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CC SR 20230718 02 - Advisory Board Accomplishments and Workplans CITY COUNCIL MEETING DATE: 07/18/2023 AGENDA REPORT AGENDA HEADING: Regular Business AGENDA TITLE: Consideration and possible action to review the work plans and biannual reports from various City advisory boards and the Planning Commission. RECOMMENDED COUNCIL ACTION: (1) Receive and file the biannual reports for the Fiscal Year 2022-23 work plans from the City's Advisory Boards and Planning Commission; and (2) Approve the work plans for the City’s Advisory Boards and Planning Commission for FY 2023-24. FISCAL IMPACT: None Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Karina Bañales, Deputy City Manager REVIEWED BY: Same as above APPROVED BY: Ara Mihranian, AICP, 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) (Forthcoming) 5. Planning Commission (page B5-1) 6. Traffic Safety Committee (page B6-1) C. Proposed work plans for FY 2023-24 1. Civic Center Advisory Committee (page C1-1) 2. Emergency Preparedness Committee (page C2-1) 3. Finance Advisory Committee (page C3-1) 4. Infrastructure Management Advisory Committee (page C4-1) (Forthcoming) 1 c,~ ~ ... "' CITY OF 1973 _2oi~ RANCHO PALOS VERDES 5. Planning Commission (page C5-1) 6. Traffic Safety Committee (page C6-1) BACKGROUND: In an effort to keep the City Council and the public informed on the activities of the City’s advisory boards/committees/commissions, City Council Policy No. 54 states that biannual status reports shall be given at a regular City Council meeting (Attachment A). As a result, the City Council has directed that these reports focus on the accomplishments of each advisory board during the preceding six-month period and should address each board’s achievements with respect to its most recent City Council-approved work plan (Attachment B). This evening, each advisory board and the Planning Commission will present its report and be allotted up to 10 minutes for its presentation. The chair, vice-chair, or another member has been asked to make each board’s/Commission’s presentation. DISCUSSION: The City has five established advisory boards and the Planning Commission 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, layout/boundary concerns, conceptual design, and other related issues. This evening, the CCAC presents its biannual report for its FY 2022-23 work plan (Attachment B1) and its proposed work plan for FY 202 3-24 (Attachment C1). Below are the new items listed in the FY 2023-24 work plan: • Receive updates and provide direction on the presentation of recommended preliminary conceptual site plan to the City Council • Participate in joint meetings with the Finance Advisory Committee (FAC) on the preliminary project budget • Help develop and participate in a comprehensive public outreach process • Provide recommendations on the development of a Master Plan including design team procurement, design development, and total project schedule 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 2 emergencies and disasters. The attached EPC Work Plan includes goals and recommendations for the current Fiscal Year 2023-24 (Attachment B1). Below are the new items listed in the FY 2023-24 work plan: • Develop, identify, and consolidate comprehensive resources for large animal and equine evacuation and Shelter-in-Place procedures for residents of Rancho Palos Verdes to be included in the city's overall emergency evacuation planning efforts. This involves engagement with local stakeholders to educate residents about necessary transportation and supplies, as well as pre-determine appropriate shelters for large animals and equines • Convene regular meetings with city staff to engage in thoughtful discussions about potential unexpected emergency events. The primary objective is to foster strategic planning and preparedness measures, integrating an all- hazards approach into the city's emergency planning efforts. Finance Advisory Committee (FAC): The FAC provides citizen input to the City Council and Staff regarding the City’s financial matters. The FAC reviews short- and long-term financial information and other financial issues as assigned by the City Council. The FAC 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. The FAC Work Plan for FY 2023-24 includes specific assignments such as reviewing employee pension plan actuarial reports, year-end unaudited actuals, studying infrastructure and capital project funding, and reviewing budget assumptions and financial models, among other things (Attachment B3). Below are the new items listed in the FY 2023-24 work plan: • Present proposed changes to the City’s Investment Policy. Present the comments and recommendations to the City Council. • Prepare a preliminary budget recommendation regarding Civic Center Master Plan including opportunities on how to finance and fund the project, potential site revenue sources, and present financial components in a joint meeting with the CCAC prior to forwarding a recommendation to the City Council. • Provide recommendations for setting aside funds for upcoming major capital improvement projects such as the Civic Center Master Plan and Portuguese Bend Landslide. FAC will review the option of setting aside $10 million presented at the City Council’s FY 2023-24 Preliminary Budget workshop. • Explore creating a framework for a financial plan to address unexpected changes in the General Fund. • Once information becomes available, discuss the financial impact on mixed development projects. 3 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. The IMAC biannual update and work plan for FY 2023-24 will be presented this evening (Attachment B4 forthcoming). Planning Commission (PC) The Planning Commission was established in accordance with the provisions of the planning and zoning law of the state, as codified in Section 2.20.010 of the Rancho Palos Verdes Municipal Code. Additionally, the Planning Commission assumes the duties of the view restoration commission and makes determinations regarding view restoration and view preservation applications (Attachment B5). Below are the new items listed in the FY 2023-24 work plan: • Clarifications to the City’s residential building height provisions. 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 TSC also reviews and advises on neighborhood traffic calming guidelines and proposed projects, and collaboratively works with Staff to address residents' requests for improving the livability and drivability of neighborhood streets in the City. The TSC Work Plan for Fiscal Year 2023-24 includes the review and assessment of traffic-related items, exploration of means and opportunities to control or reduce vehicular traffic speeds, participation in stakeholder workshops to solicit comments related to traffic concerns and potential solut ions, and development of a public outreach and education campaign to bring awareness to the danger associated with speeding. Added to the work plan in FT2023 -24 is the review of ongoing and pending traffic studies status via monthly reports provided by St aff. (Attachment B6). Attached are the approved work plans for the CCAC, EPC, FAC, IMAC, PC, and TSC. All work plans are in the standardized format developed in the last fiscal year and have been reviewed and approved by the committee s. ALTERNATIVES: In addition to the Staff recommendation, the following alternative action is available for the City Council’s consideration: 4 1. Provide direction to Staff to modify one or more of the proposed work plans, and continue this matter to a future date to be determined. 