CC SR 20200204 03 - Advisory Boards Biannual Reports
CITY COUNCIL MEETING DATE: 02/04/2020
AGENDA REPORT AGENDA HEADING: Regular Business
AGENDA DESCRIPTION:
Consideration and possible action to receive and file biannual reports from various City
advisory boards and committees
RECOMMENDED COUNCIL ACTION:
(1) Receive and file biannual reports from the City’s five advisory boards.
FISCAL IMPACT: None
ORIGINATED BY: Emily Colborn, City Clerk
REVIEWED BY: Kit Fox, AICP, Interim Deputy City Manager
APPROVED BY: Ara Mihranian, AICP, Interim City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. City Council Policy No. 54 - Council Liaisons for Advisory Boards/
Committees/Commissions (page A-1)
B. Advisory board accomplishments and work plans
1. Civic Center Advisory Committee (page B1-1)
2. Emergency Preparedness Committee (page B2-1)
3. Finance Advisory Committee (page B3-1)
4. Infrastructure Management Advisory Committee (page B4 -1)
5. Traffic Safety Committee (page B5-1)
EXECUTIVE SUMMARY:
In August 2019, the City Council adopted City Council Policy No. 54 (Attachment A),
which dealt primarily with the assignment of City Council liaisons to the City’s advisory
boards, committees and commissions. Section M of City Council Policy No. 54 states:
In an effort to keep the City Council and the public informed on the
activities of the boards/committees/commissions, biannual status reports
shall be given at a regular City Council meeting.
The City Council will receive its first biannual reports from the City’s advisory boards at
its meeting on February 4, 2020. The City Council has directed that these reports
should focus on the accomplishments of each advisory board during the preceding six-
1
month period, and should address each board’s achievements with respect to its most
recent City Council-approved work plan (Attachment B). Each board will be allotted up
to 10 minutes for its presentation. The chair, vice chair or another member of each
board has been asked to make each board’s presentation.
BACKGROUND AND DISCUSSION:
The City has five established advisory boards that meet regularly. Below is a brief
description of their realms of responsibility. A detailed description can be found in the
attachments for each respective advisory board.
Civic Center Advisory Committee (CCAC):
The CCAC serves as a citizens’ advisory board to the City Council, advising on the
development of the Civic Center Master Plan. Committee members play a vital role in
the public outreach process, financial analysis, layout/boundary concerns, conceptual
design, and other related issues (see Attachment B1).
Emergency Preparedness Committee (EPC):
The EPC advises and assists the City Council and Staff to ensure that the City develops
and maintains a high state of readiness to respond to a wide variety of emergencies and
disasters (see Attachment B2).
Finance Advisory Committee (FAC):
The FAC provides citizen input to the City Council and Staff regarding the City’s
financial matters. The Committee reviews short- and long-term financial information and
other financial issues as assigned by the City Council. The Committee also
recommends specific areas for review to the City Council and provides advice regarding
economic development matters, such as methods to improve the local business climate
and City relationships with local businesses (see Attachment B3).
Infrastructure Management Advisory Committee (IMAC):
The IMAC provides community input by advising the City Council on matters concerning
public works and infrastructure. This includes capital improvement projects;
maintenance of public buildings and facilities; park sites; trails; stormwater systems;
sanitary sewer systems, including the Abalone Cove Sewer System; 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 Attachment B4).
Traffic Safety Committee (TSC):
The TSC provides community input by advising the City Council on traffic issues,
development proposals and special projects as assigned by the City Council. The
committee also reviews and advises on neighborhood traffic calming guidelines and
2
proposed projects, and collaboratively works with Staff to address residents' requests
for improving livability and drivability of neighborhood streets in the City (see
Attachment B5).
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CITY COUNCIL POLICY
NUMBER: 54
DATE ADOPTED: August 20, 2019
SUBJECT: Council Liaisons for Advisory Boards/Committees/Commissions
POLICY:
It shall be the policy of the City Council to assign a council member to any City resident
advisory committee, and the Planning Commission, as a liaison that the
committee/commission can turn to if members have questions or concerns about the
direction of the board/committee/commission and/or direction from Staff. The following
parameters are hereby established as guidelines:
A. At the discretion of the City Council, a council member may be assigned to any of
the City’s active advisory boards including the Planning Commission to serve as a
Council liaison.
B. Council liaison assignments may be done on an annual basis along with the Council
appointments to outside agencies.
C. After the appointment(s) are made, Staff will notify the Staff liaison regarding the
decision.
D. Attendance at board/committee/commission meetings by the Council liaison is at the
discretion of the Councilmember.
E. Council liaisons may informally arrange for a Council alternate when scheduling
conflicts arise.
F. During a board/committee/commission meeting, the Council liaison shall serve a role
similar to that of the Staff liaison. The primary responsibility for providing information
to board/committee/commission members belongs to the Staff liaison, but the
Council liaison may provide additional information at the request of the Chair when
questions fall beyond the scope of staff’s expertise.
G. During a board/committee/commission meeting, the Council liaison may address the
body under the “Staff Communications” portion of the agenda. During this time, the
liaison shall address the members from the podium or at a designated seat at the
table with Staff.
H. The Council liaison may raise points of order when procedural issues arise.
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I. During board/committee/commission meetings, authority resides with the
board/committee/commission Chair.
