HomeMy WebLinkAbout2016-01-28Minutes
Huntington Beach City Council
Special Meeting — Strategic Planning Workshop
Thursday, January 28, 2016
8 00 AM — Talbert Room
Huntington Central Library
7111 Talbert Street
Huntington Beach, California 92648
CALL TO ORDER — Meeting called to order by Mayor Katapodis at 8:00 AM
ROLL CALL
Present Posey, O'Connell (arrived at 9 20 am), Sullivan, Katapodis, Hardy, Delgleize, Peterson
Absent None
PLEDGE OF ALLEGIANCE — Led by Mayor Katapodis
ANNOUNCEMENT OF SUPPLEMENTAL COMMUNICATIONS (Received After Agenda
Distribution)
Pursuant to the Brown "Open Meetings" Act, Assistant City Clerk Robin Estanislau announced
supplemental communication received by the City Clerk's Office following distribution of the Council
agenda packet
A PowerPoint submitted by Finance Director Lon Ann Farrell Harrison dated January 28, 2016 and
entitled City of Huntington Beach Strategic Planning Session Budget Update
PUBLIC COMMENTS PERTAINING TO SPECIAL MEETING (3-Minute Time Limit) — None
ADMINISTRATIVE ITEM
1. Strategic Planning Session facilitated by Marilyn Snider of Snider and Associates
A Ms Snider welcomed the public and participants, stated the purpose of the retreat, and
introduced Meeting Recorder Michelle Snider Luna, Snider Education and
Communication
B Ms Snider went over the roles of the Facilitator, Recorder, group and public, as well as
an overview of the strategic planning elements
C Ms Snider asked for introductions by participating Council, City Manager and
Department Heads
D Ms Snider provided a review of the City of Huntington Beach's
Mission/Purpose Statement
• The City of Huntington Beach provides sustainable quality services to maintain
and enhance our safe and vibrant community
Core Values/Guiding Principles (not in priority order)
The City of Huntington Beach values
• Responsiveness
• Accountability
Council Special Meeting Minutes
January 28, 2016
Page 2 of 10
• Quality customer service
• Honesty and integrity
• Teamwork
• Fiscal sustainability
• Community involvement
• Openness
Existing Three -Year Goals (2015-2018)
• Improve quality of life
• Enhance and maintain infrastructure
• Strengthen economic and financial sustainability
• Enhance and maintain public safety
• Enhance and maintain City service delivery
E S W O T (Strengths, Weaknesses, Opportunities, Threats) Exercise
Brainstormed a listing of strengths and accomplishments of the City since the
previous Strategic Planning Session (7/13/2015)
• Installed new book sorting system at the Central Library
• Successful completion of the agreement for the fuel dock in Huntington Harbour
• Balanced the City budget and maintained reserves
• Successful US Open of Surfing
• Assigned police officers to work with the homeless as liaisons
• Guinness World Record for the Big Board
• Upgraded Council Chamber video display equipment
• Upgraded hardware for Police Department storage and mobile data computers
• Rehabbed 4'/z miles of arterial streets
• Over 4,500 participants in the Summer Reading Program
• Completed sale of the Hyatt and Hilton properties
• Received a clean audit opinion
• Processed 5,313 passport applications
• Increased film permits by 30%
• Citywide preparation for El Nino
• Finished real estate module
• Began $1 5 million in improvements at the downtown parking structure
• Full paperless filing of Fair Political Practices Commission (FPPC) docs
• Successfully completed Phase I of 800 MHz upgrade system
• Library Workplace Literacy Program received honorable mention from the OC
Business Council
• We were the first City to receive a CLEEN (California Lending for Energy and
Environmental Needs) Loan from the State I -Bank for the LED streetlight retrofit
• CERT Team activation for El Nino
• Started citywide wayfinding process
• Bicep JPA accredited with excellence
• Implemented openness in negotiations ordinance
• Completed 2,436 development plan checks in the Fire Prevention Division
• Offered more than 50 staff training opportunities
• Completed the assessment of our City streets and sidewalks
• Collaborated with community groups on Bartlett Park improvements
• Property recovery over $100,000
• Completed wayfinding study for the Central Library
Council Special Meeting Minutes
January 28, 2016
Page 3 of 10
• Completed acquisition of streetlight system
• Quality Controlled and made public approximately 6,000 City deeds
• We now televise City Council study sessions
• Expanded the number of story times offered at the Central Library
• Streamlined fireworks sales application process
• Facilitated nearly 70 permits for major events
• Received a distinguished budget presentation award
• Developed a class and org study for the Information Services Department
• Replaced 20 aging marked police cars
• Initiated a standards of cover and staffing study for the Fire Department
• Created a new Section 115 Trust to pay down unfunded liabilities
• Started the upgrade of the Library network for participation in the CaIREN network
• Successful completion putting telephone wires underground at Sunset Beach
• Fire Department responded to 19,564 calls for emergency services
