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HomeMy WebLinkAboutFY 2020/2021 Goals for the City of Palm DesertSTAFF REPORT CITY OF PALM DESERT CITY MANAGER'S OFFICE MEETING DATE: 13 February 2020 PREPARED BY: Lauri Aylaian, City Manager REQUEST: Approve the Fiscal Year 2020/21 Goals for the City of Palm Desert Recommendation Approve the Fiscal Year 2020/21 Goals for the City of Palm Desert, establishing goals for work to be accomplished by City staff during the fiscal year and allocating staff and financial resources during that period. Strateqic Plan Obiective The goals defined for the 2020/21 fiscal year represent measurable progress towards many of the Results Areas in the 2013-2033 Envision Palm Desert Strategic Plan. The attached exhibit entitled 2020/21 Goals for the Citv of Palm Desert identifies the specific Results Areas and Priority Numbers associated with each city-wide goal for 2020/21. As can be seen on the same exhibit, some of the goals established for the coming year do not tie directly to the 2013-2033 Strategic Plan, however they are necessary to support the achievement of these goals. The Strategic Plan is outward facing, and doesn't recognize the commitment of resources necessary to execute routine operations and implement new technology in response to public demand, and secondly, it is nearly ten years old and may need to be updated in order to reflect changes in technology, the economy, community values and the community itself. The adoption of the 2020/21 proposed goals is intended to marry reasonable growth towards strategic goals with development of the internal systems necessary to deliver traditional high -quality services to constituents. Backqround Analvsis In order to define the specific goals for the fiscal year 2020/21, the City Manager and executive staff worked to identify City goals from the 2013-2033 Strategic Plan, IT Master Plan, and Economic Development Strategic Plan, and from informal guidance and formal directives received from the City Council since the Strategic Plan was adopted. Staff focused on providing a work plan that is ambitious but achievable, provided that efforts are not diluted by assignment of new priorities or additional projects over the course of the year. In a half -day study session held on January 15, 2020, the members of the City Council performed a detailed review of the draft goals. They considered each proposed task in 13 February, 2020 - Staff Report 2020/21 Goals for the City of Palm Desert Page 2 of 2 the context of the overall program, and provided guidance to better reflect their overall goals. The resulting Fiscal Year 2020/21 Goals for the Citv of Palm Desert, is attached to this staff report and is hereby submitted for approval by the City Council. Accomplishment of some of the goals will require appropriation of additional funding or augmentation of staff resources; most of these allocations will be contained in the budget proposal for Fiscal Year 2020/21, which will be presented to the City Council over the next three months. Palm Desert has achieved great success over the years by delivering on creative long range planning. Adoption of this plan, followed by careful execution of the tasks within it, will continue the tradition of well -conceived, deliberate, and strategic progress that delivers a premier quality of life for Palm Desert residents and visitors alike. LEGAL REVIEW Approved as to Form or Content N/A Robert W. Hargreaves City Attorney DEPT. REVIEW FINANCIAL REVIEW Lauri Aylaian Janet M. Moore City Manager Director of Finance City Manager, Lauri Aylaian: ATTACHMENTS: ASSISTANT CITY MANAGER Q�_ t-_� AndyrCity Assistnager 1. City of Palm Desert Fiscal Year 2020/21 Goals 2. Meeting Notes from 15 January 2020 Goal Setting Study Session CITY COUNCIL�CnON APPROVED DEN", RECEIVED OTHER MEETING DATE AYES:' NOES: (, ABSENT: ABSTAIN- VERIFIED BY: - ( I2ek's Original on File with City Office City Council Goal -Setting Session Wednesday, January 15, 2020 Dessert Willow Golf Resort Julia Aggreh David Hermann Stephen Aryan Sabby Jonathan Lauri Aylaian Kathleen Kelly Joe Belli Alvarez Martin Mike Beverlin Janet Moore Carlos Campos Gina Nestande Lori Carney Grace Rocha Tyrell Davis Thomas Soule Andy Firestine Ryan Stendell Tom Garcia Frank Velasco Robert Hargreaves Susan Marie Weber Jan Harnik Bryan White Lauri Avlaian: Delivered an overview of what the session would be about and the goals that have been identified for the 2020-2021 fiscal year. Lauri explained that the timing of setting goals is out of sequence with the budget (6 months behind). This year the 2020- 2021 goals have been established to begin in six months, giving us breathing room to catch up and complete goals that were launched last year and are still ongoing. The goal for today is to find out where the City Council wants to go for the 2020-2021 fiscal year. Goals agreed on will be compiled and brought back to the City Council approximately in February to have them adopted. Lauri talked about consideration and awareness for internal processes and the fact that the goals for the 2020-2021 fiscal year will be paced appropriately to allow time for internal processes and also give time to address unscheduled "surprise" projects. Lauri touched on 2019 goals noting those completed, in progress, in phases or in - progress. Discussed was one of the projects that was added at budget time: an analysis of potential annexation of areas in the North Sphere, noting that this has not been accomplished and will be worked on in the next six months, before the new goals take effect. 