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05-05-2016 - City Council Goals and Objectives - Study Session - Item No. 1 Attachments (2).pdfCity of West Covina ATTACHMENT NO, 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date Responsible Part Completion Date / Progress 1 (1.0) Assess the City of West Covina's financial health and economic sustainability (reserve levels) to optimize revenues and prioritize expenditures. Obiective 1.3: Evaluate and improve City revenues. September 2016 May 2016 July 2016 December 2015 June 2016 June 2016 July 2018 August 2018 All Finance Finance Finance Fin/PW Finance Finance PD PD in Process Investment Advisory Servlces contract approved at 4/5/16 meeting In process Comprehensive IT Assessment RFP in Progress i n Progress - Pending system architectural development In Progress - Design architect retained OblectIve 1.3 (13): Review/evaluate City Fee and Charge to ensure City is not subsidizing operations.* Oblective 1.3 (d): Inspect all West Covina businesses for a business license. Objective 1.3 (e): Identify safe and higher-return investment opportunities for both short term cash surpluses and long-term Investments, consistent with City's investment policy, Objective 1.6: Prepare a vehicle replacement plan for each department that identifies current condition of vehicles and prioritizes replacement over 5 years in annual budget and/or OP.* Objective 1.7: Improve technology and software in service-oriented departments to increase department efficiency and effectiveness. Objective 1.7 (a): Identify new software that improves department operation efficiency for Building, Finance/Admin Services, Planning, and other service-oriented departments. Objective .1.7 (b): Finalize schedule for funding and implementation of above software. Objective 1.8: Develop a plan of action for the West Covina Service Group to retain subscribers and to Improve program revenues. Oblective 1.8 (b): Re-write existing CAD/RMS software consistent with industry standards. Objective 1.8 (c): Implement marketing of updated CAD/RMS software. _ Page 1 of 11 City of West Covina ATTACHMENT NO. 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date Responsible Party Completion Date / Progress 2 (3.0) Review public safety (Police and Fire) and Community Enhancement response and resource framework and assess citizens' sense of health, safety, and well- being. POLICE DEPARTMENT: July 2016 June 2016 PD/Fire PD P0 Ongoing - RFP completed, pending vendor selection In Progress - RFP completed pending vendor selection. Objective 2.2: Implement Station Security Plan to improve security and reduce associated liability. Obiective 2.2 (al: Implement card reader technology for access control to the facility and sensitive areas within (evidence, armory, forensics, etc.). Objective 2.3: Outsource non-critical law enforcement services to improve efficiency of police workforce. Obiective 2.3 (b): Select and negotiate a professional, qualified vendor for administrative citation processing (parking, graffiti, noise, booking fees, alarms, etc.). FIRE DEPARTMENT: June 2016 June 2016 Fire Flre/Fin/Adm/ CM° Researching options In process Objective 2.10: Assess and improve efficiency of fire prevention bureau. Objective 2,13: Determine proposed Fire department staffing model to replace 2013 SAFER staffing model at the end of the performance period,* Page 2 of 11 City of West Covina ATTACHMENT NO. 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date Responsible Party Completion Date! Progress 3 (3.2) Complete General Plan Update. Objective 3.4: Creation of baseline date, public input, prepare General Plan elements, prepare September 2014 to September 2016 September 2016 Planning Planning Planning General Plan update drafted, Downtown plan drafted, EIR underway California Environmental Quality Act (CEQA)documentation.* Objective 3.5: Complete General Plan Update (City Council adoption). 5 (6) Construct Soccer Complex at Orangewood Park. Objective 5.4; City Council to award construction contract.4i Completed Completed Spring 2017 Spring 2017 PW/CSD/ Fin/Mm PW CSD PW CSD April 2016 Aprii 2016 Objective 5.5: Ground Breaking. ()Waive 5.6: Completion of construction. Oblective 5.7: Dedication ceremony. *Note 1: The project can be awarded in phases depending on available funding. 8 (9) Explore development of a joint-use transit parking facility at mall or Civic Center. 