HomeMy WebLinkAbout03 - Status ReportAgenda Item No.
January 9, 2010
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Status Report
2009 City Council Priorities and City Manager Goals
There are two sections to the following status report. The first section is the list of priorities established by the City Council in January 2009, with a year -end summary of the
progress made on each priority and comments from department directors regarding any anticipated action on each in 2010. For details about each priority, including the tasks
completed during the calendar year, please visit www .newportbeachca.gov /CityCouncil and choose 2009 Council Priorities from the left -hand column of the page to view the
most recent progress reports to the City Council.
Section two lists the City Manager's goals and contains a status update for each.
Continue to seek and implement measures
to minimize the adverse impacts of John
Wayne Airport (JWA) through the
implementation of the City Council's airport
policy
Continue the organizational performance
improvement effort through gathering data
allowing us to measure our own
performance and benchmark ourselves with
other agencies
• Aviation and Corridor City committees met regularly
throughout calendar year.
• Air Quality samples for study taken, now at lab in
Virginia for analysis.
• Formally supported Anaheim's ARTIC project.
• Conducted outreach to other cities impacted by JWA
to adopt Corridor Cities' principles.
• Departments began accumulating and collating data.
• Results to date to be presented to Council 119/10.
• Performance measurement has been easier to do
than benchmarking.
3oing priority of Council and City Manager.
Air Quality Study results due in April 2010.
Tom Edwards to continue to work with LAWA and Ontario to
boost Ontario Airport usage, especially as it relates to
travelers to /from Disneyland.
Continue to work with Orange County cities to build political
support for JWA Settlement Agreement and its principles.
Ongoing priority of Council and City Manager.
• Regular quarterly reports to City Council and community of
performance measures
• Continuing review /improvement of performance measures
• Exploration of benchmarking potential, and collection of
benchmark data where available.
• Citywide Survey — Spring 2010.
Gpuncil Prori#y
lJecember 2009 Status
Anticipated Status ir12t110"
3. Focus on the development and adoption of a
Completed; budget re- balancing underway
Prepare balanced budget for FY 2010/11, including regular
FY 2009 -2010 budget which is balanced and
financial forecasting. Three -phase plan is:
which allocates the City's resources where
. Phase 1 — Early Retirement Incentive Program
they are most needed without adversely
Implementation
affecting services to the public
• Phase 2 — Take advantage of ERIP to make short-term
changes in the City organization, analyze medium -term
options, and plan for what the City government should look
like in 2 -3 years.
• Phase 3 — Move toward "NB 2013"
4. Update the facilities replacement plan (FRP)
Completed
The FRP remains a "living" document subject to change by the
twice in 2009 in order to determine how best
Council based on project bids, debt issuance timing, and the
to finance OASIS and how best to move
economic outlook. Recommend a semi - annual review.
forward with planning for the Civic Center
and other prio rit ro ects
5. Continue to enforce the City's group homes
Most use permit hearings completed, some abatement
Ongoing priority of the Council and staff; in 2010, this effort will
regulations in order to minimize the impacts
actions ongoing, some litigation remains.
shift focus to litigation and to enforcement of use permit
on residential neighborhoods
conditions.
6. Continue the alignment of the City's codes,
• Comprehensive Land Use Plan amendment
Preparation of:
regulations and policies with the General
complete
• General Plan Amendment for consistency with
Plan
• Zoning Code in legal review; staff and committee
Comprehensive Land Use Plan
completing final technical issues
. Zoning Code
• Fair Share Fee update in revision based on
. Fair Share Fee
developer comments and legal review
. Inclusionary housing ordinance and in -lieu fee.
Inclusionary ordinance and in -lieu fee delayed for
Certification of Housing Element
review of notice requirements
Continuing work on Local Coastal Program Implementation Plan
7. Reduce the fire hazard in Lower Buck Gully
Underway
Office of the State Fire Marshal will send Orange County Fire
in order to provide heightened fire protection
Authority and the City the completed Fire Severity Zone maps
to the community
January 29, 2010.
8. Continue to implement an effective traffic
Completed Traffic Signal Modernization Phases 1 -3.
Ongoing. Implement Phases 4 & 7 in 2010. Design remaining
management plan by a variety of projects
phases and fund construction in FY 10/11.
which improve traffic flows throughout the
-city
Council Priority
December 2005 Status.
Anticipated Status in 2010
9. Complete the schematic design phase and
Completed. Council certified EIR and approved
Ongoing, Construction agreements and documents to be
the Environmental Impact Report (EIR) for
schematic design on November 24.
prepared. Earth work excavation could begin in first quarter 2010.
the Newport Beach Civic Center
Issue Request for Proposal for design -build of parking structure
by Feb. 2010-
10. Provide more public parks and recreation
• Completed Coastal Peak Park, Synthetic Turf Study,
Ongoing projects. Tasks include:
facilities, with emphasis on active facilities
and Community Youth Center renovations.
• Complete EIRs and access agreement for Marina Park and
where appropriate; construct a new OASIS
. OASIS project under construction.