• Started upgrade of the utility billing and electronic land management system
• Launched new video and music streaming for the Library —called "Hoopla"
• Formed RMDZ (Recycling Marketing Development Zone)
• California Parks and Recreation Society (CPRS) award for the recreation report
• Increased the number of Police positions-8 new
• Hosted Australia for the Special Olympics World Games
• Opened Pacific City
• Continued to celebrate the Library's 40'' Anniversary
• Started Edinger Hotel construction
• Redesigned a highly effective berm at Sunset Beach
• Marine Safety performed 5,357 ocean rescues
• Completed draft Parks & Recreation Master Plan
• Started construction of the Senior Center
• Maintained a Director's Seat at OCTA (Orange County Transit Authority)
• Restored civility to City Council meetings
• Completed a report on the cost to increase the pavement condition index (PCI) on
our streets from 75 to 80%
• Received a Certificate of Excellence in Financial Reporting
• Scheduled first major volunteer effort at Bartlett Park
• Completed a needs assessment for the City storm drain infrastructure
• Presented plans to accelerate to improve the funded status of City's retirement
and workers' compensation plans
• Made progress in assessing our current WiFi broadband and fiber optic
opportunities
• Began a Community Paramedic Alternate Destination Pilot Study
2 Brainstorming of City's current Internal weaknesses/challenges
• Lack of funds for upgrading parks
• Lack of IS Project Managers
• Lack of funding for street maintenance
• Lack of funding for Police to have more proactive time
• Lack of staff in the City Attorney's office
• Lack of internal software for City employees
• Lack of labor contracts
• No performance measure process for strategic projects
• Lack of interdepartmental communication
Council Special Meeting Minutes
January 28, 2016
Page 4 of 10
• Challenges of replacing aging tech infrastructure
• Lack of infrastructure maintenance funds
• Impact of homelessness on City services
• Lack of funds for the doubling of PERS obligations
• Potential significant loss of experienced employees in Police and Fire
Departments
• Lack of funding for significant infrastructure projects
• Lack of staff resources
• Lack of succession planning
• Lack of affordable housing to effectively manage homelessness
• Lack of understanding about why projects don't get done
• Resistance to change by employees
• Negative image of downtown by residents
• Customer service is not as good as it should be
• Lack of resources for internal support
• Lack of internal security measures at City facilities
• Inability to fund vacant positions
• Concern about high density
• Lack of understanding of issues by the residents
• Late submission of City Council agenda reports
• Inability to keep up with the advances in technology
3 Brainstorming of external factors/trends (positive/opportunities and negative/threats)
that will/might have an impact on the City in the coming year
Positive Impact
• Continued high occupancy of City hotels
• Interest in naming and sponsorship opportunities for the Senior Center in Central
Park
• Increased auto sales
• Grants for APEP (Advanced Power and Energy Program)
• Possible Air Show
• Continued State funding for local police
• Willingness of public to continue to participate in community collaborations to
improve public parks
• Advanced technology resources that are available to the City
• Improvement in commercial opportunities (e g , Pacific City)
• Improved City/State collaborations on City events
• Changing demographics
• Balanced State budget
• Increased tourism
• Continued press coverage for the Big Board, driving tourism
• Wayfinding efforts by the Downtown BID
• Possible $3 million grant for Resilient Cities
• Community participation in City affairs
• Volunteensm
• Strong property tax base
• Possible receipt of mitigation fees from AES repowering
• Improved State Library budget
• Receiving Project V funds for local transit operation from OCTA
• Continued grant funding from the Federal government for Homeland Security
Council Special Meeting Minutes
January 28, 2016
Page 5 of 10
• Corporate sponsorships
• Continued ABC coverage of our 4th of July Parade
• Increasing sales tax revenue
• Low interest rate environment keeps borrowing costs low
Negative Impact
• El Nino
• Drought
• Earthquake
• Cyber attack
• Prop 47—decriminalization
• Increasing homelessness
• Climate change
• Sea level change
• Reduction in gas tax funding
• Built out city —limits parks funding
• Poor water infrastructure
• Drug and alcohol abuse
• Changing demographics
• Stock market volatility
• Chinese economy
• Rapid changes in technology
• Rising crime rates
• Terrorism
• Tsunami
• AB 109—early release of prisoners
• Recreational marijuana initiative passage
• Coyotes
• High school students and opiate use
• Increasing demand for emergency services
• State mandates of local police
• State regulations
• CalPERS changes to funding methodology
• CalPERS
• State Regional Board mandates and regulations
• Human trafficking and illegal massage establishments
