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HomeMy WebLinkAboutItem B Management Partners Goal Setting Workshop February 2015City of Seal Beach City Council- Executive Team Goal Setting Workshop City Council- Executive Team Goal Setting Workshop Table of Contents Management Partners Table of Contents WorkshopSummary ....... _ ..........................._.......... _ ......... _ .................................. » ......... .. ..... _ ......... » ... 1 Purposeand Outcomes ..................................................................................... ..............................1 Agenda................................................................................................................ ............................... l GroundRules ...................................................................................................... ..............................2 Review of Goals and Priorities ......................................................................... ..............................2 Handling Emerging Issues and Reporting Progress ..................................... ..............................3 WorkshopWrap Up ........................................................................................... ..............................4 Updated Goals and Priorities for FY 201516 ........................................................ ............................ ».5 Maintain and Improve Public Assets and Infrastructure ............................. ..............................5 Maintain Public Safety and Quality of Life .................................................... ..............................6 Ensure Long -Term Financial Stability ............................................................. ..............................7 Foster Economic and Community Development .......................................... ..............................8 Enhance Public, Media and Intergovernmental Relations ........................... ..............................8 Enhance Organizational Development and Customer Service ................... ..............................9 Attachment: Status of October 2013 Goals and Activities .............................................. .. .......... _..10 City Council - Executive Team Goal Setting Workshop Workshop Summary Management Partners A workshop to review current goals and priorities and make adjustments as needed was held on Tuesday, January 20, 2015 with the Seal Beach City Council, executive team members and upper division managers. The workshop was designed based on input gathered during individual interviews with the City Council city manager and assistant city manager, and a meeting held with the executive team. Purpose and Outcomes Agenda The purpose of the workshop was to provide an opportunity for the City Council to review the current status of goals and priorities established at a goal setting workshop held in October 2013 and make any necessary adjustments. The desired outcomes included the following. • Review the goals established in October 2013 and the progress achieved to date. • Review new priorities and determine how to incorporate them into existing goals and objectives. • Continue to reinforce the partnership between City Council and staff in establishing and executing the priorities. The workshop was held from 10:00 a.m. to 2:00 p.m. in the Brisas Room at the Old Ranch Country Club, Seal Beach, California. • Welcome and Review of the Day • Review Established Goals and Priorities • Evaluate the Progress Achieved to Date • Develop Consensus on Goals and Priorities for the Next Year • Next Steps City Council- Executive Team Goal Setting Workshop Workshov Summary Management Farmers Ground Rules Participants agreed to use the same ground rules as those used for previous goal setting workshops. • Be polite • Listen • Don't interrupt • Don't be judgmental • Be open to other perspectives • It's okay to disagree • Keep it brief • Be present (i.e., turn cell phones to mute) • There are no "bad" ideas • Think Citywide, not just district wide • Try to have fun Review of Goals and Priorities During the workshop members of the executive team briefly reviewed the status of each goal and progress made since October 2013. A summary is provided as an attachment. After the goals and priorities were reviewed, City Council members were asked to evaluate their level of satisfaction with the pace of progress for each goal area, and the level of satisfaction with the results achieved. Table 1 summarizes the level of satisfaction for each goal area. Table 1. Satisfaction Levels for Established Goal Areas Maintain and Improve Public Assets and Infrastructure Medium - High High Maintain Public Safety and Quality ofUfe Medium-High High Ensure Long Term Financial StabllRy High High Foster Economic and Community Development Medium - High Not sure Enhance Public, Media and Intergovernmental Relations Medium -High High Enhance Organizational Development and Customer service Medium Not sure Council members were unsure about the level of satisfaction with the results achieved for two goals: "Foster Economic and Community Development" and "Enhance Organizational Development and Customer City Council- Executive Team Goal Setting Workshop Workshop Summary Management Partners Service. They noted that all of the economic and community development priorities either had been completed or are currently in progress. Their uncertainty was not a criticism of staff, but an acknowledgement that they do not yet know if the priorities are yielding the intended results. Council members were reluctant to express an opinion about satisfaction related to organizational development and customer service because they felt it was up to the City Manager and executive team to decide whether the pace of progress and results achieved were acceptable. City Council members acknowledged that a significant amount of work has been completed and commended staff for the results achieved during the last year. Based on the review and evaluation, the City Council and staff agreed that accomplished goals should be noted and removed from the list In addition, goals