HomeMy WebLinkAboutAdministrative Strategic Planning Retreat - January 29, 2010 CITY OF HUNTINGTON BEACH STRATEGIC PLANNING RETREAT
Friday,January 29, 2010—Huntington Beach Public Library
8:00 Continental Breakfast
8:30 Welcome, Purpose of the Retreat, Public Comment and Introduction of the
Facilitator and Recorder—Cathy Green,Mayor
Role of the Facilitator, Recorder, Group and Public; Strategic Planning
Elements; Agenda—Marilyn Snider,Facilitator—Snider and Associates
Introductions of the Group
City of Huntington Beach:
• Mission/Purpose Statement
• Core Values/Guiding Principles
• Three-Fear Coals (2009-2012)
What Are the Accomplishments of the City of Huntington Beach Since the
July 31, 2009 Strategic Planning Retreat?
What Are the City of Huntington Reach's Current Internal Weaknesses/
Challenges?
What Are the External Factors/Trends (e.g., economic, political, technological,
environmental, social) that Will/Might Have an Impact on the City of
Huntington Beach in the Coming Year:
• Positively (opportunities)?
m Negatively(threats)?
Identify Options to Address the Budget Shortfall
® Brainstorm Options
• By Consensus, Select 4 or 5 Options to Pursue
• Identify Next Steps
Review and Revise, if Needed,the Three-Near Coals what needs to be
accomplished)
Identify Sig-Month Strategic Objectives how the goals will be addressed — by
when,who will be accountable, for what specific, measurable results) for each
of the Three-Year Goals
Next Steps/Follow-Up Process to Monitor Progress on the(goals and
Objectives (including setting a date in six months to update the strategic plan)
Summary of the Retreat and Closing Remarks
Adjourn
There will be a mid-morning and a mid-afternoon break with a group lunch at 12:00.
No cell phone calls/audible pagers/scheduled meetings except at breaks. Please bring
the latest update of progress on the goals and objectives (completed matrix) and your
HUNTING 'TON BEACH * SIX - MONTH STRATEGIC OBJECTIVES
31 July 2009 through 15 January 2010
THREE-YEAR GOAL: MAINTAIN OUJ? FINANCIAL RESERVES
WHEN WHO WHAT STATUS " COMMENTS
bONE ON REVISED
TARGET
1.
At the City Administrator and Present to the City Council for action a revised X Presentation completed,
Aug. 17, 2009 City Finance Director reserve policy. revised policy adopted with
Council meeting FY 09/10 budget.
2.
At the Finance Director Present to the City Council an updated Long-Term X Presentation completed at
Sept. 8, 2009 City Financial Plan and its components. the September 21, 2009 City
Council meeting Council Study Session.
3.
Jan. 15,2010 Finance Director and Conduct a City Council study session on PERS X Presentation completed at
City Administrator rates and their implications. the January 19, 2010 City
Council Study Session.
4.
At the Feb. 1,2010 Finance Director Present to the City Council quarterly financial X Scheduled for the February
City Council study updates. 1,2010 City Council Study
session and Session.
quarterly thereafter
A
THREE-YEAR GOAL: MAINTAIN, ®MPROVEANO OBTAIN FUNDING FOR PUBLIC IMPROVEMENTS
WHEN WHO WHAT STATUS COMMENTS
DONE ON REVISED
TARGET
1.
Sept. 1, 2009 Director of Public Works Conduct an EIR scoping meeting for the Circulation X Public scoping meeting held
and Planning Director Element of the General Plan. August 20, 2009.
2.
Oct. 1, 2009 City Administrator and Report to the City Council on the status of the X Green building element
Dep. City Administrator Senior Center. directions provided by City
Council on September 8,
2009. Litigation status
reported to the City Council in
closed sessions.
3.
Oct. 1,2009 Director of Public Works, Identify funding opportunities of the WRDA grant Public Works and the Army
working with the Army for the Heil Pump Station. X Corps of Engineers met on
Corps of Engineers and November 12th to continue
the Ferguson Group efforts to obtain WRDA
funding.
4.
At the Director of Public Works Present to the City Council for consideration an Report presented to the City
Nov. 16, 2009 City evaluation of the process and required procedures X Council at the November 16cn
Council meeting to transfer ownership of block walls to property Study Session. City Council
owners. directed staff to move forward
with a wall vacation pilot
ro'ect.
5.
Dec. 15, 2009 Dep. City Administrator Identify cost neutral funding for Green projects and X The Environmental Board is
present to the community's Sustainability drafting a letter to the City
Committee. Council containing options
and recommendations.
B
THREE-YEAR GOAL: MAINTAIN PUBLIC SAFETY
WHEN WHO WHAT STATUS COMMENTS
DONE ON REVISED
TARGET
1.
Sept. 30, 2009 Fire Chief Present to the City Council for consideration a plan, X Presentation completed at
including costs and funding sources,to relocate the September 21, 2009 City
Station 8 (Heil)to the city-owned site at Council meeting Study
Graham/Production. Session.
2.
