CC SR 20171205 N - IMAC Work PlanRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 12/05/2017
AGENDA HEADING: Consent Calendar
Consideration and possible action to approve the amended FY17-18 work plan for the
Infrastructure Management Advisory Committee (IMAC).
RECOMMENDED COUNCIL ACTION:
(1) Approve the amended FY17-18 IMAC work plan.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lauren Ramezani, Senior Administrative Analyst,.
REVIEWED BY: Elias Sassoon, PE, Director of Public Works � ,f
APPROVED BY: Doug Willmore, City Managervr10-
ATTACHED SUPPORTING DOCUMENTS: ✓"'�
A. Draft Amended FY17-18 IMAC Work Plan (page A-1)
BACKGROUND AND DISCUSSION:
The Infrastructure Management Advisory Committee (IMAC) was established by the
City Council in July 2014, and held its first meeting in December 2014. Since then,
IMAC has submitted annual work plans to the City Council for approval. On September
5, 2017, the City Council approved the FY17-18 IMAC work plan. Subsequently, the
City Council requested that each City advisory committee/commission's work plan
include the Portuguese Bend Land Flow.
Section 3 of the amended work plan (Attachment A) now states: "Provide support, as
desired by City staff or City Council, to the Portuguese Bend Land Flow Subcommittee
in terms of participation and public discussion regarding potential mitigating solutions to
protect the health and safety of the residents. "
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available
for the City Council's consideration:
Modify the proposed IMAC work plan or request that the Committee make
revisions to it for resubmittal at a future date.
1
Take other action as deemed appropriate by the City Council.
2
INFRASTRUCTURE MANAGEMENT ADVISORY COMMITTEE
AMENDED WORK PLAN FOR 2017-2018
The City Council resolution that established the Infrastructure Management Advisory
Committee (IMAC) in October 2014 specifies its Mission Statement as follows:
The mission of the Infrastructure Management Advisory Committee shall be to
provide community input by advising the City Council on matters concerning
public works and park infrastructure, capital improvement projects, and
maintenance and preventative maintenance programs for public buildings; park
sites; trails; the stormwater system; the sanitary sewer system including the
Abalone Cove Sewer District; street rights-of-way and traffic control devices; the
Palos Verdes Drive South/Portuguese Bend landslide; and special projects as
assigned by the City Council.
During the 2017-2018 fiscal year, the IMAC will continue to implement its mission, with
emphasis upon the following goals:
1. Continue to work in cooperation with the Public Works, Information Technology,
Finance and other City Staff, to improve significantly the capital projects database
including:
1.1 Enable stakeholders (i.e. city council, committees, staff and residents) to
easily create reports from the database, including both standardized and "as
needed" reports.
1.2 Design methods for stakeholders to enable on -demand tracking of project
status, for early identification of items that require attention.
1.3 Refine project database access permissions for various stakeholders.
1.4 Monitor and evaluate data quality and completeness for each project.
1.5 Add the capacity for appropriate stakeholders to record their justification and
rationale for each project and to track the history of project decisions and
changes.
1.6 Roll out the project database for hands-on review by members of the City
Council and members of other City committees.
1.7 Receive, evaluate and implement changes and improvements suggested by
members of the City Council and other City committees.
1.8 If feasible, identify a cost-effective interface with MUNIS software and other
city systems so that the master budgeting spreadsheet can be easily and
routinely updated for use by City Council, Staff, IMAC and FAC.
2. Systematically review and evaluate current and proposed individual projects, with
emphasis on projects proposed for funding in fiscal 2018-2019, as well as any in -
process projects not performing to plan.
IMAC Draft Revised Work Plan Dec 2017
Pagel
A-1
3. Provide support, as desired by City staff or City Council, to the Portuguese
Bend Land Flow Subcommittee in terms of participation and public discussion
regarding potential mitigating solutions to protect the health and safety of the
residents.
4. As desired by the City Council, develop and present an annual briefing to the City
Council regarding IMAC accomplishments and future plans. This briefing is to be
presented at a scheduled Council meeting.
5. Begin development of an infrastructure management system (IMS) including City
capital assets. The RPV IMS should:
5.1 Define the scope of a comprehensive, master inventory of capital assets.
5.2 Incorporate into the master inventory the existing partial and separate
inventories, including records of the Finance and Public Works Departments.
5.2 Establish maintenance and preventive maintenance projections for each
category of capital asset, folding into the master projection system the
projections that now exist for some asset categories (such as buildings, streets,
storm drains and trees).
5.3 Establish systematic, routine tracking and monitoring of maintenance and
preventive maintenance for each capital asset.
5.4 Initiate review and evaluation of off-the-shelf inventory and maintenance
tracking software systems, emphasizing compatibility with existing City systems.
(Note: It is anticipated that it will take several years to develop and implement an IMS
satisfying the above objectives).
IMAC Draft Revised Work Plan Dec 2017
Page 12
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