RPVCCA_CC_SR_2012_03_20_02A_City_Council_Goals_&_ProceduresMEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR AND CITY COUNCIL MEMBERS
CAROLYNN PETRU,DEPUTY CITY MANAGE~
MARCH 20,2012
CITY COUNCIL GOALS &PRIORITIES
CAROLYN LEHR,CITY MANAGER ~
RECOMMENDATION
1)Review the scored and categorized City Council Goals and Priorities Matrix;2)
Confirm and/or refine the scope and descriptions of the goals and priorities;and,3)
Provide further direction to staff,as deemed appropriate.
DISCUSSION
On January 31,2012,Council reviewed the list of goals and priorities it had identified at
the first workshop held on January 3rd
•After removing some items from the list and
clarifying others,the Council members individually scored the remaining items and
directed staff to provide a summary of the top ten priority goals,while identifying where
there was a clear natural cut off of interest (between 8-12 priorities).Staff was also
directed to solicit input from the public on the goals.The revised matrix,along with the
public input received up to that point,was presented to the City Council on March 6,
2012.The Council continued the item to this evening's agenda,but requested that staff
revised the matrix,based on Councilman Duhovic's suggestion,to retain the scores
assigned to each goal,but to reorganize them into similar categories.The revised
matrix is attached for Council's reference.In addition,staff will produce a narrative
version of the list,which will be provided to Council under separate cover prior to the
meeting.
Attachments:
Public Correspondence
Scored and Categorized City Council Goals and Priorities Matrix
Narrative List of City Council Goals and Priorities (provided under separate cover)
2A-1
From:Jarel Wheaton Uhwheaton@cox.net]
Sent:Tuesday,March 13,20122:35 PM
To:cc@rpv.com
Subject:CC &City Staff Shared Commitment to Achieving Prioritized Goals
Honorable Mayor and Council Members:
I'd like to share some observations and thoughts as a close observer of the RPV City Council
for the past several years.
Staff should be treated with respect,included in the decision making process and
acknowledged for their busi ness/government experience that can contribute to a better
overall decision.We have a very dedicated,professional staff who have an established
track record for doing what is best for the city of RPV.
From an outside observer's perspective,at times it's unclear whether members of the
council are seeking staff compliance or commitment to some of the recently proposed
changes.Obtaining compliance is easy since I'm sure staff will salute smartly and take
orders when necessary,but effective achievement of your prioritized goals require more
than merely compliance.It requires commitment so the staff members directly involved in
running the process "go above and beyond"the call of duty to help make the process work
to achieve your goal.
An important element in managing change is the transition an idea from "my idea"to "our
idea"where "our"includes staff members who best understand details of the current
process and are critical to effectively implementing the changes.
Effective achievement of council goals requires very good change management skills.An
agenda item to address one of your high priority goals should allow sufficient time for the
presentation of facts and data to:
•Understand the current process and clearly define the need for change
•Specifically define the desired outcome after the change (faster,better,cheaper,
more service oriented,etc)and how it will be measured
•Benchmark with other cities (and in some cases private business)to identify
solutions that are working
•Understand the cost,risks and benefits to implement the proposed change
•Recognize what will not get done if we devote funding/staff to work on this change
•Consider unintended consequences
•Implement and measure your desired outcomes (metrics)to see if you achieved
the desired outcome.
These are some of the necessary steps to assure a thorough and thoughtful decision process
focused on achieving the city council's prioritized goals.
Achieving commitment for full council participation while balancing the current desire for
short meetings with no Saturday workshops appears to be a growing challenge for the new
council.It's still unclear to me how all of the truly important issues will be addressed if the
agenda continues to be filled with things that may be high visibility (news media,Occupy
RPV,etc),but are really diversions from your prioritized goals.
While I'm sure each of you are very committed individually,it may give the impression that
you as a group are unable to make the necessary commitment for meetings/workshops.