5 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. A-1 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. A-2 ADVISORY BOARD ACCOMPLISHMENTS AND WORK PLAN MISSION STATEMENT The mission of the Civic Center Advisory Committee (CCAC) 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. (Resolution No. 2017-35) SPECIFIC 2022-2023 ASSIGNMENTS Below is the CCAC biannual update listing CCAC’s accomplishments from January to June 2023 and anticipated achievements for the first six months of Fiscal Year 2023-2024. Below is a list of CCAC’s accomplishments for the period of January-June 2023. February 2023 • Received a presentation on the rejection of the land swap site plan by the General Services Administration. • Recommended submission of application forms and site plan to the Department of Justice (DOJ) and Federal Emergency Management Administration (FEMA) • Received a report on Civic Center Geotechnical Investigation Report • Provided feedback on proposed FY 23-24 Civic Center goals April 2023 • Received presentation of updated Civic Center timeline from 1973 to present • Gave feedback on talking points addressing reasons why the City is pursuing a new City Hall. June 2023 • Presented feedback on revised talking points • Reviewed and provided feedback on 23-24 work plan • Reviewed and provided feedback on Civic Center Master Plan project development. NEXT SIX-MONTH REPORTING PERIOD In the next six-month reporting period, the Committee expects to work on a range of tasks that are aligned with the draft CCAC FY 2023-24 work plan. Per previous CCAC direction, the tasks are divided into four categories: Budget/Project Development, Partnership Outreach, Public Outreach, and Ongoing Assignments. B1-1 C;~ + CITY OF : RANCHO PALOS VERDES 191'3 201.') CIVIC CENTER ADVISORY COMMITTEE CIVIC CENTER ADVISORY COMMITTEE Accomplishments and Work Plan Budget/Project Development 1. Receive updates and provide direction, in conjunction with the project manager and Staff on the presentation of recommended conceptual site plan to City Council. 2. Receive updates and provide recommendations on the development of the Master Plan, design team procurement, and design development. This effort will include reviewing a total project schedule which will serve as a guide for the project moving forward. 3. Receive updates on project budget range and financial alternatives. Participate in joint budgetary sessions with the Finance Advisory Committee (FAC). 4. Explore possible uses for the Battery Barnes property and the Nike Missile silos. Partnership Outreach 5. Based on direction from the City Council, explore potential partnerships and coordinate appropriate usage with other civic, business, and non-profit organizations. 6. Receive updates and provide recommendations on ongoing outreach to the Federal Emergency Management Agency (FEMA) and Department of Justice (DOJ) regarding placement of public safety components. 7. Work with Staff to pursue the acquisition of the Coast Guard property on the western end of the property for inclusion in the Master Plan. Public Outreach 8. In conjunction with the Project Manager and Staff, develop and participa te in a robust and comprehensive public outreach process in conjunction with Staff. Outreach effort to include but not be limited to community workshops, meetings with HOAs, stakeholders, City Staff, & consultant team; public tours, Listserv messages, newsletter articles, CCAC presence at public events, press coverage, RPVTV features, RPV website updates, and social media outlets such as Facebook and Nextdoor. Ongoing Assignments 9. Produce bi-annual reports to the City Council on CCAC progress. B1-2 (; .. + .. CITY OF RANCHO PALOS VERDES l9>3 . ADVISORY BOARD ACCOMPLISHMENTS AND WORK PLAN MISSION STATEMENT The mission of the Emergency Preparedness Committee (EPC) is 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) PAST SIX MONTHS ACCOMPLISHMENTS Below is a list of the EPC’s accomplishments in Q3 and Q4 of Fiscal Year 2022-23: January 2023: - Received an update on the Know Your Zone/PVPReady.gov Evacuation Platform, and recommended outreach strategies to enhance neighborhood safety and promote emergency preparedness through public education campaigns. - Received an update and presentation from the EPC Subcommittee on monitoring and supporting forthcoming home and community hardening standards for insurance companies. February 2023: - Provided recommendations for EPC-related issues to include in the City Council goals for FY 23/24. - Collaborated with staff on a report to the City Council on February 21, 2023, regarding resources available for wildfire residential property insurance coverage for Rancho Palos Verdes residents. March 2023: - Attended the March CHOA Membership Meeting and met with representatives to discuss goals, objectives, and issues of common interest related to emergency preparedness. - Received an update on the implementation of EPC Woolsey Fire After Action Report (AAR) recommendations. - Received an update on Wireless Service Providers Emergency Operations Plans filings with the California Public Utilities Commission (CPUC). April 2023: - EPC members hosted an emergency preparedness informational booth, distributed resources, and provided education on preparedness, during the City's annual Whale of a Day celebration. B2-1 RANCHO PALOS VERDES EMERGENCY PREPAREDNESS ADVISORY COMMITTEE EMERGENCY PREPAREDNESS ADVISORY COMMITTEE FY2022-23 Accomplishments and Work Plan May 2023: - Received updates and provided recommendations on the status of the Peninsula- wide Wildfire Detection Camera project. - Discussed sending a residential fire insurance information letter to households and surveying residents about the affordability and availability of homeowner insurance for City Council consideration. June 2023: - Participated in the Annual Palos Verdes Street & Music Fair, hosting an informational booth and providing resources and information about the Know Your Zone initiative, emergency preparedness literature, and other educational materials. July 2022 - Participated in the City’s annual Fourth of July celebration, by hosting an emergency preparedness informational booth, distributing emergency preparedness resources, and educating residents on the best ways to be prepared. B2-2 ,? ~ ~ CITY OF RANCHO PALOS VERDES ADVISORY BOARD ACCOMPLISHMENTS AND 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 2022-23 ASSIGNMENTS 1. Review and provide feedback/recommendations regarding the next FAC Work Plan. 2. Review and provide feedback/recommendations regarding the FAC Biannual Report to the City Council. 3. 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. 4. Receive a presentation on the City’s current fiscal year-end unaudited actuals. 5. Receive a presentation of the City’s Annual Comprehensive Financial Report (ACFR) prepared annually, including the audit report. 6. Receive a presentation on the current fiscal year’s midyear review, next fiscal year’s budget assumptions, and the Financial Model. 7. Receive a quarterly presentation on the Treasury activities and investment reports. 8. Review and provide feedback/recommendations on the City’s Investment Policy. 9. Provide feedback/recommendations regarding Civic Center Master Plan which include: A. Preparing a budget including opportunities on how to finance and fund the project; B. Identify potential site revenue sources; and C. Present budget and financial components in a joint meeting with the Civic Center Advisory Committee prior to forwarding a recommendation to the City Council. 