RPVCCA_CC_SR_2015_04_21_E_2015_IMAC_Work_Plan--�
{RANCHO PALOS VERDESTO: HONORABLE MAYOR & CITY COUNCIL MEMBERSFROM: MICHAEL THRONE, PE, DIRECTOR OF PUBLIC
DATE: APRIL 21, 2015
SUBJECT: INFRASTRUCTURE
••' 1t.G ADVISOR,
COMMITTEE WORK PLAN
(SUPPORTS
4 CITY
COUNCIL GOAL NO. 2, INFRASTRUCTURE AND NO.
3, CITIZEN INVOLVEMENT AND PUBLIC OUTREACH)
REVIEWED: DOUG WILLMORE, CITY MANAGER 0/uj
Project Manager: Michael Throne, Director of Public Works
RECOMMENDATION
Approve the 2015 work plan for the Infrastructure Management Advisory Committee
(IMAC).
EXECUTIVE SUMMARY
The IMAC was formed in late 2014 and since its first meeting in January 2015 has been
developing a work plan for City Council consideration.
BACKGROUND/DISCUSSION
As this is the first work plan to be prepared by the IMAC, the Committee reviewed the
work plans of the other City -Council committees and developed a draft framework that
suited its activities for this calendar year. The work plan also incorporates a list generated
based on the comments and suggestions from the City Council during their meetings
related to the creation of the infrastructure management plan and the Committee. The
Committee, at its April 9 meeting, recommends the City Council approve the plan.
The City Council may elect to modify the proposed work plan or request the Committee
make revisions to it and resubmit.
It is recommended that the City Council approve the 2015 IMAC work plan,
111MORMTO�
The expense to prepare the 2015 work plan was included in the Department's FY 2014/15
budget and no additional expenses are anticipated at this time. The final work plan to be
delivered to the City Council for approval includes estimates of staff and city resources
required to accomplish the plan. These estimates will be incorporated into the Public
Works operations budget request for the upcoming FY 2015/16 municipal budgeting
process.
Attachments:
a Exhibit A—Draft 2015 IMAC work plan (page 3)
VV:\Pam\Staff Repo rts\201 5\4-21-15\1 nfrastructure Mgmt. Adv. Committee\20150421 IMAC 2015 Work Plan SR Rev l.docx
2
LA
City of Rancho Palos Verdes EXHIBIT A
Infrastructure Management Advisory Committee 2015 Work Plan— Page 1
INFRASTRUCTURE MANAGEMENT ADVISORY COMMITTEE
2015 Work Plan
Mission Statement: 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. (see Appendix A for au-
thorizing Resolution)
Summary of 2015 Work Plan Elements
1. COMMITTEE ORGANIZATION.
1.1 Select vice chairs. (Completed)
1.2 Define sub -committees by topic.
1.2.1 Subcommittee for Information Technology.
1.2.1.1 Identify computer systems, software programs and tools cur-
rently in use (Public Works, Finance, Recreation & Parks, Development; electronic data
bases); educate full Committee.
1.2.1.2 Identify and locate existing data, data formats (electronic,
hard copy, text, graphical, interactive, archived), data accessibility, and functional availa-
bility. Educate full Committee.
1.2.1.3 Recommend which existing systems, programs and tools
IMAC should select for its foundational working system(s).
1.2.1.4 Recommend modifications, adaptations, and extensions of
selected foundational working system(s) to achieve IMAC purposes and goals;
1.2.1.5 Recommend "bridges" between the selected foundation sys-
tem and other City information technologies [Public Works, Finance, Rec-
reation & Parks, Development; Graphical Information Systems, aka "GIS";
Excel spreadsheets; relational data bases, data -base query -and- report ca-
pabilities.]
1.2.1.6. Coordinate information technology with IMAC Subcommittee
for Systematic Evaluation of Priorities.
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Infrastructure Management Advisory Committee 2015 Work Plan— Page 2
1.2.2 Subcommittee on Systematic Evaluation of Priorities for Capital As-
sets and Projects.
1.2.2.1 Identify, compile and collate methods and systems currently
in use by the several City departments for project evaluation and management.
1.2.2.2. Compile a comprehensive table of factors currently in use
by each City department for evaluation of proposed projects ("Evaluation Factors"). Add
to the list other factors that the IMAC can apply (if needed) to systematically develop
IMAC recommendations to the Council, and add factors adjustable by the City Council to
implement the Council's goals and priorities.
