Loading...
HomeMy WebLinkAbout3/7/2008 - STAFF REPORTS - 1 CTTY OF PAM SPRINGS SETTING PRIORITIES SESSION OUTLINE 8:00 Coffee and Reception 8:30 Mayor's Intro and Public Comments 9:00 Introduction A_ Review Format B. Council Expectations 9:30 Situational Assessment—Discussion A_ Pre interviews B. Shared Vision and SWOT results C. Emerging Issues D. Areas for improvement 10.30 Priority Setting A. Definitions a. Why set priorities b. Common Practices c. Process pitfalls d. What You Said You Wanted B. Criteria—drafted to address issues from interviews a_ Cost/benefit b. Feasibility c. Capacity d. Council Alignment C_ Priority Categories—a baseline to differentiate a. Critical b. Important c. Special d. Obligated D_ Process Framework a. Annual priority setting session b. Feeds Budget Process c. Monthly Tracking and Reporting E. Priority Setting Example a, Worksheet b. Exercise PS Priority Setting session Q.3/0 7/z,0Z6 Agenda Outline Page 1 CITY OF PAM SPRINGS SETTING PRIORITIES SESSION OUTLINE 11:15 Current Goals and Priority Areas A. Project&Issues Matrix B. Areas of Agreement C. Priority Area Lists D. Narrowing Process a. Review List/Add/Delete b. Select top 5 for each Area NOON-LUNCH 1:00 Rating Process A. Narrowing Process Results B. Council Applies A,B, C,D ratings 2:30 Setting 2008 Objectives A. Defining Outcomes for CriticaUlmportant Initiatives a. Group Process Exercise b. Expectations/Defined Outcomes and Timelines 3:30 Review Opening Expectations & Process Improvement List A. Expectations B. Revisit Improvement List C. Action Items 3 A5 Next Steps—Staff Direction 4:00 Summary and Conclusion PS Priority Setting Session Agcnda Outline Page 2 City of Palm Springs List of Departmental General Daily Functions p ,3167/zoo8 AVIATION DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA 6 City Council Goals/Priority Session March 7, 2008 FY 09 Budget Allocation Personnel Costs: $ 7,378,858 Materials, Supplies & Services: $ 5,600,734 Special Charges: $ 2,014,764 O&M Debt Service: $ 120,913 O&M Capital: $ 92,000 Total O&M Expense: $15,207,269 Staffing Level 53.0 Full-Time Airport Dept 415 6.0 Full-Time Police (Airport Security) 9.0 Full-Time Fire (ARFF) 1.0 Part Time ( Airport Electrician) Functional Responsibilities and Services Operate the airport in the safest and most efficient manner achievable in accordance with all applicable federal, state, and local regulations. Ensure that airport users and tenants are provided a level of customer service that will promote success and generate a positive image for the entire Coachella Valley. Sustain the airport's capability as a key economic generator and promote new opportunities for growth. DEPARTMENT OF BUILDING AND SAFETY CITY OF PALM SPRINGS, CALIFORNIA City Council Goals/Pnority Session March 7, 2008 Bud eta Allocation Personnel Costs: $1,863,059 — salary and benefits Materials and Supplies $ 394,392 Staffing Level 20 Full-Time,1 half time, 2 part time Functional Responsibilities and Services Permit Issuance — Issue permits for all construction performed throughout the City. Accept plans for submittal. Advise customers as to zoning laws, permit issuance requirements, fees. Collect fees pertaining to permits. Some projects are issued permits that don't require submittal to Plans Examination. These projects are checked at the counter. Fees attached to each project are figured by the permit technicians. Plans Examination — Check plans submitted for compliance with International Code Council and 2007 California Building Codes. Coordinate with other City departments and outside agencies for requirements regarding plans prior to construction. Code Compliance — Enforce existing budding codes and municipal and zoning codes. Enforces Vacant Building Ordinance, Newsrack Ordinance, Sign Ordinance. Issues Administrative Citations to assist with compliance. Building Inspection — Perform inspections of construction for minimum code compliance, answer code questions, cross tram with other positions within the department, important component of disaster preparedness team, performs residential fire inspections, business license inspections, ADA Compliance — Assists developers in compliance with ADA laws, answers questions, assists the disabled community in varied issues Real Property Records Management — Scans permit files and plans of completed projects to digital images. Converting microfilm to digital images. Administration — Oversees Administrative Citation program, provides staff to Board of appeals, manages department CITY CLERK DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA (M City Council Goals/Priority Session March 7, 2008 Budget Allocation Personnel Costs: $309,223 Contractual Services $ 19,600 Materials and Supplies $139,825 [$85,000 is Election Costs] Staffinq Level 3.0 Full-Time 0.0 Part Time Functional Responsibilities and Services City Council Support Pubic Records Act Preparation of City Council Agendas Accept Public Records Act Request Preparation of Closed Session Agendas Accept and Certify Records Subpoenas Attend all meetings of the City Council Monitor and Ensure compliance w/ PRA Finalize/Process all City Council Actions Prepare Notice of Determinations Preparation Proclamations/Commendations Assist Departments/Staff with Requests CRA/Financing Authority/Housing