Sunset Ridge.
facility for our seniors
. EIR and Coastal Commission approval pending:
• Start Sunset Ridge Park construction, Fall 2010
o Sunset Ridge Park
• Complete OASIS construction, Fall 2010
o Marina Park
11. Continue with the process to determine
100% Open Space Alternative:
Ongoing project.
eventual land use for the Banning Ranch
Appraisal and open space funding feasibility report
• Resolve issues relating to Newport Banning Ranch EIR, Oil
Property, pursuing both open space and
completed
Well Relocation, Traffic Phasing Ordinance
development options in the General Plan
• Draft Development Agreement.
Development & Some Open Space Alternative:
• Continue efforts to support purchase of the property as park
• Screencheck EIR nearly complete
and open space.
12. Continue to implement water quality
• Prop 218 procedures adopted
Ongoing project.
improvement projects, while at the same
• Water Utility Financial Plan completed
Selenium TMDL could become a significant issue in 2010 with
time assessing the need to adopt a tiered
. Water Rates adjusted
the Regional Water Quality Control Board.
water rate structure to assist in water
New water rates effective Jan 8, 2010.
conservation efforts
Continue Tiered Rate Study using Prop 50 funding.
13. Develop and implement a strategy, including
. US Army Corps received $1.78 million in President's
Ongoing project. 2010 will see:
a funding component, for the dredging of the
'FY '10 budget to "start" LNB dredging. Full Project
• Options for more Fed funding in:
Lower Newport Bay (LNB)
requires $25 million.
o Stimulus II (excess TARP dollars)
• City has taken lead in determining options for
o President's FY '11 budget (out in Jan 2010)
contaminated materials. Testing completed in 2009.
• Start of dredging project.
• Applied for State grant to seek $1 million to dredge
• Discuss how City budget and /or dedicated harbor fees could
the Rhine Channel in concert with the rest of the
help fund City's share of Rhine Channel dredging and
LNB.
disposal of contaminated sediments from rest of LNB.
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1. GOAL: Assess overall organization and
Phase 1 (Early Retirement Incentive Program)
a City Manager to lead all departments through Phase 2
key departments.
approved and in progress.
restructuring. Anticipated completion of Phase 2 -April 2010.
OUTCOME: Report with results of
• Phase 2 underway — initial focus in Phase 2 is the
• A well - settled Phase 3 plan by end of 2010.
assessment and recommendations
development services function.
(staffing, programs, leadership,
opportunities for efficiencies and cost -
savings).
2. GOAL: Complete recruitments
Administrative Services Director recruitment completed.
Police Chief to be hired by June 2010. Recruitment to start in
(Administrative Services, Chief of Police).
February 2010.
OUTCOME: New directors on board.
3. GOAL: Appropriately organize City
Initial analysis conducted.
Office reorganization to be completed in first quarter of 2010
Manager's Office.
OUTCOME: Recommendation for
organization structure.
4. GOAL: Address Budget Challenges and
• Maintained 2% budget reductions in Council's
• Balanced budget to be prepared for FY 10/11.
adopt a balanced budget for FY 2009 -10
adopted 2009 -10 budget.
. Elements of a Fiscal Sustainability Plan to be prepared by
and beyond.
. Hiring freeze in place since September 2009.
staff and adopted by Council in January 2010.
OUTCOME: Create and implement a multi-
. Fee increase planned for July 2010 accelerated to
year strategy for balancing the budget and
Feb 2010.
ensuring fiscal sustainability and
• Budget update provided to Council in November
organizational health.
2009.
• Early Retirement Incentive Program adopted
December 8 and implemented. Program will result in
annual savings of $3.1 million.
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5 GOAL: Implement performance
Performance measurement and benchmarking systems
Ongoing priority:
measurement and benchmarking.
have been established, data being collected.
• 2010 will include regular quarterly reports to City Council and
OUTCOME: Adoption and consistent use of
community and performance measures
performance measures and benchmarks,
* Performance measures will continue to be reviewed and
including:
refined as necessary.
a. In-house as a management tool; and
0 Citywide survey in Spring 2010.
b. Transmitted to Council and Newport
0 Continue to explore benchmarking potential and collection of
Beach public to show how we're doing.
benchmark data where available.
6. GOAL: Get to know the organization by
Spent time in 2009 with:
Ongoing priority.
getting out in the field with employees.
9 Recreation and Senior Services
OUTCOME: Greater understanding of
0 Police Department (ride-along)
departmental directors' and employees'
0 Central Library
work, concerns, and goals and greater
0 General Services (trash collection)
understanding of the organization as a
whole.
Conducted five "All Hands" forums to discuss ERIP and
budget.
7. GOAL: Advance the City's Airport Policy.
a Held 3 Aviation Committee meetings;
Ongoing priority of City Manager, Council and community.
OUTCOME: Effective controls over JWA
0 Conducted outreach to Laguna Woods, Laguna
• Will continue to have Tom Edwards be our lead on this issue,
expansion, protection of curfew.
Beach, Irvine.
including:
• Completed air quality sampling.
o Strategize with Aviation Committee
0 Met with Airport Director.
o Coordinate FAA-DC (legislative) - Regional Issues.