[NOTE: Factors adjustable by the Council should be locked to other persons. Such fac-
tors could include political/policy judgments of the sort reserved to elected Council Mem-
bers.]
1.2.2.3. Determine which Evaluation Factors are common to multi-
ple City departments and which are unique to a single department.
[NOTE: Presumably City Department directors will work out internal management solu-
tions for Staffs assessment of common Evaluation Factors.]
1.2.2.4. Recommend a master, computer -implemented format for
systematic collation of Evaluation Factors on a project -by -project basis.
[NOTE: The full Committee will coordinate this step with the IMAC Subcommittee on In-
formation Technology.]
1.2.2.5. Recommend methods for systematically weighting Evalua-
tion Factors to enable computer -implemented evaluation of priorities among projects.
[NOTE: Presumably, City Staff will initially weight Evaluation Factors on a project -by -
project basis under supervision of Department directors, similarly to what Staff currently
does. The Evaluation Factors may include categories for listing compliance with the Gen-
eral Plan, applicable master plans, and applicable state and federal laws.]
[NOTE: The full Committee will coordinate this step with the Subcommittee on Master
Planning to compile and list legal and regulatory Evaluation Factors.]
1.2.2.6. Recommend methods and tools for systematic adjustment
of computer -implemented evaluation of priorities, after initial weighting by Staff.
[NOTE: The full Committee will coordinate this step with the Subcommittee on information
technology.]
1.2.2.7. Recommend methods and tools for computer -implemented
polling of stakeholders on adjustments to Evaluation Factors. The adjustments to the
April 21, 2015
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LCity of Rancho Palos Verdes
Infrastructure Management Advisory Committee 2015 Work Plan— Page 3
Evaluation Factors ultimately will result in assignment and ranking of priorities on a pro-
ject -by -project basis.
[NOTE: The full Committee will coordinate this step with the Subcommittee on Infor-
mation Technology.]
[NOTE: The various City Departments presumably will resolve priorities under supervision
of the City Manager before submission to the IMAC and City Council. IMAC members will
be enabled to individually adjust Evaluation Factors and priorities, followed by polling of
committee members to seek a consensus recommendation to the Council. Council Mem-
bers similarly will be enabled to individually adjust Evaluation factors and priorities, fol-
lowed by polling of Council Members to seek a consensus resolution by the Council.
Some Evaluation Factors may be "locked" to avoid inappropriate and inaccurate adjusting
of scientific, engineering, financial and legally -mandated factors by unauthorized per-
sons.]
1.2.3 Subcommittee on Master Planning.
1.2.3.1. Identify and compile Evaluation Factors driven by legal and
regulatory requirements
[NOTE: Examples are General Plan, master plans, California Environmental Quality Act
(CEQA), air and water quality regulations, seismic upgrades and the Americans with Dis-
abilities Act. Should the regulatory -compliance Evaluation Factors simply list check boxes
for compliance, or list more detailed factors such as estimated timing and cost of regula-
tory compliance?]
[NOTE: Staff and the City Attorney already are using techniques to systematically ana-
lyze and comply with these legal and regulatory requirements. How does Staff currently
evaluate scheduling and budgeting for these items? How can IMAC import Staff's existing
techniques into IMAC assessment of priorities?]
1.2.3.2. Investigate and evaluate what account, if any, IMAC should
take of regulatory compliance factors when assessing priorities among projects.
1.2.3.3. Recommend where and when in the planning process, if at
all, IMAC should factor regulatory compliance issues into IMAC evaluation and assign-
ment of priorities to particular projects. [Or perhaps include Evaluation Factors for "project
readiness" to enable accounting for unpredictable regulatory compliance issues.]
1.2.3.4. Recommend how to factor regulatory compliance into the
IMAC's system for computer -implemented evaluation of project priorities.
[NOTE: The full Committee will coordinate this issue with the Subcommittees on System-
atic Evaluation of Priorities and on Information Technology.]
April 21, 2015
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LCity of Rancho Palos Verdes
Infrastructure Management Advisory Committee 2015 Work Plan— Page 4
2.0 Educating and Informing Committee Members as to City Infrastructure and
Management.