2019 GOALS — CURRENT STATUS Key' CO Completed PO Phased/On Going SC Substantially Complete Goal -Setting Session January 15, 2020 Page 2 of 8 1. Open the Palm Desert iHUB. SC 2. Prepare a Broadband/Fiber Master Plan. PO 3. Analyze alternatives for visitor services delivery and CO begin work on chosen option. 4. Produce a five-year financial forecast. CO 5. Develop and adopt economic development incentive SC programs. 6. Develop and implement a Business Retention and CO Expansion Program. 7. Launch development of self-help homes on Merle; initiate PO RFP process for San Pasqual/Santa Rosa site. 8. Implement E-TRAKiT for online permitting, plan review, PO inspections, and building records. 9. Develop and implement Build Palm Desert. PO 10. Conduct an El Paseo demonstration project of parklets SC and bulb -outs, with consideration for including Lupine. 11. Develop and implement a pilot program for shared SC mobility devices. 12. Continue community -wide civic engagement efforts; CO create an advisory committee to help guide the process. 13. Begin construction of Phase 1 of the San Pablo corridor CO improvements. 2 Goal -Setting Session January 15, 2020 Page 3 of 8 14. Complete design of President's Plaza and have project SC ready to bid. 15. Begin construction of CV -Link. SC 16. Construct mid -block crossings and enhanced walkways SC on El Paseo. Lauri Avlaian: Lauri went through the proposed twelve City Goals for 2020-2021 fiscal year, mentioning that these goals involve various departments and have greater visibility and an impact to the public than do the Department Goals. There was considerable discussion as she touched on each goals. 2020-2021 City Goals ■ District Voting ■ Regional Policing ■ Broadband Master Plan ■ Visitor Center ■ Simplified Fee Structure ■ Council Chamber Rehabilitation ■ Main Lobby Renovation ■ North Sphere Park and Affordable Housing ■ San Pablo ■ President's Plaza ■ Digitization Master Plan ■ Public Web Portal Eisenhower Request: There was considerable discussion regarding Eisenhower's request for funding. Lauri indicated that the request should be considered with the budget preparation. The consensus at the end was a call for a study session and presentation by Eisenhower. It was deemed that this will provide needed information and direction. District Voting: Lauri indicated that we would need to educate the public, conduct hearings and implement changes required by the CVRA. Announced the first open house taking place this evening at the Palm Desert Community Center. Regional Policing: Lauri discussed a new model under consideration for Regional Policing, and the need to analyze the impact of a Regional Policing Contract in order to reduce cost and increase efficiencies. Stephen informed the group that there was ongoing study and research and these ideas will be introduced in the near future. 3 Goal -Setting Session January 15, 2020 Page 4 of 8 Broad Band/Fiber Master Plan: Martin indicated he had learned a lot with research and informed the group that this is vast and complicated. He indicated there are lots of models to consider and shared slides showing some of these models. Andy described the Centennial Colorado Broad Band Plan. Mayor Pro Tern Kathleen Kelly suggested having a type of combination model. Councilmember Sabby Jonathan asked what benefits would be gained and asked if the end result will match the investment. After considerable discussion, Martin concluded the study/research will answer these questions and noted the community would be involved. Visitor Center: Martin informed the group the proposed visitor's center would be a space for various uses. A place visitors can get information, hang out, a space for entertainment and a facility used as a hub for events. The proposed cost is $3 million for a 3600 square foot facility. This generated much discussion regarding cost reduction, proposed materials for the building, etc. Lauri concluded that we would circle back with City Council and develop the ideas. Simplified Fee Structure: Lauri indicated that upon approval of a new simplified City wide fee structure by Council, an implementation strategy will be developed. This initiated the discussion about false