Authority Monitor Record Destruction requests Commissions and Boards Municipal Elections Annual Recruitment Process City Elections Official Maddy Act Monitor County Consolidation Assist and Direct Commission issues Administer Nomination Process Assist and Support Staff Comm. Liaisons Initiative/Referendum/Recall Processes Annual Training of Commissions/Boards Assist Residents with ALL elections Agreements and Contracts Ralph M. Brown Act _ Process Contracts and Agreements Monitor and Ensure compliance Verify and Ensure Insurance requirements Assist Staff, Commissions and Boards Maintain Contract/Insurance Database Advise Subcommittees on compliance Records Political Reform Act Custodian of Records for City Council Administer Conflict of Interest Code Codify Municipal Code Administer Campaign Financing Filings Codify City Charter Behest Contrib/RDA 33130 Conflicts Maintain Optical Imaging Applications AB1234 Ethics Training Litigation and Claims Miscellaneous Accept/Process Claims and Subpoenas Hearing Notices/Advertising Contract Maintain Claims and Litigations Logs Deeds/Easements/Rights-of-Way Provide Records/Support for Attorney Reception Relief Administer Oaths/Ex-OfFicio Assessor Maintain an "over-caffeinated" state to do all the above and more! COMMUNITY & ECONOMIC DEVELOPMENT DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA City Council Goals/Priority Session March 7, 2008 Budget Allocation Personnel Costs: $1,000,970 Contractual Employees $ 144,000 Materials, Supplies, Services $ 500,000 Staffing Level 7.0 Within Department 2.55 Other Departments Administrative functions of the CRA Design for Development RFP Selection of Downtown Master Developer CRA 2007 Tax Allocation Bonds Five Year Implementation Plan AB 1096 Amendments to extend project areas SB 53 Ordinance on eminent domain Undertake_Malor Redevelopment Projects and Capital Projects South Palm Canyon Widening Alta Flood Control Structure Creation of Drainage Fee in Canyon Area VIP MotorsNons/Land Swap COD Campus Project; R & PP process with BLM Rick Weiss Apartments Riverside County Family Care Center Oasi "Mondrian" Hotel Hard Rock Hotel The Springs Assist Other Significant Development Proiects Port Lawrence The Palm Canyon (Linnekens) "The Trails" Project Mesquite Commons (The Cameron Center) Museum Market Plaza Oasis Building/Lorefta's Hideaway/Market Indian Oasis Project Vans Project Palm Springs Mall Palm Mountain Resort Acquire/Dispose of Real Property on Behalf of the City/Agency Abbey Company Purchase of Parcel Garry Kief Exchange for Chino Cone land Suzie Parrish Land Gift in Araby Cove County Building Lease Amendment Suitt Block Lease Purchase Alejo/Alvarado Parcel through BIA Stevens Road/Reservoir Parcel Tribal "Land Vesting" Agreement Animal Shelter Site Selection- Assist City Art Colony- Sale of Rochelle Parcel Assist with Palmer Lease Assignment Sunrise Norte — Land Leases and Sales Palm Springs Entry Sign— Nichols Lease Triangle Parcel Manage City- and Agency-Owned Property, Undertake Capital Improvements Triangle Parcel Wall, Driveway Relocation RFP Desert Art Center Improvements Palm Canyon Theatre Lease & Renovation Theatre Use Agreement with PSIFF Downtown Trash Enclosure Design "Back of Parking Structure" Alley Design Coyote Run Park Visitor Center Improvements Train Station — Greyhound Lease Assist with Community & Economic Development Policies Research Issues Cando Hotel Ordinance Adoption Implementation of Downtown BID Downtown Parking Master Plan Indian Canyon Diagonal Parking Plan Update Economic Reviews Refresh Buxton Demographic Study Staff Liaison to Chamber Board/PSEDC/CVEP Administer and Market Foreign Trade Zone Public Arts Ordinance Change CVAG Homelessness Committees Manage Business Retention Program Manage Development Leads Maintain Broker Contacts Administer the Affordable Housing Program Affordability Compliance Monitoring Rosa Gardens Apartments Rick Weiss Apartments PS Senior Apartments Lease Amendment El Dorado MHPIMPROP Program Coyote Run II Apartments, Wall Fix, Park Desert Highland Infill Homes Tahquitz Court Apartments Indian/San Rafael RFQ for For-Sale, "Green"Affordable Moderate Income Units Administer the CDBG Pro ram Recent Subreci Tents CDBG "Master Schedule" Implementation Maintain HUD Compliance including IDIS Manage HUD Site Visits & Program Audits Manage CDBG Subrecipient Agreements Maintain Timely Expenditure Rate Compliance Fund Fair Housing Program James O. Jessie Center Expansion Jessie Center Energy Improvements Smile Factory Sunup Rotary Shoes that Fit Program Sunrise Village MHP Playground Improvements CASA Program Mizell Meals on Wheels & Energy Improvements Stroke Activity Center HVAC Replacement Stroke Activity Center Parking Lot Improvements Desert AIDS Project ADA Automatic Doors Desert AIDS Project ADA Restrooms Desert AIDS Project Energy Efficiency YMCA Food Service Area Upgrade YMCA Energy Improvements ADA Pedestrian Safety Improvements Safe House of the Desert Site Preparation Home Repair& Maintenance Assistance Program Civic Drive ADA Improvements Boys & Girls Club Parking Lot Safety Improvements Administer the Rent Control Program Resurrect the Rent Control Board Potential Rent Control Issues include: Palm Springs View Mobile Home Park, Ramon Mobile Home Park, Safari Mobile