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CC SS 20180619 01 - Tentative Agendas and City Council Goals and PrioritiesTENTATIVE AGENDAS 6/13/2018 DEPARTMENT AGENDA SECTION AGENDA TITLE ESTIMATED TIME July 3, 2018 **CANCELED**CITY COUNCIL REGULAR MEETING **THIS MEETING HAS BEEN CANCELED** July 17, 2018 6:00 PM CITY COUNCIL SPECIAL MEETING - CLOSED SESSION/STUDY SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME CLOSED SESSION STUDY SESSION Study Session Discussion July 17, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 4:35 AGENCY MEETING Improvement Authority Meeting (Special Meeting)0:05 AGENCY - CONSENT IA to adopt Council's Rules of Procedure AGENCY MEETING Successor Agency Meeting (Special Meeting)0:05 AGENCY - CONSENT SA to adopt Council's Rules of Procedure ADMIN CONSENT CALENDAR Minutes CITY ATTORNEY CONSENT CALENDAR Update on expenses pertaining to former Mayor Brian Campbell PRA matter FINANCE CONSENT CALENDAR Consideration of Investment Policy FINANCE CONSENT CALENDAR Warrant Register REC & PARKS CONSENT CALENDAR Agreement for Founders Park Rental PUBLIC WORKS CONSENT CALENDAR Traffic Signal Maintenance Contract Renewal to Econolite PUBLIC WORKS CONSENT CALENDAR Award of Contract for Annual Sidewalk Repair Program FY 17/18 PUBLIC WORKS CONSENT CALENDAR PVIC Outdoor Lighting Improvements PUBLIC WORKS CONSENT CALENDAR Construction Contract for the Residential Roadway Rehabilitation Program Cycle 2 - Area 8, Phase I PUBLIC WORKS CONSENT CALENDAR L.A. County Grant Required Use Covenant (Deed Restriction) on Sunnyside Ridge Trail Improvement Project PUBLIC WORKS CONSENT CALENDAR Award of Traffic Engineering Services Agreement to Willdan PUBLIC WORKS CONSENT CALENDAR Extend CDBG Admin. Services through September 2018 with MGD-LMD Associates PUBLIC WORKS CONSENT CALENDAR Award of Construction Contract for Park Place Parking Removal PUBLIC WORKS CONSENT CALENDAR Award of On-Call Prof Services Contract for Federal, State, Grants, and labor Compliance to Willdan 1 TENTATIVE AGENDAS 6/13/2018 DEPARTMENT AGENDA SECTION AGENDA TITLE ESTIMATED TIME CONTINUED ON NEXT PAGE CDD PUBLIC HEARING ASG No. 36 0:15 CDD PUBLIC HEARING ASG No. 48 0:10 PUBLIC WORKS PUBLIC HEARING Adjustment to the existing annual Ab Cove sewer service charge 0:30 PUBLIC WORKS REGULAR BUSINESS Street Improvement Plan for Trump Tract No. 50666 1:15 ADMIN REGULAR BUSINESS Consideration of Draft Charter Initiative 1:00 July 31, 2018 6:00 PM CITY COUNCIL SPECIAL MEETING 3:00 PUBLIC WORKS CONSENT CALENDAR Award of Professional Design Agreements for ALPR Cameras along Western PARKS & REC CONSENT CALENDAR Nature Preserve Annual Report FINANCE CONSENT CALENDAR Consider Contract for Cost Allocation Study PARKS & REC REGULAR BUSINESS Citywide Preserve Parking and Traffic Plan 1:30 PUBLIC WORKS REGULAR BUSINESS PVDE Trail Bronco to Lower Headland 0:45 ADMIN REGULAR BUSINESS Consideration of Calling Special Election to Consider Charter Initiative- Adoption of Resos 0:30 August 7, 2018 6:00 PM CITY COUNCIL REGULAR MEETING - CLOSED SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME August 7, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 3:25 AGENCY MEETING Improvement Authority Meeting 0:05 AGENCY MEETING Successor Agency Meeting 0:05 ADMIN CONSENT CALENDAR Minutes ADMIN CONSENT CALENDAR Update on coastal drilling legislation affecting RPV FINANCE CONSENT CALENDAR Warrant Register FINANCE CONSENT CALENDAR Information on Business License Tax Ordinance ADMIN REGULAR BUSINESS Resolutions calling special election for November 6, 2018, for hospitality initiative and request for County services 0:10 PUBLIC WORKS REGULAR BUSINESS Portuguese Bend Landslide Feasibility Study 1:30 PUBLIC WORKS REGULAR BUSINESS Consideration on Undergrounding Utilities Plan 0:20 0:15 1:00 1:00 2 TENTATIVE AGENDAS 6/13/2018 DEPARTMENT AGENDA SECTION AGENDA TITLE ESTIMATED TIME August 21, 2018 6:00 PM CITY COUNCIL REGULAR MEETING - CLOSED SESSION/STUDY SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME STUDY SESSION Study Session Discussion August 21, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 3:50 ADMIN CONSENT CALENDAR Minutes ADMIN CONSENT CALENDAR Biennial Conflict of Interest (FPPC Form 700 filers) FINANCE CONSENT CALENDAR Warrant Register CDD PUBLIC HEARING CUP 230 Revocation Hearing 0:30 CDD PUBLIC HEARING Final Map Recordation of Trump Tract No. 50666 1:00 ADMIN REGULAR BUSINESS Health Insurance Options 0:15 ADMIN REGULAR BUSINESS Voting Delegates for League Annual Conference 0:10 PUBLIC WORKS REGULAR BUSINESS Ganado Drive Beautification 0:20 PUBLIC WORKS REGULAR BUSINESS Approve Use Covenant for Measure A Grant Funded for PB Open Space Acquisitions 0:20 September 4, 2018 6:00 PM CITY COUNCIL REGULAR MEETING - CLOSED SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME September 4, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 2:55 AGENCY