J. A Council liaison role is primarily an observer, therefore liaisons shall refrain from:
a. Interfering with the smooth operation of board/committee/commission
meetings
b. Participating or engaging in discussions or decisions of the
board/committee/commission
c. Advising what the board/committee/commission should or should not do or
attempting to influence and/or guide its progress
d. Offering opinions or advocating for or against matters when they come
before the board/committee/commission
e. Acting in a manner that undermines the Chair’s authority
f. Participating in policy discussions except when providing factual
information at the request of the Chair
g. Speaking on behalf of the full Council without appropriate authority
h. Acting as spokesperson for the board/committee/commission
K. No more than two members of the City Council are to be in attendance at any
meeting of a committee or commission at any time. If appointed to serve as liaison
to a committee or commission, the council member has priority over any other
council member who may wish to attend and is not a liaison.
L. If questions or concerns arise regarding the conduct of a Council liaison, the Chair
of the board or commission should consult with the Mayor for possible resolution.
When the liaison in question is the Mayor, the Chair should consult with the Vice
Mayor for possible resolution.
M. In an effort to keep the City Council and the public informed on the activities of the
boards/committees/commissions, biannual status reports shall be given at a regular
City Council meeting.
BACKGROUND:
The City Council recognized the need for City resident advisory boards and the
Planning Commission to have a council member act as liaison between the City and the
board/committee/commission.
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CIVIC CENTER ADVISORY COMMITTEE
Biannual Status Report to Rancho Palos Verdes City Council
Approved by CCAC on 1/23/2020
Below is a list of CCAC’s accomplishments in Q1 and Q2 of FY19-20:
July 2019
Approved revised Civic Center programming document and directed Staff to
present to Council at future meeting date.
Received presentation from M. Arthur Gensler Jr. and Associates (Gensler) on
programming document and revised conceptual design
August 2019
CCAC reviewed and refined Civic Center Master Plan schedule.
September 2019
Reviewed presentation materials and format that were presented to Council in
October, including program document, schedule, and Gensler presentation.
October 2019
CCAC, Gensler and Staff made presentation to City Council on October 15,
2019, on program document, outreach effort, and CCAC achievements/mile-
stones since the Committee’s inception. City Council approved the following
actions:
o a) Maintained the size of the Civic Center Advisory Committee (CCAC) at
seven;
o b) Directed Staff to begin a recruitment process to fill vacancies;
o c) Approved the Civic Center programming document;
o d) Authorized an environmental impact report for Point Vicente Park/Civic
Center;
o e) Authorized staff to develop a two-phase Request for Proposal (RFP) for
master plan design services and construction drawings;
o f) Authorized hiring a professional consultant to evaluate financing options
o g) Directed Staff to identify existing underground infrastructure located at
Civic Center site.
In the next 6-month reporting period, the Committee expects to work on the following
tasks:
Review and approve a draft two-phase RFP for master plan design services for
review by City Council RFP Subcommittee, City Attorney and City Council.
Participate in review and selection process for Master Plan design services
company.
Review and finalize revised work plan for presentation to the City Council.
Work with Staff to orient new CCAC members.
Develop and participate in Master Plan public outreach effort.
Participate in preparation of EIR process.
Review and update Master Plan project schedule
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CIVIC CENTER ADVISORY COMMITTEE
Biannual Status Report to Rancho Palos Verdes City Council
Approved by CCAC on 1/23/2020
Reach out to representatives from Los Angeles County Fire Department and the
Los Angeles County Sheriff’s Department to determine their respective level of
participation.
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FY17-18 Civic Center Advisory Committee Work Plan
(Approved by City Council on December 19, 2017)
1. Mission Statement
The mission of the Civic Center Advisory Committee is to work with the City Council and its
Staff to develop a Civic Center Master Plan which seeks a solution to the design of the Civic
Center Site and make associated recommendations to Council. All appropriate needs of the
City and the Community will be considered in the design solution.
2. List of Work Plan Tasks
Staff and the Committee are jointly proposing the following work plan tasks:
A. Work closely with Staff to prepare a Draft Civic Center Master Plan.
B. Primary Work Plan Steps:
1. Develop an understanding of the status of the property and receive regular
reports on the progress of any changes to the status of that property.
2. Receive reports on history of property, existing conditions, environmental
issues, current uses, and prior analyses.
3. Solicit any additional studies, surveys, environmental reviews, and other
analyses that are deemed appropriate to gain a full history and understanding
of the property.
4. Establish wants and needs comparison which may involve additional public
outreach, surveys, and interaction with other City Committees and
Commissions.
5. Develop, in cooperation with a design professional, a formal, detailed program
based on wants and needs comparison including approximate area of
components, organizational charts, relationships between uses, and growth
estimates.
C. Selection of Architects & Engineers:
1. Review and approve a List of Candidates and an RFP to architects who may
be invited to submit proposals for the Civic Center Master Plan.
D. Financial Opportunities:
1. Review and/or make recommendations to the City Manager on potential
budgeting and funding opportunities, including potential grant funding.
2. From conceptual designs of the Civic Center Master Plan, developed by the
Architects and Engineers, review project costs estimates and include
estimates as part of the recommendations to Council.
E. Additional Subjects:
1. Recommend to the City Manager additional subjects that are outside of the
scope of this Work Plan that should be reviewed by the Committee.
Recommendations will be reviewed for approval by the City Manager and may
be forwarded to the City Council for consideration as deemed appropriate.
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FY17-18 Civic Center Advisory Committee Work Plan
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3. Rules and Regulations
A. Follow the established standard procedural rules and regulations of the Planning
Commission, as applicable, while the Committee is active.
B. Committee Membership
1. Established by City Council
2. Maximum of seven (7) voluntary members who reside within City boundaries
3. Chairperson to be appointed by City Council
4. Vice Chairperson to be appointed by a majority of Committee members or by
City Council.