Home Park, Horizon Mobile Home Park Administer the Public Art Program Recent programs & Installations Projects Underway "Palm Springs Paints and Shoots" Art Show Frank Sinatra Sculpture Professional Photography of Public Art Collection Red Echo relocation Lennar Art Reimbursement Agreement PS Modern temporary installation Wave Rhythms (Sunrise Park) Dog Park Fence Repair. Whirlwind (Ruth Hardy Park) Mesquite Avenue Sculpture Park Lawn Chair(Peppertree) Section 14 Gateways with Tribe John Clement Sculptures (various) Rainmaker Repairs Daimaru, Cougar, and Sympatico at Convention Center PS Art Museum Funding Jungle Red (Warm Sands) FINANCE DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA or City Council Goals/Priority Session March 7, 2008 Budget Allocation, 2007-08 Personnel Costs: S1,777,842 Contractual Services S 79,000 Materials and Supplies $ 98,650 Special Cliarges $ 176,848 Total 2 132 3� Staffing Level 19.0 Full Time 0.0 Part Time Functional Responsibilities and Services Maier Duties: • Prepare the budget - $153,000,000 City; $19,000,000 CRA • Keep the books—City & Redevelopment Agency • Pay the bills—6700 checks per year • Do the payroll —485 Full Time Equivalents • Prepare the Comprehensive Annual Financial Report—42 Funds, 200 cost centers, 1600 account numbers • Collect taxes, rents and fees (e.g., TOT; Business License) 300 hotels & vacation rentals; 8200 licenses • Issue and administer debt service— 16 active bond issues • Invest the City's money - $93,000,000 portfolio • Provide financial services to and controls on City departments • Administer revenue producing contracts and leases—over 100 agreements 9 Administer parking control contract/collect parking citations-3400 per year FIRE DEPARTMENT 0 City Council Goals/Priority Session March 7, 2008 FIRE Budget Allocation AIRPORT ARFF Budget Allocation Personnel Costs: $9,177,391 Personnel Costs: $1,447,481 Contractual Services $ 92,650 Contractual Services $ 5,458 Materials and Supplies $ 420,934 Materials and Supplies $ 400,447 Staffing Level Staffing Level 59 Full-Time 9 Full-Time 0 Part Time 0 Part-Time Functional Responsibilities and Services • Respond to fire, medical and rescue emergencies • Investigate fires for cause and origin • Provide specialized rescue operations (heavy rescue, trench, confined space, low angle, swiftwater, hazardous materials decon, auto extrication) • Provide advanced life support paramedic services • Conduct fire prevention inspections in all occupancies • Conduct night inspections of public assembly occupancies • Conduct pre-fire planning and add building info to preplan books • Provide conditions for new development projects • Conduct fire plans examination and approval • Conduct new construction inspections • Provide public education talks and seminars • Manage Juvenile Fire Setter program • Visit schools for Fire Prevention Week • Member of Police SWAT Tactical Medicine Team • Provide Airport Rescue Firefighting and airport inspections • Provide special event conditions and on-site inspections • Conduct continuous training to maintain high proficiency ("Train or Die" mantra) • Manage the City's emergency preparedness, response and recovery efforts • Provide Community Emergency Response Training (CERT) to the citizens • Conduct business preparedness activities • Manage the City Emergency Operations Center Manage the City's radio systems and facilities • Maintain apparatus and equipment in ready conditions at all times • Maintain fire stations and grounds • Maintain records and reports • Conduct grant applications and management Participate in local and regional associations and task forces • We Communicate, Coordinate and Cooperate! HUMAN RESOURCES DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA (. N City Council Goals/Priority Session March 7, 2008 BUDGET ALLOCATION Personnel Costs: $ 454,754 Human Resources $ 161,600 Contractual Services $ 24,500 Employees Benefits $6,762,841 Materials and Supplies $10,809,015 Workers Compensation $2,695,074 Retiree Health $1,000,000 Unemployment $ 51,500 Safety Training $ 75,000 STAFFING LEVEL AQMD $ 63,000 6.0 Full-Time 0.0 Part Time FUNCTIONAL RESPONSIBILITIES AND SERVICES HR is responsible for developing and implementing strategies and programs that help the City support an increasingly innovative, flexible and dynamic organization. In addition to serving as a business partner to develop these strategies, HR is responsible for a full spectrum of human resources functions and programs: Classification/Position Management and Organizational Development: Serves as the technical experts for a full range of staffing services, such as general recruitment, classification, position management, and organizational development programs. Compensation and Benefits: Serves as the technical expert in compensation and benefit programs, such as compensation structure and systems, City benefit programs and government-mandated benefits, retirement programs and plans, leave management, and unemployment. Employee Relations: Serves as the technical experts for a full range of employee relations matters, such as disciplinary/adverse actions, performance management, appraisal and award programs, communications, and administrative grievances and appeals. Labor Relations: Provides labor relations