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HomeMy WebLinkAbout2018-02-13Minutes Huntington Beach City Council Special Meeting — Strategic Planning Retreat Tuesday, February 13, 2018 8:00 AM — Talbert Room Huntington Central Library 7111 Talbert Street Huntington Beach, California 92648 CALL TO ORDER — Meeting called to order by Mayor Posey at 8:33 AM ROLL CALL Present: O'Connell (arrived at 12:15 PM), Semeta, Peterson, Posey, Delgeize, Hardy, Brenden PLEDGE OF ALLEGIANCE — Led by Mayor Posey ANNOUNCEMENT OF SUPPLEMENTAL COMMUNICATIONS (Received After Agenda Distribution) Pursuant to the Brown "Open Meetings" Act, City Clerk Robin Estanislau announced a supplemental communication received by the City Clerk's Office following distribution of the Council agenda packet: For Administrative Item No. 1, a communication received from Richardson Gray via Pipeline. PUBLIC COMMENTS PERTAINING TO SPECIAL MEETING (3-Minute Time Limit) Steve Engel, Huntington Beach Tree Society, spoke to Council about ongoing improvements at Central Park and funding opportunities for continued park maintenance (Infrastructure Fund, Capital Improvement Program (CIP), grant money). He thanked the City for action to resurface the Park Bench Cafe parking lot, and also recognized volunteers who have worked tirelessly on a variety of park improvements. He closed by requesting that Council consider park needs when preparing to adopt the FY 2018119 budget. Jean Nagy voiced concerns about the poor irrigation system in Central Park, and encouraged Council to consider funding a water truck to keep parkway trees from dying. She also displayed a plan for tree replacement near Huntington Lake in Central Park, briefly described park improvements made at the Shipley Nature Center, and echoed Mr. Engel's sentiments by requesting that Council consider park needs when preparing to adopt the FY 2018/19 budget. ADMINISTRATIVE ITEM 1. Strategic Planning Session facilitated by Marilyn Snider of Snider and Associates Ms. Snider welcomed the. public and participants, identified herself as the retreat Facilitator, and introduced meeting Recorder Michelle Snider Luna with Snider Education and Communication. Ms. Snider went over the roles of the Facilitator, Recorder, group and public, as well as an overview of the strategic planning elements. Ms. Snider asked for introductions by participating Council, City Manager and Department Heads. Council Special Meeting Minutes February 13, 2018 Page 2 of 11 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) • Responsiveness • Accountability • Quality customer service • Honesty and integrity • Teamwork • Fiscal sustainability • Community involvement • Openness Existing Three -Year Goals (2015-2018 — not in priority order) • Improve quality of life • Enhance and maintain infrastructure • Strengthen economic and financial sustainability • Enhance and maintain public safety • Enhance and maintain City service delivery BRAINSTORMED PERCEPTIONS ON THE STRENGTHS AND ACCOMPLISHMENTS OF THE CITY OF HUNTINGTON BEACH SINCE THE JANUARY 2017 STRATEGIC PLANNING RETREAT List of Perceptions: • Successful Surf City Marathon • Balanced the budget • Subcommittee created for the Central Park • Adopted the General Plan update • Sold over 1800 beach parking passes, totaling over $147,000 • Responded to over 100,000 Police Department calls for service • Hosted the first of four Mayor's Town Halls • Completed Worthy Park renovation • Raised over $250,000 processing passports • Provided 20,740 medical, fire, hazmat and other emergency responses • Decreased property crime by 5% • Completed construction of the Sports Complex Team Room • Received a clean audit opinion • Received GFOA and the CSMFO Award for Excellence in Financial Reporting • Received 9.700 permits with a valuation of over $209 million • Best dog beach in Orange County • Developed a conceptual plan for improvements at Irby Park • Developed a mobile app for the City • Installed fiber for the City Corp Yard • Auto dealers BID disbanded • Changed fiscal years • Started design for modernization of the Police facility • Completed an 8-month trial of peak load staffing for emergency transport Council Special Meeting Minutes February 13, 2018 Page 3 of 11 • Generated $1.3 million in recreation contract classes • Successfully implemented new Community Prosecutor Program • Upgrading AV system in the Council Chambers • City's investment policy received CMTA certification • Increased the funded status of the Retiree Supplemental Plan to 85% • Performed a cyber security assessment • Completed Fire Department Standards of Cover review and reported to Council • Conducted a community workshop about short term vacation rentals • Upgraded major technology systems • Started construction on the City's first ever beach playground • Reopened Central Library on Sundays • Conducted 17 business visits • Marine Safety performed over 176,000 preventative actions and over 3500 water rescues • Completed remodel of the Police lobby, records and parking lot • Succeeded in the Kennedy Commission lawsuit • Started implementation of broadband citywide • Purchased 11,000 streetlights and converted them to LED —rented 222 of them out for communications • Processed over 18,000 applications for employment • Achieved 60% reduction of fatal traffic accidents —an all-time low • Successfully upgraded the City's timekeeping and utility billing software • Successful air show • Successful 4'h of July Parade • Entitled and constructed a new parking lot downtown • Completed 8 miles of arterial pavement • Maintained AAA credit rating • Grand opening of the Marriott Springhill Suites Hotel • Rehabilitated Central Park pathways • Implemented the Central Park Committee's first priorities in Central Park cleanup • Assisted over 325 homeless individuals • Successful Sister City Association trip to Japan • Concluded negotiations for Atlanta Street widening • Successful US Open • Worked with volunteers to rehab parks • Housed 72 homeless individuals • Implemented CPRA software • Participated in the Amazon HQ2 RFP process (to be their second headquarters) • Established an ad hoc committee on coastal odors • Enhancement of the Junior Lifeguard Program added an all -day option and a program for 6,7 & 8 year olds • Established Air Traffic Noise Working Group • Established a Citizens Academy • Received a successful defense verdict in a lawsuit against one of our police officers • City's investment generated over $2.7 million to offset taxpayer funds • Completed a financial plan to address the water system infrastructure and presented to City Council • Received a Federal grant for the first leg of the Shipley to Shore Trail system —it was a matching grant of $35,000 • Council adopted an Economic Development Implementation Plan Council Special Meeting Minutes February 13, 2018 Page 4 of 11 • We had a successful citywide National Disaster Preparedness Town Hall Meeting —Dr. Lucy Jones was the speaker • City Supplemental Retirement Plan continued and exceeded funding and earning targets BRAINSTORMED PERCEPTIONS OF THE CITY'S CURRENT INTERNAL WEAKNESSES/ CHALLENGES List of Perceptions: • Length of time to complete recruitments is too long • Reactive, not proactive • Social media impacts on priorities • Inadequate security for City Hall • Lack of good wifi at the Library • Fiscal challenges • Lack of adequate work space • Aging IT systems • Many departments with Interim Directors • Inadequate succession planning • Loss of institutional knowledge • Resistance to changing best practices because "we have always done it this way" • Giving higher contributions to PERS • Lack of long-term labor contracts citywide • Haven't updated the zoning code • Lack of recognition of positive • Lack of consistent raises • Lack of teamwork • Lack of trust • Too many committees • Lack of revenue • Lack of staff • Inadequate funding to address City parks and facilities • Low employee morale • Lack of review of viability and necessity for certain programs • Management by chaos • Unrealistic expectations by employees for labor contracts • Outdated computer applications • Inadequate staffing for Police Department • Increasing expectations and demands on staff by the community • Lack of resources to deal with increased homeless population • Strained relations in the Police Department BRAINSTORMED EXTERNAL FACTORS/TRENDS THAT WILL/MIGHT HAVE A POSITIVE IMPACT ON THE CITY OF HUNTINGTON BEACH IN THE COMING YEAR List of