5. If membership falls below seven (7) members, the Committee and Staff will
approach the City Council to appoint replacement members.
C. Frequency of Meetings – Length of Term
1. Committee will meet on the 4th Thursday of every month, at 6:00 PM in the
Community Room at City Hall.
2. Staff will have authorization to cancel unnecessary meetings, add meetings or
reschedule meetings after conferring with the Chairperson.
3. The Civic Center Advisory Committee shall be dissolved when a final Civic
Center Master Plan is approved by the City Council, unless the City Council
chooses to extend the Committee’s services beyond the completion of the
Civic Center Master Plan.
D. Staff Support and Funding Allocations
1. The Committee will conduct its work with appropriate consideration of the cost
of staff time and will not exceed reasonable expenditures.
2. Significant expenditures of Staff time or City funds shall be submitted to the
City Manager for review and approval
3. Committee staffing will be overseen by the Deputy City Manager
4. The Committee, when appropriate will receive oral staff reports to reduce the
expense of preparing written reports
5. Committee minutes shall be action minutes.
4. Approval of Work Plan
A. This Work Plan, which is supported by Staff, was approved by the Committee on
November 30, 2017, by a 6-0 vote (Committee Member Shultz absent).
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EMERGENCY PREPAREDNESS COMMITTEE
Biannual Status Report to Rancho Palos Verdes City Council
Approved by EPC on 1/16/2020
During the past six (6) months, the Committee has faced some challenges as a result of
changes in Committee staffing and support. Unfortunately, these challenges are
expected to continue through the third quarter of FY19-20 as the City’s recruitment for a
new, permanent Emergency Services Coordinator continues. However, the Committee
can point to the following accomplishments in Q1 and Q2 of FY19-20:
July 2019
EPC participated in the City’s annual 4th of July event, which coincided with the
Ridgecrest earthquake and attracted many attendees to the EPC’s booth
EPC monthly meeting held on July 18, 2019
August 2019
City Council approved FY19-20 EPC work plan on August 20, 2019
September 2019
EPC monthly meeting held on September 19, 2019
October 2019
EPC monthly meeting held on October 17, 2019
EPC participated in annual Prepared Peninsula Expo on October 27, 2019
November 2019
EPC monthly meeting held on November 21, 2019
December 2019
EPC members presented with draft Joint Hazard Mitigation Plan for review and
comment
In the next 6-month reporting period, the Committee expects to work on the following
tasks:
Prepare for and participate in the City’s annual Whale of a Day and 4th of July
events
Complete the production and distribution of a second emergency preparedness
public service announcement
Receive a presentation from Southern California Edison regarding its emergency
preparedness efforts
Finalize recommendations regarding wildfire mitigation for presentation to the
City Council
Participate in the review of the updated RPV/RHE Joint Hazards Mitigation Plan
Prepare the FY20-21 EPC work plan for City Council approval
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EMERGENCY PREPAREDNESS COMMITTEE
FY 2019-20 WORK PLAN
MISSION STATEMENT
The mission of the Emergency Preparedness Committee (EPC) shall be to advise and
make recommendations to the City Council on matters pertaining to emergency
preparedness to help ensure that the City of Rancho Palos Verdes develops and
maintains a high state of readiness to respond to a wide variety of emergencies and
disasters. (Resolution No. 2008-61)
SPECIFIC 2019-20 ASSIGNMENTS
1. Participate in the City’s Whale of a Day event by providing EPC members to
perform community outreach and work with Staff in setting up, staffing, and
dissembling the City-provided booth space.
2. Participate in the 4
th of July event by providing EPC members to perform
community outreach and work with Staff in setting up, staffing, and dissembling
the City-provided booth space.
3. Produce two Public Service Announcements (PSAs) – “Be More Prepared” and
“Water Storage.” EPC members will submit on-screen talent recommendations
and scripts to Staff. PSAs will be promoted through the City’s EPC website, the
City Manager’s weekly report, televised on RPVtv Channel 33 (COX
Cable)/Channel 38 (Frontier FIOS), and social media.
4. EPC members will be available to visit Rancho Palos Verdes homeowners
associations and faith-based organizations, along with Rancho Palos Verdes
independent neighborhood residents and business owners in general, to make
“Beauty & the Beast” and “Be More Prepared” presentations.
5. Continue the City’s utility service providers’ emergency preparedness
presentations, focusing on Southern California Edison.
6. EPC members will host an emergency preparedness related presentation at the
Norris Pavilion in Rolling Hills Estates or similar venue in Rancho Palos Verdes.
Dr. Lucy Jones is invited to speak and emphasize the importance of public
awareness in regards to natural and human made disasters. Media outlets for
advertising may include, but are not limited to, the City’s home webpage, EPC
webpage, PV News, the Daily Breeze, RPVtv Channels 33 & 38, the Palos
Verdes Peninsula Unified School District (PVPUSD), the City’s electronic Notify
Me systems, Nextdoor and Facebook.
7. Incorporate and promote an active shooter element into the “Beauty and the
Beast” and “Be More Prepared” presentations.
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# Item / Description
Est.