2.1. Informational Trips.
The Public Works Department, in coordination with the Chair and the Direc-
tors of other City Departments, will arrange trips to visit key infrastructure. The scheduling
and topics to be approved and agendized by the Committee. Included within the potential
trips may be the following suggested by Staff:
(Staff to provide list)(See Appendix B)
2.2 Informational Presentations. Scheduling, topics and speakers will be coordi-
nated the Chair and agendized by Committee. It is contemplated that the three Subcom-
mittees will propose and assist in organizing informational presentations concerning the
subject matter assigned to the respective subcommittees.
2.2.1 Presentations will be made to the Committee by various City Depart-
ments.
2.2.2. Presentations will be sought from other City committees and com-
missions. (Finance Advisory, Emergency Preparedness, Traffic Safety, Planning, Storm
Drain Oversight)
2.2.3. Presentations will be sought from agencies, organizations and indi-
viduals who are knowledgeable on subject matter being considered by the IMAC.
Such topics might include the following:
(Here include list compiled by Public Works, ordered in priority according to: first,
City -owned and managed infrastructure; second, City -owned infrastructure contracted
for management by outside agencies; third, infrastructure owned by others, but managed
by the City; fourth, infrastructure owned and managed by outside agencies with opera-
tions serving the City and City residents.)(See Appendix B)
3.0. Trial Evaluation and Priority Ranking of Selected Actual City Projects.
3.1 The Departments of Public Works to nominate at least seven genuine projects
and Recreation and Parks to nominate at least three genuine projects for non-binding,
trial analysis by the Staff and IMAC. The ten projects to continue in normal flow under
currently existing practices, with minimal to no interference during the trial with project
consideration and implementation.
3.2. Staff and IMAC to implement assignment and weighting of Evaluation Factors,
computer -implemented evaluation, and priority ranking of the ten genuine projects.
3.3 Emphasis to be placed upon use of techniques currently employed by Staff,
and evaluation of what are the least adaptations that may be essential to meaningfully
April 21, 2015
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Infrastructure Management Advisory Committee 2015 Work Plan— Page 5
analyze Evaluation Factors and to implement priority ranking on a project -by -project ba-
sis.
3.4. Staff and IMAC to cooperate to continuously evaluate, critique, and adapt the
process of trial evaluation and priority ranking, with reporting to IMAC and to City Council.
Staff and Consultant Support
Description
Estimated Hours
Prepare IMAC staff reports and minutes
60
Prepare educational tutorials
30
Total Support, hrs
90
ROLES
City Council
The five -member City Council is the legislative and policy making body for the City,
charged with providing overall leadership by enacting laws and allocating City resources
for programs, services and activities. The City Council appoints members to serve on this
committee and makes special assignments to research, discuss and provide comments
and recommendations to the Council.
IMAC
Advisory committees are a structured way for individual citizens to share their opinions
and perspectives, and to formulate comments and recommendations in a focused, small
group structure. The primary purpose of advisory committees is to provide judicious ad-
vice from a citizen perspective to the City Council. Committee activities may include the
study of critical issues, hearing public testimony and reviewing staff reports and recom-
mendations --all of which is intended so that the committee is prepared to discuss, formu-
late and forward well-developed, thoughtful comments and recommendations to the City
Council in a timely manner. All seven appointees to the Committee should act at the di-
rection of the whole or the majority of the City Council and not upon the request or direc-
tion of an individual member of the Council.
Public Works Personnel
The City Manager has assigned staff liaisons to each City Council committee to maintain
communication between the committee, the City Council and the City Manager. Staff
works under the direction of the City Manager. Reports prepared by staff are generally
for the ultimate review and action of the City Council subsequent to the review and com-
ment by the Committee. Staff is responsible for the work product that the Committee re-
views and administration of Committee activities including but not limited to the following:
April 21, 2015
I1
LCity of Rancho Palos Verdes
Infrastructure Management Advisory Committee 2015 Work Plan— Page s
• Ensuring that meeting notifications and consistent recordkeeping occurs.
• Serving as a communication link between the Committee, City administration,
functional departments and the City Council, as appropriate.
• Providing professional guidance, issue analysis and recommendations.
• Assisting the Committee with report preparation and correspondence in accord-
ance with the City Council -approved work plan.
• Making sure the intent of the advisory committee is not lost after the Committee
acts to make a comment or recommendation, and that it is conveyed accurately
and in a timely fashion to the City Council.
• Assisting the advisory committee in staying focused on the assignment and
agenda.
• Ensuring actions by the Committee are compliant with the Ralph M. Brown Act.