061 active 8,1: Seek City Council direction on whether to conceptually pursue development of a February 2016 February 2016 April 2016 CMO/PW/ Planning/ CSD CM0 CM0 CM0 Pending with Stamm:rod joint-use transit parking facility at mall or Civic Center.4 Objective 8.2: City staff to meet with prospective property landowners to determine possible desire, location, and financial feasibility. Objective 8.3: Develop detailed report summarizing steps to implement the proposed development.* Page 3 of 11 City of West Covina ATTACHMENT NO. 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date Responsible Part Completion Date / Pro:ress 11 (12.0) Develop concept plan for an Aquatics Complex. Oblective 112: Seek City Council Input as to defining concept plan, need, location, and cost.* February 2017 September 2017 PW/CSD/ Planning CSD/PW CSD/PW/ Planning Oblective 11.3: Develop detailed report summarizing steps and estimated cost to implement the proposed development for City Council consideration. 122 Not Rated Prepare specific plan to revitalize the Glendora Avenue corridor that creates a sense of community identity and a sense of place. Oblective 12.1: Consider land use, sense of identity and sense of place for Glendora Avenue as September 2016 Planning Planning Downtown Plan being prepared with General Plan update. part of the General Plan update.* *Note 2: Item 12 was identified as a goal but did not gain 5 separate ratings in order to be rated and prioritized properly, Page 4 of 11 City of West Covina ATTACHMENT NO.1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Ob'ectives Proposed Completion Date Responsible Part Completion Date / Progress 134 Not Rated Optimize developable land for the Brownfields (BICK) land. Oillective 13.1: Seek City Council/Successor Agency direction on the type of development to be November 2016 January 2017 CMO/PW/ Planning CM0 CMO pursued at the former fiKK landfill consistent with the LIKK Landfill Closure Plan approved by United States Environmental Protection Agency (USEPA), California Department of Toxic Control Substances (DTSC), and other affected regulatory agencies'.* Objective 13.2; Develop detailed report summarizing steps and estimated cost to implement the proposed development.* *Note 3: The development of a public golf course Is the current and only land use approved by the Regulatory Agencies. If an alternative development project is selected by the City/Successor Agency, new approvals wt11 need to be obtained. In addition, any development would be subject to approvals of the State Department of Finance and completlng a Long Range Property Management Plan approved by the Oversight Board. * Note 4: Item 12 was identified as a goal but did not gain 5 separate ratings In order to be rated and prioritized properly. 14' Not Rated Update Municipal Code. Objective 14.1: Upon completion of General Plan Update (September 2015), determine the October 2016 October 2016 January 2017 January 2018 Planning/ City Clerk/ City Attorney Planning City Clerk/CA aty Clerk/CA City Clerk/CA cost, ability and timeframe to update the Zoning Code Ordinance." Objective 14.2: Commence comprehensive review of current Municipal Code to identify other sections of the Municipal Code that may need to be updated.* Objective 14.3: Seek City Council direction to update sections or the entire Municipal Code based on cost, available funding source, staff resources, timeframe, ability and necessity.* Objective 14.4: Hire consultant and complete update of Municipal Code, if necessary *Note s: item 1.4 was Identified as a goal but did not gap) 5 separate ratings in order to be rated and prioritized properly. *Denotes Objectives that would be brought track to City Council for action or direction Completion Dates maybe subject to change pending City Council action. Page 5 of 11 City of West Covina ATTACHMENT NO. 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Ob'ectives Proposed Completion Date Responsible Part Completion Date / Pro ress - ' "77.47..wamsn '4.6r4s:z.- GOALS COMPLETEEI lige:Z.: 1 (1.0) Assess the City of West Covina's financial health and economic sustainability (reserve levels) to optimize revenues and prioritize expenditures. . Objective 1.1: Establish a fund balance reserve policy and set aside funds each year Completed March 2015 w/annual review thereafter Ongoing Ongoing Ongoing Completed - part of Budget Document Completed Completed Completed Completed All Finance Finance CM0 CM° CM0 Finance Planning Finance/CMO All PD July 7, 2015 in Process Ongoing Ongoing Ongoing July 2015 Impact Fees adopted on December 1, 2015 October 2014 July 2015 December 2014 Oblective 1.1 (a): Review the funding at the close of each fiscal year.