MEETING Improvement Authority Meeting 0:05 AGENCY MEETING Successor Agency Meeting 0:05 ADMIN CONSENT CALENDAR Minutes FINANCE CONSENT CALENDAR Warrant Register PUBLIC WORKS CONSENT CALENDAR Consider Award of Contract for Traffic Mitigation Plan for Western Ave PUBLIC WORKS CONSENT CALENDAR Award of Design Agreement for Western Avenue to Willdan CDD PUBLIC HEARING General Plan Update 1:30 1:00 1:00 3 TENTATIVE AGENDAS 6/13/2018 DEPARTMENT AGENDA SECTION AGENDA TITLE ESTIMATED TIME September 18, 2018 6:00 PM CITY COUNCIL REGULAR MEETING - CLOSED SESSION/STUDY SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME STUDY SESSION Study Session Discussion September 18, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 3:35 ADMIN CONSENT CALENDAR Minutes FINANCE CONSENT CALENDAR Warrant Register CDD PUBLIC HEARING Marymount CUP revision 0:45 CDD REGULAR BUSINESS Update to Coyote Management Plan 0:45 PARKS & REC REGULAR BUSINESS 1st Reading/Intro of Public Drinking Ordinance 0:15 PARKS & REC REGULAR BUSINESS 1st Reading/Intro of Special Events Permit Enforcement Ordinance 0:15 FINANCE REGULAR BUSINESS Consideration of Financing of Street Lights Purchase from Edison 0:20 October 2, 2018 6:00 PM CITY COUNCIL REGULAR MEETING - CLOSED SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME October 2, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 2:25 AGENCY MEETING Improvement Authority Meeting 0:05 AGENCY MEETING Successor Agency Meeting 0:05 ADMIN CONSENT CALENDAR Minutes ADMIN, FIN, PW CONSENT CALENDAR Work Plans for EPC, FAC, IMAC, and TSC FINANCE CONSENT CALENDAR Warrant Register FINANCE REGULAR BUSINESS Consideration of AB Cove Sewer District Financing Solutions 1:00 1:00 1:00 4 TENTATIVE AGENDAS 6/13/2018 DEPARTMENT AGENDA SECTION AGENDA TITLE ESTIMATED TIME October 16, 2018 6:00 PM CITY COUNCIL REGULAR MEETING - CLOSED SESSION/STUDY SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME STUDY SESSION Study Session Discussion October 16, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 2:35 ADMIN CONSENT CALENDAR Minutes FINANCE CONSENT CALENDAR Warrant Register CDD PUBLIC HEARING Exception T Code Amendment 0:45 CDD PUBLIC HEARING Water Efficiency Landscape (WELO) Code Amendment 0:15 CDD PUBLIC HEARING Consider amendment to Leaf Blower Ordinance 0:20 REGULAR BUSINESS NO ITEMS SCHEDULED AT THIS TIME November 6, 2018 6:00 PM CITY COUNCIL REGULAR MEETING - CLOSED SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME November 6, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 1:25 AGENCY MEETING Improvement Authority Meeting 0:05 AGENCY MEETING Successor Agency Meeting 0:05 ADMIN CONSENT CALENDAR Minutes FINANCE CONSENT CALENDAR Warrant Register PUBLIC HEARING NO ITEMS SCHEDULED AT THIS TIME REGULAR BUSINESS NO ITEMS SCHEDULED AT THIS TIME November 20, 2018 6:00 PM CITY COUNCIL REGULAR MEETING - CLOSED SESSION/STUDY SESSION CLOSED SESSION NO ITEMS SCHEDULED AT THIS TIME STUDY SESSION Study Session Discussion November 20, 2018 7:00 PM CITY COUNCIL REGULAR MEETING 1:15 1:00 1:00 5 TENTATIVE AGENDAS 6/13/2018 DEPARTMENT AGENDA SECTION AGENDA TITLE ESTIMATED TIME ADMIN CONSENT CALENDAR Minutes FINANCE CONSENT CALENDAR Warrant Register PUBLIC HEARING NO ITEMS SCHEDULED AT THIS TIME REGULAR BUSINESS NO ITEMS SCHEDULED AT THIS TIME Request Date:Requested By: 6/20/2017 Dyda 9/19/2017 Dyda 0:15 Request Date:Requested By:Item:Agendized Date: 3/7/2017 Brooks Public Drinking Ordinance 9/18/2018 3/7/2017 Brooks Special Events Permit Enforcement Ordinance 9/18/2018 6/6/2017 Brooks Health Insurance- Review other options for Staff and City Council 8/21/2018 1/16/2018 Cruikshank Business License Tax Ordinance 8/7/2018 4/3/2018 Brooks & Duhovic Preserve Parking Enforcement/Nighttime parking at Crenshaw and Del Cerro 7/31/2018 4/17/2018 Alegria Update on Emergency Preparedness 8/21/2018 4/17/2018 Duhovic Master Fee Study 7/31/2018 4/17/2018 Cruikshank Undergrounding utilities 8/7/2018 5/15/2018 Duhovic Red Striping at Ladera Linda @ Forrestal 7/31/2018 6/5/2018 Brooks Leaf Blower Ordinance 10/16/2018 6/5/2018 Alegria Coastal drilling legislation update 8/7/2018 1:00 FUTURE AGENDA ITEMS AGENDIZED OR OTHERWISE BEING ADDRESSED FUTURE AGENDA ITEMS - Identified at Council meetings and pending receipt of memo from Councilmember Item: Consider study session as work session with discussion on specific topic of interest Revise Ordinance format to include a Statement of Intent 6 2014 City Council Goals (last updated December 20, 2016) Public Safety and Traffic Control Priorities include: 1. Continue with focus on crime prevention Response by: Report to City Council on options to enhance crime prevention programs by April 15, 2014 Assigned to: City Manager’s Office Actions taken to achieve goal: • Included funds in the FY15-16 Budget to provide two additional Sheriff’s patrol units in the City. A contract amendment is scheduled for approval