advice and assistance. Workers Compensation & Safety Management: Provides a full spectrum of programs, such as backgrounds and clearances, safety programs, and Workers' Compensation. Budget and Reporting: Coordinates all financial activities related to funding of HR functional areas, such as the development and management of budgets, creation of business justifications, and acquisition and management of contracts within the area of responsibility. Human Resources Systems Administration: Provides the full range of support for the development, testing, implementation, and administration of human resource information and administration systems for processing and reporting human resources data. AQMD (Rideshare & AB2766 Reporting), DOT (Commercial Driver Program) & DMV Pull Program administration LIBRARY SERVICES DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA City Council Goals/Priority Session March 7, 2008 Budget Allocation Personnel Costs: $1,766,369 Contractual Services $ 53,000 Materials and Supplies $ 605,681 Staffing Level 23.45 Allocated Positions 20.0 Full-Time 7.0 Part Time 9.0 With Master's degrees Functional Responsibilities and Servic 1. Select, acquire, catalog, prepare and weed materials collection for youth, teen and adult users in the following formats: ➢ Books ➢ DVDs ➢ Music CDs ➢ Magazines, newspapers and other periodicals ➢ Electronic databases ➢ Reference materials ➢ Books on C❑ ➢ Large type books r Spanish language books, DVDs, magazines 2. Provide basic literacy program for adult low-level readers to help them develop basic life changing skills. 3. Provide a family literacy program for parents and children whose first language is not English in conjunction with the Evenstart program. 4. Offer interactive website to our virtual users that provides the following information: ➢ Access to the on-line catalog with ability to place holds on material checked-out `r Calendar of all youth and adult programming events ➢ Teen Zone page ➢ Kids Oasis page ➢ Live Homework help in real time ➢ Links to selected Internet sites for research ➢ Access to informational databases in general and specific subjects 5. Offer over 200 youth programs and story-times a year, many bi-lingual. 6. Offer over 60 adult programs ranging from music to natural history of the desert, to writing, finances and other programs that offer lifelong learning opportunities. 7. Act as a fully certified US Passport Agency 8. Offer interlibrary loan service for materials not in the Library's collection; we borrow from libraries across the US. 9. Teach classes on the best and safest use of computers: basic instruction, intermediate instruction including Word, Excel, and searching databases, instruction on best practices in searching the Internet, doing genealogy online, and how to use EBay. 10. Present a Summer Reading Fun Fest to help children retain their reading levels during summer vacation. NEIGHBORHOOD AND COMMUNITY RELATLIONS CITY OF PALM SPRINGS, CALIFORNIA ,ou -� c City Council Goals/Priority Session March 7, 2008 Budget Allocation Personnel Costs: $96,896 Materials and Supplies $35,438 Staffing Level 1 Full-Time Functional Responsibilities and Services Facilitate the formation of new neighborhood organizations and support the 16 existing neighborhood organizations Staff, monitor and mediate the monthly Palm Springs Neighborhood Involvement Committee (PSNIC) meeting Staff, monitor and mediate five PSNIC subcommittees: Outreach & Education, Crime & Safety, Code Enforcement, Finance and Neighborhood Beautification Staff annual and biannual neighborhood meetings, often asked to make a presentation - - speak on behalf of the City Guest speaker and Palm Springs City government advocate at neighborhood formation meetings Introduce new neighborhood organizations and present certificates to neighborhood leaders at City Council meetings Liaison between neighborhood residents and staff Coordinate community outreach and meetings for City staff Resource for developers regarding their outreach to neighborhoods Communicate via e-mail all City Hall notices to neighborhood reps Oversee the ONI Web site, its content and its volunteers Develop, organize and coordinate the PSNIC picnic Create, develop and implement the plan for the PSNIC eco-friendly garden walk Develop a neighborhood identification street blade sign program Develop ideas for news releases regarding ON[ and serve as the primary contact Photograph and chronicle events for use by the City Editor of the employee newsletter Member of the City's Special Events Planning Team Staff liaison to the Human Rights Commission Project leader on the update of local addresses for the Census Bureau Project leader on the City's Citizen Survey PARKS AND RECREATION DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA M pfi (a City Council Goals/Priority Session March 7, 2008 Budget Allocation Personnel Costs: $ 3,057,178 Contractual Services $ 1,253,821 Materials and Supplies $ 1,795,446 Recreation Programs $ 391,522 Special Events $ 942,000 Golf maint. & operation $ 2,536,199 Special charges $ 660,548 Total $10,636,714 Staffing Level 28 Full-Time 9 Part Time Functional Responsibilities and Services Parks, Recreation, Downtown, and Golf (160 acres of parks, 6 building/facilities) Parks maintenance contract administration Pool maintenance Downtown maintenance & Landscaping Park restroom cleaning/opening/closing Ballfield preparation/maintenance Special Events (50 per year) Parades (5 per year) Golf course contract admin/maint. Film permits (96 this year) VillageFest Event/admin.