Hours Est. $$
1 Whale of a Day (WOAD)
Staff 20 N/A
Takeaways (can consist of Emergency
Backpacks, Glow Sticks, Emergency Blankets,
Hand Sanitizer, Water, Backpacks, Hot/Cold
Beads and/or Coloring Books w/Pencils) $2,500
Outreach efforts for youth (puppet show materials) $500
2 4th of July
Staff 20 N/A
Takeaways (can consist of Emergency
Backpacks, Glow Sticks, Emergency Blankets,
Hand Sanitizer, Water, Backpacks, Hot/Cold
Beads and/or Coloring Books w/Pencils) $2, 500
3 Two (2) PSA's
Staff 4 N/A
Channel 33 ($1,500 each PSA) 100 $3,000
4
EPC Beauty and the Beast and Be More
Prepared Presentations
Staff 20 N/A
Takeaways (similar to WOAD and 4th of July) $500
5
Utility Company Presents – Southern
California Edison
Staff 20 N/A
IT Staff 4 N/A
Channel 33 10 $400
6 Emergency Preparedness Expo
Staff 20 N/A
Norris Pavilion in Rolling Hills Estates (joined with
other three Peninsula cities – includes advertising
and costs) $2,000
7
Receive and review information regarding the
City’s Portuguese Bend Land Flow project.
As
Needed $0
8
Incorporate and promote an active shooter
element into the “Beauty and the Beast” and
“Be More Prepared” presentations. 1 $0
Total 230.50 11,400
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RECOMMENDATIONS TO THE CITY COUNCIL
As an advisory body, the EPC has the ability to bring comments, ideas, and
recommendations to the City Council for consideration. If a majority of Committee
members are in agreement and have voted accordingly to move the topic forward, Staff
will work to agendize the matter on the City Council’s calendar. The Chair of the
Committee, or his/her designee, will present the item before the City Council at the
meeting. Staff will be available to assist the Committee on preparing the staff report and
related materials for the agenda.
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FINANCE ADVISORY COMMITTEE
Biannual Status Report to Rancho Palos Verdes City Council
Approved by FAC on 1/16/2020
Mission and FY 2019-20 Work Plan
o The attachment includes FAC’s Mission Statement and Specific Assignments.
o FAC has seven members appointed by City Council with diverse backgrounds primarily in
finance and economics.
o FAC serves as a sounding board for the Finance Department’s staff and provides citizen
input to the City Council and Staff regarding financial matters of the City of Rancho Palos
Verdes.
o The Committee reviews short and long-term financial information of the City and other
financial issues as assigned by the City Council.
Activities and Accomplishments
o FAC’s primary emphasis is to provide citizen input to the City Council and Staff regarding
financial matters of the City of Rancho Palos Verdes.
o FAC has received and reviewed the following financial information from the Finance
Director:
o On November 14, 2019, FAC received a presentation on the City’s year-end review and
made recommendations for excess/deficit unrestricted fund balance. The review
included a summary of General Fund and Other Fund operations, fund balance updates,
and a recommendation to carry forward $7.1 million in city-wide continuing
appropriations and open purchase orders. The City’s financial auditors issued the audit
report on December 27, 2019, which confirmed all financial information presented.
o On September 26th, 2019, FAC received a presentation of the City’s annual employee
pension plan actuarial valuation reports, with a discussion on current and potential future
changes to the rates, required contributions, and overall pension liability.
o At each meeting, FAC reviewed the most up-to-date Treasury activities and investment
report, which included the yield on the investment portfolio.
o In September and November 2019, FAC received presentations on the City’s research
and conclusions on the Transient Occupancy Tax (TOT) trends and opportunities. The
presentation included information on how the City’s TOT rate structure compares to
other cities, and a brief discussion on the effect that rate increases had on some of the
cities polled. Generally speaking, each of the cities with TOT rate increases all had an
increase in TOT revenue. If City Council would like to move forward with exploring
changes to the current TOT rate, Staff would bring back rate options for FAC review and
recommendations.
o On August 6th, 2019, FAC received a presentation on the most current Fee Study
performed by Revenue & Cost Specialists (RCS). The overall results showed that
between four departments, the City currently collects less in fee revenues than the full
business costs incurred. At the meeting, the Finance Director added that it will be the
City Council’s decision whether to explore changing the City’s fees, including which
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FINANCE ADVISORY COMMITTEE
Biannual Status Report to Rancho Palos Verdes City Council
Approved by FAC on 1/16/2020
services should be charged the full costs and which services should be subsidized with
tax dollars.
o In the remaining months of FY 2019-20, FAC’s plans include:
o February 2020 - Receive a presentation of the City’s Comprehensive Annual Financial
Report (CAFR) prepared annually, including the audit report.
o February 2020 - Staff will review fee schedule with FAC in order for FAC to review and
recommend any changes in time for the FY 2020-21 budget workshop.
o February 2020 - Review and provide feedback/recommendations regarding the Five-
Year Financial Model to the City Council.
o March 2020 - Receive a presentation on the midyear review for FY 2019-20, budget
assumptions and proposed budget for FY 2020-21.
o March 2020 - Study infrastructure funding for significant projects and make
recommendations to the Infrastructure Management Advisory Committee, and City
Council.
o Spring 2020 - Review and provide feedback/recommendations regarding FY 2020-21
Finance Advisory Committee Work Plan.
o Continue to review the most up-to-date Treasury activities and investment report, which
included the yield on the investment portfolio.
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FINANCE ADVISORY COMMITTEE
FY 2019-20 WORK PLAN
MISSION STATEMENT
The mission of the Finance Advisory Committee (FAC) is to provide citizen input to the
City Council and Staff regarding financial matters of the City of Rancho Palos Verdes.