at the August 18th City Council meeting, with the expectation that the additional patrols will commence in September 2015. • Included $72,000 in the FY15-16 Public Safety Special Programs budget for annual targeted enforcement and outreach programs. To date, the Lomita Sheriff’s Station has used these funds for the summer Coastal Patrols and bicycle patrols along Western Avenue. • Included funds in the FY15-16 Budget to equip two Sheriff’s patrol units with Automated License Plate Recognition (ALPR) systems. One system will be shared by the three regional cities, while the second system will be used exclusively in Rancho Palos Verdes. The two units have been ordered and are currently being built for delivery and installation in September or October 2015. • The staff is working with the Sheriff’s Department on a pilot program to install fixed ALPR cameras on Palos Verdes Drive South at the City’s eastern boundary. The cameras have been obtained and a new 20’ to 25’ tall wooden pole is scheduled to be installed on the landward side of the street, near the existing welcome entry sign to the City, by the end of August 2015. 7 • The City has continued to support the Lomita Sheriffs Station’s efforts to expand the Volunteers on Patrol (VOP) program by featuring it in the Spotlight section of the City’s homepage and including an article in the Summer 2015 City Newsletter. In addition, on July 7th the City Council introduced an Ordinance that will allow the Volunteers on Patrol to issue parking citations in the City, augmenting their responsibilities and presence in the community, as well as assisting the City in addressing parking congestion issues in several key locations. 2. Continue forging close City relationships with Sheriff’s Department Response by: On-going throughout 2014 Assigned to: City Manager’s Office Actions taken to achieve goal: • Management staff from the three regional cities continue to meet on a monthly basis with the Captain of the Lomita Sheriff’s Station to discuss current law enforcement-related issues and concerns. • The Lomita Sheriff’s Station continues to participate and have a presence at City events. The most recent community event was National Night Out held on August 4, 2015. In addition, the Station continues to send a representative to City Council and Traffic Safety Committee meetings. The Station Captain and other senior staff continue to make themselves available to attend HOA and community meetings with City Council members to answer questions and speak about crime prevention. 3. Create joint powers agency for emergency management for the Peninsula Response by: Report to City Council on process to form a JPA or alternative by May 31, 2014 Assigned to: City Manager’s Office Actions taken to achieve goal: The City has been unsuccessful so far in moving forward the idea of an emergency management joint powers agency for the Peninsula. However, the City continues to actively improve its own emergency preparedness, work cooperatively with the other Peninsula cities and to promote personal emergency preparedness in the community through public outreach. The following specific actions have been completed during 2015: • In June 2015, staff completed the California Specialized Training Institute (CTSI) Instructor Course, thereby allowing staff to now teach and certify staff members in new basic SEMS and NIMS training courses. • Public outreach emergency preparedness presentations were made by Southern California Gas Company (February 19, 2015), Verizon (May 21, 2015) and Cox Communications (June 18, 2015). These presentations were videotaped, shown on RPVtv and are posted on the City’s website. • The Peninsula Cities are currently planning a joint Emergency Preparedness Expo for the public on November 1, 2015 at the Norris Pavilion. 8 • A consultant has been retained to prepare a Continuity of Operations Plan (COOP) for the City, with a kick off meeting scheduled with the staff subcommittee on July 29, 2015. • The emergency communications tower at the Civic Center was recently inspected and maintenance was performed. • City staff continues to attend monthly Area G Disaster Coordinator Meetings to stay abreast of current State and Federal laws and mandates the City must follow in order to stay compliant. • City staff continues to attend quarterly meetings with the Peninsula area emergency preparedness coordinators to share information and resources. • To date, the City’s Emergency Preparedness Committee (EPC) completed two “Beauty and the Beast” emergency preparedness presentations and is reaching out to other educational and faith-based community groups to expand the program to these entities. • The City continues to support the Peninsula-wide Community Emergency Response Team (CERT) program by advertising classes using several types of media (i.e. the City’s Emergency Preparedness Webpage, Breaking News ListServes and distributing flyers to Rancho Palos Verdes public facilities). 