(50 per year) Playground inspections VillageFest street closure/maint. (50) Ballroom Dance program (2000 participants) Dance classes (2500 participants) After school programs (750 participants) Summer Camps (2000 participants) Tiny Tot/Literacy programs (550 participants) Golf resident card admin (600 per year) Skate Park (5974 participants) Swim Center (21,506 non-club users) Softball Tournaments (12/year, 10,000 users) Facility Rentals (75-100 per year) Banner Program New Requests — Special Projects Tahquitz Creek Master Plan Swim Center rehabilitation Softball complex feasibility analysis 1gt annual skateboard contest Downtown Planting design/implementation Downtown reorganization crews/work 30% workers comp vacancies criminal investigation Minor amendment to MSHCP (trails) Trail signage program Trailhead study Trail Map Parks and Recreation Master Plan Golf driving range relocation Rainmaker assessment/bid/construction Special Event process redesign PLANNING SERVICES DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA (a City Council Goals/Priority Session March 7, 2008 Budget Allocation Personnel Costs: $1,371,773 Contractual Services $ 0 Materials & Supplies $ 58,300 Special Charges $ 108,263 Staffing Level 13.75 Full-Time Authorized - 1125 Filled (5.5 Professional, 2 Technical, 3.75 Administrative) 0.0 Part Time Functional Responsibilities and Services • Process Development Entitlement Requests o Planned Development Permits, CUP'S, Land Use Permits, Variances o Tentative Maps o Architectural Review and Signs o General Plan and Zoning Map Amendments o Zoning Code Amendments • Prepare Environmental Clearances (CEQA) • Prepare Agendas, Packets and Meeting Minutes o Planning Commission o Architectural Advisory Committee (no meeting minutes) o Historic Site Preservation Board o Human Rights Commission o Conservation Commission • Explore Policy Options for City Council (Examples. Temporary Construction Fencing Signage, Downtown Portable Open Signs, Planned Development and "Public Benefit", Vacation Rentals, Medicinal Marijuana) • Administer Focused Entitlement and Other Consultant Contracts • Provide Public Information on Planning and Zoning • Process Miscellaneous Permits (Yard Sale, RV Parking, etc.) • Review Building Plans for Conformance and Conduct Site Inspections Prepare General Plan Housing Element Update • Oversee Implementation of Multi-Species Habitat Plan • Process Annexations and Amendments to Sphere of Influence POLICE DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA M p�M c � V City Council Goals/Priority Session March 7, 2008 Budget Allocation Personnel Costs: $18,512,295 Contractual Services $ 279,650 Materials and Supplies $ 629,761 Staffing Level Full-Time 162.0 (100 Sworn; 62 Classified / Civilian) Part Time 2.0 (2 Classified / Civilian) Our purpose is to enforcement laws, maintain order and ensure a high quality life for our community. We are a community based police department, which means we involve our community in helping us to fight crime and disorder. The department is divided into two divisions: Operations and Special Services. The Jail, Dispatch and Animal Control have separate budgets. OPERATIONS DIVISION SPECIAL SERVICES DIVISION 1. Patrol 1. Budget 2. K-9 Unit 2. Personnel and Training 3. Downtown Experience Office 3. Jail Operations 4. School Resource Officer 4. PAL and Drug Intervention Officer 5. Traffic Bureau 5. Animal Control 6. Citizens on Patrol 6. Firearms Range 7. Airport Law Enforcement (paid out of 7. Detective Bureau 415-6022 account; total of 6 officers) 8. Communications and Record PUBLIC WORKS DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA M tq, 0 Budget Allocation Personnel, Materials & Supplies $15,390,265,00 Staffing Level Engineering Division (E) 14 Full-Time 1 Part-Time Streets Division (S) 7 Full-Time Traffic Division (T) 3 Full-Time Facilities Division (F) 14 Full-Time 1 Part-Time Functional Responsibilities and Services Maintenance, upkeep and repair of city streets (S) Administration and maintenance of city's lighting and traffic signal system (E) Administration and maintenance of city's street sweeping and sewer collection and treatment system (E) Design and construction of streets, signals, storm drains, related public facilities, review of development and maps and all surveying related services (E) Maintenance and upkeep of city road signs and striping (T) Maintenance and upkeep of all city buildings and Co-gen System (F) Design and construction administration of all city Public Works projects (E) COMMUNICATIONS DEPARTMENT CITY OF PALM SPRINGS, CALIFORNIA n�M��. i e�N`� City Council Goals/Priority Session March 7, 2008 Budget Allocation Personnel Costs: City Manager's Budget Staffing Level 2 Full-Time 1 Part Time Functional Responsibilities and Services • Preparation of City News Releases • Photograph and chronicle Mayor/City Council Functions/Events • Oversee Channel 17 (two staff members) • Prepare Quarterly Newsletter for insertion in Desert Sun Weekly • Prepare Annual Newsletter for distribution to community at large • Keep City Manager, City Council and employees informed • Keep community informed • Foster strong, healthy relationships with the public • Cover City Council meeting live and issue timely News Releases • Serve as a City ambassador at public functions • Coordinate community outreach • Work closely with Downtown Administrator • Work closely with Palm Springs Bureau of Tourism and Convention Center • Maintain good working relationships with members of media • Prepare Public Service Announcements city.