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 such as: A. Discuss and prepare a cash flow sensitivity analysis of the three big capital projects (Civic Center, Ladera Linda Community Park, and Portuguese Bend Landslide Mitigation). B3-1 (;~ ~ CITY OF : RANCHO PALOS VERDES '9 ;,3 _201.') FINANCE ADVISORY COMMITTEE FINANCE ADVISORY COMMITTEE Accomplishments and Work Plan B. Receive a presentation on the financing options for the Civic Center and the Portuguese Bend Landslide Project and make recommendations to the City Council when appropriate. C. Prepare an elasticity analysis of the Transient Occupancy Tax (TOT) revenue. D. Discuss the feasibility of the current and future impact of funding incremental public safety increases through TOT. E. Review and provide feedback for the City’s updated American Rescue Plan Act spending plan. F. Form a trilateral committee with Civic Center Advisory Committee (CCAC) and Infrastructure Management Advisory Committee (IMAC). SUMMARY OF STAFF TIME A summary of the total Staff time estimated for the assignments outlined in this Work Plan are as follows: Assignment No.Potential Meeting Date Staff Support Hours Review and provide feedback/recommendations regarding the Work Plan.1 May/June 5 Review and provide feedback/recommendations regarding the Biannual Report.2 December/May 5 Receive a presentation of the pension report (AVR) and provide recommendations when appropriate. 3 August/September 10 Receive a presentation of the year-end unaudited actuals (current fiscal year).4 December 10 Receive a presentation of the ACFR and audit report (current fiscal year).5 January/February 10 Receive a presentation of the mid-year financials (current fiscal year), Budget Assumptions (next fiscal year), and Financial Model.6 March 25 Receive a quarterly presentation on the Treasury activities and investment reports .7 August, October, January, April 20 Review and provide feedback/recommendations on the City's Investment Policy.8 May/June 10 Provide feedback/recommendations regarding Civic Center Master Plan which include: preparing a budget including opportunities on how to finance and fund the project; identify potential site revenue sources; and present budget and financial components in a joint meeting with the Civic Center Advisory Committee prior to forwarding a recommendation to the City Council. 9 TBD 60 Additional assignments (cumulative waterfall analysis, financing options for the Civic Center and Portuguese Bend Landslide Remediation, elasticity analysis of TOT revenue, ARPA spending plan, and feasibility of funding incremental public safety increase through TOT). 10 TBD 150 Total Staff Time 305 B3-2 PAST SIX MONTHS ACTIVITIES AND ACCOMPLISHMENTS The following are the FAC’s activities and accomplishments from January 2023 through June 2023: • Provided recommendations for the City Council to consider making Additional Discretionary Payments (ADPs) towards the City’s Unfunded Accrued Liability (UAL). • Received, reviewed, and discussed the amended FY 2022-23 Work Plan to add future activities related to the Civic Center Master Plan. • Received the FY 2023-24 Budget Calendar. • Received, reviewed, and discussed an update on the FY 2022-23 City Council Goals and supported the FY 2023-24 goals. • Received, reviewed, and discussed a presentation on the current fiscal year’s midyear review, next fiscal year’s budget assumptions, and the Financial Model. • Received, reviewed, and discussed a presentation on the Treasury activities and investment reports. • Received, reviewed, and discussed a presentation of American Rescue Plan Act (ARPA) project funding allocations; and tracked and re-allocated funds to meet ARPA deadline criteria. • Received, reviewed, and discussed a report of the City’s Annual Comprehensive Financial Report (ACFR) and the audit report. • Prepared the FY 2023-24 Work Plan. • Prepared the Biannual Report to be presented to the City Council in June/July. • Reviewed and provided feedback/recommendations on the City’s Investment Policy. NEXT SIX MONTHS REPORTING PERIOD In the next six months, FAC’s FY 2023-24 Work Plan includes: • Receive staff presentation and discuss the PV Community Foundation- council resolution, goals, roles, staffing, plans, initiatives, projections, timelines, etc.; and contribution/development plan for Civic Center Master Plan. • Provide feedback/recommendations regarding Civic Center Master Plan which includes: A. Preparing a budget including opportunities on how to finance and fund the project; B. Identify potential site revenue sources; and C. Present budget and financial components in a joint meeting with the Civic Center Advisory Committee prior to forwarding a recommendation to the City Council. • Provide feedback/recommendations for setting aside funds for upcoming major capital improvement projects such as the Civic Center Master Plan and Portuguese Bend Landslide. FAC will review the options that staff presented at the City Council’s FY 2023-24 Preliminary Budget workshop. • Receive a presentation regarding the City's FY 2023-24 Investment Policy and provide final recommendations to the City Council. B3-3 • Discuss and prepare a cash-flow sensitivity analysis of the three big capital projects (Civic Center, Ladera Linda Community Park, and Portuguese Bend Landslide Mitigation). • Sub-group formed to explore creating a framework for a financial plan to address unexpected changes in the General Fund. • Once information becomes available, discuss the financial impact on mixed development projects. • Receive, review, and discuss presentation on the Treasury activities and investment reports. • Receive, review, and discuss presentation of the City’s annual employee pension plan actuarial valuation reports. • Receive a presentation of the FY 2022-23 year-end unaudited actuals. • Receive, review, and discuss presentation of American Rescue Plan Act (ARPA) project funding allocations; track and re-allocate funds to meet ARPA deadline criteria. • Prepare the Biannual Report to be presented to the City Council in December/January. In addition to the biannual report presented, FAC includes the following areas of interest for City Council- Opportunities, Challenges, and Observations, and Open Items/Requests. CITY COUNCIL FOCUS AREAS: Opportunities • More robust resident commitment and engagement on the big capital projects such as Civic Center and Portuguese Bend Landslide Remediation. • FAC early participation in the scope and budget for the proposed Civic Center could lead to lower financing cost and philanthropic opportunities. • Leverage civic philanthropic opportunities to complement traditional funding sources. • Explore operating expense leverage options through collaboration/shared services with Palos Verdes Peninsula cities (e.g., Public Works, Community Development, Recreation and Parks, etc.). • Review standard procedures for providing budget for financing to provide greater time to allocate resources for each capital project. Challenges • Vulnerability of Capital Improvement Plan (CIP) given TOT is the primary single funding source. • Absence of Public Safety dedicated and sustainable funding source/ model. • Minimal resident engagement and mandate for the big capital projects such as Civic Center and Portuguese Bend Landslide Remediation. • CalPERS investment results and impact on the City’s unfunded accrued liability (UAL). Open Items & Requests B3-4 • Receive staff presentation and discuss the RPV Community Foundation- Council resolution, goals, roles, staffing, plans, initiatives, projections, timelines, etc., and plan for Civic Center. B3-5 ACCOMPLISHMENTS AND WORK PLAN MISSION STATEMENT The seven-member Planning Commission makes decisions on specific private land use planning applications such as subdivision maps, variances, and conditional use permits; reviews environmental assessments, such as Environmental Impact Reports and Negative Declarations; makes decisions on neighborhood compatibility, site plan and grading applications when discretionary approval is required by the Planning Commission; makes decisions on view restoration permits; and considers appeals of Staff decisions on land use planning applications. Below is the Planning Commission’s biannual update listing its duties, and accomplishments from July 2022 to June 2023. SPECIFIC DUTIES OF THE PLANNING COMMISSION 1. Review individual land use development projects for consistency with the General Plan, the zoning ordinance, and other land use policies and regulations. 