alarms and how the fee structure may encourage people to be more aware, and to maintain their systems so as to minimize nuisance alarms. An ordinance to impose fees is on the list of Department Goals for the year. Chamber Rehabilitation: Lauri informed the group that the current chamber does not meet ADA standards and noted that a project will address ADA compliance issues. The renovation will be bid in the spring and implemented in the summer. Tom indicated that the project is on schedule and is evaluating spaces regarding where City Council will meet temporarily. Main Lobby Improvement Project: Lauri discussed the proposal to upgrade the lobby structure, flooring, cost, time frame and the safety reasons for the project. The group was shown the proposed diagram/floor plan. Affordable Housing and North Sphere Park: Lauri began the discussion indicating that the group needed to start thinking through the development of the area for the future, while keeping in mind the generational demographic changes in the City. Ryan suggested that since park development takes time it is appropriate to start looking into it now. He suggested the new park is planned for in conjunction with the housing, though the role of the housing needs to be defined first. Council member Harnik noted the City may need to move quickly due to Sacramento funding. Janet Moore led the discussion of a conceptual design to make a blended site with shared amenities, which would generate more funding. San Pablo Avenue Improvements: The project is on schedule and is taking shape. Phase two will begin soon. Tom discussed access during phase two. 4 Goal -Setting Session January 15, 2020 Page 5 of 8 President's Plaza: Tom indicated Public Works is close to putting out bids and noted that this is a project that is important to retailers and land owners. It is a multi -year project with phasing so as not to disrupt business owners. Its funding was discussed. Digitization Master Plan: Lauri indicated they are looking at the strategic plan and how we can move forward in developing and implementing this goal. Lori noted this will be an umbrella plan involving all departments, who would need to identify their processes to automate and digitize. Lauri noted that this will require internally developing our workflow for the software to emulate. Furthermore she noted it would be a huge financial and staff endeavor. However, the end result will make City documents and records more readily searchable and retrievable. Web Portal: Lauri discussed the goal of going live with a web portal open to the public. She noted identifying measurable goals and beginning with easier projects and not an elaborate web portal for this fiscal year, since it must operate flawlessly as it will be public facing. Andy concurred and talked about the complexities of doing business licenses. Janet said the City may be able to roll out some portions of business licenses. Councilmembers were anxious to make online renewal of business licenses a high priority. Department Goals: The second part of the study session was the presentation of departmental 2020-2021 fiscal year goals by department heads and associates. Each department head went through the items in the power -point presentation. There was discussion for the various slides shown. Citv Manager's Department: ■ Implement in Laserfiche, the Executive Management review/approval of staff reports. In each department, begin to develop and design a -forms and workflows peculiar departmental operations. ■ Engage a golf consultant to serve in an ongoing advisory role, to include assisting with the eventual RFP and contracting process for operating the Desert Willow Golf Resort. ■ Explore enhancing Lesident aolf ootion.2 by potentially increasing the number of participating golf courses (pilot program), redefining residency requirements, and increasing twilight hour rounds. ■ Investigate streamlining processes for administrative contracts under $25,000. ■ Adopt a comnrehgnsive sian oroaram to create consistent visual theme throughout city. ❖ Prepare designs and coordinate construction schedules to accommodate multigJe 12otential proiects at Desert Willovt while minimizing impacts on golf 5 Goal -Setting Session January 15, 2020 Page 6 of 8 course operations. Councilmember Jonathan expressed his desire to consider future needs for vehicle access to handle increased volumes at Desert Willow. ❖ There was considerable discussion regarding the recommendation to hire a golf consultant. Many Councilmembers expressed the belief that it is not necessary at this time. Lauri introduced an idea to negotiate partnerships and offer discounted rates for residents at other golf courses. This concept was not widely supported for several reasons, and Councilmembers indicated that other golf courses could initiate their own programs that would offer discounted rates to Palm Desert