-- ofPa= m . Springs P_r-ior= y _-.S_ettming Session -_ .... .._ _.._ _._ : pencers Palm- Sprin - - - Agenda . - _ Introduction - = Situational Assessment _____=: Priority Setting - - 0 Goals- & Priority Areas 0 Rati=n_g -=--Process Setting 2008 Objectives 0 Next Steps -- Staff Direction - --------- - - = = -Su=m_m=ary==and Conclusions - 1 z w Situational Assessment 0 Prel-i-mi-nary- Interviews . SWOT 01, Emergi-ng- Issues FLI Areas for Process Improvement , -__D_i c=u-s=ston ; - -- --- --- - St re n g t h.-s.- _ _ Dr The ouncil works -c well together El We are moving in the right direction - - D The hotel -incentive program -0- Strategic--al-ign-ment ; - =-E Cordial working relationships Strong leadership 0. Smooth runnin-g- team _ZZE-=_ -Lack of strife/acrimony -:Er . Respect for each other D Keeping everyone informed - PIO -- -- ------- -J- --Downtown-direction U_ Communications with the public 7 - Working toward good customer relations model D Talented people w Weaknesses --0-- Noticing of meetings isn-'t always -d-one well 0 Customer service 0 How long it takes to do anything Bureaucratic process Lack of shared understanding regarding need for - controlled growth The benefit of living in PS hasn't kept up with the - --- -- M and the related. impacts Budget/spending is not policy driven ® Too much time spent on events Not forward looking enough 0 Too dependent on tourism and real estate markets - 5 Weaknesses -0. Big gest.-probl_e.m=._.i.s the building d.e.partment - a lot of _ - expertise but an -- imr-hovable force -- ----- D We don't delegate enough to commissions and to==s=ta-ff 7� We could make better use of the consent-agenda : - Too much nit picking of details that should be staff responsibility Council needs to step back and let staff do their jobs- _ 0--= -C_ustome-r relations needs improvement D The look of our neighborhoods - we spend too much time on how downtown looks and not --enough--on how - .. ._. . ._.our:ne-i -- -- or ... oo - s oo . --- - -- - w - W I I d pportun i i es D Build up rese-rves - __-Pursue---outside funding from Io-cal sources - C.---- We have enough on our plate for -=now Green ,, sustainable positioning and _- --. attracting clean tech industries DO Using restricted funds creatively * Fo-.cu-sing more on neighborhoods and how- =- they look- * Focusi=n-g- more on making this a pleasant place for people to live --- - -------------- Threats ___Loomi no - -reductions in revenue 0-- -National economy downturn D Fear of failure is crippling - _ _ _ � .0 State- rar _ o-n -finances Potential redu-ctions in funding from tribal __ c g am J n 9 f u n.d. - -- --- -- Dirop- In---property tax revenue Trying to do everything at once 0 Ingrained persona -ities - a 01 Lack of focus for the downtown --- setting g priorities is critical s ^ ^ Em e rg i ng .--..-I--ssues 0 Need for E-cono.m-ic.- Diversity -Maintain - Tribal Leadershipg. . ha=ri. ....-_ ._..- --. : .. d==Positive Relationship s =with r El` Need to expand City's Role in Job Creation =: .El Planning._for _the Right Kind of Growth C Potential for a major financial crisis -E. Need to prepare for leaner times ahead 'r --Q---- May not be able to maintain all those "city-extras" 0 Palm Hills ... Prepari.n.g. for reduced retail growth 9 r - r W Ideas to - Strengthen City Processes -.- -- -and Procedures - Discussion _ ��. Election reform - Campaign finance limi.ts . . E -- The Council Agenda - how things- are added -0 Staff role versus council- -role D Proc-ess and criteria to evaluate funding _d_ecisions._------ _--D:- . Ideas versus priorities - when does an idea become- a priority, how is an idea vetted, how is staff assigned = == .0 Bud e rocess-and funding b priority --- 9:. t_ _ p 9 Y P Y ----- - _= If the-:budget is approved and an item is- in the --budget don't bring it back before council for- approval again -- bring only --unbudgeted items El-- -----Gther 10 Priority Setting -- Definitions - 0 Criteria 0- Priority Categories 0 Process Framework -. 0- Exercise c _- ------- ..- . Why y Set Priorities -- -f--_eve ryt h i .n g is a priorl . . . nothing is . - - 12 Examples -_ o Lava Lamp Approach - a majority of votes _ dictates where we go meeting by meeting- - Dollar by Dollar Approach - -Budget- time is the only-time- th-e council looks collectively at the - - overall city and organization o Hoover Approach - No process to adhere to so - council members pressure staff directly and throughout the year to get their ideas and projects through Criteria -Approach - Ideas and prof-ects---are- m.eas.ured against criteria to diffe-rentiate. one . from another. Funding is aligned with priorities . _-- Process = Examples _F7 Annual Retreat Syndrome - ==Co=mplexity Overwhelms Result Say : O:n_e Thing - Do Another =0_- H:ow Trumps What . -C- The Vision Thing - 0 Goa.l.s Priorities - Outcomes � Drive .