Program. Obtained references from PARSAC for consultants to assess City Departments (eligible for safety grant funds). Researching potential on-line training and record keeping resources. Finalize negotiations and adopt new contracts with employee associations Pursue Police Department accreditation effort CM PD POA MOU ratified: 9/16/16; GEA MOU ratified: 6/21/17; MEA MOU ratified: 8/16/17. PD Goal 1 - Initiate CALEA (Commission on Accreditation for Law Enforcement Agencies) program by fall 2018 for the purpose of improving the delivery of public safety services by strengthening accountability through a continuum of standards that clearly define authority, performance and responsibilities. Goal 3 - IACP (International Association of Chiefs of Police) One Mind Pledge by fall Including 40-crisis intervention training for all sworn personnel, Dealing Effectively with the Mentally Ill (4-hour) training course for the entire department, and Mental Health First Aid for Public Safety (8-hour) training curriculum, partnering with community mental health organizations, and implementing a model policy. Completed 9/14/2017

10 2017/2018 City Council Goals and Strategic Work Plan Agenda No. 12A, Attachment 2 Page 5 of 5 # Goal Strategy Responsible Party Status Status Indicator Update/improve/enhance City personnel systems, policies, procedures and practices CM Working with the Leibert, Cassidy & Whitmore (contracted by City for labor relations assistance) to review, revise and consolidate City personnel policies and procedures into one personnel manual to ensure legal compliance and best practices. Over twenty policies have been identified for revisions and an additional five new policies to be added for legal compliance and best practices. The first draft is anticipated to be completed by October, with meetings to discuss impacts with employee associations to be scheduled for November with a target date for City Council review and anticipated adoption in December 2017 and a subsequent January 2018 effective date. Separately (but in alignment), the City Council Workplace Safety Subcommittee will be meeting with CM/AS to review historical information on workplace injury trends, and types of workers' compensation claims/injuries by department over the past 5 years in an effort to determine the City's experience. High cost drivers will also be identified to more specifically tailor our work safety program for improvement. 9/14/2017

AGENDA ITEM I-1 City Manager's Office

AGENDA ITEM I-1 City Manager's Office AGENDA ITEM I-1 STAFF REPORT City Council Meeting Date: 8/6/2018 Staff Report Number: 18-153-CC Informational Item: Quarterly update on the 2018 City Council work plan Recommendation This is an informational