4. Ambulance service on the south side of the City Response by: Report to City Council on options to establish an ambulance “station” on the south side of the Peninsula by August 31, 2014 Assigned to: City Manager’s Office Actions taken to achieve goal: • The first meeting of the Southside Public Safety Task Force was held on May 13, 2015. Based on the input received, staff has compiled information on five potential sites which has been provided to the Council Subcommittee member for review. The next Task Force meeting will be scheduled in late August 2015. Infrastructure Priorities include: 1. Infrastructure Management Plan funding and alternatives Response by: First infrastructure category by December 16, 2014 Assigned to: Public Works and Finance Departments Actions taken to achieve goal: • (Please see the December 2014 update for activities last year occurring in this goal) • The Committee at its January meeting elected two vice-chairs and created three subcommittees (Prioritization, Master Plans and IT) to gather 9 background information on systems and processes being currently utilized by the City. • The Committee meets at 6 pm the second Thursday of each month at Hesse Park. • The Committee is working to establish capital improvement plan implementations policy recommendations for City Council consideration. • The Committee has reviewed 5 capital improvement projects and the conceptual strategic plan for the PB Landslide. 2. Continue with programmed maintenance and dewatering wells for Portuguese Bend and Abalone Cove Landslide Areas Response by: Quarterly updates and Public Works Staff to recommend landslide mitigation measures, including but not limited to dewatering wells, in accordance with approved and budgeted capital improvement plan Assigned to: Public Works Department Actions taken to achieve goal: • Dewatering Well Maintenance: Each well is inspected monthly to determine operational adequacy and maintenance is performed as needed. • New Dewatering Wells: One new boring was conducted in February, analysis of the well drilled reveled that soil conditions at depth were not conducive to adequate flow within the well. Another dewatering well has been re-drilled and is in operation. Negotiations for a new well easement are in process to accommodate placement of the new well. • Two locations for new wells adjacent to Burma Road have been identified. It is anticipated that these wells will need to be drilled deeper than normal to recover perched water which is common in areas with impervious clay layers. Staff is working with the well contractor who has installed wells in Abalone Cove for ACLAD, to develop a contract to perform well drilling services for the City. • A construction contract for over $1,000,000 $700,000 of Portuguese Bend landslide area dewatering wells is scheduled for was awarded by the City Council approval on January 5 February 2, 2016. • City Council approved a strategic planning process to address infrastructure issued related to the landslide with a goal of approving by December 31, 2017 a resolution and funding plan. Citizen Involvement and Public Outreach Priorities include: 1. Continue citizen involvement in infrastructure goal-setting process Response by: Present Infrastructure Management Plan to City Council by December 16, 2014 Assigned to: Public Works Department and City Manager’s Office Actions taken to achieve goal: 10 • On June 17th, the City Council provided direction to Public Works to form an infrastructure management advisory committee (IMAC) and commence the community membership solicitation process • Following a recruitment and application period, the City Council concluded the interviews with the IMAC candidates on October 7th and appointed seven members to the Committee and selected a Chair on October 21st. • The City received a $10,000 grant from the Davenport Institute to conduct the civic engagement-portion for the development of the IMP, with work on this task commencing in January. • The first IMAC meeting was on December 3rd. • The next IMAC meeting is scheduled for January 15 February 12, 2015. • Upgrade to Geographic information Systems (GIS) underway which will provide better information for use in better decision making and public outreach campaigns. • The Committee is establishing a schedule of study session/workshops with the community to develop evaluation and ranking criteria. • The Committee hosted in has tentatively established for January and February a series of study sessions with the community to engage the community in the storm drain user fee renewal process. • City Council approved a strategic planning process to address infrastructure issued related to the landslide with a goal of approving by December 31, 2017 a resolution and funding plan that includes significant public outreach and engagement. 