and priorities that reflect the normal expectations and ongoing staff work were identified and removed. The Council members agreed that activities already in progress should remain on the list of goals and priorities because they represent investments of time and resources that would be lost if discontinued. New activities and their relative priority were added in several goal areas. Handling Emerging Issues and Reporting Progress Both the Council and staff want to be responsive to changing needs and emerging issues. A challenge occurs when the desire to be responsive to everything impacts the ability to make progress on other goals that have been previously identified as being important. City Council members and staff reviewed the process for addressing emerging issues. The established protocol is for requests of staff work that will require eight or more hours to accomplish to be placed on a Council agenda. This ensures there is Council consensus to invest the staff time required and will provide an opportunity to discuss whether deadlines for other work priorities need to shift to accommodate the new work effort. Council members and staff agreed this is an effective process for handling emerging issues as they occur and that no modifications to the process were necessary at this time. The city manager will continue to report progress on established goals and objectives through weekly reports as well as her regular briefings with individual Council members. City Council - Executive Team Goal Setting Workshop Workshop Summary Management Partners Workshop Wrap Up At the end of the goal setting workshop, participants developed the following key messages to be shared with the Seal Beach organization and community. • We aclmowledged the accomplishments of the past year. Significant progress has been made on the goals we established a yew ago. In fact, many activities have been completed. • We noted that the City has made great progress towards achieving financial stability, in part by increasing the ability to generate revenues. • In particular, our employees are doing an outstanding job finding and recapturing lost revenues, improving internal controls, and taking other steps to ensure financial discipline and accountability. • The City Council and staff are taking a systematic approach to address City issues as a whole. • We are retaining our focus on the City's most important priorities, including the new community pool, the pier, the Department of Water and Power property, and the management of coyotes. • Some new activities were identified and given priority, including several brought forward by new Council members. • We reaffirmed the partnership between the Seal Beach City Council and staff in setting and executing priorities for the betterment of the community we serve. City Council- Executive Team Goal Setting Workshop Updated Goals and Priorities for FY 2015 -16 Management partners The following is an updated listing of goals and priorities as discussed during the workshop. Numbers in parentheses refer to the relative priority of newly added items as determined by the Council using a "dot voting" process, with the numbers reflecting the number of votes received. Maintain and Improve Public Assets and Infrastructure The following activities are in progress and will continue to be high priorities for Seal Beach. • Initiate pier improvements • Develop the Department of Water and Power (DWP) property and park site • Develop an alternate sand replenishment plan • Work with Orange County Transportation Authority (OCTA) to mitigate I405 realignment impacts (405 /605 /22 interchange) • Identify a site and develop a new community pool • Execute the Seal Beach Tennis Center site plan • Execute the Eisenhower Park site plan • Complete the October 12 memorial • Implement a multi-year facilities maintenance plan • Obtain General Services Agency property for conversion to a park New activities for this goal area are as follow. Reevaluate the use of the pier for a restaurant explore other possibilities (3) Add sidewalk and landscaping along Westminster Avenue perimeter of Leisure World (3) Address the aesthetic and potential safety concerns of residential block walls (2) City Council- Executive Team Goal Setting Workshop Updated Goals and Priorities for FY 201516 Management Partners • Pursue additional Rule 20A underground projects (Seal Beach Boulevard, Pacific Coast Highway, Lampson and Candleberry, Bolsa Avenue) (2) • Establish a community garden (1) • Install entry signs by 405 Freeway off -ramps The following priorities for this goal area were removed during the workshop because they either have been completed (C) or constitute ongoing work expectations for staff (0). • Execute the City's Capital Improvement Plan and Sanitary Sewer Master Plan (0) • Complete Main street lighting improvements (C) • Complete storm drain projects (Ironwood)(C) • Identify alternatives for funding the Parks/Recreation Master Plan (0) • Remove unsafe eucalyptus trees on Seal Beach Boulevard (C) • Initiate Rule 20A undergrounding project (C) Maintain Public Safety and Quality of Life The following activities are in progress and will continue to be high priorities for Seal Beach. • Implement Old Town street parking and parking lot study findings New activities for this goal area are as follow. • Create a Coyote Management Plan (4) • Increase police visibility in neighborhoods (4) • Pursue mitigation of 405 Freeway widening impacts through Caltrans and OCTA if toll lanes are unavoidable • Address vehicle noise from motorcycles and heavy trucks on major arterial streets (3) • Increase lighting along Electric Avenue (2) • Increase enforcement of bicycle and pedestrian safety laws (2) • Monitor OCFA's paramedic deployment analysis for service delivery impacts (1) • Establish a process for balancing the number and type of Old Town events with residential and business goals (1) • Increase bicycle safety infrastructure (1) City Council- Executive Team Coal Setting Workshop Updated Goals and Priorities for FY 2015 -16 Management Partners The following priorities for this goal area were removed during the workshop because they either