2. Review and act upon conditional use permits. 3. Review and make recommendations to the City Council for code amendments and updates to the zoning ordinances. 4. Review progress toward implementing the goals and policies of the City’s General Plan. 5. Review the annual progress report on the City’s status and progress in implementing its Housing Element. 6. Perform an annual review of the City's Capital Improvement Program for its consistency with the General Plan. 7. Undertake special projects and planning studies as needed. SUMMARY OF SPECIFIC 2022-23 ASSIGNMENTS • Conducted 8 hybrid Planning Commission meetings to consider land use development applications including, but not limited to: o Height Variation Permit (3 applications); o Grading Permit (3 applications); o Coastal Development Permit (1 application); o Variance (3 applications); o Major Site Plan Review (3 applications); o View Restoration Permit (1 application); and o Conditional Large Domestic Animal Permit (1 application) • Reviewed 2022 Annual Progress Reports for General Plan and Housing Element B5-1 c,~ ... CITY OF : RANCHO PALOS VERDES 19:J'3 20').') PLANNING COMMISSION Planning Commission Accomplishments and Work Plan • Reviewed FY 2023-24 Public Works Capital Improvement Plan • Selected new member to the Planning Commission’s Zoning Code Update Subcommittee • Completed 1 subcommittee meetings regarding the proposed Antenna Ordinance Code Amendment B5-2 ,/ + ... CITY OF RANCHO PALOS VERDES 'P:,,3 201,") Page 1 of 2 ADVISORY BOARD ACCOMPLISHMENTS AND WORK PLAN MISSION STATEMENT The mission of the Traffic Safety Committee (TSC) is 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 2022-2023 ASSIGNMENTS Below is the TSC biannual update listing TSC’s accomplishments from January to June 2023. Below is a list of TSC’s accomplishments in Q1 through Q4 of Fiscal Year 2022-2023: 1. Reviewed a petition to establish a Neighborhood Permit Parking Program on certain streets in the Seacove neighborhood south of Palos Verdes Drive South and recommended to the City Council that it approves the permit parking program. 2. Provided input and feedback on traffic calming measures for the Dodson Middle School area recommended by a traffic engineering consultant. 3. Recommended the implementation of traffic calming, active monitoring, and sight distance improvement measures described in GTS’ report titled “Draft Hawthorne Blvd. at Eddinghill Dr. Left Turn Phase Analysis”. The committee also recommended Staff investigate technology of the traffic signal lights to verify brightness, verify if the signal meets current criteria, and to make any necessary upgrades. 4. Recommended the implementation of monthly status reports on on-going traffic studies and quick traffic analyses titled “Quick Traffic Analysis Status Report” and “Traffic Studies Status Report”. 5. Provided guidance, input, and feedback to Staff on various traffic related issues throughout the City. 6. Provided recommendations for the implementation of traffic calming improvement measures for Miraleste Drive and Palos Verdes Drive East. 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 B6-1 c,~ ... CITY OF : RANCHO PALOS VERDES 19:J'3 20').') TRAFFIC SAFETY ADVISORY COMMITTEE TRAFFIC SAFETY ADVISORY COMMITTEE Accomplishments and Work Plan 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. B6-2 ~~ ~ CITY OF : RANCHO PALOS VERDES I FY 2023-24 WORK PLAN DRAFT SUMMARY OF SPECIFIC 2023-24 ASSIGNMENTS During Fiscal Year 2023-24, the CCAC will continue to implement its mission, with emphasis upon the following goals: 1. Receive updates and provide direction, in conjunction with the project manager and Staff on presentation of recommended preminary conceptual site plan to City Council. 2. Receive updates and provide recommendations on development of Master Plan, design team procurement, and design development. This effort will include reviewing a total project schedule which will serve as a guide for the project moving forward. 3. Receive update on project budget range and financial alternatives. Participate in joint meetings with the Finance Advisory Committee (FAC) on the preliminary budget for the proposed master plan. 4. Based on direction from the City Council, explore potential partnerships and coordinate appropriate usage with other civic, business, and nonprofit organizations. 5. Receive updates and provide recommendations on ongoing outreach to the Federal Emergency Management Agency (FEMA) and Department of Justice (DOJ) regarding placement of public safety components. 6. Develop and participate in robust and comprehensive public outreach process in conjunction with Staff and the project consultant. The outreach effort is to include but not be limited to community workshops, meetings with homeowner associations, stakeholders, City Staff, and the consultant team; public tours, listserv messages, newsletter articles, CCAC presence at public events, press coverage, RPVtv features, RPV website updates, and social media outlets such as Facebook and Nextdoor. Review previous outreach process and outcomes to date. Assess the effectiveness and extent of engagement with disadvantaged and underrepresented communities. This task will also include meetings/interviews with Staff, a review of outreach materials, and coordination with the design team. Develop a draft strategy to ensure future engagement of the community. Meet with Staff to review and discuss ideas and approach. Refine strategy as appropriate. Prepare short engagement plan to implement. Plan to include stakeholder analysis,develop/expand stakeholder list, focusing on disadvantaged/underrepresented communities via chur ches, C1-1 c,+ + .. CITY OF RANCHO PALOS VERDES '9 ;,3 2. 01.~ CIVIC CENTER ADVISORY COMMITTEE CIVIC CENTER ADVISORY COMMITTEE FY2023-24 Draft Work Plan organizations, etc. Additional components: key messages, engagement tactics, social media, notification tools, and timeline. Update as necessary throughout the project. Design and host a standalone project webpage to link to City’s website. The website is to include a description, map, outreach opportunities, project history and a sign-up to be included in the distribution list. Upload new materials as appropriate and include hosting and database management. Create and maintain a social media content calendar to promote project understanding and engagement opportunities (Twitter, Facebook). Use boosted posts as appropriate to reach target audience and provide graphics for consideration. 7. Work with Staff to pursue acquisition of the Coast Guard property (Battery Barnes) on the western end of the property for inclusion in the Master Plan. 8. Explore possible uses for the Battery Barnes property and the Nike missile silo. 9. 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. 10. Produce biannual reports to City Council on CCAC progress. As desired by the City Council, provide additional written and oral reports regarding CCAC accomplishments and future plans. SUMMARY OF STAFF TIME A summary of the total staff time estimated for the assignments outlined in this work plan are as follows: Assignment No. Potential Meeting Date Staff Support Hours Receive updates and provide direction, in conjunction with the project manager and Staff on presentation of recommended conceptual site plan to City Council. 