* Objective 1.2: Promote economic development to market the City, attract businesses, create new jobs, and generate new revenues. Objective 1.2 (a): Market City and commercial vacancies at the international Conference of Shopping Centers to potential commercial tenants to increase sales tax revenues and jobs. Objective 1.2 (bl: Market avaliable properties to hotels at International Conference of Shopping Centers. Objective 1.2 (c): Update Available Property Listing (APL) on the City website to market building vacancies. Objective 1.3: Evaluate and improve City revenues. Obiective 1.3 (al: Prepare a Comprehensive Revenue handbook that defines the types of revenues and allowable uses of such revenues Obiective 1.3 (6: Review/evaluate Development Impact Fees study for new development.* Objective 1.4: Evaluate and revise administrative Purchasing Policy to improve internal controls over purchasing and expenditure of funds. Ob ective 1.5: Prioritize funding of capital projects within Capital Improvement Program (CIP). Clblective 1.5 (a): Review and Identify projects and update unfunded needs and Capital improvement Program for new and existing facilities.* Objective 1.8: Develop a plan of action for the West Covina Service Group to retain subscribers and to Improve program revenues. Oblective 1.8 (a): Develop/implement a sustainable Business Plan, Page 6 of 11 City of West Covina ATTACHMENT NO. 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date Responsible Party Completion Date! Progress 2 (3.0) Review public safety (Police and Fire) and Community Enhancement response and resource framework and assess citizens' sense of health, safety, and well- being. POLICE DEPARTMENT: Completed Completed Completed Completed January 2016 Completed Completed March 2016 Completed Completed March 2015 PD/Fire PD PD PD PD PD PD PD PD PD PD P D October 2014 October 2014 October 2014 September 2014 In Progress - Vendor implementation ongoing. Kiosk PO pending October 2014 September 2015 Ongoing - RFP completed, pending vendor selection September 2015 January 2015 In Progress - RFP submitted to Finance Dept. Obiective 2.1: Enhance public access to Police Oepartment Crime information/Services. C)biective 2,1 (a): Publish monthly graffiti statistics on the Police Department webslte. Objective 2.1 (b): Create web-based graffiti crime reporting portal for both Police and SCE, including Internet link and phone number. Obiective 2.1 (c): Publish yearly crime statistics on department website Objective 2.1 Id): integrate "Crime Analysis as part of overall crime fighting efforts. Dblective 2.1 (e): Implement On-Line crime reporting. OblectIve 2.1 If): Implement police activity crime mapping. Oblective 2.1 (g): Provide public access to California sex registrant database Objective 2.2: implement Station Security Plan to improve security and reduce associated liability. Obiective 2.2 (a): Implement card reader technology for access control to the facility and sensitive areas within (evidence, armory, forensics, etc.), Objective 2.2 (6): implement comprehensive CCTV systems in Jail, Police Station, and suspect Interview rooms. Objective 2.3: Outsource non-critical law enforcement services to improve efficiency of police workforce. Oblective 2.3 (a): Select, negotiate, and implement professional crossing guard services.* Objective 2,3 Il): Select and negotiate a professional, qualified vendor for administrative citation processing (parking, graffiti, noise, booking fees, alarms, etc.), Page 7 of 11 City of West Covina ATTACHMENT NO. 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date Responsible Party Completion Date / Progress Objective 2.4: Improve Community Enhancement response in community. Completed Completed Completed Completed Completed Completed Completed PD PD PO PD PD PD PD July 2014 September 2014 September 2014 December 2014 May 2015 - Ongoing based on staffing Ongoing - based on budget Oblective 2.4 (a): Create new community enhancement position in budget. Oblective 2.4 (o): Designate reporting/supervision guidelines for Community Enhancement. Oblective 2.4 (c): Create guideline to ensure Community Enhancement personnel are professiona and friendly at all time and avoid utilizing other police department resources to obtain code compliance. Oblective 2.4 (d): Hire and train additional Community