have been completed (C) or are considered to be ongoing (0) work expectations for staff. • Improve proactive code enforcement efforts (0) • Work with the Orange County Fire Authority (OCFA) on the ambulance RFP process (No longer relevant) • Prepare an ordinance for the regulation of e- cigarette establishments (C) • Investigate the need for traffic calming on Ocean Avenue to address safety in crosswalks (C) • Provide education to minimize or abate coyote nuisances (C) Ensure Long -Term Financial Stability The following activities are in progress and will continue to be high priorities for Seal Beach. • Develop reserve policies for enterprise funds • Evaluate oil revenue opportunities • Use performance measures to help make financial decisions, such as impact, effectiveness, efficiency, best leveraging of resources • Implement policies for subsidizing programs and services associated with user fees (Note: Contingent upon updating the City's cost allocation plan.) One new activity was identified for this goal area. • Update the cost allocation plan (1) The following priorities for this goal area were removed during the workshop because they have been completed or are considered to be ongoing (0) work expectations for staff. • Exercise fiscal discipline in decision making (0) • Improve revenue generation and collection of old debt (0) • Parking in lieu fees (C) • Evaluate operation of beach parking lots (C) • Conduct revenue audits of franchise agreements and transient occupancy tax; improve collection processes (C) • Review and update the City's financial policies (0) • Analyze utility users tax revenues (C) City Council- Executive Team Goal Setting Workshop Updated Goals and Priorities for FY 2015 -16 Manaeement Partners Foster Economic and Community Development The following activities are in progress and will continue to be high priorities for Seal Beach. Secure a tenant for pier restaurant Develop and gain approval for a Local Coastal Plan Although securing a tenant was identified as an ongoing priority, three Council members placed dots next to it to signify its importance relative to any other activity. Several Council members also indicated a desire to reevaluate the use of the pier for other altematives (see "Maintain and Improve Public Assets and Infrastructure "). There was consensus that a City Council workshop should be scheduled to discuss this issue further. Two new activities were added. • Establish special designation for historic homes and buildings (not Mills Act) to provide relief from certain City restrictions and incentivize reuse and maintenance of historic qualities (3) • Address vacancies at the Vons Center The following priorities for this goal area were removed during the workshop because they have been completed (C) or are ongoing (0) work expectations for staff. • Continue to develop relationship with the California Coastal Commission staff (0) • Conduct analysis for reuse of the Bay Theater (C) • Focus economic development on key business areas (Boeing, Rossmoor, Old Ranch shopping areas) (0) Enhance Public, Media and Intergovernmental Relations The following activities are in progress and will continue to be high priorities for Seal Beach. • Continue to enhance the City's website • Improve ease of navigation and use • Update content more frequently by adding capability to perform updates with City staff • Designate a single "webmaster" • Add capability to conduct online citizen satisfaction surveys City Council- Executive Team Goal Setting Workshop Updated Goals and Priorities for FY 2015 -16 Management Partner; Two new activities were added as priorities. • Develop abetter relationship with the leadership at Leisure World (3) • Increase the level of civic engagement through town hall meetings, surveys on key issues and other strategies (2) The following priorities for this goal area were removed from the list because they have been completed (C) or reflect ongoing (0) work expectations for staff. • Enhance communicationhelationships with neighboring cities and military bases (0) • Conduct polling of residents on key issues (0) • Enhance media and public relations (0) • Maintain a relationship with Long Beach Transit (0) • Schedule study session to discuss Seal Beach's 100th Anniversary celebration (C) Enhance Organizational Development and Customer Service While the City Council acknowledged the importance of this goal area they indicated that the City Manager and executive team should have the autonomy to determine appropriate employee recognition and training activities that benefit the organization and its ability to deliver quality customer service. The following activities are in progress and will continue to be a priority for Seal Beach. Evaluate the current provision of information technology services Develop an employee recognition program The following priorities for this goal area were removed from the list because they have been completed (C) or reflect ongoing (0) work expectations for staff. Provide recognition to employees (0) Expand employee training and professional development opportunities (0) Improve overall customer service and communication throughout the organization (0) No new activities were identified for this goal area. City Council - Executive Team Goal Setting Workshop Attachment: Status of October 2013 Goals and Activities Management Partners The following is a series of tables listing the goals and activities as approved by the City Council in October 2013. The status for each activity has been summarized using the following definitions. • Complete — Work on the activity has been completed. (Note: Completed activities should be removed from the list.) • In proeress — Work on the activity has been initiated, but is not yet complete. There is an expected end date, even if it may take more than one year. • Ongoine — Work on the activity will be ongoing with no anticipated end date. (Note: If it is an ongoing expectation, it should be removed from the list.) • Not Yet Started — Work on the activity has not yet started. (Note: There are many legitimate reasons for not starting an activity, such as lack of resources, lack of staff capacity, or