The Committee shall review short and long-term financial information of the City and other
financial issues as assigned by the City Council. The Committee shall provide advice
regarding economic development matters such as methods to improve the business
climate and how to better work with local businesses and shall recommend specific areas
for review to the City Council. The Committee will serve to advise the City Council
regarding the City’s financial condition. (Resolution No. 2008-064)
SUMMARY OF SPECIFIC 2019-20 ASSIGNMENTS
1. Receive a presentation on the City’s year-end review and make
recommendations for excess/deficit unrestricted fund balance;
2. Receive a presentation of the City’s Comprehensive Annual Financial Report
(CAFR) prepared annually, including the audit report;
3. Review and provide feedback/recommendations regarding FY 2020-21 Finance
Advisory Committee Work Plan;
4. Review and provide feedback/recommendations regarding the Five-Year Financial
Model to the City Council;
5. Receive a presentation on the midyear review for FY 2019-20, budget assumptions
and proposed budget for FY 2020-21;
6. Receive a presentation of the City’s annual employee pension plan actuarial
valuation reports, continue to monitor changes to pension plan provider
assumptions and methodologies, and make recommendations to the City Council
when appropriate;
7. Review Treasury activities and investment report quarterly;
8. Study infrastructure funding for significant projects and m a k e recommendations
to the Infrastructure Management Advisory Committee, and City Council;
9. Receive a presentation and make recommendations on the City’s research and
conclusions on the Transient Occupancy Tax trends and opportunities.
10. In addition to the above specific assignments, on an as-needed basis, the FAC is
prepared to review any additional projects assigned by the City Council:
A) Receive a presentation and make recommendations on the Civic Center
Master Plan and the associated financial implications.
B) Receive a presentation and make recommendations on the City’s Fee
Study.
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SUMMARY OF STAFF TIME
A summary of the total Staff time estimated for the assignments outlined in this 2019-20
work plan follows:
Assignment
No.
Potential Meeting Date
Staff Support
Hours
Year‐end Review (FY18‐19) 1 December 10
Review CAFR (FY18‐19) 2 January/February 9
FY19‐20 Work Plan 3 March/April 6
5‐Year Model (FY20‐21) 4 March/April 18
FY19‐20 Mid‐year Review,
FY20‐21 Budget Assumptions &
Preliminary Budget
5
March
23
Pension Plan 6 September/October 14
Review Investment Activities
Quarterly
7
August, October, January, April
32
Infrastructure Funding (FY20‐21) 8 March/April 13
Review TOT Trends &
Opportunities
9 December 2019 TBD
Fee Study Findings (FY20‐21) 10 January/February 2020 6
Review Civic Center 10 TBD TBD
Total Staff Time 125
Note: The Staff time estimated herein is exclusive of the time to prepare work product
for the City Council.
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SPECIFIC 2019-20 ASSIGNMENTS
1. RECEIVE A PRESENTATION OF THE CITY’S YEAR-END REVIEW AND
MAKE RECOMMENDATIONS FOR EXCESS/DEFICIT UNRESTRICTED FUND
BALANCE
The year-end financial review is an exercise that Finance performs after closing is
completed. In this process, Finance calculates the City’s fund balance based on
the unaudited actuals and compares the fund balance to what was reported as the
year-end estimate and fund balance during the budget adoption.
Staff Responsibilities:
Present the unaudited actuals to the Committee and answer Committee
Member questions.
Present an analysis of year-end estimates and fund balance during the
budget adoption process to the unaudited actuals to the Committee and
answer Committee Member questions.
Timeline:
Staff expects that this presentation will take place at a meeting in December
2019.
Staff Time: Hour/s
Staff preparation of meeting agenda and minutes 1
Staff preparation of presentation 1
Staff report preparation for the Committee 4
Meeting Attendance for 2 staff members 4
Total Staff Time Required 10
2. RECEIVE A PRESENTATION OF THE CITY’S COMPREHENSIVE ANNUAL
FINANCIAL REPORT (CAFR) PREPARED ANNUALLY, INCLUDING THE
AUDIT REPORT
The Comprehensive Annual Financial Report (CAFR) is an annual report that
includes the City’s audited financial statements, as well as other financial and
statistical information. Receipt of this presentation is an annually recurring item
intended to provide the Committee with relevant financial information.
Staff Responsibilities:
Present an oral overview of the CAFR and accompanying staff report to the
Committee and answer Committee Member questions.
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Timeline:
Staff expects that this presentation will take place during a meeting in
January/February 2020.
Staff preparation of meeting agenda and minutes 1
Staff preparation of presentation 1
Staff report preparation for the Committee 3
Meeting Attendance for 2 staff members 4
Total Staff Time Required 9
3. REVIEW AND PROVIDE FEEDBACK/RECOMMENDATIONS REGARDING FY
2020-21 FINANCE ADVISORY COMMITTEE WORK PLAN
Finance Advisory Committee Work Plan is a document that summarizes what
Committee Members will be working on during the fiscal year with the Director of
Finance.
Staff Responsibilities:
Prepare a draft work plan for Committee Members to review and provide
feedback/recommendations; and
Present the final Work Plan to City Council.
Timeline:
Staff expects that this presentation will take place at a meeting in
March/April 2020.
Staff Time: Hour/s
Staff preparation of meeting agenda and minutes 1
Staff report preparation for the Committee 1
Meeting Attendance for 2 staff members 4
Total Staff Time Required 6
4. REVIEW AND PROVIDE COMMENTS AND RECOMMENDATIONS
REGARDING THE FIVE-YEAR FINANCIAL MODEL TO THE CITY COUNCIL
The Five-Year Financial Model (the “Model”) is a financial schedule which is
annually prepared by Staff, as required by City Council Policy No. 18. The
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PAGE 5 OF 9
Model includes the proposed budget for the coming fiscal year, as well as
estimates of revenues, expenditures, fund transfers and ending fund balance
for all funds of the City over a five-year time period. The Model is prepared as
part of the budget process for each fiscal year, and is a planning tool used to
identify structural problems in the budget and future fiscal challenges.