At the Police Chief,working with Present to the City Council for information a plan to All three public safety
Nov. 2, 2009 the Fire Chief and the maintain public safety considering current budget X departments will present
City Council Marine Safety Chief constraints and.personnel vacancies. information in April 2010.
meeting This will ensure the most up
to date information regarding
the budget situation and
position vacancies to provide
accurate forecasting of
staffing for the summer
months.
3.
Jan. 15, 2010 Police Chief Present to the City Council for action a funding X In light of the current budget,
strategy to support construction of a police training staff is recommending that
facility. this project be put on hold
until economic conditions
improve.
4.
Jan. 15, 2010 Community Services Dir. Develop a funding strategy to support acquisition of Draft report completed, upon
needed equipment to maintain beach safety and X review by City Administrator,
present to the City Council for action. it will be transmitted to the
City Council.
C
THREE-YEAR GOAL: ENHANCE ECONOMIC DEVELOPMENT
WHEN WHO WHAT STATUS COMMENTS`.
DONE ON REVISED
TARGET
1.
Sept. 15, 2009 Economic Development Dir. Commence negotiations of an Owner Participation Negotiations are on-going
Agreement(OPA)with developer DJM for Phase II of X regarding the Bella Terra
Bella Terra. Phase II project.
2.
At the Economic Development Dir. Propose to the City Council for action the hiring of a Contract with RSG Consulting
Oct. 19,2009 City consultant to amend the merged project area to was approved by the City
Council meeting include previously identified blighted shopping X Council on November 16,
centers. 2009.
3.
At the Economic Development Dir., Present to the City Council for direction proposed X RFP process completed,
Oct. 19,2009 City with input from the Council's developers for a hotel in north Huntington Beach. negotiations with developer
Council meeting Economic Development have commenced.
Committee
4.
At the Planning Director and Present to the City Council for action an amended X City Council approved
Nov. 2, 2009 City Economic Development Dir. Downtown Specific Plan and an amended Parking Downtown Specific Plan and
Council meeting Master Plan. certified the EIR on
November 2,2009.
Reconsideration of DTSP
scheduled for City Council on
January 19, 2010.
5.
Dec. 15, 2009 Deputy City Administrator Publish and distribute to the City Council standards X Current development
for accelerated services to expedite development timelines have been updated
from the Development Departments. and published at the
customer service counters. A
process for expedited project
review has been identified
however due to limited staff
resources this process has
not been implemented.
D
6.
Jan. 15, 2010 Planning Director and Complete the Beach-Edinger Corridor Specific Planning Commission
Economic Development Dir. Plan/EIR and hold at least one public hearing. X certified the EIR on
December 8, 2009. Planning
Commission hearing on the
Specific Plan scheduled for
January 12, 2010.
E
THREE-YEAR GOAL: IMPROVE INTERNAL AND EXTERNAL COMMUNICATION
WHEN WHO WHAT STATUS COMMENTS
DONE ON REVISED
TARGET .
1.
Oct. 31, 2009 City Administrator and Present an overview of the 2009-2010 budget and X Presentation to all
Finance Director financial forecast to all employees. employees completed.
2.
Dec. 1, 2009 Mayor Host and conduct at least one town hall meeting to X Future town hall meeting
provide information about the city and obtain feedback to be determined by the
from the public. Mayor.
3.
Jan. 15,2010 IS Director—lead, HR Dir., Conduct and present to the Executive Team a review of Presentation of reporting
Dep. City Administrator community requests from the Surf City Pipeline. X options was discussed
with Executive Team on
November 13, 2009.
Review of 2009 Pipeline
inquiries was conducted
on December 15, 2009.
F
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Budgue%t UPP-% date and Discussion
Revenue Shortfall - FY 2009/o down $4 million
due to losses in triple flip revenue, So Cal Gas
franchise, UUT, interest income and parking.
Level one Reductions Request - Departments
were asked to submit budget reductions of nearly $4,
million (z.� % of eneral fund budget) t0 address
current challenge.
Reduction List - The following three pages
summarize the Level one reductions proposed by
all city deppartments. The information presented
includes the dollar value of the reduction by.,
de artment a desctTe
Lion of the reduction a
pnd its
impact on service. T impact on citywide positions
is summarized at the bottom of page four.
Next Steps - The final page of this packet
summarizes other budget topics which will be
discussed at the February 16, 2010 Study Session.
1
FY 2009/10 General Fund Reduction Summary
by Department
DRAFT:SUBJECT TO CHANGE/REVISION
LEVEL ONE
Department Amount Reduction/ Impact
Building/Planning $ 171,000 Reduce outside professional assistance.
City Administrator $ 41,000 Eliminate the City's lobbyist in Sacramento and reduce misc.
other operating accounts. Limits programming for HBTV.
City Attorney $ 60,000 25%of Asst.City Attorney's salary&benefits to be charged to
the Housing Set Aside fund. Due to the unexpected departure
of Sr. Deputy City Attorney, 25% Redevelopment workload will
be kept in-house with the other 25%for outside
Redevelopment attorney services.