-Bud-get.-and - Reso=u-rce=A-1-1--o=cati:on 14 a W-h=at You Said - 77 Help Us Focus on What i-s- -Most ._ . Important _C Make it . Simple and Understandable - R -_ _ How Can. We Monitor and Report Progress to Stay On Track .- . - -------------- w s =:=What - -We Di euwYruLr'AeYuryW y YYi� IYYWNM uYI eeri�rYINNF yyy.i� ... ET Criteria - - --= ategories - Differentiate Council Driven = _=- Tool kit El Process Framework _ .. _Prio.r_ ity Setting Defined Outcomes - ---Resource Allocation o Monitor and Report - -- --- -- --- 16 I - criteria W, ,, ., a .w .. _ - 0 Cost - B-6-n-mef it - Positive comma ity impact/ ben- efit for the cost _ 0 Feasibility - Realistic given timelines- _ ._ .a. nd obstacles, do - able Ca-parity - Potential for commitment of man power, money, political will Council Alignment - Deg=r-ee===of alignment E_ Outcomes - Definable/Achievable _ Priority Designations A=-------Critic-a 1. B . Important C . Special -_-D -obl--i:gated Y 18 i Priority -Categories _ _.. (A) Critical council initiatives - - l Crucial to success of city All five council members agree this is a critica-1 priority - Cost/Public benefit/risk analysis positive F_u-nd:in.g must be identified and staff resources devoted to make this h-a-p-p=en r ® Due date _ critical - Project must be tracked and reported upon monthl_y_. - __ _ .. ... .. rlori _, ategories ( B) Important -projects - o Important council or staff projects but =- -- not critical to success o Majority of council members agree Cost/Public benefit/risk analys=i=s- -posi_tive_ :._ _ Tota- =-resources may not identified yet- _ but partial -funding is important o- Due dates and funding are less critical -------- -- but regular reporting requirel_ _ - -- 20 , , Priority Categories ( C) Specia projects - t- A special project for one or more council persons but not critical - 77 Cost/Public benefit/risk analysis unclear-- or high risk/low reward El City Resources (staff or funding ) may not - - be =-a=vail-abl-e- b-ut outside funding may be possible , .77 b Year : _ . - y= year review to consider re- -asslgn-ing priority 21 Priority Categories ( ) Obligated. projects ® Council is .bound by prior action , contract or -regulatory requirement - 7- Reporting regularly Year by- year review to consider re assigned priority - - M 22 Allocating Resources to Priorities E Core Services El Budgeting_--_to Priorities Core Services �! En-h_a-ncem-ents to Core Services _ = - Initiatives & Projects _ Emergency/Discretionary - 23 r �I . . ..__.:-Process Framework ® Annual Priority Setting Session o Review Progress Against Defined Outcomes-. -- 0 Consider Amendments--and-...N-ew. Projects __----- ...... . © Utilize Criteria Screen to set/confirm priorities -_ .d Define Outcomes, set timelines and expectations :: Set the table for the budget process 4 M Allocating Resources-to .Prior-ities 0 Staff Uses Outcome of annual session to then refine-strategies and develop workplans a Budget Process Considerations -- El Core Services 0 Initiatives-4- Projects - including enhancements to Core Services 0 Emergency/Discretionary - flexibility Council allocates funding accordingly - -- ------ =E==---Monthly Progress Reporting -� - ---Track and report against expectations and timelines a Adjust and realign expectations 24- Prior- i_ty_ -Setting Worksheet l =Ex-e-rc-i.se . E� I.n.frastructure Projects/Issues - - ._: Rate.- Using Designations A . Critical =----------- B .. Important C , Specia-1 D . Obligated a y� r a 25 Prioriti-es and Issues Matrix __ Current Project & Issues List -11 Council Priorities _U Staff Input -Neighborhoods ..._.. --... 26 • r . 5 -- Priority Areas Emerged i : Downtown Revitalization E] Fashion Plaza, Beautification, Aesthetics, Vacancies, Retail Mix, New Business Attraction, Mixed Use Projects, Develop East West Corridors, Marketing, Zero tolerance policies, Incentives, Proactive, Master Plan i © Public Safety 7 Improve perception, Technology, Education, Outreach, Reduce property crimes, ' Increase neighborhood presence, Prevention, Increase enforcement, Traffic Calming, Hot Spots and Nuisance Areas, Baselines and Tracking.-Involve Citizens C Infrastructure Investment and Maintenance r -- -.--- .Streets-and Roads,-Master Plan for Parks, Public Restrooms, Parks Maintenance, -- CitY Hall, Airport, Library Expansion, Homeless Shelter, Animal Shelter, Code 4 En orcerrient D Sustainability 7 Greenest city in America, LEED certified animal shelter, Public Buildings First, Incentives;.- PDD._b_enefits, Definition and Framework, Demonstration Projects, Summit,---Land-Use-Policies Promoting energy and resource sustainability E: . Economic Vitality Business retention and recruitment, Enhance reserves, Boost tourism, Destination Resort, Clean Tech, Customer Friendly business development service Crisis response plan, buy local program, job creation, downtown block by biock r s � rl 9 g G S e I_e ct_i:_n-_ :--a=n d Rating i n Refine the lists 7, Choose -top - five ( 5 ) ti n g u A - Critical o B - Important C .- Special w © D Obligated qW � Revita I-ize Downtown ❑ East west corridor ❑ Bring in new retail 'e"Jv�� ❑ Creation.of.gathering_places ❑ Pedestrian friendly-- - - - ❑ Living downtown environment ❑ Minimize vacancies/A.