2. Continue community workshops for issues such as safe school routes, cross-walks, Coast Vision Plan, park/preserve improvements, etc. Response by: On-going throughout 2014 Assigned to: All Departments (City Manager’s Office to lead) Actions taken to achieve goal: • On July 7, 2015, the City Council, after considering public testimony including Staff’s presentation, amended the Coast Vision Plan for Lower Point Vicente. The conceptual park plan adopted by the City Council includes site drainage improvements, trail improvements, new landscaping, overlooks, and park furnishings to name a few. The amended Vision Plan has been updated on the City’s website and this will allow the City to seek grant funding opportunities to see this park plan implemented. • On May 4, 2016, Staff conducted the sixth public workshop on the update to the Trails Network Plan. This workshop covered the trail routes in Section 5 of the Conceptual Trails Plan. The next public workshop will be a summary of the proposed changes to the entire Trails Network Plan and is tentatively scheduled for November 2016. • On July 20th, 2016 City Staff and PVPLC Staff conducted a quarterly public forum meeting on Preserve Public Use Master Plan Implementation/Preserve Management. Minutes are available on the City’s webpage. Quarterly public meetings will continue throughout 2016. 11 • On October 5, 2015, Planning and PVPLC Staff attended the Portuguese Bend Community Association’s monthly meeting to discuss the access (including unauthorized access) into the Preserve. • On July 15, 2014, the City Council affirmed the Sunnyside Ridge Trail Improvement Project with direction that Staff from the Community Development and Public Works Departments continue to meet with area residents and interested parties during the design process, and that the trail make a connection to the Conestoga Trail. The first Sunnyside Ridge Trail community workshop between the neighbors and equestrian community is scheduled for December 11th at Miraleste Intermediate School. • The first Sunnyside Ridge Trail community meeting was held on December 11, 2014 at Miraleste Intermediate School and productive input was received from the attendees. The design consultant is currently working on a preliminary draft plan. • The second Sunnyside Ridge Trail community meeting was held on February 18, 2015 at Miraleste Intermediate School. A conceptual design was presented based on best practices and public comments received at the December 11, 2014 meeting. • The third Sunnyside Ridge Trail community meeting was held on May 6, 2015 at Miraleste Intermediate School. The modified Conceptual Design was presented (modifications were based on comments received at the February 18 meeting) and resident comments received. • Public Works and the City Attorney’s Office hosted a public workshop on December 7 and an additional meeting in February related to wireless antenna issues and the formulation of an ordinance to regulate installations in the public right-of-way. 3. Expand public outreach program to familiarize residents and businesses about City services, etc. (citizen survey, town hall meetings, leadership academy, etc.) Response by: On-going throughout 2014 Assigned to: All Departments (City Manager’s Office to lead) Actions taken to achieve goal: • Public Works hosted many small-group meetings with residents impacted by the rehabilitation of PV Drive East of this $3 million project. • The City began work with CivicPlus on a new website, which will focus on simplifying resident and business dealings with the City and on increasing transparency underway. The new website is expected to be launched in spring 2015. Government Efficiency, Accountability, Fiscal Control, Transparency and Oversight Priorities include: 1. Determine timing, format, job description, etc. for new City Manager search 12 Response by: Work with Subcommittee to present contract for executive search firm for City Council approval by April 1, 2014 Assigned to: City Manager’s Office/Human Resources Actions taken to achieve goal: • On April 15, 2014, Council selected Bob Murray & Associates as best proposal from Request for Proposals submitted. The recruiter was directed to include a comprehensive Public Outreach program as part of the selection process, including two Town Hall meetings and an on-line public survey. • On August 6, 2014, Bob Murray & Associates formally launched City Manager Recruitment via the internet, various professional associations, a recruitment brochure, and on the City’s web site, closing the recruitment on September 12, 2014 with the submittal of 49 applications. • The City Council interviewed applicants for the City Manager position on October 26th and November 4th, and is currently scheduled to conduct additional interviews on January 18, 2015. 