Jarel Wheaton
Rancho Palos Verdes
3/15/2012
Page 1 of1
2A-2
City Council Goals &Priorities Matrix
January 31,2012
Matrix Notes:
Score:
#=Score from Jan.31st workshop
?=Omitted (in error?)from Jan.31st list
X =Removed b Council consensus
DRAFT
Project/Task
Focus on Crime Prevention
Forge Closer City Relationship with Sheriff's
De artment
Increase Sheriff's Presence on South and West Sides
of the Ci
Review Sheriff's Department's Allocation of Assets
Notification of Public Safety Issues
Create Joint Powers Agency for Emergency
Management for the Peninsula
Focus on Traffic Enforcement
Palos Verdes Drive East Safe
Bicycle Safety
Additional Comments
Prioritization of "Crime Watch,"notification of the
ublic,Nei hborhood Watch
Improve communication with leadership at the
Lomita Sheriff's station
Consider creation of Sheriff's Department substation
on Ci ro ert
Promote better focus the Department's efforts in the
Ci
Formalize system to notify City Staff of public safety
issues,review communications policy and guidelines
Pre-arrangements to share resources during natural
disasters (Le.,wildfire,earthquake,tsunami,flooding,
etc.and for other hazards
Eliminate "speed traps"&replace with speed warning
signs/units,target perceived erratic driving related to
Ma mount Colle e
1m roveroadwa safe
Cyclist safety and awareness,sharing of roadways
with motor vehicles
Score
9
6
5
5
4
3
2
2
Increase Citizen Involvement in Infrastructure Goal-
Setting &Planning
Ci Skate Park
Ci Do Beach
Peninsula-Wide Park Support of City Parks
Infrastructure Fundin
Portu uese Bend Landslide
Citywide Sewer Maintenance
Review "lessons learned"from past projects,need
more direct Staff outreach to residents and
businesses,identify instances and plans to deal with
deferred maintenance of facilities
Consider location for Ci skate ark
Consider location for Ci do beach
Conduct outreach to other Peninsula cities for
su ort of ark maintenance &im rovement
Review the current types of recreation programs
offered to the ublic
Consider location for Ci do
Review maintenance program,schedule and projects
Page 1 of4
12
5
4
3
2A-3
City Council Goals &Priorities Matrix
January 31,2012 DRAFT
Matrix Notes:
Score:
#=Score from Jan.31st workshop
?=Omitted (in error?)from Jan.31 st list
X =Removed b Council consensus
Citywide Storm Drain Maintenance Review maintenance program,schedule and projects 5
3Provideudateofrantsandcomletedro'ectsEnerAuditofCitFacilities
County Sewer Pump Station at Western Avenue &
Avenida A renda
Identify issues to be addressed,encourage LA
Coun Sanitation Districts to com lete work 1
.. ....Meet with CalWater to ensure the safety of water
CalWater FacIlities within Portuguese Bend Community lines and other infrastructure in active landslide area 1
Evaluate "Core"City Services What services do citizens really want from the City?11
Full Trans arenc of Financial Information
Improve Organizational Efficiency
1m rove ublic access to Ci financial information
Run a "tight ship,"conduct performance audit of City
staffing &programs,analyze "needs"vs."wants,"
consider increased use of volunteers
10
10
Overview of Current Business Environment
Staff to brief City Council on the current regulatory
framework affecting City businesses (permits,fees,
zoning,etc.);tentatively agendized for 3/6/12
meetin
6
Review City Fees Review all fees charged the public,especially to City
ro e owners and businesses 4
Conduct a Business Survey
Staff to prepare a survey,with the assistance of the
Chamber of Commerce or other organizations with
similar experience and expertise,to assess what the
City can do for businesses and how can the City be a
better artner with businesses.