the emergence of new priorities that became more important.) • No Longer Relevant — Factors beyond the City's control have made the activity impossible or infeasible to complete. (Example: the OCFA Ambulance RFP process) 10 City Council - Executive Team Goal Setting Workshop Updated Goals and Priorities for FY 2015 -16 Management Partners Goal. Maintain and Improve Public Assets and Infrastructure Activity Status Initiate pier improvements In progress Develop the Department of Water and Power (DWP) property and park site In progress. Coastal Commission approval anticipated in March 2015 Develop an alternate sand replenishment plan Short-term sand replenishment complete; efforts to secure sand for future needs in progress Work with Orange County Transportation Authority (OCTA) to mitigate 1-405 realignment impacts In progress Execute the City's Capital Improvements Plan and Sanitary Sewer Master Plan Ongoing. Completed projects since October 2013 include multiple street rehabilitation projects, traffic improvement projects, multiple beautification and parks projects, City facility projects, utility projects and drainage improvements Main street lighting improvements Complete Storm drain projects (Ironwood) Complete Replace perimeter wall along College Park East Not yet started Identify alternatives for funding the Parks and Recreation Master Plan Ongoing Identify a site and develop a new community pool In progress; consultant retained to identify site and prepare site design Execute the Seal Beach Tennis Center site plan In progress, consultant retained to conduct public outreach program and site design Execute the Eisenhower Park site plan In progress; anticipate releasing RFP in fV 2015 -16 Complete the October 12 memorial In progress. Currently being bid for construction Implement a multi -year facilities maintenance plan (based on the 20 -year facility needs assessment) In progress Obtain General Services Agencyproperty for conversion to a park In progress. Property being transferred to the City Remove unsafe eucalyptus trees on Seal Beach Boulevard Complete Initiate Rule 20A under-grounding project Complete. Two projects on Seal Beach Boulevard currently identified 11 City Council - Executive Team Goal Setting Workshop Updated Goals and Priorities for FY 2015 -16 Goal: Maintain Public Safety and Quality of Life Partners Activity Status Analyze street parking in Old Town In progress Continue to improve proactive code enforcement efforts Ongoing Work with the Orange County Fire Authority (OCFA) on the ambulance RFP process No longer relevant. Prepare an ordinance for the regulation of e- cigarette establishments Complete Prepare an ordinance regulating door - to-door solicitation No longer relevant Investigate the need for traffic calming on Ocean Avenue to address safety in crosswalks Complete Provide education to minimize or abate coyote nuisances Complete —Modify goal to reflect the creation of a Coyote Management Plan Goal: Ensure Long Term Financial Stability Activity Status Continue to exercise fiscal discipline in decision making Ongoing Improve revenue eneration and collection of old debt Ongoing Parking in lieu fees Complete Evaluate operation of beach parking lots Complete Conduct revenue audits of franchise agreements and transient occupancy tax; improve collection processes Complete Review and update the City's financial policies Ongoing Develop reserve policies for enterprise funds In progress; will be done in conjunction with rate studies Implement policies for subsidizing programs and services associated with user fees. Not yet started. Requires Council discussion and direction, as well as update to cost allocation plan Use performance measures to help make financial decisions, such as impact, effectiveness, efficiency,, best leveraging of resources Not yet started Evaluate oil revenue opportunities In progress; completed for current oil producers Analyze utility users tax revenues Complete 12 City Council- Executive Team Goal Setting Workshop Updated Goals and Priorities for FY 201516 Management Partners Goal: Foster Economic and Community Development Activity status Secure a tenant for pier restaurant Continue to develop relationship with the California Coastal Commission staff In ro ress; on hold until structural repairs are completed Ongoing Develop and gain approval for a local Coastal Plan In progress, Conduct analysis for reuse of the Bay Theater No longer relevant. Prop" under private control Focus economic development on key business areas (Boeing, Rossmoor, Old Ranch shopping areas) Ongoing. All centers at full occupancy Goal: Enhance Public, Media and Intergovernmental Relations Activity Status Enhance communication/relationship with neighboring cities and military bases Enhance the City's webste Ongoing In progress. Updated website to go live in February Improve ease of navigation and use Complete Update content more frequently by adding capability to perform updates with City staff In progress; designated staff in each department will receive content management training Designate a single "webmaster' Complete Add capability to conduct online citizen satisfaction surveys Complete Conduct polling of residents on key issues Complete. A survey was conducted as a part of the Gty's ballot measure process. Enhance media and public relations Ongoing Improve relationship with Long Beach Transit Complete Schedule 0 dy session to discuss Seal Beach's 100th Anniversary celebration Complete; Centennial Committee established 13 City Council - Executive Team Goal Setting Workshop Uodated Goals and Priorities for FY Goal: Enhance Organizational Development and Customer Service Partners Activity Status Develop an employee recognition program Not yet started; however, employees are recognized in a variety of ways Expand employee training and professional development opportunities Ongoing Improve overall customer service and communication throughout the organization Ongoing Evaluate the current provision of information technology services In progress. A citywide rr assessment was performed and staff is currently evaluating how hestto move forward with the report's recommendations 14