• Communicated with residents re:
• Work with Corridor Cities, community groups and South
• Area Navigation (RNAV)
Orange County cities to build political support for principles
• Ontario Airport — Disney tourists.
within JWA Settlement Agreement
• Noise events.
• FAA Forum planned for January —February timeframe
(pending FAA's schedule).
8. GOAL: Lower Newport Bay (LNB) Dredging
See 2009 Council Priority #13-
See 2009 Council Priority #13.
stays on schedule.
OUTCOME: Maintain LNB Dredging project
along adopted schedule.
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Goal anii InfenBed`G)utcome
Decem6er:'2009 Status..
(gated Status to 2010
9. GOAL: Keep Civic Center project on
• Project is now in the Design Development phase.
Ongoing project.
schedule.
• Environmental Impact Report & Schematic Design
• Mass Grading scheduled to begin in Spring 2010
OUTCOME: Be out to bid with the project
completed and approved by Council on November
• Parking Structure design -build under consideration, report
by August 2010.
24.
back to Council in February 2010.
• San Miguel widening scheduled to begin Spring 2010
10. GOAL: Ensure that projects and programs
Still a work in progress.
Discussions with management team in early 2010, report back to
are not compromised (especially schedule
Council in March 2010. Likely outcome:
and quality) because staff is uncertain about
. Establish mechanisms for enhanced accountability and
who's the lead person on the project.
reporting
OUTCOME: Each project or program has a
• Communicate progress on CIP and other important
clear line of responsibility.
community projects and programs to the community through
website, newsletter, other.
11. GOAL: Maintain a high level of
Ongoing.
Ongoing priority.
communication with the City Council.
OUTCOME: Timely awareness by Council
of issues of concern /importance.
12. GOAL: The City's hiring and recruitment
Police Department promotional process updated, used
Ongoing priority. Working with HR Director and City Attorney.
processes are in full compliance with all
for latest Sergeants and Lieutenants promotional list.
Now includes:
laws and codes.
Charter Update Effort.
OUTCOME: Revisions to hiring /recruitment
practices consistent with Charter, Municipal
Code, Employee Relations Resolution,
Employee Policy Manual, and other
requirements.
13. GOAL: Update and implement Facilities
Completed, but FRP is a dynamic document.
See 2009 Council Priority # 4.
Replacement Plan (FRP).
OUTCOME: An adopted FRP and financing
(COPS) issued in a timely manner to fund all
FRP projects.
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M6 1r teo "s to gi 10
14. GOAL: Incorporate performance
• Through Administrative Services Director
Identify first phase of this in third quarter of 2010.
measurement and/or incremental
recruitment, sought a person with specific PBB
Performance Based Budgeting (PBB) into
experience or familiarity.
the FY 10111 budget and beyond.
0 Discussed approach with new Administrative
OUTCOME: Recommendation for
Services Director.
incorporating principles of PBB into budget.
15. GOAL: Revise Harbor fees and create a
Analyzed work done to date, met with key council
Ongoing project. The following approach is envisioned:
schedule for regular review and updating of
members to discuss 2010 approach.
0 Convene the groups most impacted by any fee changes, get
those fees.
agreement on appraiser(s)-
OUTCOME: Updated fees that are set
0 Conduct appraisal.
according to the true value of the use (such
• Adopt fee changes.
as moorings) or the cost of providing the
• Designate new funds for harbor improvements.
service. Have Consumer Price Index (CPI)
0 In the meantime, examine a CPI-based change to all fees.
built in whenever applicable.
16. GOAL: Ensure that the Council staff report
Ongoing-
Initiate process improvements in first quarter of 2010 (including
process is satisfying to the public and
timelines, reducing paper, increasing efficiency of preparation of
Council.
reports).
OUTCOME: Improved staff report and
Council agenda process.
17. GOAL: Efficient and effective staff
Staff meetings now have structured agendas.
Ongoing priority to increase efficient use of time and reaching
meetings.
outcomes in staff meetings
OUTCOME: Clear purposes and processes
for meetings.
City of Newport Beach
Highlights of Key Accomplishments for 2009 and Initiatives for 2010
We have assembled the enclosed information for the City Council to use as a resource as it prepares to establish the Council's goals and expectations for the new calendar
year. This report contains:
• A summary of the City's significant accomplishments for 2009
• A list of major projects and initiatives planned for 2010 either as part of the FY 09 -10 budget processor in response to emerging issues or community needs.
These lists are not intended to be comprehensive nor exclusive of other efforts, but are focused on providing a good overview of the progress made last year and the major
activities planned for 2010.
Page 1
Highlights of 2009 Accomplishments
The following contains the major accomplishments for each department for 2009.
** Planned = Item was planned for 2009. Emerged = Item materialized during 2009 and was incorporated into staff work plans.
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2009-10 Budget Development
Prepared balanced budget for FY2009-1 0 & updated the Facilities
& Facilities Replacement Plan
Replacement Plan
Administrative Services and all departments.