residents. Administrative Services: ■ Determine the feasibility of enacting a false alarm ordinance to recover costs from repeated police- and fire -related nuisance alarms. ■ Build Palm Desert — Phase 2: Design and implement a new emplovgg performance appraisal system that incorporates the City's vision, mission, and core values ■ Design and adopt a digital onboardina aortal with supporting videos, messaging, policy documents, and training resources. ■ Enhance the City's public outreach and communication through updatina of the L& website. further development of eTRAKiT, and introduction of the Laserfiche public aortal. Building and Safety: ■ Facilitate effective training and cross training grograms for 2019 building codes. Bluebeam software, and residential and commercial plan checking. City Clerk's Office: ■ Work with the County Registrar of Voters Office to iMplement CVRA chanaes to the election process for the 2020 (or 2022) General Municipal Election and to educate voters about these changes. Finance: ■ If requested by the majority property owner, refinance the University Park Community Facilities District bonds. ■ Set up templates and forms for dWization of all records within Finance Enterprise to searchable records in Laserfiche ■ Establish an asset capitalization policy. ■ Establish a surplus asset dismal ou licv. Community Development: Goal -Setting Session January 15, 2020 Page 7 of 8 ■ Working with Parks and Recreation Commission, locate and install active fitness equipment within one park. ■ Implement a public art (mural) plan for San Pablo according to the design manual developed for the project. ■ Initiate the 2021-2028 Housina Element update by awarding a professional services contract to prepare a draft plan. ■ With Economic Development, work with Westfield to develop concepts for a master plan for evolution to a more sustainable land use. ■ Prepare a zoning ordinance amendment for the San Pablo Overlav District to promote unique local businesses within the corridor. ■ Prepare and issue an RFP and select a developer for a multi -family affordable housina proiect at San Pascual and Santa Rosa Way. ■ With Public Works, update municipal code to respond to evolving wireless cellular technoloav -- small cell and 5G -- and the potential expansion of cellular facilities within the city, including the public right-of-way. Public Works: ■ Complete design and bid of the Parkview Office Buildina Refresh Project. ■ Design and implement a neiahborhood traffic calming program. ■ Complete Local Roads Safetv Plan ■ Develop plan and scope for compliance with the State Oraanic Waste Reauirements. ■ Prepare a securitv plan for the Palm Desert Civic Center, including a physical and technological plan to enhance City Hall security. ■ Support the County and Caltrans led 1-10/Portola interchanae project while maximizing opportunities to incorporate the Palm Desert brand into the bridge and preserving opportunities for a future art installation. ■ Guided by the Underaroundina Master Plan, prioritize locations and funding mechanism for a project for City -initiated Rule 20A and 20C project, including the development of a potential ballot measure. ■ Conduct outreach and identify resident -initiated Rule 20B underaroundinq projects, identifying neighborhoods with greatest support for forming assessment districts. ■ Conduct pavement survev. to update the Pavement Management Plan in support of the annual street maintenance program. ■ Upon CVAG's completion of design, manage the bid, award, and construction of CV -Link in Palm Desert. ■ Provide support for regional transportation projects, including the Coachella Valley traffic sianal svnchronization plan project. ■ Prepare update to Engineering and Traffic Survey Report and carry forward recommendations for speed limit chances, responding to any legislative changes in the calculation of speed limits. Goal -Setting Session January 15, 2020 Page 8 of 8 ■ Initiate and complete design of modifications and changes to the Development Services counter and workspace. ■ Conduct signal warrant analysis for selected locations; design and bid targeted intersection sianals. ■ Initiate and complete a refresh of the Desert Willow perimeter landscapina. ■ Design and bid El Paseo improvements selected at the conclusion of the demonstration project. ■ Initiate design for Haystack pedestrian crossina at SR-74 Other Points: ❖ Councilmember Jonathan suggested a Bike Path Program and Mayor Pro Tem Kelly suggested meeting with cyclists to identify issues and weigh in. ❖ Councilmember Weber reiterated her interest in annexation of new territory and stated that the Berger Foundation does not want to lose their Palm Desert address. ❖ Councilmember Jonathan expressed his concerns that the Parkview Office Building Refresh Project be given higher priority. CONCLUSION s FY 2020/21 CITY OF PALM DESERT GOALS The following twelve goals are broader, require more resources, and impact a greater number of residents, visitors, and businesses than do the departmental goals described on the following pages. GOAL Implement the changes required by the California Voting Rights Act -related legal settlement and conduct public outreach and education to fully inform voters and prepare to successfully participate in a two -district election process that includes ranked choice voting. 