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RPVCCA_CC_SR_2014_06_17_10_Formation_Infrastructure_Mgmt_CmteCITY OF RANCHO PALOS VERDES MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS . FROM: MICHAEL THRONE, PE, DIRECTOR OF PUBLIC WORKS tif{) DATE: SUBJECT: REVIEWED: JUNE 17, 2014 FORMATION OF INFRASTRUCTURE MANAGEMENT ADVISORY COMMITTEE (SUPPORTS 2014 CITY COUNCIL GOAL NO. 2, PUBLIC INFRASTRUCTURE) CAROLYNN PETRU, ACTING CITY MANAGER© Project Managers: Michael Throne, Director of Public Works Nicole Jules, Deputy Director of Public Works RECOMMENDATIONS 1. Receive and file the review by the Finance Advisory Committee of the infrastructure management plan proposal. 2. Provide direction to staff on the formation of a City Council-appointed infrastructure management advisory committee. BACKGROUND/DISCUSSION This report is divided into two sections describing a review by the Finance Advisory Committee of the proposed infrastructure management plan and suggestions on the formation of a citizen's advisory committee that would focus on infrastructure issues. FAC Review of Infrastructure Management Plan Proposal The City Council received a presentation on May 14 regarding the proposed infrastructure management plan (IMP) and a potential action plan and schedule to have it ready for community use in next year's budget process. The Council requested at the meeting that the Finance Advisory Committee (FAC) review the IMP proposal and provide comments and/or recommendation to the City Council. 10-1 FORMATION OF AN INFRASTRUCTURE COMMITTEE PAGE2 On May 21 the FAC reviewed the scope and estimated cost of a proposal to prepare an IMP. Previously, the FAC had prepared a Memorandum to the City Council dated March 5, 2014, regarding funding the San Ramon Canyon stabilization project. The Memorandum included the statement: "We support proceeding with preparation of ah IMP, but recommend that the City establish a considerably faster timetable that the 2-3 years initially envisioned by Staff for such project." After receiving a presentation from Public Works on May 21, the FAC engaged in a discussion wherein there was general agreement that because the San Ramon Canyon financing decision has been made, there is no longer a need to fast-track preparation of the IMP. The FAC prepared the following recommendation to the City Council. "The Finance Advisory Committee (FAG) re-emphasizes the need for an Infrastructure Management Plan/Program (IMP), and is generally supportive of funding the development of it. The May 21st meeting with Staff available to answer questions was helpful to understand the proposal to prepare an IMP. The FAG recommends immediate establishment of a Citizen Advisory Committee to participate in the design of the IMP, before the IMP is completed. Prior to the procurement process, the City Council should reconsider whether development of the IMP can be phased, designating certain tasks as optional. The City Council should also consider whether one, some, or all infrastructure categories will be addressed initially. It would be helpful for the public to have a short-list of consultant deliverables in laymen's terms. Consultants submitting a proposal should be required to cost each task separately, providing flexibility for City Council decision making. As part of the scope of work, the City Council should consider the following: • A method for the public to provide observed data once the IMP is functional (e.g. infrastructure is not working properly); • A method to collect infrastructure category grading from the public, to enable the City Council and Staff to understand current public perception; and • Visual aids within the infrastructure modeling tool that are easy for the public to understand (e.g. green for infrastructure in good condition, red for infrastructure in poor condition)." Based on the FAC's recommendation and Mayor Duhovic's prior suggestion on April 15 that the Council consider forming a similar body, Public Works proceeded with investigating how other jurisdictions addressed the formation of a public works citizen's advisory committee. The results of this effort are presented below. The other aspects of the FAC's recommendation will be considered when the scope of work is prepared forthe consultant that is retained to create the IMP. 10-2 FORMATION OF AN INFRASTRUCTURE COMMITTEE PAGE3 Formation of an Infrastructure Management Advisory Committee Public Works has researched the various formation options that other local communities use for their public works/parks/infrastructure advisory bodies. A search was made for "public works commissions," "public works committees," "infrastructure commissions/committees," and those commissions/committees with parks maintenance oversight. Table 1 illustrates that most communities who have such a citizen body utilize a Public Works Commission-format created by ordinance. These commissions are advisory to their respective city councils and it does not appear their mission is different than what might be considered for RPV. After reviewing the form and duties of these advisory groups and considering the previously. established City Council committees, the following is provided for discussion purposes. Infrastructure Management Advisory Committee Structure Establishment Process: By City Council Resolution Mission/Duties: • Advise the City Council on public works and park infrastructure, capital improvement projects, and maintenance and preventative maintenance programs for public buildings, park sites, trails, stormwater system, sanitary sewer system including the Abalone Cove Sewer District, right-of-way/traffic control devices, and the Palos Verdes Drive South landslide • Prepare for City Council approval an annual work plan that includes review of each infrastructure category and report on the progress of projects, maintenance standards and performance results, and the implementation of an infrastructure management plan Number of Members/Term: 5 or 7 members appointed by the City Council with staggered 4-year terms. Seven members would allow each member to focus on one specific infrastructure category to become expert in and share that with the overall committee. The membership recruitment and interview process would be managed by the Office of the City Clerk. Meeting Schedule: Monthly It is recommended that the City Council consider the suggested formation and structure of an Infrastructure Management Advisory Committee and provide direction to staff, which may include changes or modifications to the suggested committee structure, submittal of 10-3 FORMATION OF AN INFRASTRUCTURE COMMITTEE PAGE4 a resolution to form the committee, and/or authorization to