Committee Responsibilities:
Review and comment on the draft 2021 Model prepared by Staff focusing
on noteworthy changes, trends, and key assumptions; and
Provide recommendations to City Council.
Staff Responsibilities:
Prepare the draft 2021 Model with accompanying staff reports explaining
key assumptions and noteworthy changes;
Present an oral overview of the draft 2021 Model and accompanying staff
report to the Committee and answer Committee Member questions; and
Forward the Committee’s comments and recommendations to the City
Council for its consideration prior to adoption of the FY20-21 City budget.
Timeline:
Staff expects that review of the draft 2021 Model will take place at two
Committee meetings during March/April 2020 along with infrastructure funding.
Staff Time: Hour/s
Staff preparation of meeting agenda and minutes 2
Staff preparation of presentation 1
Staff report preparation for the Committee 9
Meeting Attendance for 3 staff members 6
Total Staff Time Required 18
5. RECEIVE A PRESENTATION OF FY 2019-20 MID-YEAR REVIEW, FY2020-21
BUDGET ASSUMPTIONS AND PROPOSED BUDGET
Mid-year review is a financial analysis performed after the first six months of
the fiscal year comparing budget to actuals. This is the first look at where we
expect to end the fiscal year. Budget assumptions and proposed budget are
prepared and presented to Council during the budget workshop, an informal
meeting between Council and department heads, as they review the City’s
financial position for the upcoming fiscal year.
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Committee Responsibilities:
Review and comment on FY 2019-20 mid-year review; and
Review and comment on FY 2020-21 budget assumptions and proposed
budget.
Staff Responsibilities:
Provide a presentation of the City’s mid-year financial position at the end of
December 31, 2019.
Present the budget assumptions and proposed budget for FY 2020-21 and
answer Committee Member questions; and
Forward the Committee’s comments to City Council, if applicable.
Timeline:
Staff expects this assignment can be completed during a meeting in December
2019 and March 2020.
Staff Time: Hour/s
Staff preparation of meeting agenda and minutes 2
Staff preparation of presentation 5
Staff report preparation for the Committee 10
Meeting Attendance for 3 staff members 6
Total Staff Time Required 23
6. RECEIVE A PRESENTATION OF THE CITY’S ANNUAL EMPLOYEE PENSION
PLAN ACTUARIAL VALUATION REPORTS, CONTINUE TO MONITOR
CHANGES TO PENSION PLAN PROVIDER ASSUMPTIONS AND
METHODOLOGIES, AND MAKE RECOMMENDATIONS TO THE CITY
COUNCIL WHEN APPROPRIATE
For the last 5 years, the FAC has studied the City’s employee pension plan,
and issued Memorandums with recommendations to the City Council.
The FAC will continue to study factors impacting the City’s employee pension
plan, and provide recommendations to the City Council as appropriate.
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Committee Responsibilities:
Review the June 30, 2018 CalPERS Actuarial Valuation Report (to be
received no later than February 2020); and
Prepare an updated FAC Memorandum with additional recommendations
to the City Council, as appropriate.
Staff Responsibilities:
Provide a presentation of the June 30, 2018 CalPERS Actuarial Valuation
Report and information relevant to this assignment, and answer Committee
Member questions; and
Forward the Committee’s updated Memorandum to the City Council, if
applicable.
Timeline
Staff expects this assignment can be completed during no later than February
2020.
Staff Time: Hour/s
Staff preparation of meeting agenda and minutes 2
Staff preparation of presentation 3
Staff report preparation for the Committee 5
Meeting Attendance for 2 staff members 4
Total Staff Time Required 14
7. REVIEW TREASURY ACTIVITIES AND INVESTMENT REPORTS
On March 15, 2016, the City Council approved a custodian agreement with
Vining Sparks to provide brokerage services to enable investment
diversification of the City’s portfolio. The City started to invest in CD’s late April
of 2016.
Committee Responsibilities:
Review current investments and treasury report.
Staff Responsibilities:
Prepare and present current investment portfolio and Treasury Report to
Committee.
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Timeline:
Staff expects to bring the Treasury Report and investment activities to the
Committee quarterly with the first review for quarter ending June 30th in August
2019. Then quarter ending September 30th in October 2019, quarter ending
December 31st in January 2020 and quarter ending March 31st in April 2020.
Staff Time: Hour/s
Staff preparation of 4 meeting agendas and 4 minutes 8
Staff report preparation for 4 meetings 8
Meeting Attendance for 2 staff members at 4 meetings 16
Total Staff Time Required 32
8. SUBJECT TO CITY COUNCIL DIRECTION, STUDY INFRASTRUCTURE
FUNDING FOR SIGNIFICANT PROJECTS, AND MAKE RECOMMENDATIONS
TO THE CITY COUNCIL
The City Council may direct the FAC to study infrastructure funding
alternatives, and make recommendations accordingly.
Committee Responsibilities:
Review alternatives for funding the City’s infrastructure; and
Prepare comments and recommendations to be forwarded to the City
Council, as appropriate.
Staff Responsibilities:
Present available alternatives for funding the City’s infrastructure, and
answer Committee Member questions; and
Forward the Committee’s comments and recommendations to the City
Council, if applicable.