2 Analyze the impact of a regional policing contract, accounting for proposed Sheriff staffing redistribution model to improve efficiency. 3 4 Define purpose, scope, reach, and budget for a broadband fiber masterplan. After balancing scope with available funding, complete design of a new Discover Palm Desert center. STRATEGIC PLAN REFERENCE Not addressed in the strategic plan Public Safety & Emergency Services, Priority 1: Enhance the delivery of public safety services. Economic Development, Priority 1: Expand job and business creation opportunities. Develop a plan to encourage businesses to relocate to Palm Desert to bridge the gap between June and September with year-round residents and jobs. Tourism & Marketing, Priority 1: Improve access to Palm Desert and its attractions to enhance he ease of lifestyle, and Priority 4: Support the city's tourism industry through enhancement of its marketing efforts with an allocation of additional City resources, the development of partnerships, and coordination of existing efforts. 5 Complete the comprehensive Fee Study, and upon Council approval of a new, simplified fee Not addressed in the strategic plan structure, prepare implementation strategy. Fiscal Year 2020/2021 City of Palm Desert Goals 13 February 2020 Page 2 GOAL STRATEGIC PLAN REFERENCE 6 Improve public accessibility of City Council meetings by constructing the Council Chamber Not addressed in the strategic plan Rehabilitation and the Civic Center Parking Lot Upgrades projects. 7 Enhance staff safety by construction of the Main Not addressed in the strategic plan Lobby Improvements Project. 8 Parks & Recreation, Priority 4: Develop Select a professional consulting firm to begin the North Sphere Regional Park, which conceptual site plan of North Sphere Park and will be bordered by Portola Avenue to the adjacent 10-acre affordable housing project. west, Dinah Shore Drive to the south, and Interstate 10 to the north. 9 Complete construction of Phase 1 of the San Land Use, Housing & Open Space, Pablo Avenue Improvements and begin Priority 4: Create a mixed -use city core construction of Phase 2. integrating shopping, dining, lodging, and housing. 10 Land Use, Housing & Open Space, Begin construction of the multi -year President's Priority 1: Enhance Palm Desert as a Plaza Parking Lot Rehabilitation Project. first-class destination for premier shipping and national retail businesses. 11 Develop and implement a five-year Digitization Master Plan. 12 Go live with web portal for application, payment, and issuance of certain permits, and for scheduling inspections and checking status of building permit reviews. Include permits for RV parking, garage sales, golf cart registration, temporary uses, grading plans, and encroachment permits. Develop a limited pilot program for certain over-the-counter building permits. Not addressed in the strategic plan Not addressed in the strategic plan Fiscal Year 2020/2021 City of Palm Desert Goals 13 February 2020 Page 3 2020/21 DEPARTMENT GOALS CITY MANAGER Set up and make functional within Laserfiche the Executive Management review and approval of staff reports. Within each department, begin to develop and design a -forms and workflows peculiar their own operations. Investigate streamlining processes for administrative contracts for contracts valued at less than $25,000. Develop and adopt a comprehensive sign program to create consistent visual theme throughout city. Prepare designs and coordinate multi -year construction schedules to accommodate potential development projects at Desert Willow while minimizing impacts on golf course operations. Include consideration of future access and traffic volumes associated with potential development projects in this work. * ADMINISTRATIVE SERVICES Determine the feasibility of enacting a false alarm ordinance to recover of costs from repeated police- and fire -related nuisance alarms. Build Palm Desert — Phase 2: Design and implement a new employee performance appraisal system that incorporates the City's vision, mission, and core values Design and adopt a digital onboarding portal with supporting videos, messaging, policy documents, and training resources. Enhance the City's public outreach and communication through updating of the City website, further development of eTRAKiT, and introduction of the Laserfiche public portal. * Added during 15 January 2020 City Council study session. Fiscal Year 2020/2021 City of Palm