2. Council to improve conduct and efficiencies (JPIA Guidelines, Matrix recommendations, etc.) Response by: Present Matrix Report update to City Council on March 18, 2014, and conduct follow-up session with JPIA on April 29, 2014 Assigned to: City Manager’s Office/Human Resources Actions taken to achieve goal: • City Council reviewed status updates for the Matrix Report during the 1st quarter of 2014, approving them on April 29, 2014 • City Council chose to not have the follow-up training session provided by CJPIA due to a very busy schedule. No future date was selected. 3. Request recommendations from Human Resources Director on avoiding another period of high turnover in City staff Response by: Report to City Council by May 31, 2014 Assigned to: City Manager’s Office/Human Resources Actions taken to achieve goal: • Staff is compiling the results of the exit interviews and will present the results to the City Council at a future date. 4. Reinforce actions taken regarding full transparency of financial information (employee compensation/benefits, CAFR, etc.) Response by: On-going throughout 2014 Assigned to: Finance Department 13 • The new RPV website includes a portal titled “Transparency” specifically for posting of financial and other related content in one location for easy access. • The 2014 Employee Compensation & Benefits Analysis has been completed, posted to the City’s website, and the City’s independent auditors have completed Agreed-Upon-Procedures indicating that no exceptions were noted. 5. Improve Organizational Efficiency (from Matrix Report, previous City Council goals, etc.) -Rebidding of contracts (large – City Attorney, IT, etc.) Response by: August through December 2014 Assigned to: City Manager’s Office and Finance Department Actions taken to achieve goal: • The Public Works Department was reorganized in March 2014 to reduce the supervisory span of control, establish career ladders, and create a succession plan. • Only July 15, 2014 the City Council approved a renegotiated contract with the City’s current IT Services provider which included stronger Service Level Agreements. • On January 14, 2015, the IT Services Request for Proposals was issued to prospective bidders in order to insure the City is procuring the best range of IT Services available at the lowest cost. • On January 20, 2015, the City Council approved Staff’s recommendation to finalize contract negotiations with Tyler Technologies for a replacement financials and permitting system. However, Tyler has not been responsive; and on April 7, 2014, the City Council approved Staff’s recommendations to cease contract negotiations with Tyler. Requests for Proposals will be issued by the end of 2015 for replacement financial and permitting/land management systems. Parks and Recreation Programs Priorities include: 1. City trail system enhancement Response by: Complete Trails Network Plan Update by February 2015 Assigned to: Community Development and Recreation & Parks Departments Actions taken to achieve goal: • Staff has arranged a social media platform with Mindmixer to help garner public participation and input on the Trails Network Plan Update • Staff from the Community Development and Public Works Departments met on June 18, 2014 with area residents on the proposed Sunnyside Ridge Trail Improvement Project. 14 o The Sunnyside Ridge Trail project is scheduled to be awarded at the November 4, 2015 city council meeting with construction tentatively planned to commence in early December (weather permitting). • On May 4, 2016, Staff conducted the sixth public workshop on the update to the Trails Network Plan. This workshop covered the trail routes in Section 5 of the Conceptual Trails Plan. The next public workshop will be a summary of the proposed changes to the entire Trails Network Plan and is tentatively scheduled for November 2016. Additional efforts to enhance the trail system: o Recreation and Parks staff has brought on board, with Council direction and approval, Open Space Management part-time staff. These staff members provide approximately 70 hours/week of “boots on the ground” presence and resource protection in the Palos Verdes Nature Preserve. Since they have begun in April, through August, they have made 10,950 public contacts, completed numerous maintenance tasks (including removing dumped car frames and appliances from the Preserve), set up three outreach booths at Preserve entry points, and collected 140 surveys. o Recreation and Parks began coordinating increased enforcement within the Palos Verdes Nature Preserve with Los Angeles County Policy Department in July. Per Council direction, deputies patrol the Preserve 80 hours per week. Coordination has been going well, and deputies are putting together the first quarter’s enforcement report. Prior to July, enforcement was provided by the Mountains Recreation and Conservation Authority at 40 hours per week. o The Preserve Management Team, consisting of the Recreation and Parks, Community Development, and Public Works Departments, Los Angeles County Police Department, and PVPLC meets monthly to coordinate Preserve management efforts. These meetings focus on Preserve maintenance and operations. o The City continues to participate and provide support for the PVPLC’s Volunteer Trail Watch Program, including attending monthly coordination meetings, quarterly volunteer meetings, and assistance training new classes of volunteers. 