• Healthcare changes
F Finance Director, Lon Ann Farrell Harrison, provided a brief update regarding the City's
Budget outlook
Finance Director Lon Ann Farrell Harrison presented a PowerPoint dated January 28,
2016 entitled City of Huntington Beach Strategic Planning Session BUDGET UPDATE
that included the following titled slides Overview, Strategic Planning Retreat, FY
2014/15 General Fund Expenditures (Preliminary Unaudited), FY 2014/15 General Fund
Revenue (Preliminary Unaudited), FY 2014/15 General Fund Year -End Fund Balance
Options, General Fund Balance (in thousands), FY 2015/16 General Fund Budget
Overview, FY 2015/16 Adopted Budget General Fund by Department, FY 2015/16
General Fund Highlights, Recap of Police Officer Funding, Historical Funded FTEs,
Unfunded Liabilities Overview (Preliminary Unaudited), CalPERS Increases, Funded
FTE vs YOY PERS Costs, 8-Year CalPERS Employer Rate Increases* (All Funds),
Council Special Meeting Minutes
January 28, 2016
Page 6 of 10
GASB 68 Implementation, GASB 68 Unfunded Pension Liabilities, Workers'
Compensation Charges by Department, Governor Brown's FY 2016/17 Budget
Highlights, FY 2016/17 Financial Outlook, Historic Gross Domestic Product, FY 2016/17
Financial Outlook, and Recap
Councilmember O'Connell and Director Farrell discussed how unfunded liability figures
are reported (projected, average, present-day value, etc )
Councilmember Posey and Director Farrell discussed the two -month reserve figure
identified in the slide presentation and how it affects the City's "AAA" crediting rating
Councilmember Delgleize expressed support for GASB 68 — public transparency,
competing for grant monies for unfunded infrastructure projects, and challenges in
communicating important financial information to the City's residents
G Reviewed and revised the three-year goals
After discussion it was decided that the five existing three-year goals would remain The
list of the current five stated three-year goals (2015-2018) consists of the following (not
in priority order)
1 Improve quality of life
2 Enhance and maintain infrastructure
3 Strengthen economic and financial sustainability
4 Enhance and maintain public safety
5 Enhance and maintain city service delivery
H Identification of six-month strategic objectives for each of the three-year goals above
THREE-YEAR •AL: IMPROVE QUALITY OF
When
Who What
1 By March 1, 2016
Library Director and Chief
Complete transition over to the CaIREN high speed
Information Officer
Internet access network
2 By May 1, 2016
Community Services Director
Present to the City Council for consideration the
Parks and Recreation Master Plan
3 By July 15, 2016
Community Services Director
Recommend to the City Manager for approval an
and Public Works Director
Adopt -a -Park Pilot Program at Bartlett Park
4 By July 15, 2016
Community Services Director
Establish a partnership with CSULB and initiate a
community grassroots effort to determine an
improvement plan for Irby Park
5 By July 15, 2016
Assistant City Manager (lead),
Develop and present a plan for citywide wayfinding
working with the Deputy
to the City Manager for action
Director of Business
Development and Visit
Huntington Beach
Council Special Meeting Minutes
January 28, 2016
Page 7 of 10
6 By July 15, 2016
Library Director
Develop a plan for establishing regular school tours
in 2016/2017 with library card registration for
elementary school -age children in Huntington
Beach
7 By July 15, 2016
Library Director and
Develop at least two potential partnerships
Community Services Director
between the Central Library and the new Senior
Center in Central Park
O.INFRASTRUCTURE
When
Who
What
1
Public Works Director and Mayor
Develop and submit to OCTA Project "V' grant
By March 1, 2016
Katapodis
application to enhance transit service
2
Public Works Director, working
Perform a City Facilities Needs Assessment and
By March 15, 2016
with a consultant
present the results to the City Manager
3
Public Works Director
Develop a City Facilities Infrastructure
By June 1, 2016
Implementation Plan using the needs
assessment results for consideration in the FY
2016/2017 budget process
4
Public Works Director
Develop a plan to achieve a PCI (Pavement
By June 1, 2016
Condition Index) rating of 80% for consideration
as part of the FY 2016/2017 budget process
5
Public Works Director and
Develop a plan to address maintenance issues
By June 1, 2016
Community Services Director
(e g , pathways, bathrooms, trees) in City parks
with consideration given to Central Park as the
first priority for funding as part of the FY
2016/2017 budget process
6
Assistant City Manager and Chief
Present to the City Council for action
By July 1, 2016
Information Officer, working with
recommendations from the citywide broadband
consultants
study
7
Public Works Director and the
Develop a plan to build fiber connectivity
By July 15, 2016
Chief Information Officer
between City facilities and present to the City
Manager for consideration in the FY 2016/2017
budget process
Council Special Meeting Minutes
January 28, 2016
Page 8 of 10