1 July-September 15 Receive updates and provide recommendations on development of Master Plan, design team procurement, and design development. This effort 2 As Needed 40 C1-2 " ... ~ CITY OF : RANCHO PALOS VERDES 1 9}'3 CIVIC CENTER ADVISORY COMMITTEE FY2023-24 Draft Work Plan will include reviewing a total project schedule which will serve as a guide for the project moving forward. Receive update on project budget range and financial alternatives. Participate in joint budgetary session with the Finance Advisory Committee (FAC). 3 July-August 15 Assignment No. Potential Meeting Date Staff Support Hours Based on direction from the City Council, explore potential partnerships and coordinate appropriate usage with other civic, business, and nonprofit organizations. 4 As Needed 10 Receive updates and provide recommendations on ongoing outreach to the Federal Emergency Management Agency (FEMA) and Department of Justice (DOJ) regarding placement of public safety components. 5 As needed 10 Develop and participate in robust and comprehensive public outreach process in conjunction with Staff and the project consultant. The outreach effort is to include but not be limited to community workshops, meetings with homeowner associations, stakeholders, City Staff, and the consultant team; public tours, listserv messages, newsletter articles, CCAC presence at public events, press coverage, RPVtv features, RPV website updates, and social media outlets such as 6 January-July as needed 40 C1-3 " ... ~ CITY OF : RANCHO PALOS VERDES 1 9}'3 CIVIC CENTER ADVISORY COMMITTEE FY2023-24 Draft Work Plan Facebook and Nextdoor. Work with Staff to pursue acquisition of the Coast Guard property (Battery Barnes) on the western end of the property for inclusion in the Master Plan. 7 As needed 10 Explore possible uses for the Battery Barnes property and the Nike missile silo. 8 As needed 5 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. 9 As needed TBD Produce biannual reports to City Council on CCAC progress. As desired by the City Council, provide additional written and oral reports regarding CCAC accomplishments and future plans. 10 December 2022 5 Total 150 RECOMMENDATIONS TO THE CITY COUNCIL As an advisory body, the CCAC has the ability to bring comments, ideas, and recommendations regarding the Civic Center Master Plan project 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. C1-4 " ... ~ CITY OF : RANCHO PALOS VERDES 1 9}'3 ADVISORY BOARD ACCOMPLISHMENTS AND WORK PLAN TASKS FOR THE FIRST SIX MONTHS OF FY 2023-24 In the next six-month reporting period, the Committee expects to continue its work on the following tasks: 1. Integrate key lessons drawn from recent severe wildfire and emergency incidents into the city's emergency planning, with a particular emphasis on enhancing emergency communication and resources. This involves the EPC identifying potential challenges and advising the City Council on recommended mitigation measures and response actions. 2. Monitor, support, and educate residents on the current home and community hardening standards established by the County of Los Angeles Fire Department's brush clearance inspection program, as well as the California Department of Insurance's recommended insurance pricing regulation that promotes wildfire safety efforts. 3. Collaborate with local homeowners' associations, CHOA, Neighborhood Watch, small residential community groups, and other relevant entities to fortify neighborhood safety and boost emergency preparedness. This process entails educating residents on comprehensive emergency preparedness planning, conducting mock or simulated emergency drills, gleaning key lessons learned from these drills, and integrating best practices for emergency communication. SUMMARY OF SPECIFIC 2023-24 ASSIGNMENTS 1. Integrate key lessons learned from recent severe wildfire and emergency incidents into the city's emergency planning efforts, with a particular emphasis on enhancing emergency communication and resources. This involves the EPC identifying potential challenges and advising the City Council on recommended mitigation measures and response actions. 2. Collaborate with local homeowners' associations, CHOA, Neighborhood Watch, small residential community groups, and other relevant entities to fortify neighborhood safety and boost emergency preparedness. This process entails educating residents on comprehensive emergency preparedness planning, conducting mock or simulated emergency drills, gleaning key lessons learned from these drills, and integrating best practices for emergency communication. 3. Monitor, support, and educate residents on the current home and community hardening standards established by the County of Los Angeles Fire Department's brush clearance inspection program, as well as the California Department of Insurance's recommended insurance pricing regulation for insurance companies that promotes residential wildfire mitigation efforts. C2-1 (j ~ ... ., CITY OF ANCHO PALOS VERDES EMERGENCY PREPAREDNESS ADVISORY COMMITTEE EMERGENCY PREPARDNESS ADVISORY COMMITTEE Accomplishments and Work Plan 4. Implement a standing agenda item regarding monthly messaging to residents, focusing on distributing relevant emergency preparedness information and educational materials effectively. 5. Develop, identify, and consolidate comprehensive resources for large animal and equine evacuation and Shelter-in-Place procedures for residents of Rancho Palos Verdes to be included in the city's overall emergency evacuation planning efforts. This involves engagement with local stakeholders to educate residents about necessary transportation and supplies, as well as pre-determine appropriate shelters for large animals and equines. 6. Enhance the City’s emergency preparedness webpage by adding value and improving accessibility, including the development of an emergency status webpage for residents to easily access before, during, and after emergency situations. This effort involves promoting increased registrations for Alert SouthBay and MyRPV, as well as endorsing the "Know Your Zone" educational outreach campaign to educate residents about established evacuation zones in Rancho Palos Verdes. 7. Monitor, support, and develop detailed recommendations for wildfire hardening accomplished by incorporation of the following mitigation strategies: 1. Continue monitoring of state-level actions to ensure compliance with the CPUC decision that implements wireless provider resiliency strategies for both wireline and wireless providers. 2. Scheduling specific topic presentations to the EPC and/or City Council with subject matter experts from utility companies, as relevant; 3. Identify, promote, and educate residents on backup power residential resources. 4. Pre-identify fire-hardened public access buildings and strategically located open space areas to serve as shelters for residents during a mass evacuation or the need to shelter in place, providing mass care services and accommodations for both large animals and equines. 8. Promote grants, tax incentives, and legislation to encourage residents interested in fire-hardening their homes and neighborhoods. This includes working with staff to identify and actively advocate for legislation that advances the creation of these grant programs, which would facilitate initiatives such as home hardening, hazardous vegetation management, and wildfire mitigation and response efforts. 9. Review and participate in CAL Fire’s updating of Fire Hazard Severity Zones (FHSZ) Local Responsibility Area maps for Rancho Palos Verdes. 