2. Implementation of on-line access to recreation programs and space rentals Response by: Complete “go-live” for Active.Net by May 2014 Actions taken to achieve goal: • Staff using ActiveNet for all REACH and City-run recreation registration. • NEW 100% of FT and PT Staff trained. New PT staff will be trained as they are hired. ONGOING • Hosted ActiveNet Community Support meeting to participating cities currently using ActiveNet DONE • Created a User Guide to assist implementation of new system. CURRENTLY UPDATING USER GUIDE 15 • The ActiveNet public access portal has been created, with customized pictures added to the site. DONE • Transferred existing reservations and programs to new system. DONE • Created marketing plan for ActiveNet roll-out. DONE • Tested public site for errors and complications. DONE • Ordered additional credit card devices. DONE • Completed 3 day training with ActiveNet support staff to correct public site errors and complications. DONE • Additional Credit Card readers (IPAD) have been ordered. DONE • Installed credit card devices at PVIC, Hesse, Ladera Linda & City Hall • Went live with public Active.net site April 30, 2014. DONE but Ladera Linda has been removed as a site that is able to accept credit cards. • Trained new part time staff on new system (on-going). • Implemented marketing plan for ActiveNet roll-out. • Will continue to monitor and improve system as needed (on-going). • Evaluate effectiveness of programs offered online thru Active.net. Additional efforts being taken to improve implementation of Active.Net: • Design a tutorial video for new RPV website to assist the public/customers with setting up a new user account. RPVtv has been contacted to schedule filming of ActiveNet “how to video” for the public to be available on the City’s website. DONE 3. Continue with shared use of PVPUSD & City Facilities DONE Response by: City recreation programs to be available at Peninsula High pool and Miraleste Intermediate gym by May 2014 Assigned to: Recreation & Parks Department Actions taken to achieve goal: • Facilitated meetings with PVPUSD Deputy Superintendent and Athletic Director to tour the sites and discuss logistics and school district requirements for implementation of the MOU. • Met with the CEO of Toque Futsal to discuss potential partnership opportunity to bring futsal to the Miraleste Gym. THIS PROGRAM WILL NOT BE OFFERED • Researched resources for lifeguards for open swim at Peninsula High as well as program option opportunities with ZAP. • Outreach efforts made with the San Pedro YMCA for potential partnership opportunities for lifeguard resources and swim classes/program opportunities. • Met with San Pedro YMCA to finalize contracted lifeguard services. • PVPUSD approved program proposal for indoor futsal program in Miraleste Gym. 16 • Drafted third party operator agreement for indoor futsal program in Miraleste Gym. • Developed a summer open swim schedule for Peninsula High Pool. • Hired part-time staff for additional pool and gym staffing needs. • Began offering Open Gym Basketball at Miraleste Gym on Tuesdays from 5:00 pm to 7:00 pm. • Entered into a rental agreement with third party operator to offer indoor futsal at Miraleste Gym. THIS PROGRAM WILL NOT BE OFFERED • Researched the cost to have San Pedro and Peninsula YMCA offer Lifeguard services during Open Swim at Peninsula High Pool. • Began trial youth indoor soccer sessions at Miraleste gym to drum up interest in future league. • First session of Open Gym Basketball and Indoor Soccer program concluded. • Met with San Pedro and Peninsula YMCA and conducted site visits to examine future joint use and partnering on programing at RPV Parks and Peninsula Pool. • April 2015: Met with City of to discuss Summer Penn HS Pool use. • June 2015: Entered into an MOU with City of Rolling Hills Estates and San Pedro and Peninsula YMCA to offer summer swim classes and open swim for the public on behalf of the City of Rancho Palos Verdes. Additional efforts being taken to enhance shared use of PVUSD/City Facilities: NEW • Met with PVPUSD to establish 2016 Fall open gym program at Miraleste Intermediate on Tuesdays from 6pm-8pm and Sundays from 10am-noon. Peninsula High Open Gym will be open from 2pm-4pm. • On an ongoing basis, staff will evaluate and implement programing at Miraleste Gym for spring/summer sessions. • Look into additional opportunities for use of School District fields, pools and gymnasiums. 