&'-'-dam ❑ Improve parking 172 .:._.. Resolve city versus village image II` - 0--- Signage-and themes iS =Cade-Enforcement to keep downtown presentable y ❑ Zero tolerance for litter, graffiti and-bad smells ❑ Expand involvement and resources- 17 Encourage greater participation in Village Fest by existing retailers 1 ❑ - Improve cleanliness - ❑-_. Use BID to assist merchants 171 _: Business retention/recruitment for downtown ❑ Help businesses succeed - info/education -❑ Incentives - 0 Address 'Aa�� - -El--- Finish Fashion Plaza - - - - -_❑ o TalWte~nce to start construction _. -❑ Be proactive---insure city has solid and advance intelligence on all projects to assist ❑ Each project needs-its-own point person .❑ ieA ❑ Develop and implement a retail ffief gaal an# marketing plan and strategy��bA_11./a ❑ Beautification Program - 29 Pub-I is Safet ME 11 Identify what-is.acceptable level of safety - Establish baseline and track statistics E Focus on ne-ven_ Lion -Strategies -® Use technology and- education - El Reduce crime _--- -. Work with neighborhoods - involve citizens - - -_--El- Education , 7-1 Address manpower issues © Send a message that parolees and criminals are not welcome here El Develop an aggressive arrest policy and strategy i ® Get neighborhoods involved in emergency preparedness _ .__ _.._. f 0- Increase police presence in neighborhoods --- ---- I E3=----Crack down on hot spots and nuisance areas -©- Fire dept staffin.g-ratios - 3/engine ® Fire Department apparatus � © GIS system M .E] Change perception of police department -.--.-.---- . - i ® Rad-io:System for Police Dept El Focus on reducing property-crimes 17 Disaster Preparedness- ---- ---. .3.0 rl Infrastructure Investment and Maimen_ance _` .. VVwYwYWwMM+J + Xh4rl iM Yysl +p iwV Ywr. . .. . . 11 Streets and roads — maintenance and repair �.... _. --Lead-t+re-v`alfey-inp'ace✓z3rF"u-aiitq of-read-iTat�, I=ar'se -- ©--_--.:Develop, adopt and fund a master plan for Parks l- Finalize a plan for city golf courses 0- : .. Capital.-improvement plan for waste waterareatment plant h ®--. -- Complete implementation and fund ongoing maintenance of website improvements - virtual city - N 0- Invest in community infrastructure through code enforcement 11 Fix Public Restrooms ® More soccer and softball fields - - i l Park improvement, equipment and expansion 0 Parks maintenance - shade, cleanliness, safety, kid safe zones - .M-__ . ..Address_.Need.and Cleanliness of Public bathrooms ® Animal-shelter improvement 11 Library renovation and expansion r+ © Tour buses.fee for road use C 0 Parking plan for downtown -- - -- =-- + _:. © City Hall and city parking lot -.-.--------..-.-.- + © Airport Improvement - .. El Address PS Stadium - W El Homeless Shelter © Develop Aggressive Capital improvement plan © Traffic synchronization and operations31 - --- Sustainabilit El Make PS the greenest---city in the country El LEED certified new animal shelter - demonstration project El City set the- example - Address public build ings-first-"",�,Ze= - _ Offer Green .b.u.il.ding . incentives E7- Utilize City web-site D.- Brand and promote PS as a Green City -J==--. :Include/integrate sustainability with PDD process/benefits -E- Develop...a---comprehensive plan for sustainability . El Engage-the-whole city -0 . Develop a definition and framework first _ El Focus-=on_Demonstrable projects ® Sustainabili.ty-Summit M Adopt and__enforce land use policies that promote efficient energy use and: resource sustainability -E� Promote- awareness and education about sustainability and - resource=conservation Economic Vitality I ------Develop-a--downtown-block-by-block strategy bevelopa business retention plan, fund.and promote it C3. , E� Create a-plan for:economic development with a structure, timeline and milestones -- -� - Diversification strategy including sustainability and Education/COD campus :Business. Retention-strategy via .customer friendly city ----:-0 Boost tourism- - p ._:p::___.__Re -ewed:corri.mitment.-to.-COD-cam us i o Partner-with-.PSEDC; BID-and others on business retention plan 0 Create a crisis response plan to address potential impacts of economic downturn 11 Address blighted, foreclosed, maintenance of properties and perception consequences 0 Consider incentives and other programs to support local businesses _.__. .. .Buy-.Local Program :0-- Destination Resort ' -El: Aggressively seek and support clean tech businesses E Develop- a seamless, coordinated, customer friendly and efficient development service for all users © Focus unrestricted funds on identified priorities C! Finalize a plan for future growth and expansion (boundaries and annexations) _ D:._....:Enliance-financial reserves 0 - Develop economic forecasting potential to project trends and better prepare � Q OPEB -- catch up plan - Link budget and planning to priorities 33 Selecting and Rating ® Refine - the lists Choose top five ( 5 ) Rating : a A - Critical - _ B - Important ' C - -Special . D -- -Obli-gated 34 Settin9 zoos obJlectives _= Exercise - 5 Goa Is © Specific -outcome By When 7 Who's- involved E Lead Person _ h L-1 Reporting frequency - - —.._..... . 35 a r r Y . . ._ua. nol o 1 s2@. ]V 4U@Wanoadwj ssaDoad F] _.._. ... jaw suoi4e.padx�j 71 -_ uoisniDuoD pue Ajew anS Thank- You s a 37 ►