4
Council Liaison to Advisory Boards Consider whether each City advisory board should
have a desi nated Ci Council liaison 4
Review of Existing Contracts/Consultants
Review all contracts and consider formal bid
process,review City's use of consultants,ensure that
consultant work product is actually used,review
IT/PV on the Net
3
Evaluate Business Fees Review fees charged for business licenses,sign
ermits,etc.3
Streamline Business Openings Review and improve City processes for new
business 3
Evaluate Develo ment Review Process Review fees,ex and lower-level decision makin ,3
Zero-Based Budgeting (ZBB)Consider "hybrid"ZBB and provide other detailed
information 1
Page 2 of4
2A-4
City Council Goals &Priorities Matrix
January 31,2012 DRAFT
Matrix Notes:
Score:
#=Score from Jan.31st workshop
?=Omitted (in error?)from Jan.31st list
X =Removed by Council consensus
RPV Chamber of Commerce
Evaluate City Tree Review Process
Shared Use of PVPUSD &City Facilities
Eastview School District Issue (Identified separately on
Councilman Duhovic's list,but may fit here)
Additional Comments
Streamline rocesses,be more "business friendl "
Include Ci Council and Staff
Re-evaluate ordinance and rocedures
Review sala ,benefits &ension
Focus on developing RPV businesses,possible
"subset"of existing Peninsula Chamber of
Commerce
Re-evaluate ordinance and procedures,try to
reserve existin street trees
Coordinate with the school district to share active
recreation facilities
Consider whether to resume efforts to resolve
disenfranchisement of Eastview residents regarding
PVPUSD issues
o
o
11
2
Civic Center Master Plan
Sheriff's De artment Communit Outreach
Monitor Traffic Safety Commission Activity
Animal Control
Staff to present all information about the Civic Center
project prepared to date to the City Council and the
public within 60 days;City Council may then refer to
PC and/or FAC for recommendations;tentatively
a endized for 2/21/12 meetin
Consider De uties'attendance at HOA meetin s
Review &evaluate effectiveness of flashing lights at
crosswalks
Review contract with County Animal Control,trapping
of wild/nuisance animals and road-kill disposal
x
x
x
x
Page 3 of4
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City Council Goals &Priorities Matrix
January 31,2012 DRAFT
Matrix Notes:
Score:
#=Score from Jan.31 st workshop
?=Omitted (in error?)from Jan.31st list
X =Removed by Council consensus
StAdd"t"ICp .tIT krOJecas Ilona ommen s core
Review Fire Protection Services Ensure weed abatement is sufficient on City's open Xspaceorooerties
Rancho LPG Butane Tanks in San Pedro Reconsider oosition on the removal of tanks?X
Terranea Resort Evaluate fees and process for use of City Hall for off-Xsiteoarkina
Provide City Council overview of status of current
Current Park Improvement Initiatives projects (Le.,Lower Hesse,Grandview,Abalone X
Cove grant,ADA upgrades,etc.)
Status of Redevelopment Agency Staff to brief City Council on status of RDA in light of XrecentStateSuoremeCourtdecision
Reinstate the Beautification (Recycling)Grant
Program,review City policy,consider disbursement
Beautification (Recycling)Grant Program on basis of best use/need,possibly focus on X
Hawthorne Boulevard or other major corridors;
tentatively agendized for 4/17/12 meeting
Temporary Non-Commercial Banner Program Re-evaluate aesthetics of current banner sign X"backdroos"
Monitor FAA airspace proposal for Long Beach
Aircraft Noise Impacts airport,monitor helicopter flight paths from Torrance X
airoort
Re-Evaluate "No Solicitation"Ordinance Review solicitation regulations and alternatives;Xtentativelvaaendizedfor4/3/12 meetina
Public Feedback via City Website Revise City website to provide enhance opportunities Xforpublicfeedback,opinion surveys,etc.
Town Hall Meetings Consider establishing a regular schedule of "town Xhall"-stvle meetinas
Reaular City Council Meetinas Reduce duration of meetinas,lenath of Staff reports X
Page 4 of4
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