Perceptions: • Interest rates are up • Good weather • Better economy nationally • Strong job market • Enhancements, interoperability locally and nationally • Possible Amazon headquarters in Southern California Council Special Meeting Minutes February 13, 2018 Page 5 of 11 • Legal cannabis • Completion of 405 widening • Internet of Things connectivity • Strong real estate market • LA Olympics 2028 • New hotel extension coming online • Balanced State budget • Tourism • Advances in technology • Worldwide branding of Huntington Beach with all of our events • Record low unemployment • Increased opportunities for regional partnerships • Passage of SB1—transportation funding • Energy grants • Potential park bond • Very generous community —money and volunteers • Failure of SB649 allows us to generate revenue from small cell towers • Strong CalPERS returns-11% • Coordination with Boeing for reuse of their facility BRAINSTORMED EXTERNAL FACTORS/TRENDS THAT WILL/MIGHT HAVE A NEGATIVE IMPACT ON THE CITY OF HUNTINGTON BEACH IN THE COMING YEAR List of Perceptions: • More online sales • CaIPERS unfunded liabilities • State legislation that takes away local control of land use • Impact of Prop 47 (Change of felonies to misdemeanors), Prop 57 (early release of prisoners) and AB109 (sentencing and incarceration reform) • Airplane noise • Lack of political cooperation • Illegal deportations • Rising healthcare costs • Opioid crisis • Disconnect between workforce and skills needed • Regulations • Sacramento • Democrats in both houses of California Legislature —a supermajority that precludes checks and balances • Additional criminal justice reform legislature • Decrease in sales tax revenue • Cyber attacks • Lack of rain • Unfunded Federal and State mandates • Homeless issues • Increasing crime statewide • Social media influences • Drug addiction increasing • Earthquakes • Legal cannabis Council Special Meeting Minutes February 13, 2018 Page 6 of 11 • Gas odors • Threat on revenue of SB649 coming back • Stock market volatility • Lack of affordable housing • Increasing sober living facilities • Potential Prop 13 split roll • Changing demographics • Sharks and stingrays impacting tourism • Increasing short term rentals • Frivolous lawsuits • State legislative actions driving businesses out of California • Increased drug use in middle and high schools • Changing technology RECESSED AT 10:40 AM FOR A 10-MINUTE BREAK — MEETING RECONVENED AT 10:50 AM Interim Chief Financial Officer (CFO) Chuck Adams Provided a Finance Update Regarding the City's Budget Outlook Interim CFO Chuck Adams presented a PowerPoint dated February 13, 2018 entitled Strategic Planning Retreat - Finance Update that included the following titled slides: Overview, Strategic Planning Retreat, FY 2016/17 General Fund Expenditures (Preliminary Unaudited), FY 2016/17 General Fund Revenue (Preliminary Unaudited), FY 2017118 General Fund Budget Overview, FY 2017118 Adopted Budget General Fund Revenue, FY 2017/18 Adopted Budget General Fund by Department, FY 2017/18 General Fund Highlights, FY 2017/18 Budget Amendment, FY 2017/18 Challenges, FY 2018/19 Budget Overview, Fiscal Year 2018119 Budget, Pensions and Unfunded Liabilities, Key Findings: League of California Cities Report, Project Increases to City CaIPERS Costs, Long Term Financial Plan Preliminary Forecast, Five -Year Financial Plan (in thousands), FY 2016/17 General Fund Balance Recommendations, FY 2016-17 Year End General Fund Balance Options, General Fund Balance (in thousands), Budget Balancing Ideas, and Questions. Councilmembers Delgleize and Hardy discussed the options recommended to reassign the estimated $1.7M Animal Control Shelter funds, and Councilmember Hardy commented on placing funds in the Section 115 Trust. Discussion ensued on budget balancing ideas. Councilmember Brenden recognized cannabis sales revenue realized in other cities; Councilmember Delgleize commented on instituting new franchise fees, and recognized Newport Beach for increasing general fund dollars through business license fees. Councilmember Brenden was interested in information on long and short term revenue trends (sources, current and new), and asked Council to consider a workshop on programs that are