4. Continue with evaluation of city recreation programs, sustainability of/demand for programs Response by: Complete evaluation by August/September 2014 Assigned to: Recreation & Parks Department Actions taken to achieve goal: • Implemented “day of event” surveys to track participant’s residency and effectiveness of event aspects. • Inventoried and identified past surveys, studies and reports to aid in analysis. 17 • Identify, implement and evaluate a survey method to obtain current recreational trends and program needs of the community. • Performed benefit analysis of current City programs to identify level of service provided based on community and individual service criteria. • Conducted extensive survey of current private and public recreation facilities, programs, sports leagues etc… in Rancho Palos Verdes, PVPUSD and neighboring communities to assist with evaluation/analysis of recreation programming. • Implemented an on-line survey to obtain public attitudes and opinions on a wide range of recreation issues and programming options. • Conducted series of site-specific and general parks public workshops and stakeholder meetings in conjunction with Park Master Plan Update to obtain information about community attitudes towards current and potential recreation programming. • Utilized surveys at City programs and events to ascertain public response and demand. • Staff will continue to research surrounding jurisdictions to stay current on comparative services and fees. • Presented Draft Parks Master Plan Update to City Council on June 30, 2015. Received direction from Council to focus on “less is more” approach to park planning, emphasis on maintaining current assets with emphasis on trash and graffiti and to review staffing levels. • Council approved increased trash and graffiti services (PW) on July 21. • Council approved 6.75 new PT staffing equivalencies to enhance service levels at existing staffed parks, unstaffed parks (roaming staff) and establishing Eastview as a staffed park. • Parks Master Plan Update approved by City Council on October 6, 2015 Additional efforts being taken to deepen the analysis of programs and their sustainability and demand: • Staff will continue to analyze the comparison of privatized rentals, independent contractors and in-house services. • Staff will continue to research surrounding jurisdictions to stay current on comparative services and fees. • Public Outreach Underway for Ladera Linda Park Master Plan Design. Consultant retained to assist with design and outreach effort. Initial Public Meeting scheduled for September 22, 2016. Intergovernmental Issues Priorities include: 18 1. State, County and Regional Response by: On-going throughout 2014 Assigned to: City Manager’s Office Actions taken to achieve goal: • City Council continued to receive bi-monthly Border Issues Status Reports throughout 2014. • Councilmembers participated in public meetings (i.e., State Lands Commission, etc.) regarding the Rancho LPG facility in San Pedro during 2014. • City Council took a position supporting AB 1839 (Gatto) regarding State film tax credit program. • City Council took a position opposing SB 556 (Padilla) regarding contracted public safety services. • City Council reviewed and took positions on 2014 League of California Cities Annual Conference Resolutions and directed voting delegate to vote accordingly. 2. Revisit Council policy on upcoming legislation Response by: Present Policy No. 29 to City Council for review by April 2014 Assigned to: City Manager’s Office Actions taken to achieve goal: • City Council reviewed and approved revisions to City Council Policy No. 29 on March 4, 2014. 3. Aircraft Noise Impacts: Monitor FAA airspace proposal for Long Beach airport, monitor helicopter flight path revisions to/from Torrance airport & attend and participate in these workshops and the overall SoCal OAPM process to emphasize the importance of avoiding any increase in Peninsula overflights or reduction in altitudes that would adversely impact City residents. Response by: On-going throughout 2016 Assigned to: Community Development Department Actions taken to achieve goal: • Submitted comment letter to FAA on the City’s position of their voluntary helicopter offshore route. • Attended LAX/Community Noise Roundtable meetings on a bi-monthly basis. • Monitored and updated City’s webpages related to reporting aircraft and helicopter noise. Future Actions to achieve goal: • Continue to attend LAX/Community Noise Roundtable meetings. • Continue to monitor and provide updates related to FAA airspace issues that potentially affect the City and helicopter altitude and flight path revisions to/from Torrance airport. 19 • Continue to submit comment letters on the City’s position on FAA proposals as necessary. (Adopted by Rancho Palos Verdes City Council on February 18, 2014) 20