Planned
Informix upgrade from V7.3 to
Informix (Sungard Pentarnation database was upgraded to the latest
V1 1 .5, FinancePlus upgrade
version, required recompiling every Pentamation program);
Administrative
from V4.0 to V4.3 and AIMS
FinancePlus (new desktop installation in all 300 FinancePlus users,
Administrative Services
Planned
upgrade from V7.1 to V8. 0
and rewrote or modified 46 in-house programs); AIMS (included a
Services
new Oracle 10g database with a data conversion)
Fee Study
Completed implementation of 2008 Cost Study
Administrative Services
Planned
2009 Financings & Assessment
AD 103 Financing & Securitization of Prop 1A Receivable & Surplus
All were Planned with
District Surplus Refunds
Assessment District refunds were returned to property owners of
Administrative Services
the exception of Prop
Assessments Districts 71, 78 & 82
1A, which Emerged
Building
Center Projects including Civic Center and OASIS
Provided code review and design input.
Building, Public Works, Fire Prevention
Planned
Began reorganizing and revitalizing the Office of the City Attorney
(OCA); restructured office, including moving mostly to virtual filing;
Planned
Office reorganization and
recruited three new lawyers-, began to bring code enforcement
Office of the City Attorney (OCA)
(Based upon Council
revitalization
matters back in-house; drafted and adopted mission, goals, and
adopted expectations
City Attorney
standards statement; began integrating the OCA is staff-level
to new City Attorney)
functions.
Group Homes permitting
Largely through the group homes administrative permitting -process,
process and resolution of
with two exceptions. Resolved and implemented the resolution of two
OCA, City Manager's Office, Planning
Planned
litigation
significant cases. Drilled down into ways for addressing the balance
Council 2009 Priority
of the litigation and group homes issues.
#5
** Planned = Item was planned for 2009. Emerged = Item materialized during 2009 and was incorporated into staff work plans.
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Worked with outside counsel and City staff to pursue litigation;
Managed and assisted in
facilitated settlement meetings on a Council level to resolve matters;
OCA, CMO, Public Works, Recreation,
Planned
resolving Irvine Business
drafted and oversaw implementation of million settlement agreement.
Council Subcommittee
(Based upon Council
Complex litigation against Irvine
Newport Beach received $3.65 million from Irvine for area traffic
adopted expectations
improvements.
to new City Attorney)
Organized, addressed and took
Identified all outside counsel providing legal services to the City;
OCA, Human Resources / Risk Management,
Planned
control over outside counsel
updated budget and forecast future expenditures; took active role in
Administrative Services
(Based upon Council
legal services.
assisting in lawsuit management and resolution of multiple cases.
adopted expectations
to new City Attorney)
Addressed personnel issues
Addressed and facilitated CSB investigation of Police Department
related to Police Management
promotional practices; issued multiple legal opinions addressing
OCA, Human Resources / Risk Management,
Association request for Civil
ambiguities and errors in management of the Civil Service System;
Police Department, Civil Service Board
Emerged
Service Board (CSB)
commenced review of Civil Service Rules in context of all City
investigation
2ersonnel policies in preparation for possible update.
Oversaw implementation of new features including enabling the
updating of the web version of the Newport Beach Municipal Code
Improved NBMC Codification
(NBMC) the day an ordinance becomes effective, readability ADA
City Clerk's Office
Planned
compliance), and allowing sections and /or chapters to be easily
copied into a Word document.
City Clerk
In final stage of developing a Contract Management Standard
Improved contract tracking
Operating Procedure (SOP) that encompasses procedures, starting
City Clerk's Office, Office of the City Attorney,
from contract inception to contract execution. Plan to conduct
and HR/ Risk Management
planned
training and implementation in early 2010.
Created an online Public
Developed a web -based form (through Quest) for Public Records
Records Act (PRA) request
Requests to expedite the PRA process for the community and staff.
City Clerk's Office, Administrative Services /
Planned
IT, Office of the City Attorney
Transition of City Manager
Homer Bludau's retirement and the transition of the position to Dave
City Manager's Office, City Council, Human
Kiff. Included bringing on Jan Perkins as Interim ACM.
Resources
Emerged
Processed multiple hearings with Planning and CAD, finalized all
"
Group Homes
remaining settlement issues with Sober Living By the Sea, followed
City Manager's Office, Planning, Office of the
Planned
I islation, and tracked issued use permits.
City Attorney, Code and WO Enforcement
NewFields sediment testing nearly complete. Draft final report under
City Manager
Lower Bay Dredging — Testing
final review with agencies (aka the Dredged Materials Management
City Manager's Office / Harbor Resources
Planned
Team or DMMT ).
Website and Intranet Redesign
Worked with IT and a staff committee to redesign the City's internet
City Manager's Office / Public Information
website and intranet site.
Administrative Services / IT
Planned
All City departments
Council Policies — Media
Worked with Office of the City Attorney to update the Council Media
City Manager's Office / Public Information
Relations and Website
Policy and develop and implement a new Council Web site policy.
Office of the City Attorney
planned
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Developed and implemented an Early Retirement Incentive Program
Organizational Restructuring
(ERIP) as part of the City's budget rebalancing effort. Fifty -one
Phase 1
employees opted to participate in the program. The Council
All City departments
Emerged
approved the ERIP at its December 8 meeting and the City
anticipates saving $3.1 million annually as a result of the program.