relevant, outdated, or obsolete. Councilmember Delgleize suggested the City hire a consultant to study and report on revenue opportunities. Review of the Three -Year Goals Ms. Snider recognized the City's current three-year goals (2015-2018) listed below (not in priority order): 1. Improve quality of life 2. Enhance and maintain infrastructure Council Special Meeting Minutes February 13, 2018 Page 7 of 11 3. Strengthen economic and financial sustainability 4. Enhance and maintain public safety 5. Enhance and maintain city service delivery After brief discussion, it was decided that the five existing three-year goals would remain. Identified Twelve -Month Strategic Objectives (When, Who, What) For Each Three -Year Goal Ms. Snider divided Council and staff into five separate groups and provided instructions on creating strategic objectives for the current three-year goals that would be accomplished within a twelve-month period. The exercise involved each group recording 3-5 written objectives on 3" x 5" cards that the Recorder would transfer onto a large display sheets for discussion. RECESSED AT 12:30 PM FOR A 30-MINUTE LUNCH BREAK — RECONVENED AT 1:00 PM Ms. Snider reviewed the newly -created objectives with Council and staff, requesting feedback and/or suggestions for modifications. The final strategic objectives were created as follows: GOAL:-• QUALITY OF WHEN WHO WHAT 1. By June 1, 2018 Chief Information Officer Implement a website interface for the (lead), City Attorney and community to file nuisance complaints that is Councilmember Jill Hardy more visible and prominent to the public. 2. By Sept. 1, 2018 City Attorney (lead), and Propose amendments to the City Council for Councilmembers Erik action that strengthen the Neighborhood Peterson, Jill Hardy and Nuisance Ordinances. Lyn Semeta GOAL: WHEN WHO WHAT 1. By June 1, 2018 Assistant City Manager Complete a needs assessment and financing of (lead), Police Chief and Police Department Facilities and provide Public Works Director recommendations for improvement to the City Council for action. 2. By June 1, 2018 Public Works Director Prioritize park maintenance needs and and Community Services improvements and present to the City Council Director, working with the for consideration. Central Park Committee and Community Services Commission 3. By June 1, 2018 Community Services Complete an assessment of park playground Director and Public equipment and playground surfacing and Works Director, with recommend priorities to the City Council for Council Special Meeting Minutes February 13, 2018 Page 8 of 11 input from the consideration. Community Services Commission 4. By Oct. 1, 2018 Chief Information Officer Perform an assessment of all technology needs (CIO) and Public Works and current technology programs used to Director support infrastructure assets to prepare for development of a Comprehensive Asset Management System. 5. By Dec. 15, 2018 Public Works Director Assess City facility deficiencies and provide and Assistant City recommendations for improvement to the City Manager, with input from Council for action. the Department Directors 6. By Jan. 1, 2019 Public Works Director Perform a power and electricity needs and CIO assessment for City facilities and report results with recommendations to the City Manager. • • • WHEN WHO WHAT 1. By July 1, 2018 Assistant City Manager Conduct a City Council Study Session on (lead), CFO and Deputy budget balancing options, including looking at Director of Business current revenue sources, potential new Development revenue options and sale of surplus property. 2. By Aug. 1, 2018 Public Works Director and Recommend options for the commercial refuse CFO franchise fee. 3. By Nov. 15, 2018 Assistant City Manager Conduct a cost -benefit analysis of the City's and CFO programs and services and recommend to the City Council for action adjustments to assist with balancing the budget. 4. By Jan. 1, 2019 HR Director and CFO Identify funding to enhance the funded status of the City's Workers Comp Plan. 5. By Jan. 1, 2019 Community Development Bring to the City Council for action the Director implementation of the Research and Technology Section of the Zoning Code. Council Special Meeting Minutes February 13, 2018 Page 9 of 11 GOAL: WHEN WHO WHAT 1. On or before Police Chief Provide an update to the City Council on the July 1, 2018 and implementation of Management Partners' Dec. 1, 2018 recommendations. 