10. Identify and promote existing Los Angeles County Fire Department Community Emergency Response Team (CERT) training programs for residents. C2-2 RANCHO PALOS VERDES EMERGENCY PREPARDNESS ADVISORY COMMITTEE Accomplishments and Work Plan 11. Convene regular meetings with city staff to engage in thoughtful discussions about potential unexpected emergency events. The primary objective is to foster strategic planning and preparedness measures, integrating an all-hazards approach into the city's emergency planning efforts. SUMMARY OF STAFF TIME A summary of the total staff time estimated for the assignments outlined in this work plan is as follows: Assignment Est. Hours Est. $$ 1. Integrate key lessons learned from recent severe wildfire and emergency incidents into the city's emergency planning efforts, with a particular emphasis on enhancing emergency communication and resources. This involves the EPC identifying potential challenges and advising the City Council on recommended mitigation measures and response actions. As Needed $10,0 00 2. Collaborate with local homeowners' associations, CHOA, Neighborhood Watch, small residential community groups, and other relevant entities to fortify neighborhood safety and boost emergency preparedness. This process entails educating residents on comprehensive emergency preparedness planning, conducting mock or simulated emergency drills, gleaning key lessons learned from these drills, and integrating best practices for emergency communication. As Needed N/A 3. Monitor, support, and educate residents on the current home and community hardening standards established by the County of Los Angeles Fire Department's brush clearance inspection program, as well as the California Department of Insurance's recommended insurance pricing regulation for insurance companies that promotes residential wildfire mitigation efforts. As Needed $500 4. Implement a standing agenda item regarding monthly messaging to residents, focusing on distributing relevant emergency preparedness information and educational materials effectively. 24 N/A 5. Develop, identify, and consolidate comprehensive resources for large animal and equine evacuation and Shelter-in-Place procedures for residents of Rancho Palos Verdes to be included in the city's overall emergency evacuation planning efforts. This involves engagement with local stakeholders to educate residents about necessary transportation and supplies, as well as pre-determine appropriate shelters for large animals and equines. TBD TBD 80 N/A C2-3 RANCHO PALOS VERDES EMERGENCY PREPARDNESS ADVISORY COMMITTEE Accomplishments and Work Plan 6. Enhance the City’s emergency preparedness webpage by adding value and improving accessibility, including the development of an emergency status webpage for residents to easily access before, during, and after emergency situations. This effort involves promoting increased registrations for Alert SouthBay and MyRPV, as well as endorsing the "Know Your Zone" educational outreach campaign to educate residents about established evacuation zones in Rancho Palos Verdes. 7. Monitor, support, and develop detailed recommendations for wildfire hardening accomplished by incorporation of the following five mitigation strategies: 1. Continue monitoring of state-level actions to ensure compliance with the CPUC decision that implements wireless provider resiliency strategies for both wireline and wireless providers. 2. Scheduling specific topic presentations to the EPC and/or City Council with subject matter experts from utility companies, as relevant; 3. Identify, promote, and educate residents on backup power residential resources. 4. Pre-identify fire-hardened public access buildings and strategically located open space areas to serve as shelters for residents during a mass evacuation or the need to shelter in place, providing mass care services and accommodations for both large animals and equines. 40 TBD 5. Promote grants, tax incentives, and legislation to encourage residents interested in fire-hardening their homes and neighborhoods. This includes working with staff to identify and actively advocate for legislation that advances the creation of these grant programs, which would facilitate initiatives such as home hardening, hazardous vegetation management, and wildfire mitigation and response efforts. As Needed N/A 6. Review and participate in CAL Fire’s updating of Fire Hazard Severity Zones (FHSZ) Local Responsibility Area maps for Rancho Palos Verdes. TBD N/A 7. Identify and promote existing Los Angeles County Fire Department Community Emergency Response Team (CERT) training programs for residents. 35 TBD 8. Convene regular meetings with city staff to engage in thoughtful discussions about potential unexpected emergency events. The primary objective is to foster strategic planning and preparedness measures, integrating an all-hazards approach into the city's emergency planning efforts. As Needed N/A Total $10,500 RECOMMENDATIONS TO THE CITY COUNCIL C2-4 RANCHO PALOS VERDES EMERGENCY PREPARDNESS ADVISORY COMMITTEE Accomplishments and Work Plan As an advisory body, the EPC can bring comments, ideas, and recommendations to the City Council for consideration. If a majority of Committee members agree 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 their designee, will present the item before the City Council at the meeting. In addition, Staff will be available to assist the Committee in preparing the staff report and related materials for the agenda. C2-5 RANCHO PALOS VERDES FINANCE ADVISORY COMMITTEE FY2023-24 aft Work Plan FY 2023-24 WORK PLAN DRAFT SUMMARY OF SPECIFIC 2023-24 ASSIGNMENTS 1. Review and provide feedback/recommendations regarding the next FAC Work Plan. 2. Review and provide feedback/recommendations regarding the FAC Biannual Report to the City Council. 3. 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. 4. Receive a presentation on the City’s current fiscal year-end unaudited actuals. 5. Receive a presentation of the City’s Annual Comprehensive Financial Report (ACFR) prepared annually, including the audit report. 6. Receive a presentation on the current fiscal year’s midyear review, next fiscal year’s budget assumptions, and the Financial Model. 7. Receive a quarterly presentation on the Treasury activities and investment reports. 8. Review and provide feedback/recommendations on the City’s Investment Policy. 9. Provide feedback/recommendations regarding Civic Center Master Plan which include: A. Preparing a budget including opportunities on how to finance and fund the project; B. Identify potential site revenue sources; and C. Present budget and financial components in a joint meeting with the Civic Center Advisory Committee prior to forwarding a recommendation to the City Council. 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 such as: A. Discuss and prepare a cash flow sensitivity analysis of the three big capital projects (Civic Center, Ladera Linda Community Park, and Portuguese Bend Landslide Mitigation). B. Provide feedback/recommendations for setting aside funds for upcoming major capital improvement projects such as the Civic Center Master Plan and Portuguese Bend Landslide. FAC will review the options that staff presented at the City Council’s FY 2023-24 Preliminary Budget workshop. C. Receive a presentation on the financing options for the Civic Center and the Portuguese Bend Landslide Project and make recommendations to the City Council when appropriate. D. Explore creating a framework for a financial plan to address unexpected changes in the General Fund. C3-1 ~ .. + CITY OF : RANCHO PALOS VERDES l973 _ FINANCE ADVISORY COMMITTEE FINANCE ADVISORY COMMITTEE FY2023-24 aft Work Plan E. Once information becomes available, discuss the financial impact on mixed development projects. F. Discuss the feasibility of the current and future impact of funding incremental public safety increases through TOT. G. Review and provide feedback for the City’s updated American Rescue Plan Act spending plan. H. Form a trilateral committee with Civic Center Advisory Committee (CCAC) and Infrastructure Management Advisory Committee (IMAC). SUMMARY OF STAFF TIME A summary of the total Staff time estimated for the assignments outlined in this Work Plan are as follows: Note: The Staff time estimated herein is exclusive of the time to prepare work product for the City Council. Assignment No.Potential Meeting Date Staff Support Hours Review and provide feedback/recommendations regarding the Work Plan.1 May/June 5 Review and provide feedback/recommendations regarding the Biannual Report.2 December/May 5 Receive a presentation of the pension report (AVR) and provide recommendations when appropriate. 3 August/September 10 Receive a presentation of the year-end unaudited actuals (current fiscal year).4 December 10 Receive a presentation of the ACFR and audit report (current fiscal year).5 January/February 10 Receive a presentation of the mid-year financials (current fiscal year), Budget Assumptions (next fiscal year), and Financial Model.6 March 25 Receive a quarterly presentation on the Treasury activities and investment reports .7 August, October, January, April 20 Review and provide feedback/recommendations on the City's Investment Policy.8 May/June 10 Provide feedback/recommendations regarding Civic Center Master Plan which include: preparing a budget including opportunities on how to finance and fund the project; identify potential site revenue sources; and present budget and financial components in a joint meeting with the Civic Center Advisory Committee prior to forwarding a recommendation to the City Council. 9 TBD 60 Additional assignments as listed in Work Plan #10 10 TBD 150 Total Staff Time 305 C3-2 ~ .. + CITY OF : RANCHO PALOS VERDES l973 _ FINANCE ADVISORY COMMITTEE FY2023-24 aft Work Plan SPECIFIC 2023-24 ASSIGNMENTS 1. REVIEW AND PROVIDE FEEDBACK/RECOMMENDATIONS REGARDING THE NEXT FINANCE ADVISORY COMMITTEE WORK PLAN. FAC 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. • Present the final Work Plan to the City Council. Timeline: Staff expects that this presentation will take place at a meeting in May/June. 2. REVIEW AND PROVIDE FEEDBACK/RECOMMENDATIONS REGARDING FINANCE ADVISORY BIANNUAL REPORT TO THE CITY COUNCIL. FAC Biannual Report is a document that summarizes accomplishments of the Committee Members in January through June and July through December . Staff Responsibilities: • Prepare a draft biannual report for Committee Members to review and provide feedback/recommendations; and • Present report with the Chair or assigned Committee Member to the City Council. Timeline: Staff expects that this presentation will take place at a meeting in December and May . 3. 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. The FAC will continue to study factors impacting the City’s employee pension plan and provide recommendations to the City Council as appropriate. C3-3 ~ .. + CITY OF : RANCHO PALOS VERDES l973 _ FINANCE ADVISORY COMMITTEE FY2023-24 aft Work Plan Committee Responsibilities: • Review the current CalPERS Actuarial Valuation Report (to be received no later than February). • Prepare an updated FAC Memorandum with additional recommendations to the City Council, as appropriate. Staff Responsibilities: • Provide a presentation of the current CalPERS Actuarial Valuation Report and information relevant to this assignment, and answer Committee Member questions. • Forward the Committee’s updated Memorandum to the City Council, if applicable. Timeline: Staff expect that this presentation will take place at a meeting in August/September. 4. RECEIVE A PRESENTATION OF THE CITY’S CURRENT FISCAL YEAR-END UNAUDITED ACTUALS. 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. 5. RECEIVE A PRESENTATION OF THE CITY’S ANNUAL COMPREHENSIVE FINANCIAL REPORT (ACFR) PREPARED ANNUALLY, INCLUDING THE AUDIT REPORT. The Annual Comprehensive Financial Report (ACFR) is an annual report that includes the City’s audited financial statements, as well as other financial and C3-4 ~ .. + CITY OF : RANCHO PALOS VERDES l973 _ FINANCE ADVISORY COMMITTEE FY2023-24 aft Work Plan statistical information. The 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 ACFR and accompanying staff report to the Committee and answer Committee Member questions. Timeline: Staff expect that this presentation will take place during a meeting in January/February. 6. RECEIVE A PRESENTATION OF THE CURRENT FISCAL YEAR’S MID-YEAR REVIEW, NEXT FISCAL YEAR’S BUDGET ASSUMPTIONS AND THE FINANCIAL MODEL. 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. The Financial Model (the “Model”) is a financial schedule which is annually prepared by Staff, as required by City Council Policy No. 18. The 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 up to ten years’ time. 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 current fiscal year’s mid-year review. • Review and comment on next year’s budget assumptions and proposed budget. • Review and comment on the Financial Model. Staff Responsibilities: • Provide a presentation of the City’s current fiscal year’s mid-year financial position. • Present the budget assumptions and proposed budget for the next year and answer Committee Member questions. • Present the Financial Model. C3-5 ~ .. + CITY OF : RANCHO PALOS VERDES l973 _ FINANCE ADVISORY COMMITTEE FY2023-24 aft Work Plan • Forward the Committee’s comments to the City Council, if applicable. Timeline: Staff expects this assignment can be completed during a meeting in March. The Financial Model is presented before budget adoption in June. 7. RECEIVE A PRESENTATION O F T H E 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. Timeline: Staff expect to bring the Treasury Report and investment activities to the Committee quarterly with the first review for quarter ending June in August. Then the quarter ending September in October, quarter ending December in January and quarter ending March in April. 8. REVIEW AND PROVIDE FEEDBACK/RECOMMENDATIONS ON THE CITY’S INVESTMENT POLICY. The objective of the City’s Investment Policy is to strive to maintain the level of investment of all idle funds as near 100% as possible through the optimum operation of its cash management system. The City has determined that its investment criteria, listed in order of priority, are safety, liquidity, and yield. The City Treasurer (Director of Finance) reviews the policy annually and determines if there are any applicable statutory changes to the Government Code Section 53600 et seq. through the California Debt and Investment Advisory Commission (CDAIC). Additionally, the City Treasurer may propose an update to the policy consistent with the policy’s objectives. The proposed changes are then presented to the Committee for feedback/recommendations. C3-6 ~ .. + CITY OF : RANCHO PALOS VERDES l973 _ FINANCE ADVISORY COMMITTEE FY2023-24 aft Work Plan Staff Responsibilities: • Present proposed changes related to the City’s Investment Policy. • Forward the Committee’s comments and recommendations to the City Council, if applicable. Timeline: Staff expects to bring the review of City’s Investment’s Policy in May. 9. PROVIDE FEEDBACK/RECOMMENDATIONS REGARDING CIVIC CENTER MASTER PLAN WHICH INCLUDE: A. Preparing a budget including opportunities on how to finance and fund the project; B. Identify potential site revenue sources; and C. Present budget and financial components in a joint meeting with the Civic Center Advisory Committee prior to forwarding a recommendation to the City Council. Committee Responsibilities: • To be determined. Staff Responsibilities: • To be determined. Timeline: • To be determined. 