Wrote City of Newport Beach Hazard Mitigation Plan. The document
Hazard Mitigation Plan
was approved by FEMA, thus making the City eligible for federal
Fire & Emergency Preparedness Committee
Planned
funds.
Im lemented EZ 10 Device
p
New intraosseous device; used when medics are unable to start an
Fire /EMS Division
Planned
IV line. NBFD was the first department in the county to im lement.
Fire
Urban Search & Rescue
Established a State - recognized heavy rescue company to serve the
Company
citizens of Newport Beach
Fire
Planned
Fire Department personnel contacted over 300 homes that are
Ready- Set -Go; Wildland
situated in the wildland very high severity zones. Program is a home-
Fire / Operations Division & Fire Prevention
Interface Program
by -home assessment strategy to allow homeowners and firefighters
Bureau
Emerged
to develop a personalized wildland action plan for each household.
Alternative Fuel Program
Established contract with Clean Energy, Inc. and began construction
(CNG)
of a new CNG Fueling Facility at City Yard (public /private
General Services
Planned
partnership).
General
Balboa Village Tree
Worked with Balboa Village Business Improvement Association to
Services
Replacement
fund and replace the trees on Main St. and Balboa Blvd.
General Services
Planned
Electronic Waste (E- waste)
Coordinated four E -waste collection events in 2009. Collected and
Recycling Program
recycled over 200,000 tons of materials.
General Services
Planned
Coastal Peak Park
Worked with consultants /contractors on landscape /sports field
General Services, Recreation, Public Works
Planned
development-
In January 2009, an investigation was initiated by the PMA and
brought before the Civil Service Board. The CSB approved the
CSB Investigation
investigation in March and hired investigator. HR assisted
Human Resources, City Attorney's Office &
Emerged
investigator with scheduling interviews and researching pertinent
police Department
documentation.
A team comprised of Police Department and HR was established to
PD Promotional Process
review and provide recommendations to the CSB for a more
Human Resources and Police Department
Planned
Human
meaningful. reliable exam process.
Resources
Oversaw high -level recruitments including City Manager,
Executive Recruitments
Administrative Services Director, Acting Police Chief, and Acting
Human Resources, City Manager's Office &
Asst. City Manager. Began preparations for Police Chief and
Administrative Services
Planned /Emerged
Assistant City Mana er recruitments.
Took proactive step in negotiations by meeting with bargaining units
Negotiations
g
well in advance to administer a transparent, 'informative and honest
Human Resources
Planned
communication between the City and the bargaining units with
Memorandum's of Understandin due for renewal.
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Reorganization of Technical
Completely realigned all processes involved in procurement,
Library
Processing Unit
receiving, and accounting for all print and non-print materials
Planned
Corona del Mar Branch
Revised service module, cleaned up building, upgraded collections
Library
Upgrade
and ro rammin
Planned
Computer Upgrades
Procured and installed laptops and other computing equipment at all
Library
Library
four locations
Planned
Installation of Millennium
Installed software module to complement software used to integrate
Library
materials acquisitions module
library functions; allows for tracking of all print and non -print
Planned
materials acquisitions
Testing and Evaluation of
Gathered customer input on usefulness of the library's website and
Library
Libra Website
incorporated social networking capabilities.
Planned
Coastal Land Use Plan (CLUP)
Gained Coastal Commission approval of CLUP changes to reflect
planning and City Attorney
Planned
Amendments
2006 General Plan land uses
Environmental Impact Reports
Managed EIRs for City Hall and Park, Hyatt Regency, Megonigal
Planning, Public Works, Building
planned /Emerged
Residence
Customer Care Initiative
Conducted workshops and training sessions for providing superior
Planning, Building, Public Works, City
Planned
Planning
customer service
Manager's Office
Banning Ranch Open Space
Valuation of property as open space and funding report for potential
planning and City Manager's Office
Planned
Appraisal
acquisition as open s ace per General Plan Land Use Policy 6.3.2
Processed Use Permit/Reasonable Accommodations Requests for
Group Homes
Residential Care Facilities consistent with new City group homes
Planning and City Attorney
Planned /Emerged
regulations
Crime Reduction
Accomplished overall reduction of Part 1 crimes.
Police
Emerged
Implementation of Shade
Initiated and supported amendment to ordinance regulating shade
police and City Attorney
Emerged
ordinance
devices
Police
Commercial Traffic
Purchased a Commercial Enforcement Vehicle and established a
Enforcement
program for Newport Beach. Also participate in the Orange County
Police
Planned
Commercial Enforcement Program.
CSB/ Promotional Exams
Completed review of CSB rules and processes. Implemented
police and Human Resources
Planned
improved Promotional processes for Sergeant and Lieutenant ranks.
Critical Response Manual
Developed and distributed a Critical Response Manual including
"Windshield
police
Planned
Survey" and First Responder guidelines.
Traffic Signal Modernization
Phases 1 -3 constructed & operational
Public Works
Planned
City Hall EIR and Schematic
EIR certified and schematic design approved by City Council on
Public Works, City Manager's Office,
Public Works
Design
schedule November 24 .