Reduce conferences/training. Attorneys will not attend the
City Attorney's Spring and Fall Conferences to continue their
legal education. At the minimum, attorneys to obtain their
mandatory MCLE credits online.
City Clerk $ 21,000 Eliminate outside contractor who prepares a portion of the
meeting minutes. Bringing this back in-house will require the
change from summary minutes to action minutes. Second, the
Granicus contract will be reimbursed by the PCTA for January
thru September allowing the City to save this expense.
City Treasurer $ 33,000 Transition personnel expenses to Non General Fund sources.
Community Services $ 303,000 Reduce operating hours and marketing opportunities for the
Art Center which may result in less support for the Center and
visitation. Reduce various operating and maintenance
accounts. Close Rodgers Senior Center on Saturdays as well as
reduce staff hours at the Senior Center by 200 hours through
the end of the fiscal year. Reduce support for the Meals to the
Home Assistant reducing the caseload able to be assisted.
Reduce hours available to staff for requalification, to oversee
lifeguard tryouts,training, and attendance at regional meetings.
Continue not providing lifeguard service north of Goldenwest
and post, "No Lifeguard on Duty" signage.
2
FV 2009/10 General Fund Reduction Summary
by Department
DRAFT:SUBJECT TO CHANGE/REVISION
LEVEL ONE
Department Amount Reduction/ Impact
Reduce the number of fire rings on the beach by 50%. This may
result in complaints from the public about the availability of fire
rings. Eliminate midweek, off-peak daytime restro�)Frz,:zIeanigig.
May result in public complaints about the condition of the
restrooms. Reduce frequency of steam cleaming of Pier Plaza
from twice per month to once.
Reduce funding to Shipley Nature Center. Reduce staffing
subsequent to a pending retirement and the transition of staff
to non General Fund sources.
Economic $ 42,000 Reduction in staffing levels. Impact on quality control, special
Development projects,and reduces time spent on attraction/retention of
businesses.
Finance $ 99,000 Reduction of staffing levels. Reduce contract services.
Reductions will extend cycle times, weaken certain internal
controls,and reduce analytic capacity.
Fire $ 748,000 Modify and reduce current staffing levels. Will result in
decreased overtime and additional workload on remaining
staff. Implement new emergency response billing fee as well as
increases to ALS/BLS fees.
Reduce operating accounts across all areas of the organization
resulting in less training.
Human Resources $ 122,000 Reduce contracts with outside consultants. Work would be
done by in-house staff. Utilize in-house staff for all
recruitments. Eliminate temporary staffing.
Information Services $ 159,000 Reduction in staffing levels. Will result in reduction in service
support citywide including on-site weekend and evening
techinical support. Various other operating reductions
including delay in software upgrades,training as well as
reliance on GSA pricing.
Library Services $ 95,000 Close Central Library on Sundays. Impact on part time
temporary staffing. Working families, students, wlee -!nd Users
affected. 62,000 visits per year on average for Sunday hours.
FY 2009/10 General Fund Reduction Summary
by Department
DRAFT:SUBJECT TO CHANGE/REVISION
LEVEL GIVE
Department Amount Reduction/ Impact
Close Helen Murphy branch on Fri,Sat,Sun, and open Mon to
Thurs. Reduces temporary staff. Branch users affected.
Anticipated elimination of weekly story time program, with
annual attendance of 2,516.
Reduce number of part time professional librarians working the
Reference desk. Results in longer lines, longer wait time for
service and less assistance for PCs/research
Non-Departmental $ 289,000 Reduces gasoline and other citywide expenses which shouldn't
have a significant impact. Reduce graffiti award program
which could impact the City's ability to reward the reporting of
graffiti.
Police $ 1,325,000 Modify staffing levels and keep several funded positions vacant.
This will result in the effectiveness of several specialized units
being reduced.
Reduce the amount of hours for air support resulting in a
decreased ability for the helicopter to assist on handling calls
for service, assisting in surveillance and managing pursuits.
Utilize other funding sources for repairs and maintenance of
the helicopters. No impact to operations.
Public Works $ 436,000 Transition positions to non General Fund sources. Would
reduce the amount of slurry seal and concrete replacement
projects completed. Contract all median landscaping. Apply
one-time credit to NPDES permit fee, no impact anticipated.
Totals $ 3,945,000 Filled Positions Impacted: 6.0
Demotions/ Reassignments: 5.0
Estimate of Part Time Hours Reduced: 13,000
4
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Level Two Deductions - Departments are
submittin additional reductions off' $3.7
million (2 /® of general fund budget) in the
event further reductions are necessary.
Bargaining group participation Employee
bargaining groups are discussing strategies to
reduce costs by 1 million.
Five Year Financial Plan Plan pro°ects
continued challenges; FY 2o10-ii.challenge is
currently $6.3 million before considering
current reductions. .
Storm Drain Fee - The Public works
Department has recently ,presented analysis of
a otential revenue source of $1.5 - million for
a tee for storm water protection an urban
runoff water duality. The anal ss is
preliminary. The new fee would be subject to.
State Proposition 2i8.
5