Enhancement staff. Objective 2.5: Examine police staffing to improve public safety services. OblectIve 2.5 (al: Examine service delivery model (patrol, dispatch, and records). Objective 2.5 {b): Reduce overtime in comparison to calls for service/response times. OblectIve 2.5 c): Review number of police personnel In comparison to specific department needs. EIRE DEPARTMENT: Completed Completed Completed Completed Completed Completed Fire Fire Fire Fire Fire Fire January 2015 March 2016 June 2014 December 2015 December 2015 March 2016 Obiective 2.6: l-fire new Fire Chief. Objective 2.7: Complete Implementation of 20.13 SAFER grant staffing model, Objective 2.8: Accept and place into service two new rescue ambulances. Objective 2.9: Purchase new ladder truck.* Objective 2.11: Implement to customer service assessment program for both Suppression and Prevention divisions of the Fire Department Objective 2,12: Assess Fire Department response times and display response times on Fire Department page of City website. 3 (3.2) Complete General Plan Update. Obiective 3.1: Complete and release Request for Proposal (REP) for consultant. Completed Completed Completed Planning Planning Planning Planning Released on April 1,2014 June 30, 2014 July 15, 2014 Obiective 3.2: Review RFP submittals and select recommended consultant. Objective 3,3 ; City Council review & approval of selected consultant. Page 8 of 11 City of West Covina ATTACHMENT NO.1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date Responsible Party Completion Date! Progress 4 Develop a City website that is user-friendly, transparent, and informative. CMO COMPLETED (4.6) Objective 4.1: Award of contract for website designer (Vision Internet) to develop new City Completed CM° February 4, 2014 website. Objective 4.2: Assemble cross functional team from all City Departments to develop website. Completed CMO March 2014 Objective 4.3: Complete graphic design of website. Completed CM0 May 2014 Objective 4.4: Content migration from existing website to new website. Completed ALI August 2014 Obiective 4.5: Train City staff on website editing. Completed All June 2014 Objective 4,6: implement software/App additions (Community View GIS, new SIRE, etc.) Completed All September 2014 Objective 4.7: Launch of new City website. Completed CMO September 8, 2014 PW/CSD/ 5 Construct Soccer Complex at Orangewood Park. Fin/Adm (6) Ob'ective 5.1: RR for design (construction document). Completed PW/CSD September 2014 Objective 5.2: City Council to award bid for construction drawing services and operational Completed PW February 2015 plan.* Objective 5.3: Construction bid documents. Completed PW December 2015 *Note 1: The project can he awarded in phases depending on available funding. Page 9 of 11 City of West Covina ATTACHMENT NO 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date , Responsible Party Completion Date / Progress 6 (6.6) Foster volunteerism by partnering with Community Services Groups on projects (1.e, Special Olympics Host City, Community Service Day). Objective 6.1: Create a Community Service Day Event for the City of West Covina, Completed Completed Ongoing Completed Completed Completed Completed Completed Completed Completed Completed but ongoing CSD/CMO CSD/CMO CSD/CMO CSD/CMO cso/cm CSD/CMO CSD/CM0 CSD/CMO CSD/CMO CSID/CM0 ALL CSD March 2014 May 2014 ttttttttQthttriitt t. October 2014 April 2014 May 2014 August 2014 September 2015 July 21-24, 2015 July 19, 2015 Ongoing Oblective 6.1 (a): Form a Community Service Group. Oblective 6.1 (b): Community Service Group selects date of Community Service Day, Oblective 6.1 (c): Encourage participation at Community Service Day. Objective 6.1 (c11: Community Service Group coordinates and conducts West Covina Community Service Day and update City Council on city cost (if any) Objective 6.2: Become a Host Town for Special Olympics. Oblective 6.2 (a): City Council approves agreement to be a Host Town for Special Olympics. Objective 6.2 (b): City hosts the Host Town Announcement Ceremony at Big League Dreams. Objective 6.2 (c): City forms Special Olympics Host Town Committee. Objective 6.2 (d): City's Host Town Committee completes all planning and fund raising activities for visit and update City Council on city cost (if any), Objective 6.2 (e): City's Host Town Committee welcomes Visitors. Objective 6.2 (f): City celebrates Olympic Torch Relay through West Covina, Objective 6.3: Promote Adopt A Park Program with Non-Profit Groups. 7 (8.6) Update City's Campaign Ordinance. Objective 7.1: Prepare staff report for Council discussion and direction,* Completed Completed Completed Completed City Clerk/ City Attorney City Attorney City Attorney City Clerk City Clerk December 2014 January 2015 February 17, 2015 March 2015 Objective 7.2: If Council provides direction to proceed, draft and introduce new ordinance.* Objective 7.3: Second reading of ordinance,* Objective 7.4: Ordinance effective date 30 days later. Copy of ordinance sent to all open committees. Page 10 of 11 City of West Covina ATTACHMENT NO. 1 City Council Priority Goals Status as of May 1, 2016 Council Priority (Rated) SMART GOALS and Objectives Proposed Completion Date ., Responsible Party Completion Date / Progress 9 (9.6) Update public records request process. Objective 9.1: Update Public Records Request Administrative Policy Completed Completed City Clerk City Clerk City Attorney COMPLETED May 2014 September 2014 Objective 9.2: City Atterney to review new policy for any substantive amendments 10 111.2) Reestablish Sister City relationships with sister cities (Ohtawara, Japan & Wuhu, China). Obiective 10.1: Promote both Sister Cities in the City's new webslte, with links to their City Completed Completed Completed Completed Completed CM() CM0 CMG CM0 CM° CM() September 2014 September 2014 Event was cancelled April 2015 August 2015 webs ites and provide information and cost on Sister City program to Council.' Oblective 10.2 : invite the Mayor of Wuhu, China to make an inaugural visit to West Covina. Objective 10.3: Promote Wuhu, China relationship at the 2015 Chinese Lantern Festival Objective 10.4: Promote Ohtawara, Japan relationship at the 2015 Cherry Blossom Festival. Objective 10.5: Partner with the East San Gabriel Valley Japanese Community Center on the scheduling of the activities for Ohtawara's visit In 2015. 11 (12.0) Develop concept plan for an Aquatics Complex. Oblective1.1.1 : Meet with West Covina Unified and/or Covina Valley Unified School District to Completed PW/CSD/ Planning CSD/PW September 2016 determine feasibility of a joint use project. Page 11 of 11 City of West Covina Memorandum AGENDA TO: Mayor and City Council ITEM NO. FROM: Chris Freeland DATE May 5, 2016 City Manager BY: Laura Minnich Deputy City Manager SUBJECT: CITY COUNCIL GOALS AND OBJECTIVES — STUDY SESSION RECOMMENDATION: It is recommended that the City Council review and discuss the City Council Goals and Objectives and provide direction to bring back updated City Council Goals and Objectives for adoption at a future Council meeting. BACKGROUND: On February 18, 2014, the City of West Covina City Council retained the services of Patchett & Associates to facilitate and support a City Council Goals Setting Study Session. On April 23, 2014, the City Council held a Study Session, which was facilitated by Ray Patchett, to develop and prioritize Specific, Measurable, Achievable, Results Oriented, and Time Bound goals also known as SMART Goals. On August 18, 2014, the City Council adopted its City Council Goals including proposed objectives and timelines identified by staff. When the goals were adopted, the City Council also requested an annual review of the goals, objectives, and timelines. During this review, the City Council may amend, eliminate, add, and/or reprioritize the goals. On June 16, 2015, the City Council approved retaining the services of Patchett & Associates to update the City Council Goals and Objectives in Fiscal Year 2015-2016. DISCUSSION: Ray Patchett, of Patchett & Associates, will facilitate a review of the strategic planning and goal setting process with City Council as part of the Study Session. Staff will provide an overview of the completed goals to date, as well as, an update on the status of continuing goals noting the impacts of fiscal challenges and the changeover in key personnel. The City Council will also receive a summary of City Council goal topics for discussion purposes, as well, as a financial forecast to assist in the framework for the discussion. As part of the Study Session, Ray Patchett will facilitate the establishment and refinement of City Council strategic priorities and goals for the upcoming fiscal year. Staff will review the recommendations, from the Study Session, and return to Council at a future date for adoption of the updated City Council Goals and Objectives. FISCAL IMPACT: None. Prepared by: Attachment No. I — City Council's Goals and Objectives (Status as of May 1,2016)