8 Public Works Director, working Evaluate the feasibility of extending light rail into
By July 15, 2016 with the Assistant City Manager the City and make a recommendation to the City
and Mayor Katapodis Council for direction
When
Who
What
1
By April 1, 2016
Assistant City Manager and the
Develop and present to the City Council for
Deputy Director of Economic
consideration a plan to create an incentive -
Development
based Business Retention, Attraction and
Expansion Program
2
By July 1, 2016
Community Development
Hold a City Council Study Session to review the
Director
draft comprehensive General Plan Update and
make available for public review
3
By July 1, 2016
Human Resources Director and
Develop plans to accelerate improving the
Finance Director
funded status of the City's Workers'
Compensation Plans as part of the FY
2016/2017 budget process
4
By July 1, 2016
Mayor, City Council and City
Attend relevant industrial trade shows to attract
Manager
manufacturers and retailers to the City and
report the results to the City Council
FUTURE
By October 1, 2016
Finance Director
Develop and present to the City Council for
consideration a formal long-term financial plan
report with the objective of maintaining a AAA
credit rating
GOAL: ENHANCE AND MAINTAIN PUBLIC SAFETY
When
Who
What
1
By May 1, 2016
City Attorney
Present to the City Manager a plan for the City
Attorney's Office to bring in a Community
(Criminal) Prosecutor to prosecute local crimes
and increase effectiveness of law enforcement
as a part of the FY 2016/2017 budget process
2
By June 15, 2016
Mayor Katapodis (lead),
Submit potential funding sources to the City
Finance Director and the Police
Manager to increase staffing levels critical to the
Chief
Police Department
3
By July 15, 2016
Fire Chief, working with a
Complete and submit to the City Manager for
consultant
review and presentation to the City Council a
Standards of Cover and Staffing Report
Council Special Meeting Minutes
January 28, 2016
Page 9 of 10
4
By July 15, 2016 Police Chief (lead), Chief Present a plan to the City Manager to improve
Information Officer and Fire and increase use of technology in the Police
Chief and Fire Departments as a part of the
2016/2017 budget process
THREE-YEARGOAL:
ENHANCE AND MAINTAIN CITY SERVICE DELIVERY
When
Who
What
1
At the May 16,
City Manager
Present to the City Council information on
2016 City Council
actions and methods employed to improve
meeting
community outreach and education about City
projects and events via social media
2
By June 15, 2016
Community Development
Review the Building Permit Process turnaround
Director
time from start to finish and make
recommendations to the City Manager for
improvement
3
By June 15, 2016
City Attorney (lead), City Clerk
Recommend to the City Manager for action a
and Chief Information Officer
records management process and staffing
needed to integrate the records of all
departments
4
By July 15, 2016
Assistant City Manager,
Develop and present to the City Manager tools
working with the Department
(e g , online, paper feedback) that allow the
Directors
public to provide feedback on their business
transaction experience within the City, and a
process for delivering the findings to the City
Council
Next steps/follow up process
WHEN
WHO
WHAT
January 29, 2016
City Manager
Distribute the retreat record to attendees,
place the city's Goals and Objectives on the
city website
Within 48 hours
All recipients
Read the retreat record
February 9, 2016A,,,,k
Management Team
Review the ,`;Weaknesses/Challenges" and
;f.,,.0.„(City
Manager— lead)
"External Threats" lists for possible action
;t
items
By February 15,
Department Heads
Share and discuss the Strategic Plan with
Council Special Meeting Minutes
January 28, 2016
Page 10 of 10
2016
staff
At the February 16,
City Council
Present the updated Strategic Plan to the
2016 City Council
(Mayor — lead)
public
meeting
Monthly
Management Team
Monitor progress on the goals and objectives
City Council
and revise objectives (add, amend and/or
City Manager
delete), as needed
(Mayor — lead)
Monthly
City Manager
Prepare and distribute the updated Strategic
Plan Monitoring Matrix and post on the city's
website
By July 15, 2016
Management Team, with input
Strategic Planning Meeting to thoroughly
from the City Council
assess progress on the Goals and Strategic
Objectives, develop proposed 6-month
objectives to present to the City Council
Summary/closing remarks
Mayor Katapodis thanked Marilyn Snider, Facilitator with Snider and Associates, Michelle
Snider Luna, Recorder, members of the City Council, City staff and the public for participating in
this strategic planning workshop
2. COUNCILMEMBER COMMENTS (Not Agendized) — None
ADJOURNMENT —12:38 PM
The meeting was adjourned to the next regularly scheduled meeting of the Huntington Beach City
Council/Public Financing Authority which is Monday, February 1, 2016, at 4 00 PM in Room B-8, Civic
Center, 2000 Main Street, Huntington Beach, California
lr
City Cerk and ex-officio Clerk of the City
Council of the City of Huntington Beach
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City Clerk