2. By July 1, 2018 Police Chief and CFO Present to the City Council for consideration revenue opportunities to increase funding for police staffing. 3. By July 1, 2018 Fire Chief and Assistant Conduct a City Council Study Session on City Manager optimizing staffing during peak and non -peak times. 4. By Sept. 1, 2018 Fire Chief and CFO Present the findings of the Peak Load Staffing for Emergency Transport Services Pilot Program and make a recommendation, including financial impact, to the City Manager. 5. By Sept. 1, 2018 Fire Chief and CIO Present to the City Council for consideration a third party Fire Safety Inspection Reporting System to assist the business community with web -based reporting. 6. By Sept. 1, 2018 Police Chief and CIO Complete the RFP process and recommend a contract to the City Council for consideration for a new Computer Aided Dispatch System and a Records Management System. 7. By Sept. 1, 2018 Assistant City Manager, Present to the City Council for consideration a Police Chief and Deputy Comprehensive Plan to address Director of Economic Homelessness. Development, working with the ad hoc Council Committee on Homelessness 8. By Jan. 1, 2019 Fire Chief and CIO Conduct a needs assessment of the Fire Department's Computer Aided Dispatch System and Records Management System and make recommendations for system integration to include Marine Safety to the City Manager. Council Special Meeting Minutes February 13, 2018 Page 10 of 11 WHEN WHO WHAT 1. By July 1, 2018 CFO, CIO and Assistant Provide to the City Council an update City Manager regarding the implementation of an Enterprise Land Management (ELM) system. 2. By Sept. 1, 2018 Library Services Director Implement a system to enable library (lead), CFO and CIO cardholders to pay fees and fines online. 3. By Nov. 1, 2018 PIO (lead), CIO, City Create and present to the City Manager a Attorney and Assistant to citywide social media plan for promoting City the City Manager services, events and operations. 4. By Jan. 1, 2019 City Manager and CIO Develop and present a plan to the City Council for action to improve connectivity via broadband to downtown City facilities. Next Steps/Follow-Up Process to Monitor Progress on the Goals and Objectives Ms. Snider discussed follow-up procedures as identified below: WHEN WHO WHAT February 14, 2018 City Clerk Distribute the retreat record to invitees. Within 48 hours All recipients Read the retreat record. February 16, 2018 Chief Information Officer Place the city's Strengths and Accomplishments on the City website. By Feb. 27, 2018 Department Heads Share and discuss the Strategic Plan with staff face-to-face. February 27, 2018 Management Team Review the "Weaknesses/Challenges" and (City Manager— lead) "External Threats' lists for possible action items. At the City Council City Council Present the updated Strategic Plan to the meeting Ma or—leadpublic. Council Special Meeting Minutes February 13, 2018 Page 11 of 11 Monthly City Council, City Manager & Management Team (Mayor — lead) Monitor progress on the goals and objectives and revise objectives (add, amend and/or delete), as needed. Monthly City Manager Prepare and distribute the updated Strategic Plan Monitoring Matrix to City Council and employees, and post on the city's website. January 2019 City Council, City Manager Strategic Planning Meeting to thoroughly & Management Team assess progress on the Goals and Strategic Objectives; identify new Three Year Goals; develop new Strategic Objectives for the new Strategic Plan. Summary/Closing Remarks: Mayor Posey thanked Ms. Snider, Ms. Luna, members of the City Council, City staff and the public for participating in this strategic planning retreat. ADJOURNMENT —1:47 PM The next regularly scheduled meeting of the Huntington Beach City Council/Public Financing Authority is scheduled for Tuesday, February 20, 2018, at 4:00 PM in Room B-8, Civic Center, 2000 Main Street, Huntington Beach, California. J IiGJ�ILr[�c.K,ia� City Cle k and ex-officio Clerk of the CIRy Council of the City of Huntington Beach ATTEST: