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HomeMy WebLinkAbout2013-08-02Minutes of the Huntington Beach City Council Special Meeting — Strategic Planning Workshop Friday, August 2, 2013 8:30 PM - Rooms C & D Huntington Central Library 7111 Talbert Street Huntington Beach, California 92648 8:30 AM - ROOMS C and D, Central Library CALL TO ORDER — 8:30 AM ROLL CALL Present: Sullivan, Hardy, Harper, Boardman, Carchio, Shaw (arrived at 8:55), and Katapodis PLEDGE OF ALLEGIANCE - Led by Mayor Boardman ANNOUNCEMENT OF SUPPLEMENTAL COMMUNICATIONS (RECEIVED AFTER AGENDA DISTRIBUTION) -- None PUBLIC COMMENTS (3 Minute Time Limit) -- None. ADMINISTRATIVE ITEM 1. Strategic Planning Session by facilitator Marilyn Snider of Snider and Associates Welcome and introductions of Facilitator, Recorder, Mayor, City Council, Elected Officials, City Manager and Department Heads Mayor Boardman began the Strategic Planning Session portion of the meeting and introduced facilitator Marilyn Snider of Snider and Associates. Ms. Snider introduced Gail Tsuboi, Recorder, of Tsuboi Design. A time for self -introduction was afforded the participants. Review of the City of Huntington Beach's: • Mission/Purpose Statement: Ms. Snider began with a recitation of the City's Mission Statement: "The City of Huntington Beach provides sustainable quality services to maintain and enhance our safe and vibrant community. " • Core Values/Guiding Principles: She then listed the City's Core Values (not in priority order): Responsiveness, Accountability, Quality customer service, Honesty and Integrity, Teamwork, Fiscal sustainability, Community involvement and Openness. • Three -Year Goals (2012-2015): Ms. Snider presented the existing three year goals. The goals are listed in a non -prioritized order. Council Special Meeting Minutes August 2, 2013 Page 2 of 9 • Improve the City's infrastructure • Enhance economic development • Improve long-term financial sustainability • Develop, retain and attract quality staff • Enhance and maintain public safety Listing of strengths and accomplishments of the City since the previous (1/25/2013) strategic planning retreat -- Brainstormed List of Perceptions • The library was recognized as the Best Library in Orange County by Orange Coast magazine • Over 61,000 hours of volunteer time at the library • The Fire Dept. received several state and federal grants in excess of $150,000 • Filed an SB 90 reimbursement claim of almost $1 million • Working on establishing a Downtown Task Force to work on issues impacting downtown residents • Adopted a resolution to oppose any new offsale liquor sites in the downtown • Initiated the process to annex Bolsa Chica wetlands • Prepared a Bike Master Plan and received public comment • Received a clean audit opinion on the city's annual financial report • Enhanced the Fire Department's website to assist businesses and developers • Passed a reusable bag ordinance • Completed a Storm Drain Needs Assessment • Added a new Sister City: Manley., Australia • Purchased additional park land • Created a new Budget Stabilization Fund • Approved the 9-11 memorial at city hall • Made amendments to our massage establishment policies • Successfully defended the city on three court cases • Implemented a web -based training program to enhance firefighter training • Approved plans for the new senior center in the proposed area • Joined with ACCOC (Assn. of California Cities Orange County) for training • Taught 5000 students how to swim . • Implemented a public recycling program with Rainbow Environment Services • Saved the fire rings at the beach • Received the Champion of the Year Award for our senior volunteers • Hired nine more police officers • Removed Banning Bridge from the Master Plan of Arterial Highways • Funding for a DUI officer from the Office of Traffic and Safety • Updated our Ten -Point Plan for Local Business • Over 4000 participants in our Summer Reading Program • Library received $10,000 in grants for collection development • Proposed a new plan to fund unfunded liabilities over the next decade • The city and the school district held several public meetings on school safety and drug use • Worked with rating agencies to preserve the city's AA rating • Processed over 2300 multi -day beach camping events • Continued efforts to get the Pacific City Mixed -Use Project developed • Several shopping centers were remodeled Council Special Meeting Minutes August 2, 2013 Page 3 of 9 • Dick's Sporting Goods and Nordstrom Rack located here • Successfully completed the first phase of the 'Be a Buddy, Not a Bully" program • Received national recognition for the establishment of Team Power (employee recognition) • Refinanced bonds for a savings of $3 million for taxpayers • Effectively responded to and adapted to a dramatic increase in development • Completed replacement of the obsolete telephone system • Established a transition team and began moving Marine Safety into the Fire Dept. • Implemented a new Fleet Management System for the city's fleet • Initiated the process for a General Plan update • Implemented and transitioned to a new Dispatch and Record Management update; the first time in 9 years • Have proposed a balanced budget with no cuts for FY 2013-2014 • Launched a workplace literacy program • Successfully challenged the state from conducting a $31 million raid • Parked 600,000 cars at the beach since Jan. 1, 2013 • Got rid of the ban on pinball machines and hypnotists • Closed a medical marijuana dispensary • Got direction from the City Council on a Water Conservation Rate Plan Brainstorming of City's current internal weaknesses/challenges -- Facilitator Snider then took participants through an exercise to list perceived current internal weaknesses and/or challenges -- Brainstormed List of Perceptions • The civil unrest of July 28, 2013 • Continuing issues with reduced staffing • Lack of enough police officers • Inequitable pay for City Council members • Lack of evaluation of downtown parking during the busy season and major events • Low staff morale • Overall management and focus of major beach events is not enhancing quality of life • Conflicting priorities from City Council • No raises • Lack of senior services and facilities in Huntington Beach • Out of date information service technology • Not enough staff to respond to internal and external requests • Negative impact of beach -goers on residents • Difficulty managing public expectations due to reduced staff • Perceived inequality and support of departments • Lack of funding • Egress problems with major events • Lack of incentives to attract businesses/new development • Constantly changing priorities • Lack of upkeep in some parks, e.g., Bartlett Park • Currently challenged regarding the image of the city • Not enough staff to handle the basic workload Brainstorming of external factors/trends that will/might have an impact on the City in the coming year -- a discussion ensued regarding external factors that could/would have a positive effect on Council Special Meeting Minutes August 2, 2013 Page 4 of 9 the city -- Brainstormed List of Perceptions • Decreasing unemployment • Balanced state budget • Completion of major projects in the city • Improving real estate values • Motivated volunteers in the community • Engaged stakeholders who are interested in making our city better • Local freeway improvements (405, 605, 22) • Less volatile stock market • Bills in the legislature to reinstate the Redevelopment Agency • More proactive League of California Cities • Increased property tax revenue • Motivated community volunteer base • Improving local and national economy • Upgrading of the AES power plant • A lot of positive community publicity, e.g., high school sports teams • Implementation of legislation to increase reimbursement to local government for emergency medical services • Without RDA, new, creative, innovative ideas to stimulate business and development Then a listing of external factors which could/would have a negative impact on the city was offered by participants -- Brainstormed List of Perceptions • Wet Electric Pool Party — a rave party approved by the state at the beach that allows alcoholic beverages and two stages • Tsunami • Earthquake • Wild fires • Other natural disasters • Obamacare • Increased politicalization of the Chamber of Commerce • State Dept. of Finance • California State Legislature • Rising sea level • Negative perception of Huntington Beach • Climate change • Still a fragile economy • Decreased student population • State and federal unfunded mandates • Negative public perception of public employees • Aging population • Increased litigation • Lack of personal responsibility • Businesses relocated out of the area • Some properties continue to be vacant or undeveloped • Lack of state incentives for new development • Continuing negative impacts from the state's dissolution of the Redevelopment Agency • Negative press Council Special Meeting Minutes August 2, 2013 Page 5 of 9 • Fracking • Electrical blackouts • AB 109 — early release of 10,000 prisoners • AB 5 — re: homeless • Stereotyping of Huntington Beach • Civil unrest/flashmob mentality • Cyberattacks • Interest rate increases • Dramatically increasing pension costs • Increase in workers compensation costs • Continued long-term unemployment • Potentially decreasing population • Increased health care costs • Enticements for businesses in other counties and states • Vacant buildings Review and revision, if necessary, of the current three-year goals -- Ms. Snider asked the participants to review the previous three-year goals and asked if any needed to be revised. Of the five 2012-2015 goals, none needed revising. The goals are listed in a non -prioritized order. • Improve the City's infrastructure • Enhance economic development • Improve long-term financial sustainability • Develop, retain and attract quality staff • Enhance and maintain public safety Identification of six-month strategic objectives for each of the three-year goals -- The participants broke into small groups each with one goal. The following objectives were proposed and agreed to by full group consensus to be implemented within the next six -months. Nov. 1, 2013 Public Works Dir. Present to the City Council for consideration a Bicycle Master Plan. Nov. 1, 2013 Community Services Present to the Community Services Commission Dir. a Bartlett Park Status Report. Nov. 15, 2013 Planning and Present to the City Council for action a contract Building Dir. and and work program, with costs, for a Public Works Dir comprehensive General Plan Update, which includes a Climate Action Plan, to comply with state law. Council Special Meeting Minutes August 2, 2013 Page 6of9 Nov. 15, 2013 Public Works Develop and present to the City Manager for Director review a work plan for a City Facilities Needs Assessment to address maintenance needs. Dec. 1, 2013 I.S. Director Provide a report to the City Council on the PCs and laptops that have been replaced since the end of 2012 and a timeline and the cost for the replacement of the remaining outdated PCs and laptops. At the Dec. 16, Public Works Dir. — Report to the City Council on the senior center 2013 City Council lead, Finance Dir., design, updated cost estimates, and financing study session Community Service plan. Dir. Feb. 1, 2014 Finance Dir. — lead, Report to the City Council on the status of the I.S. Dir., Public cashiering system (i.e., cash handling) Works Dir. implementation as the first phase of the Conservation Water Rate Implementation Plan. Enhance economic -development WHEN WHO WHAT A Oct. 15, 2013 Planning and Complete all zoning entitlements and issue Building Director building permits for the commercial/retail component of the Pacific City ro ert . Jana 15, 2014, at a City Manager Update and present to the City Council for action City Council study the 10 Point Business Plan, including criteria for session economic incentives to attract new businesses and retain existing businesses Feb. 1, 2014 Planning and Complete processing of the zoning entitlements Building Director and issue building permits for the construction of the Edinger Hotel. Feb. 1, 2014 City Manager Complete the new Economic Development Strategic Plan and present to the City Council for action. Improve long, -term financial sustainabilit _ WHEN. WHO a WHAT As the MOUs expire City Manager and Negotiate contracts with a goal of full employee HR Dir., working pickup of the employee share of CalPERS costs. with an outside labor negotiator At the Aug. 19, 2013 Finance Director Review the Financial Reserve Policy and City Council meeting recommend changes, if needed, to the City Council for action. Council Special Meeting Minutes August 2, 2013 Page 7 of 9 At the Aug. 19, 2013 Finance Director Update and present to the City Council for action a City Council meeting Five -Year Financial Plan. Oct. 1, 2013 City Manager and Implement the plans in the proposed FY 2013- Finance Dir. 2014 budget to potentially eliminate the unfunded liabilities for the Retiree Medical and the Retiree Supplemental in ten years. Feb. 1, 2014 City Manager and Continue negotiations toward the City Council's HR Dir., working parameters regarding employee bargaining with the City groups' contract negotiations, including a review o Council the goal of eliminating the retiree medical subsidy for all new employees. Feb. 1, 2014 and City Manager and Propose to the City Council for action the annually thereafter Finance Dir. implementation of the "One Equals Five" Plan to expedite the payment of the city's unfunded CalPERS liability so that each $1 million deposited saves the taxpayer $5 million over 30 years. FUTURE Finance Dir. — Enhance the budget development process to OBJECTIVE lead, City include program narratives that describe Manager, HR departmental priorities to assist in decision making Aug. 1, 2014 Director on staffing. Develop,_retain!and attract uali staff __ WHEN. ,WHO � WHAT Nov. 1, 2013 Council member Create City Council decorum protocols and bring Jill Hardy -lead, recommendations to the City Council for Mayor Connie consideration. Boardman, Mayor Pro Tern Matt Harper, ity Clerk Nov. 15, 2013 City Clerk, Conduct one low- or no -cost morale -building working with activity for staff. Employee Team Power Dec. 15, 2013 HR Director and Conduct a department head and management City Clerk team building activity. Dec. 15, 2013 HR Director, Host one Employee Service Award activity working with the involving staff and the City Council. Employee Team Power Council Special Meeting Minutes August 2, 2013 Page 8 of 9 By Feb. 1, 2014, at a HR Dir. and the Study the impact on department service delivery o City Council study Asst. to the City positions lost from the table of organization and session Manager make recommendations to the City Council for consideration. Enhance and maintain. public, safet WHEN WHO WHAT At the Aug. 19, 2013 City Manager, Identify and present to the City Council funding to City Council meeting working with the fill three (3) additional police officer positions for a Police Chief and total of five (5) in FY 2013-2014. Finance Dir. Sept. 15, 2013 Fire Chief Submit to the City Manager the Fire Dept.'s evaluation of the potential to regain the Fire Department's Insurance Services Office's Class I rating. At the Sept. 16, Fire Chief and Upon approval of a service delivery option by the 2013 City Council Marine Safety City Manager, will present to the City Council for meeting Chief action the transition of lifeguard services at Sunset Beach. Oct. 1, 2013 Fire Chief and Complete the transition of Marine Safety into the Community Fire Department. Services Dir., working with key Fire Dept. and Marine Safety staff Oct. 1, 2013 City Manager, Identify funding and resources to accelerate the working with the hiring process to fill the vacant, funded police Police Chief and officer positions in the Police Dept. and report the Finance Dir. results to the City Council. Dec. 15, 2013 Fire Chief Present to the City Manager the results of the pilot study on the use of an automated vehicle location AVL system to deploy ambulances. Feb. 1, 2014 City Attorney — Prepare and present to the City Council for lead, Police Chief, information and action a plan to effectively Fire Chief address illegal fireworks and the misuse of state - approved fireworks. Next steps/follow up: WHEN WHO WHAT Monday, Aug. 5 City Manager Distribute the retreat record to attendees; place the city's Strengths, Goals and Ob ectives on the city website. Council Special Meeting Minutes August 2, 2013 Page 9 of 9 Within 48 hours All recipients Read the retreat record. By August 15, 2013 Department Heads Share and discuss the Strategic Plan with staff. At the Aug. 19, 2013 City Council Present the updated Strategic Plan to the City Council meeting (Mayor — leadpublic. August 27, 2013 Management Team Review the "Weaknesses/Challenges" and (City Manager— "External Threats" lists for possible action lead) items. Monthly City Council Monitor progress on the goals and objectives City Manager and revise objectives (add, amend and/or Ma or — lead) delete), as needed. Monthly City Manager Prepare and distribute the updated Strategic Plan Monitoring Matrix and post on the city's website. Feb. 7, 2014 Mayor Strategic Planning Retreat to: (Friday) City Council - more thoroughly assess progress on the 8:00/8:30 am — 4.-00 City Manager Goals and Strategic Objectives pm Management Team - develop a Vision Statement - identify 12-month Strategic Objectives Summary/closing remarks -- The meeting's strategic planning accomplishments were summed up by Facilitator Snider, and the Mayor thanked everyone for their participation. The date of February 7, 2014 was selected as the next Strategic Planning Workshop. COUNCILMEMBER COMMENTS (Not Agendized) -- None ADJOURNMENT — the meeting was adjourned at 1:19 Cit Jerk and ex-officio CIA of the City Council of the City of Huntington Beach ATTEST: �. �.5 =722M Alm,