Planning
planned
Capital Improvement Program
Completed $9,151,000 in 2009
Public Works
Planned
Assessment Districts
Construction completed for AD 99 -2 &101, AD 103 and 19 under
Public Works
Planned/ Emerged
99,101,103, 19
construction
AD 99 -2)_
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OASIS Senior Center Design
Design and specifications completed and construction underway
Public Works, Building , Recreation & Senior
Planned
Services
CYC Renovation
Completed the renovation of the Community Youth Center and
Recreation, Public Works and General
Planned
revamped programming
Services
Synthetic Turf Study
Study completed outlining field priorities, layouts and probable costs
Recreation, Public Works and General
Planned
Services
Recreation
Coastal Peak Park
Completed construction and implemented programming
Recreation, Public Works and General
Planned
Services
Begin construction on OASIS
Completed the move out, relocation of classes, demolition /begin
public Works and Recreation
Planned
construction
Autism Training and
Partnered with NMUSD to train our staff, partner with NMUSD on
Programming Partnership
Cam Friendship and offer internal classes
Recreation
Planned
Water Rate Stud
Study
Completed 5 -year Water Utility Financial Plan, Prop 218 procedures,
Utilities and Administrative Services
Planned
Rate Increase
Water Master Plan
Competed Water Master Plan1CIP projects prior to rate study
Public Works, Utilities
Planned
Utilities
Water Conservation Ordinance
Updated the Water Conservation Ordinance
Utilities
Planned
Utilities Organizational Study
Completed Organizational Study of the Administrative Division
Utilities
Emerged
Recycled Water Use
y
Received State Health Dept. approval for expansion of recycled
Utilities, Public Works
Planned
water use at Bonita Creek Park and East Bluff Park.
Page 6
Major Initiatives Planned for 2010
The following contains the major initiatives for 2010, listed by department. Most major initiatives are interdepartmental in nature, involving several departments in their implementation.
Page 7
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Implementation of Budget
Implementation of budgetary changes throughout the City
In progress
All departments
Changes
Embark on multi-year program to increase use of automation for City-wide
Limited conversions on
Administrative Services, Police, General
Parking
parking—both meters and unmetered lots. Long-range plan to include
trial basis already
Services, Public Works; possibly Harbor
analysis of functional division of labor between staff and outside contractors.
underway.
Resources and others.
Fiscal Sustainability and FY
Develop and implement new policy/program to ensure/enhance long-term
Anticipate initial action
Administrative Services with lead; all
2010111 Budget
Fiscal Sustainability.
Coordinate the on-time development of a balanced budget for 2010/11.
during current fiscal
year.
departments to participate.
Retroactive reporting of intangible assets including software and property
Administrative
Services
Implementation of new Accounting
easements as required by GASB 51 and revised accounting classification of
GASB In progress;
Standards GASB 51 & 54; &
City reserves as mandated by GASB 54; & Several financings are being
Financings none
Administrative Services
Potential Bond Financings
considered including the refinancing of 1992 Library COPS to achieve
initiated
interest savings, financing of AD 100 and financing of the impending Civic
Center project
Hoag Purchasing Corporation
A project to direct the point of sale for Hoag's purchases to the City
Conceptual Approval
Administrative Services
Facilities Replacement Plan (FRP)
Update this plan to reflect Council priorities and available resources
Ongoing
Administrative Services
Debt Issuance
Coordinate any debt issuance associated with the FRP
Spring-Summer-2010
Administrative Services
Civic Center Development Project
I Provide design review and code advice.
Ongoing
Public Works, Building, Fire Prevention
Building
Adoption of the 2011 State
Prepare formal adoption and any necessary amendments to state codes
I
Early planning stage
Building Code
before state mandated deadlines
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(1) finalize Contract Management SOP and complete initial training of
department gatekeepers; (2) complete work on outside counsel guidelines
and expectations, claims management protocols, and policies for effective
reduction of litigation risks and expenses; (3) update and train on code
OCA with support of City Manager and
enforcement protocols to better empower code enforcement staff and create
assistance from City Clerk, Human
Reorganization and vitalization of
greater efficiency in the efforts; (4) build and complete SOP for operations of
Ongoing; full year effort.
Resources I Risk Management, and Code
Office of the City Attorney (OCA)
the OCA that fully unitize the new legal management software and develops
Enforcement
use of more internal templates for efficient processing of work; (4) complete
the effort to streamline handling of Public Records Act requests; (5) continue
of the process of bringing code enforcement matters back in house for
handling; (5) handle all new specialty litigation matters as they arise, except
those not suited for in -house representation.