Desert Goals 13 February 2020 Page 4 BUILDING & SAFETY Facilitate effective training and cross training programs for 2019 building codes, Bluebeam software, and residential and commercial plan checking. CITY CLERK'S OFFICE Work with the County Registrar of Voters Office to implement CVRA changes to the election process for the 2020 (or 2022) General Municipal Election and to educate voters about these changes. COMMUNITY DEVELOPMENT Continue working with the Parks and Recreation Commission to locate and install active fitness equipment within one park utilizing Proposition 68 funds. Implement a public art (mural) plan for the San Pablo corridor according to the design manual developed for the project. Initiate the 2021-2028 Housing Element update by awarding a professional services contract to prepare a draft plan. With the support of Economic Development, work with Westfield to develop concepts for a master plan for evolution to a more sustainable land use. Initiate and present for adoption a zoning ordinance amendment for the San Pablo Overlay District to promote unique local businesses within the corridor. Prepare and issue an RFP and select a developer for a multi -family affordable housing project at San Pasqual and Santa Rosa Way. With Public Works, review and update municipal code to respond to evolving wireless cellular technology, such as small cell and 5G, and the potential expansion of cellular facilities within the city, including the public right-of-way. ECONOMIC DEVELOPMENT Develop marketing plan, then market and implement new Economic Development Incentive Program. Facilitate the disposition and development of Lot Pad E at Desert Willow. Fiscal Year 2020/2021 City of Palm Desert Goals 13 February 2020 Page 5 With Community Development, analyze circulation, parking, and land use optimization of Desert Willow Lot Pads C, D, and E; then develop disposition strategy. Facilitate the disposition and development of a mixed -use project at the southeast corner of San Pablo and Fred Waring. Promote Business Retention and Expansion and the Economic Development Incentive Programs, and educate brokers, business owners, and property owners about them. Work with Westfield and Seritage to fill vacancies at the mall, and support Community Development in development of future master plan concepts. Identify strategy, then market the 170-acre site. Implement the DSRT Surf DDA and close escrow on Desert Willow Lot Pad B. FINANCE If requested by the majority property owner, refinance the University Park Community Facilities District bonds. Set up templates and forms for digitization of all records within Finance Enterprise to searchable records in Laserfiche. Establish an asset capitalization policy. Establish a surplus asset disposal policy. PUBLIC WORKS Complete design and bid of the Parkview Office Building Refresh Project. Design and implement a neighborhood traffic calming program. Upon CVAG's completion of design, manage the bid, award, and construction of CV -Link in Palm Desert. Complete Local Roads Safety Plan. Develop plan and scope for compliance with the State Organic Waste Requirements. Prepare a security plan for the Palm Desert Civic Center, including a physical and technological plan to enhance City Hall security. Fiscal Year 2020/2021 City of Palm Desert Goals 13 February 2020 Page 6 Support the County and Caltrans led 1-10/Portola interchange project while identifying and capturing opportunities to incorporate the Palm Desert brand into the bridge aesthetic and preserving opportunities for a potential future art installation. Prioritize utility undergrounding locations from the Master Plan and identify location and funding mechanism for a project for City -initiated Rule 20A and 20C project, including the development of a potential ballot measure. Conduct outreach and identify funding mechanism for resident -initiated Rule 20B undergrounding projects, and identify neighborhoods with greatest support for the formation of assessment districts. Conduct pavement survey to update the Pavement Management Plan in support of the annual street maintenance program. Provide support for regional transportation projects, including the Coachella Valley traffic signal synchronization plan project. Prepare update to Engineering and Traffic Survey Report and carry forward recommendations for speed limit changes, where appropriate, responding to any legislative changes on the calculation of speed limits. Initiate and complete design of modifications and changes to the Development Services counter and workspace. Conduct signal warrant analysis for selected locations; design and bid targeted intersection signals. Initiate and complete a refresh of the Desert Willow perimeter landscaping. Design and bid El Paseo improvements selected at the conclusion of the demonstration project. Initiate design for Haystack pedestrian crossing at SR-74.