proceed ahead with the recruitment of the first committee members. ALTERNATIVES The City Council may direct staff to delay the creation of an infrastructure management advisory committee until the completion of the infrastructure planning tool and instead proceed ahead with authorizing a request for proposals to develop the infrastructure management plan, which would include as a deliverable the various options of long-term civic engagement in the form of a committee or commission. FISCAL IMPACT The staff time used to research the various options to formulate an infrastructure management committee was accommodated within the current fiscal year budget for Public Works administration. The estimated cost to staff a committee if it is approved by the City Council would be less than $5,000 per year and a budget adjustment would be necessary to include this operational cost into the FY 2014/15 municipal budget. Attachment: Table 1-Summary of Local Jurisdiction PW Commissions/Committees 10-4 TABLE 1-SUMMARY OF LOCAL JURISDICTION PUBLIC WORKS COMMISSIONS AND COMMITTEES City/ Established Number of Meeting Community Body Name by Ordinance Members/Terms Schedule Duties or Resolution Beverly Hills PW Commission Ordinance 5 I initial term 2 Monthly Advise the CC on public works facilities, infrastructure and years, then 4-year programs; public works systems and programs including reappointments water, waste water, storm drains, street lighting, refuse management and other infrastructure systems; CIP; proposed utility rate structure changes; public outreach and communication with the public on PW programs; and other duties referred to by the CC. Chino Hills PW Commission ordinance 5/ 4 years, term Monthly Advise the CC on public utility matters, including electric, coincides with the CC telephone and gas; cable TV issues, waste management; member's term who recycling programs, and hazardous waste disposal; water and appoints them sewer system improvements; water rate structure; recycled water; traffic safety (stop signs, traffic signals, speed limits, crosswalks, bicycle routes, parking control, bus & truck routes, and related matters). Downey PW Committee Ordinance 10/ 4 years, term Monthly Review and recommend to CC regarding parking and traffic; coincides with the CC solid waste and recycling; wastewater collection and member's term who disposal; air quality; hazardous waste; public utilities; appoints them transportation and mobility; water supply; energy consumption and conservation; urban runoff and water quality; urban blight and streetscape; other matters affecting a healthy and safe environment; and other matters as requested for review by the CC. Hermosa Beach PW Commission Ordinance 5/ 4 years Monthly Review and make recommendations to the CC on all capital improvement projects (CIP); assist in the development and updating of design guidelines for the city public improvements; and other matters referred to the commission by the CC. llPage 1 0 - 5 TABLE 1-SUMMARY OF LOCAL JURISDICTION PUBLIC WORKS COMMISSIONS AND COMMITTEES Huntington Beach PW Commission Ordinance 7 I 4 years, term Monthly Provide an annual review and comments upon PW capital coincides with the CC improvement projects; long term infrastructure maintenance member's term who and repair programs; oil pipeline permits issued by PW staff; appoints them and traffic control device permits issued by PW; recommends to CC capital improvement projects and change orders exceeding the authorized change order limit for the project and may review capital project repairs exceeding $50,000; review; and any fees, rates and/or changes proposed to be modified or added to the sewer service user charge; receive regular reports of active CIP; conduct annual review and performance audit of the sewer service fund; have the power and hear final decision appeals following sewer service user charge adjustment and/or exemption decisions made by the Dir. of PW; acting in the capacity of the Citizens Infrastructure Advisory Board, conduct an annual review and performance audit of the infrastructure fund and report its findings to the CC prior to the CC adoption of the ensuing FY budget. City of Los Angeles Board of PW Ordinance 5/5 years 3x/week Administer the City of LA Dept. of PW. Chief administrators of DPW which is responsible for design, construction, renovation and operation of public projects ranging from bridges to wastewater treatment plants and libraries; curbside collection and graffiti removal; and maintenance of streets, sidewalks, sewers, streetlights and street trees. Malibu PW Commission Ordinance 5/ 4-years, term Monthly Recommend to CC in matters concerning the city's capital coincides with the CC projects, including roads and piers; solid waste management; member's term who transportation; congestion management; stormwater appoints them management; film permits; landslide abatement; public utilities; telecommunications; and all matters concerning PW services and others as directed by the CC. Note: Malibu Park & Rec Commission advises on trail management. 21Page 1 0 - 6 TABLE 1-SUMMARY OF LOCAL JURISDICTION PUBLIC WORKS COMMISSIONS AND COMMITTEES Redlands Municipal Ordinance 7/4 years Gx/year Advises the Municipal Utilities and PW Engineering Dept. Utilities/PW (even regarding the public acceptability of proposed plans, Commission numbered programs, and projects. months) Note: Redlands Park & Rec Advisory Commission advises on the acquisition, development, maintenance and improvement of parks, public trails and open space areas, and for the planting, care and removal of landscaping and amenities in all parks, public trails and open space areas. Redondo Beach PW Commission Ordinance 7/4 years Gx/year Advise on all matters relating to PW; CIP; solid waste and (even hazardous waste disposal; public utilities; traffic and numbered transportation; and other matters as directed by CC. months) Note: Redondo Rec & Park Commission advises on plans for the development, extension, improvement, and maintenance of park facilities. South Pasadena PW Commission Ordinance 5/ term coincides Monthly Recommend and prioritize to CC all public works CIP that with the CC member's exceed a total project cost of $250,000; or other significant term who appoints projects as selected by staff or the commission from a list of them (commission the CIP for inclusion in an upcoming CIP; and to receive has a 6 year sunset) regular updates on active CIP; and to provide input on CIP and long-term infrastructure maintenance and repair programs; and recommend policies and programs to the CC for efficient and cost-effective methods of providing for the PW needs and requirements of the city. 3f Page 1 0 - 7