City Attorney
Complete the initial administrative processes for existing group homes within
Continue implementation of group
first two months of the year assist in processing any new applications;
Ongoing; large portion
homes ordinance; bring litigation to
provide leadership and structure to defense of the City in litigation in the
completed by end of
OCA, City Manager's Office, Planning, Code
successful conclusion, assist in
remaining federal court cases currently set for trial in April; assist in assuring
2009110 Fiscal Year.
Enforcement
timely enforcement activities
enforcement of existing settlement and abatement agreements and efforts to
enforce the ordinance and permit conditions
Staff Charter Update Commission in aggressive meeting schedule; assist in
Provide legal support and
preparation of "white papers' and staff analysis of legal issues related to
OCA, City Manager's Office, City Clerk's
leadership with the Charter Update
update; provide legal assistance in developing recommendations and final
Ongoing and anticipate
Office and other departments as needed.
Effort
report of Commission; assist Council in implementing Commission
it will take the full year
recommendations and placing issues on the ballot and in appropriate,
informational, p ublic outreach
Analyze the feasibility of implementing a paperless agenda process to reduce
Researching options for
Paperless agenda packets
costs, improve workflow of staff reports, streamline public posting of agenda
joint agreements.
City Clerk's Office
and reports-
City Clerk
Prepare for and conduct the
November 2, 2010 General
There will be Charter Updates and four City Council seats on the ballot —
Ongoing
City Clerk's Office
Municipal Election in compliance
Districts 1, 3, 4 and 6 (District 3 seat will reach its term limit).
with applicable laws.
Organizational Restructuring
Provide leadership, direction and decisions for significant restructuring of the
January — June 2010
City Manager's Office
Phases 2 and 3
City organization to reduce costs, increase efficiency, and improve outcomes.
Fiscal Sustainability Plan
Lead the effort in creating and implementing a Fiscal Sustainability Plan.
1�' Quarter 2010
City Manager's Office, Administrative
Provide leadership for preparation of a balanced budget.
Services
City Manager
Performance Measurement
Provide leadership for the next phase of performance measurement and
Ongoing
City Manager's Office and all City
benchmarkin .
departments
John Wayne Airport
Advance the City's airport policies pertaining to effective controls over JWA
Ongoing
City Manager's Office
ex ansion and protection of curfew
City's CEQA Process
Improve the City's CEQA processes so to ensure that costs stay low and
June 2010
City Manager's Office, Planning, OCA
ro ects sta on schedule.
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July 4 Planning
Reduce the amount of cost and neighborhood impact associated with July 4
Jan — July 2010, and
City Manager's Office / Code Enforcement,
in West Newport.
ongoing.
Police Department, OCA
Negotiations with Port of Long Beach will commence. EIR and Mitigated
Ongoing. MND
Lower Bay Dredging
Negative Declaration (MND) for contaminate disposal well underway.
complete by late 2010.
City Manager's Office / Harbor Resources
Possible that dredging clean material may commence in 2010 if funding
EIR complete by early
and Planning
secured and to istics successfully coordinated.
2011
Phase II start now.
Eelgrass Management
Negotiate an eelgrass strategy for Newport Harbor
Goal: complete by
City Manager's Office I Harbor Resources
December 2010.
RGP -54
Begin strategy and testing for residential /commercial dredging. Permit
Will begin early 2011.
City Manager's Office / Harbor Resources
expires in 2011.
NBTV Evaluation
Conduct customer survey and implement any related changes to NBTV
131 Quarter 2010
City Manager's Office / Public Information
programming.
Social Media & Improved
Complete social media implementation including presenting new policy for
s
Communication
Council review and approval and conducting staff trainings; stay abreast of and
1 Quarter 2010
City Manager's Office / Public Information
utilize current communication technologies for residents and businesses.
Working with County to
EMS Data System Research and
Researching the possibility of purchasing and implementing a new electronic
select vendor; then will
start the process for
Fire
Development
data system (including electronic Patient Care Report documentation).
NBFD; 18 -24 month
process anticipated
Desktop Virtualization
Reduces application and hardware costs as well as providing desktop
Evaluating software.
deploy in
Fire
Fire
software to any remote location with an Internet connection.
Janus
Fire Captains' Training Academy
Conduct a basic supervisor academy that helps equip new captains with
planned for February
Fire/ Training Division
necessa management skills,
Promotion Testing
Develop testing for openings in the Firefighter rank; Lifeguard Battalion Chief,
Throughout the calendar
Fire /Training Division in conjunction with
Fire Battalion Chief; Engineer rank; Fire Captain rank; Lifeguard Captain rank
year2010
Operations Division and Human Resources
Waiting 3 to 4 months
Implement Transcutaneous Pacing
Implement newly approved procedure medical procedure
for new monitors to
Fire
arrive
Street Sweeping Program
Complete a competitive analysis of City's Street Sweeping Operation- RFP,
In Process
General Services
..analysis of proposals, and possible long term contract.
Hire a consulting firm to complete a study on the current structure of the
General
Fleet Management Study
City's fleet operation; equipment maintenance, replacement, inventory, public
FY10 /11
General Services
Services
safety satellite facility, discussions with using departments (customers),
ossible shared resources with outside agencies, etc.
CNG Program continues throughout 2010 with the purchase of CNG fleet
Alternative Fuel Program (CNG)
equipment and modification of the fleet maintenance facility to allow for the
2010
General Services
maintenance and repair of CNG equipment.