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: 11. 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 such as: A. Discuss and prepare a cash flow sensitivity analysis of the three big capital projects (Civic Center, Ladera Linda Community Park, and Portuguese Bend Landslide Mitigation). B. Provide feedback/recommendations for setting aside funds for upcoming major capital improvement projects such as the Civic Center Master Plan and Portuguese Bend Landslide. FAC will review the options that staff presented at the City Council’s FY 2023-24 Preliminary Budget workshop. C3-7 ~ .. + CITY OF : RANCHO PALOS VERDES l973 _ FINANCE ADVISORY COMMITTEE FY2023-24 aft Work Plan C. Receive a presentation on the financing options for the Civic Center and the Portuguese Bend Landslide Project and make recommendations to the City Council when appropriate. D. Explore creating a framework for a financial plan to address unexpected changes in the General Fund. E. Once information becomes available, discuss the financial impact on mixed development projects. F. Discuss the feasibility of the current and future impact of funding incremental public safety increases through TOT. G. Review and provide feedback for the City’s updated American Rescue Plan Act spending plan. H. Form a trilateral committee with Civic Center Advisory Committee (CCAC) and Infrastructure Management Advisory Committee (IMAC). 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. C3-8 ~ .. + CITY OF : RANCHO PALOS VERDES l973 _ ROLES OF THE CITY COUNCIL, COMMITTEES, AND STAFF ROLES City Council The five-member City Council is the legislative and policy making body for the City, charged with providing overall leadership by enacting laws and allocating City resources for programs, services and activities. The City Council appoints members to serve on this committee and makes special assignments to research, discuss, and provide comments and recommendations to the Council. Committees Advisory committees are a structured way for individual citizens to share their opinions and perspectives, and to formulate comments and recommendations in a focused, small group structure. The primary purpose of advisory committees is to provide judicious advice, from a citizen perspective to the City Council. Committee activities may include the study of critical issues, hearing public testimony, and reviewing staff reports and recommendations – all of which is intended so that the committee is prepared to discuss, formulate, and forward well-developed, thoughtful comments and recommendations to the City Council in a timely manner. All appointees to the Committee should act at the direction of the whole or the majority of the City Council and not upon the request or direction of an individual member of the Council. Staff Staff liaisons have been assigned to each Committee to maintain communication between the Committee, City Council and City Management. Staff works under the direction of the City Manager. Reports prepared by Staff are generally for the ultimate review and action of the City Council subsequent to the Committee’s review and comment. Staff is responsible for the work product that the Committee reviews and administration of the Committee’s activities including, but not limited to the following: • Ensuring that meeting notifications and consistent recordkeeping occurs. • Serving as a communication link between the Committee, City Management, departments, and the City Council, as appropriate. • Providing professional guidance, issue analysis and recommendations. • Assisting the committee with report preparation, and correspondence in keeping with the committee’s Council-approved work plan. • Making sure the intent of the advisory committee is not lost after the Committee acts to make a comment or recommendation, and that it is conveyed accurately to the City Council in a timely manner. C3-9 RANCHO PALOS VERDES • Assisting the advisory committee in staying focused on the assignment and agenda. • Ensuring compliance of the Committee’s actions with the Brown Act. • Presenting advisory committee comments and recommendations to the City Council, if requested to do so by either the committee or the City Council. • Maintaining a positive working relationship with the Chair and committee members. C3-10 C, ~ ... "' CITY OF RANCHO PALOS VERDES FY 2023-24 WORK PLAN DRAFT FY 2022-2023 WORK PLAN In the next six-month reporting period, the Planning Commission expects to work on the following: • Continue conducting meetings to consider land use development applications, as needed; • Continue working with the Planning Division on targeted code amendments to the Zoning Code, including: o New Mixed-Use Overlay District provisions o Updates to the City’s ADU & JADU standards o Overhaul of the City’s Antenna Ordinance o Event facilities in the City’s residential zoning districts o Clarifications to the City’s residential building height provisions • Consider code amendments and zone changes as required by the housing programs in the City’s Housing Element Update C5-1 c,~ ... CITY OF : RANCHO PALOS VERDES 19:J'3 20').') PLANNING COMMISSION FY 2023-24 WORK PLAN DRAFT SPECIFIC 2023-24 ASSIGNMENTS During the 2023-2024 fiscal year, the TSC will continue to implement its mission, with emphasis on the following goals: 1. Review and assess any item requested by residents, members of the City Council, the Traffic Safety Committee, and Staff. 2. Explore possible means, options, and opportunities to control or reduce vehicular traffic speeds throughout Rancho Palos Verdes. 3. Establish and participate in community and stakeholder workshops to solicit both general and neighborhood-specific comments related to traffic concerns. 4. Develop a Public outreach and education campaign to bring awareness to the danger associated with speeding and educate residents regarding traffic calming measures and City traffic initiatives. Outreach campaign may include the use of City Newsletter, Social Media Posts, and through RPVtv. 5. Review ongoing and pending Traffic Studies Status via monthly re ports provided by Staff. SUMMARY OF STAFF TIME A summary of the total staff time estimated for the assignments outlined in this work plan is as follows: C6-1 ,," CITY OF :: RANCHO PALOS VERDES TRAFFIC ADVISORY COMMITTEE TRAFFIC SAFETY ADVISORY COMMITTEE FY2023-24 Draft Work Plan Assignment No. Potential Meeting Date Staff Support Hours Review and assess any item requested by residents, members of the City Council, Traffic Safety Committee, and City Staff. 1 July 2023 - June 2024 Dependent upon the number of requests. Explore possible means, options, and opportunities to control or reduce vehicular traffic speeds throughout Rancho Palos Verdes. 2 July 2023 - June 2024 Dependent upon the scope of the project. Establish and participate in community and stakeholder workshops to solicit both general and neighborhood-specific comments related to traffic concerns. 3 July 2023 - June 2024 Dependent upon the number of requests. Develop a Public outreach and education campaign to bring awareness to the danger associated with speeding, and educate residents regarding traffic calming measures and City traffic initiatives. Outreach campaign may include the use of City Newsletter, Social Media Posts, and through RPVtv. 4 July 2023 - June 2024 Dependent upon the number of outreach requested. Review ongoing and pending Traffic Studies Status via monthly reports provided by Staff. 5 July 2023 - June 2024 4-6 Hours/Month C6-2 + CITY OF : RANCHO PALOS VERDES l9>3 .