Study Infrastructure Funding Alternatives
Staff Time: Hour/s
Staff preparation of meeting agenda and minutes 2
Staff preparation of presentation 1
Staff report preparation for the Committee 4
Meeting Attendance for 2 staff members 6
Total Staff Time Required 13
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9. RECEIVE A PRESENTATION AND MAKE RECOMMENDATIONS ON THE
CITY’S RESEARCH AND CONCLUSIONS ON THE TRANSIENT
OCCUPANCY TAX TRENDS AND OPPORTUNITIES
Committee Responsibilities:
Review and comment on the City’s research and conclusions on the
Transient Occupancy Tax trends and opportunities; and
Provide recommendations to City
Council. Staff Responsibilities:
Research Transient Occupancy Tax trends and opportunities;
Present research and conclusions.
Timeline:
The Committee’s recommendations will be submitted to City Council by
December 2019.
10. In addition to the above specific assignments, on an as-needed basis, the
FAC is prepared to review any additional projects assigned by the City
Council:
A) Receive a presentation and make recommendations on the Civic
Center Master Plan and the associated financial implications.
B) Receive a presentation and make recommendations on the City’s
Fee Study.
RECOMMENDATIONS TO THE CITY COUNCIL
As an advisory body, the FAC has the ability to bring comments, ideas, and
recommendations to the City Council for consideration. If a majority of Committee
members are in agreement and have voted accordingly to move the topic forward,
Staff will work to agendize the matter on the City Council’s calendar. The Chair
of the Committee, or his/her designee, will present the item before the City Council
at the meeting. Staff will be available to assist the Committee on preparing the staff
report and related materials for the agenda.
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INFRASTRUCTURE MANAGEMENT ADVISORY COMMITTEE
Biannual Status Report to Rancho Palos Verdes City Council
Approved by IMAC on 1/22/2020
Mission and FY 2019-20 Work Plan
o The attachment includes IMAC’s Mission Statement and Specific Assignments.
o IMAC has seven members appointed by City Council with diverse backgrounds primarily in
engineering, project management, law and economics.
o IMAC serves as a sounding board for the Public Works Department’s staff and offers
advice on proposed projects, maintenance practices and public outreach efforts.
o To accomplish each of its work plan assignments most efficiently, IMAC has organized
into several subcommittees that are consistent with the Brown Act’s requirements for
transparency.
Activities and Accomplishments
o IMAC’s primary emphasis now is on the annual review of new projects proposed for RPV’s
upcoming capital budget. With Public Works staff, IMAC continues to refine and update a
capital project matrix of proposed and ongoing projects. This facilitates monitoring
progress, consideration of risks and rewards and examination of financial and operational
feasibility.
o IMAC hears directly from Public Works project managers who describe the status of their
projects and respond to questions and suggestions.
o In August 2019, IMAC conducted a field trip, also attended by several members of the
public, to examine lift stations in the Abalone Cove Sewer District.
o As the Land Flow studies have progressed, IMAC has encouraged public statements and
questions at its own well attended regular meetings, which are communicated to the
consultants through Public Works staff.
o IMAC has devised and is implementing new approaches to publicize its meetings through
electronic notices and enhanced descriptions on the Public Works Department’s website.
As a result, IMAC has experienced increased attendance by the public.
o In November 2019, IMAC received and discussed detailed subcommittee comments to
improve the Land Flow studies, including a careful analysis of risks.
o The IMAC Maintenance Subcommittee met twice with Director of Public Works and the
Maintenance Superintendent to fully understand the City Maintenance Plan and discuss its
status. The subcommittee plans to complete the assessment in 2020.
o IMAC’s Chair and designated members attend relevant city meetings to enhance
coordination, such as Mayor’s Breakfasts, Finance and other committees.
o IMAC members support the Public Works staff by actively participating in community
events such as Whale of a Day and Fourth of July celebrations.
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INFRASTRUCTURE MANAGEMENT ADVISORY COMMITTEE
FY 2019-20 WORK PLAN
MISSION STATEMENT
The mission of the Infrastructure Management Advisory Committee (IMAC) 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. (Resolution No. 2014-45)
SPECIFIC 2019-20 ASSIGNMENTS
During the 2019-2020 fiscal year, the IMAC will continue to implement its mission, with
emphasis upon the following goals:
1. Maintain the master “needs” list of all potential capital improvement projects for
consideration and evaluation in the subsequent fiscal year as well as future fiscal
years as appropriate. This “needs” list shall be accessible to members of IMAC
via the internet or other electronic means. Continue to implement and refine the
methodology for soliciting community input regarding support for (or opposition
to) individual projects.
2. Maintain the master capital improvement project list containing current and
historical projects. This project list shall be accessible to members of IMAC via
the internet or other electronic means. Historical archive versions of the list shall
be created on a quarterly basis or more frequently if necessary.
3. Systematically review current capital improvement projects, with emphasis on
any in-process projects not performing to plan.
4. Assess the maintenance and preventative maintenance programs for public
buildings; park sites; trails; the storm water system; the sanitary sewer system
including the Abalone Cove Sewer District; street rights-of-way and traffic control
devices.
5. Provide support as desired by the City Staff or Council to the Land Flow
Subcommittee. Additionally, provide support to special projects as assigned by
the City Council.
6. Develop preliminary prioritization for undergrounding of utilities. This year’s
focus shall be on arterial roads and major rights-of-way.
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7. As desired by the City Council, provide written reports regarding IMAC
accomplishments and future plans.