• Presenting advisory committee comments and recommendations to the City Coun-
cil if requested to do so by either the Committee or the City Council.
• Maintaining a positive working relationship with the Chair and Committee mem-
bers.
Attachments: Appendix A—City Council Resolution 2014-45
Appendix B—Infrastructure educational tutorial list
April 21, 2015
8
2015 IMAC Work Plan
RESOLUTION NO. 2014-46 Appendix A
WHEREAS, on June 17, 2014, the City Council received a presentation from the Public
�,.,Virks*'eX,aKme;%t regartiAS the A,,#ssi1,le-f_Armati*ii ai51 missit6if a citizens-&ivisti-y ctmiyvittae
that would focus on infrastructure management, and directed the Department to submit a
,2esolution to form such a committee.
BE IT, THEREFORE, RESOLVED THE CITY COUNCIL OF THE CITY OF RANCH—W,
PALOS VERDES: N
Section 1. Mission Statement. 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.
Section 2. Membership, The Committee shall be appointed by the City Council and shall
consist of seven members that serve terms of four years in length. The initial Committee shall
have three members serve two-year terms and four members, including the Chair, shall serve
four-year terms.
Section 3. Frequency of Meetings. The Committee meetings shall be held based on a
monthly schedule, with special meetings as needed, and as scheduled by city staff in conformity
to the Ralph M. Brown Act.
Section 4. Annual Work Plan. The Committee and city staff liaison shall prepare an annual
work plan to be presented to the City Council for approval. The annual work plan shall include a
review of each infrastructure category listed above and report on the progress of projects,
maintenance standards and performance results, and the implementation of an infrastructure
management plan.
PASSED, APPROVED AND ADOPTED THIS 15TH DAY OF JULY
Mayor
ATTT:
7_"�L
7d -Ry Clerk
State of California
County of Los Angeles )ss
City of Rancho Palos Verdes
1, Carla Morreale, City Clerk of the City of Rancho Palos Verdes hereby certify that the
above Resolution No. 2014-45 was duly and regularly passed and ad pte'd by the said City
Council at a regular meeting thereof held on July 15, 2014.
City Clerk
9
2015 IMAC Work Plan
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The intent • this list is to expose the Committee to information • the various components
of public infrastructure and how they interconnect so that the Committee is prepared to
intelligently engage the infrastructure management • • with a comprehensive
understanding of our city's infrastructure systems, processes and needs.
1, Introduction to • infrastructure -- a primer including financing, funding and
grants, public contract code, assessment districts
2. Emergency preparedness, response, recovery, resilience — Public Works' role as
a first responder
3. Field trips (categories may be combined)
c. Trails (excluding Preserve trail network)
d. Storm water system
e. Citywide sanitary sewer system (could include field trip to the County of Los
Angeles wastewater treatment plant)
f. Abalone Cove sewer district system
g. Right-of-way, streets and traffic control devices
h. Portuguese Bend landslide
4. Review of the 2013 infrastructure report card
5. Guest speakers/presenters
a. Regional Water Quality Control Board (stormwater quality)
b. Consolidated Sewer Maintenance District — County of Los Angeles
(wastewater collection)
c. Sanitation Districts of Los Angeles County (wastewater treatment)
d. California Water Service Company (water treatment, storage, distribution)
e. Public Works project managers (on a project -specific basis)
f. Subject matter experts (e.g. transportation, finance, General Plan, material
fabrication/installation by John Colich)
April 21, 2015
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Appendix B— Page 2
g. Chairs from Finance Advisory Committee, Traffic Safety Committee, Storm
Drain Oversight Committee, Planning Commission, Emergency
Preparedness Committee
h. Portuguese Bend Landslide [Dr Robert Douglas scheduled for January 15,
2015]
6. Infrastructure Management Plan – the concept and implementation process
including civic engagement and incorporation of community -inspired capital
projects
7. Capital Improvement Plan – Committee's involvement this coming fiscal year and
next
8. Consideration of an ex -officio, youth (HS sophomore or junior) committee member
9. Preparation and submittal of an annual report to the City Council
10. IMAC webpage – what information would the Committee like for it to contain?
11. Committee attendance at community events (e.g. Whale of a Day, July 4th, etc.)
12. Joint meetings with other City Council committees (perhaps towards the end of
2015 or early 2016)
13. Civic engagement training – Davenport Institute consultant
14. Overview of computer system s/software used by PW (GIS, AutoCAD, etc.)
11