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Will facilitate open and promotional recruitments, reclassification studies and
City Reorganization Recruitments
hiring from & creating eligibility lists related to ERIP and Citywide
Beginning stages
Human Resources with City Manager and
reorganization.
all City Departments
Preparing Recruitment
Executive Recruitments
Assistant City Manager, Chief of Police, Deputy Administrative Services
Plan with Executive
Human Resources, City Manager's Office
Human
Director and Assistant City Manager.
Recruiters and internal
staff.
Resources
Work with the Civil Service Board and participate as staff to the Charter
Human Resources, City Manager's Office,
Charter Update Commission
Update Commission to revise the language regarding the Civil Service
Beginning stages
OCA
System. Follow through on the Praet report and recommendations.
Meet & Confer -Review all collective Bargaining Agreements, and negotiate
Negotiations
as required by law, for language clean -up and cost efficiencies. Revise
Beginning stages
Human Resources
Em to ee /Em to er Resolution.
CASSIE computer resource
Upgrade to methods by which customers reserve and use public computing
In process
Library
management system
resources and pay for printing/photocopyin
Print and non -print materials
Assessment of resources and databases to ascertain which is more cost
In process
Library
Library
assessment
effective and useful to customers
Rework
of Library Website
Testing and evaluation of customer responses on usefulness of the library's
In process
Library
website and social networking capabilities-
Print management
Re -work methods and equipment necessary to make printing /photocopying
In process
Library
resources available to the public
City Hall EIR Mitigation
Select contractors, prepare scopes of work, and administer contracts for
In process
Planning and OCA
Miti anon Monitoring and Reporting ro ram required through EIR
Zoning Code Adoption
Develop final draft Zone Code for Planning Commission and City Council
In process
Planning and OCA
Planning
ublic hearin sand adoption
Coastal Development Permits
Secure Coastal Development Permits for Sunset Ridge Park and Marina
Begin January 2010
Planning, OCA, Public Works
Park im rovements
Local Coastal Program
Develop strategy, work program, and schedule for Implementation Plan
In Process
Planning and OCA
component of Local Coastal Program
Peninsula Point Emergency Traffic
Plan and implement Emergency Traffic Plan for Peninsula Point
Planned — Approval and
Police, Fire and General Services
Plan
Implementation endin
Crime Reduction
Reduce Part 1 crimes from 2009 totals through use of enhanced Patrol,
Planning
Police
Police
increased Detective Clearance rates, and community outreach
Implement "Lexipol" Policy Manual
Implement online Policy Manual
Planning
Police, OCA
Pandemic Disease Plan
Create Police Department Pandemic Disease plan
Planning
Police Human Resources
Public Works.
Civic Center Development Project
Complete design and begin construction of City Hall, Library Expansion,
Ongoing
Public Works, City Manager's Office,
Building, Planning, Recreation, General
Park, Parking structure, and Dog Park
Services
Traffic Signal Modernization
Complete phases 4 & 7, design begin construction of remaining phases
Ongoing
Public Works /Traffic Engineering Division
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Continue to implement FY 2009/10 CIP and prepare FY2010111 CIP.
Significant projects include:
Capital Improvement Program
• Sunset Ridge Park - Complete EIR, Coastal permitting, and begin
Ongoing
Public Works, Planning, Recreation
construction Summer 2010
• OASIS - Complete construction! FFBE by Fall 2010
• Marina Park- Continue to process EIR and Coastal permitting,
Automate existing departmental records in advance of the new City Hall.
Departmental Records - Digital
Continue to expand online public access to existing improvement plans and
Ongoing
Public Works
documents
Assessment District 19,103 & 100
Complete AD 19 & 103 and associated CIP; process AD 100
Ongoing
Public Works
Jamboree Bridge Widening over
SR 73
Complete right -of -way acquisition and begin construction
Ongoing
Public Works
Water Quality
Resolve / comply with the Nitrogen /Selenium TMDL, Lower Bay Dredging,
pursue alternatives for Buck Gully. Continued participation in regional
Ongoing
Public Works
discussions. Pursue grant funding and cooperative opportunities.
Sunset Ridge Park
Complete EIR; obtain Coastal permits and Construction Documents. Bid
EIR Review Period
Public Works, Recreation, Planning and
roiect, be in construction in Summer 2010.
General Services
Marina Park
Complete REIR and Construction Documents, obtain Coastal permits.
EIR Review Period
Public Works, Recreation, Planning, Harbor
Resources and General Services
Recreation
Carroll Beek Center
Facility Improvements
g Specs.
Design of S Phase
Public Works, Recreation, Building and
Balboa Island
General Services
Open the new OASIS Senior
Finalize Construction, purchase equipment/furnishings, approve staffing
Center
changes, move activities back by Fall 2010, in time for November 2010
Under Construction
Public Works, Recreation
Friends' Gala.
Monthly Meter Reading
Implementation of monthly meter reading to accommodate monthly billing
Preliminary Stage
Utilities
Utilities
Wastewater Master Plan /Rate
Study
Complete Wastewater Master Plan, CIP planning, rate study
In Progress
Utilities, Public Works
Update 2005 UWMP
Complete 2010 Urban Water Master Plan
Not Started
Utilities
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