RECOMMENDATIONS TO THE CITY COUNCIL
As an advisory body, the IMAC has the ability to bring comments, ideas, and
recommendations to the City Council for consideration. If a majority of Committee
members are in agreement and have voted accordingly to move the topic forward, Staff
will work to agendize the matter on the City Council’s calendar. The Chair of the
Committee, or his/her designee, will present the item before the City Council at the
meeting. Staff will be available to assist the Committee on preparing the staff report and
related materials for the agenda.
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TRAFFIC SAFETY COMMITTEE
Biannual Status Report to Rancho Palos Verdes City Council
Approved by TSC on 1/16/2020
1
A. Meetings
The TSC typically meets every other month. In the past six months, the TSC has
met three times: July 22, 2019; September 23, 2019; and November 25, 2019.
B. Looking Back
1. Selected Items Before the TSC in the Last Six Months (July to
December 2019)
FY 19-20 TSC Annual Work Plan
Implemented Internal Rules to Improve Communication with City
Council
Hawthorne Blvd & Via Rivera
Received public input, discussed, and made recommendations re:
installation of a signal light and alternative. Came before TSC
multiple times.
Crestridge Rd and Middlecrest Rd
Received public input, discussed, and made recommendations re:
installation of all-way stop signs. Came before TSC multiple times.
Crestridge Rd and Crenshaw Blvd
Received public input, discussed, and made recommendations re:
installation of no-right-on-red sign at intersection.
Crest Rd & Whitley Collins Dr
Received public input, discussed, and made recommendations re:
all-way stop signs.
PVDW from Hawthorne Blvd to Western City Border
Received public input, discussed and provided Staff with
comments.
PVDW & Berry Hill Dr
Received public input, discussed, and made recommendations re:
uncontrolled pedestrian crosswalk.
28160 PVDE
Received public input, discussed, and made recommendations re:
proposed development.
Rancho Crest HOA
Received public input, discussed, and made recommendations re:
various traffic-related requests from HOA.
2. Approach
B5-1
TRAFFIC SAFETY COMMITTEE
Biannual Status Report to Rancho Palos Verdes City Council
Approved by TSC on 1/16/2020
2
Ad Hoc
Defined as "when necessary or needed." TSC has addressed items
and community requests as they have been presented to the
committee. This is (somewhat understandably) reactive.
B. Looking Forward
1. Current Selected Items Before the TSC (January to June 2020)
Hawthorne Blvd / Frontage Rd Study
PVDS & Forrestal Dr Traffic Signal Warrant Study
Speed Study - Major Arterials
Speed Study - PVDE from Crest Rd to PVDS
2. Major Issues Facing RPV
Congestion
Speeding
3. Approach
Holistic
Defined as "concerned with wholes or with complete systems rather
than with analysis of, treatment of, or dissection into parts." This
hopefully represents a shift to the proactive.
Possible Outreach Efforts
Develop educational programs and workshops to address driver
safety and speeding, e.g., community workshops to identify
speeding hotspots, driver safety programs aimed at both younger
(e.g., high school age) and elderly drivers.
4. Monitor "Zero Fatalities Task Force"
Zero Fatalities Task Force
Assembly Bill 2363 established the Zero Traffic Fatalities Task
Force. The statutory goal of the Task Force is to develop a
structured, coordinated process to develop policies to reduce traffic
fatalities to zero and also to examine alternatives to the
85th percentile as a method for determining speed limits in
California. TSC has reached out to the Task Force and
communications with the Task Force staff suggest that its
recommendations will be to enable cities to set lower speed limits in
the interest of safety.
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TRAFFIC SAFETY COMMITTEE
FY 2019-20 WORK PLAN
MISSION STATEMENT
The mission of the Traffic Safety Committee shall be to provide community input by
advising the City Council on traffic issues, development proposals and special projects
as assigned by the City Council. Review and advise on neighborhood traffic calming
guidelines and proposed projects, and collaboratively work with staff to address residents'
requests for improving livability and drivability of neighborhood streets in Rancho Palos
Verdes. (Resolution No. 2008-77)
SPECIFIC 2019-20 ASSIGNMENTS
During the 2019-2020 fiscal year, the TSC will continue to implement its mission, with
emphasis upon the following goals:
1. Collaborate in the Plan Development for the Peninsula -Wide Safe Routes to School
Program.
a. Provide support and collaborate with Staff and the selected consulting firm
to develop a Peninsula-Wide Safe Routes to School Plan to improve
mobility and accessibility for students and their families to safely walk or
bike to school.
b. Participate in the community and stakeholder engagements/workshops to
solicit both general comments and site-specific input related to the needs
and concerns for each of the neighborhood/school area.
c. Assist with the development of a Peninsula-Wide priority project list for
each school.
2. Provide support as desired by the Staff to implement the design and construction of
the recommended improvements at various intersections alo ng Palos Verdes Drive
South and Palos Verdes Drive East.
3. Review and assess any item requested by the residents, members of the City
Council, Traffic Safety Committee, and City Manager’s Office.
4. Explore possible means, options, and opportunities to control or reduce vehicular
traffic speeds throughout Rancho Palos Verdes.
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RECOMMENDATIONS TO THE CITY COUNCIL
As an advisory body, the TSC has the ability to bring comments, ideas, and
recommendations to the City Council for consideration. If a majority of Committee
members are in agreement and have voted accordingly to move the topic forward, Staff
will work to agendize the matter on the City Council’s calendar. The Chair of the
Committee, or his/her designee, will present the item before the City Council at the
meeting. Staff will be available to assist the Committee on preparing the staff report and
related materials for the agenda.
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