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16-0404_CC_Minutes_Special Meeting_City Council and Executive Staff Workshop MinutesMINUTES April 4,2016 SAN JUAN CAP¡STRANO CITY COUNCIL AND EXECUTIVE STAFF WORKSHOP SPECIAL MEETING Mayor Patterson called the Special Meeting Workshop of the City Council and the Executive Staff of the City of San Juan Capistrano to order at 9:10 a.m. at the San Juan Capistrano Community Center. Council Member Allevato led the Pledge of Allegiance. ROLL CALL COUNCIL MEMBERS PRESENT: Derek Reeve (arrived at 9:45 a.m,), John M, Perry, Sam Allevato, Mayor pro tem Kerry K. Ferguson and Mayor Pam Patterson, Esq. COUNCIL MEMBERS ABSENT: None. Agenda items are presented in the originally agendized format for the benefit of the minutes' reader, but were not necessarily heard in that order. Ben Siegel, City Manager, provided opening comments, Jan Perkins, Management Partners, facilitated the workshop. ORAL COMMUN¡CATIONS AND PUBLIC COMMENTS Council Action: Moved by Mayor Patterson, seconded by Council Member Perry, and carried 3-1-0, with Council Member Allevato opposed and Council Member Reeve absent to limit oral communications and public comments to two (2) minutes for each speaker. ROLL CALL: AYES: COUNCIL MEMBER: Perry, Ferguson and Mayor PattersonNOES: COUNCIL MEMBER: Allevato ABSENT: COUNCIL MEMBER: Reeve The following individuals provided input on the City Council's Urgent Strategic Priorities for Fiscal Year 2016-2017: . Trevor Dale, City resident; Mia Nonweiler, residency not provided; Beverly Blake, City resident; Tom Scott, City resident; Scott Hunter, City resident; Sandie Weaver, City resident; Monique Rea, City resident; Kim McCarthy, City resident; Tom Hribar, City resident; Art Guevara, Lake Forest resident; Steve Behmenvohld, City resident; Chris Kramer, City resident; Frank Larkin, City resident; Stephanie Frisch, City resident; Rhonda, City resident; Tina Auclair, City resident; Jenny Miner, Dana Point resident; Larry Kramer, City resident; William Bonney, City resident; Joyce Stanfield Perry, City resident; Jan Siegel, City resident; Ray Miller, City resident; Anna Dickinson, City resident; Alvin Ehrig City resident; Gary Guizar, City resident; Ron Denman, City resident; Steve Oedekerk, City resident; and Bob Cardoza, City resident. 1 CITY COUNCIL AND EXECUTIVE STAFF WORKSHOP 1. CONDUCTED WORKSHOP TO DETERMINE THE CITY COUNCIL'S URGENT STRATEGIC PRIORITIES FOR FISCAL YEAR 2016-2017; RECEIVED AN UPDATE ON THE ACCOMPLISHMENTS FOR FISCAL YEAR 2015-2016, STATUS OF PROJECTS AND OTHER WORK PLAN ITEMS, INCLUDING INFORMATION ON THE CITY'S RESOURCE CAPACITY _ NO FORMAL ACTION TAKEN (PLEASE SEE ATTACHED EXHIBIT A, SUMMARY REPORT PREPARED BY MANAGEMENT PARTNERS) o Public Correspondence: Sandra Campbell and Francis McClain, City residents; and Monique Rea, City resident. Jan Perkins, Management Partners, facilitated the workshop Council Action: Moved by Mayor pro tem Ferguson, seconded by Mayor Patterson, and carried 4-1, with Council Member Allevato opposed to conclude the workshop, and if time allows, provide the public additional speaking time to comment. ROLL CALL AYES: COUNCIL MEMBER: Perry, Reeve, Ferguson and Mayor PattersonNOES: COUNCIL MEMBER: Allevato ABSENï: COUNCIL MEMBER: None ADJOURNMENT: There being no further business Mayor Patterson adjourned the workshop at 4:03 p.m. to Tuesday, April 5,2016, at 2:00 p.m. for Closed Session and 5:00 p.m. for the Public Busin Session, in the City Council Chamber Res ubmitted,* MAR s, cl ERK Approved: May 3, 2016 ATTE MP SON,Q., MAYOR 2 4t4t2016 nî tll(0RP0ßR l9sr i ftIfitLtfilt0 f3/ t77ç I{¡ft a o a o City of San Juan Capistrano Council - Executive Staff Workshop Held April 4,2016 April 2OL6 Management Pa rtners EXHIBIT A Held April 4,201ó Table of Contents Management Partners Table of Contents Workshop Report...... Executive Summary Workshop Objectives and Agenda Participants Acknowledging Accomplishments....... Discussion of Priorities......... Finøncial and Staff Capøcity............ Priorities I 1 2 3 4 5 6 B Methods of Optimizing Progress ..................... Establishing a Common Understanding....... Smøll Gr oup Dis cussions Wrap Up Closing Comments from P ør ticip ønts.............. Attachment A - Priority Tiers With Dot Voting Attachment B - Workshop PowerPoint Presentation Attachment C - Photo of Poster with Dot Voting...... ......10 ......1_0 12 1.4 1_4 L5 L8 22 Held April 4,201.6 Workshop Report Management Partners Workshop Report "Put First Things First." Stephen Covey Executive Summory The City of San Juan Capistrano held a workshop on April 4,201'6 at the Community Center Community Hall(25925 Camino Del Avion). The retreat was an opportunity for the City Council to strengthen the Council/staff team and for the Council and executive staff to discuss priority goals for the year. Council agreed on the top priorities within the top two tiers as presented by staff. There are numerous projects within each of the top two tiers. All projects listed will move forward, with the items in Tier 1 receiving the most attention. In order to provide staff a sense of the highest priorities within these two tiers, dot voting was done by the Council. The top priorities that emerged in the top two tiers are as follows. (Se¿ Attachments A for a full list ønd Attachment C for ø photo of the workshop poster with the dots.) o Tier 1-: Key Priorities ønd Primary Resource Allocøtion o Improve street maintenance and rehab program o Implement water reorganization o Process hotel projects o Tier 2: Efforts Also Underway o Resolve "ghost train" issue o Implement records management program/PRA requests løn Perkins, Senior Pørtner with Management Pørtners facilitated the workshop. 1, Held April 4,2016 Workshop Report Management Parbrers Workshop Objectives qnd Agenda Objectives o Understand budget and resource constraints.¡ Establish priorities for Council and staff focus during the coming year. Agenda . Welcome and Roll Callo Public commentso Review Today's Workshop Agenda¡ AcknowledgingAccomplishments ¡ Discussion of Priorities o Methods of Optimizing Progress . Wrap Up Workshop Ground Rules At the start of the workshop, the facilitator suggested several ground rules to help the group have a successful workshop and achieve the results they intended to achieve through their time together. o Listen respectfully. Seek consensus . Stay focused on the discussions at hand¡ Be present 2 Held April 4,20'1.6 Workshop Report Management Parbrers Porticipdnts Workshop Preparation To prepare for the retreat, facilitator Jan Perkins conducted individual interviews with each Councilmember. The purpose of these interviews was to obtain input that would help in creating an agenda for the workshop, hear Councilmember comments about accomplishments and prioritieg and receive background information that will be helpful in designing the workshop. Staff prepared information on the items identified by Councilmembers as priorities as well as a number of other projects that had previously been identified. ¡ Pam Pattersory Mayor . Kerry Fergusorç Mayor Pro Tem r Sam Allevato, Councilmember r Jotrr Perry, Councilmember ¡ Derek Reeve, Councilmember o Ben Siegef City Manager o David Ott, Interim Assistant City Manager o Maria Morris, City Clerk o Ken Al-Imam,Interim CFO o Dori Budde, Community Services Director o Joel Rojas, Development Services Director o Steve May, Public Works and Utilities Director . Samuel Penrod, Human Resources Manager o Scott Spalding, Orange County Sheriffs Department o ]eff Ballinger, City Attorney J Held April 4,201.6 Workshop Report Management Parbrers Acknow I e d g i n g Acco m p I Í sh m e nts Jan Perkins reviewed a list of City accomplishments that had been identified in her interviews with Councilmembers. Then the Council and staff identified the key factors that contributed to the accomplishments. During discussions, additional accomplishments were highlighted. The following table contains a complete list of accomplishments noted by workshop participants. The group also identified the key factors that contributed to the accomplishments, as follow: o Prioritized objectives and resources o Collaboration on Councilo Collaboration between Council and staffo Collaboration with communityr Collaboration with commissions o Input from business community ¡ New city manager and staff¡ Resolved some lawsuits¡ Advancing Hotel Projects¡ Reinstituted Design Review Boardo lmplemented procedural changes (e.g., consent calendar, Rosenberg's Rules of Order, motion for reconsideration). C¡ty Relay for Life Teamo Acquisition and preservation of open spaceo Got through the Great Recessionr lnterchange on Ortega Highway¡ Denied Ortega Highway widening¡ Resolved issues regarding equestrian facilities and bicycle trails¡ Trolley programo Northwest open space as cultural center¡ Guidelines for commercial photographers on Los Rios Street o Neighborhood quality of life committee. Restoration of Egan House. "F" rated streets moved to higher priority¡ Successfully handled rent controlo Del Obispo left turns¡ Completed utilityreorganization studyo Exploring opt¡ons to improve Council chambers security¡ Uber pilot programo ldentified Skatepark location. Congregate living moratorium¡ Challenged SDGE project o Pacifica San Juan residential development and CFD restructuringr Resolved water rate lawsuit and refunded money. Water conservation program r Downtown parking phase one¡ Prioritized equestrian safety . Discussed expanded uses of riding park Accomplishments 4 Held April 4,2016 Workshop Report Management Partrers o Focus on getting the work done . Ability to act o Availability of resources ¡ Three votes o Listened to the public o Listened to staff . Working as a team . Staff takes pride in their work and want to do a good job o Responding to resident needs . Well-organizedneighborhoods . Common values - "culture" of city r Effective staff work . Collaboration with commissions Discussion oÍ Priorities Prioritization is important because there is limited staff and financial capacity. Many of the projects identified as priorities require time from a small group of staff at the executive and managerial level. During this section of the workshop, the participants: o Confirmed top tier priorities o Confirmed second tier priorities o Determined whether resources are or can be made available to do everything on top two tiers o Determined Council consensus o Establishes how limited resources will be allocated - money, staff time, Council time;o Allows for realistic assessment of what can be done, so that key ¡tems are accomplished;o Considers the on-going work of the organization; and o ls a way for policy makers and staff to be on the same page with Effective Priority Setti ng 5 Held April 4,201.6 Workshop Report Management Parbrers Financial and Staff Capacity City Manager reviewed the capacity of the City's resources to inform the priority setting discussion. Staff Capacity The City Manager highlighted the following factors that must be considered in understanding staff capacity. ¡ The executive team is entirely new. Many key personnel have less than 1 year in organizationo There have been recent retirements o There are over 15 active recruitments (approximately 20% of workforce). The estimated allocation of hours for management staff, shown below. During a 40-hour work week. TOYo on day-to-day management of the department {+/- 28 hours). LO%o on preparing staff reports for Council meetings (+/- 4 hours). too/o on committees and task forces (+/- 4 hours). LOYo on special projects Additional L0+ hours per week ore spent on commun¡ty events, evening meetings, and communications Comm¡ttees and task forces, 10% 6 Held April 4,201.6 Workshop Report Management Parbrers Financial Capacity The City Manager presented the general fund revenue and expenditure outlook in FY 201.6-17. The presentation of the outlook was followed by the general fund projection as shown below. Figure 1. General Fund Forecast Revenues. Strong property tax growth. Declining sales tax in 2Ot6-L7. End of "triple flip"¡ Lower gasoline prices. Overallvery modest growth in2OL6-L7. Maintain healthv reserves Expenditures (Key Cost lncreases). 6% increase in Sheriffs contract. Ongoing litigation. 3% increase in City personnel costs Balancing the Budget No new positions, programs or services No transferto CIP Fund or reserves Use gas tax for street maintenance instead of capital projects One-time freeze in depreciation funding Assumes no transfer from reserves Assumes no new revenue sources Fills all vacancies Outlook on the General Fund in FY 20L6-L7 ttco = = Ssr.o Sso.s Sso.o s2s.s s2e.o s28.s s28.0 ízt.s 527.O Sze.s s26.0 s2s.s s2s.0 $24.s J ""É "a-' ".€ ---" d."Û +General Fund Revenues +General Fund Expenditures As shown above, the general fund is projected to be at a deficit beginning in Fiscal Year 2018-19 based on projected expenditure increases and assuming no new revenue sources are identified. 7 Held April 4,201.6 Workshop Report Management Partrers Revenue Enhancement. OC waste agreement. Grant funding. Paid parking Expenditure Control. Freeze vacant positions. Cut special events. Service reductions Options for Balancing the Budget in the Long-Run The following options for revenue enhancement and expenditure control were presented as shown below. Priorities The Council and staff first reviewed the status of the items on the list of possible priorities shown in Attachment A. New items were added to the initial list. A photo of the poster showing the actual dots is provided in Attachment C. Top Tier: Key Priorities and Primary Resource Allocation These are the items that staff understands to be the Council's highest priorities. The question for the Council was whether anything listed in this top tier should be considered a lower tier. o The Council agreed that everything listed was appropriate for the top tier. o Each Councilmember was given four red dots to be placed next to their highest priorities within this top tier. The items receiving three or more dots within this tier were:. Improve street maintenance and rehab program (5 dots)o Implement water reorganization (3 dots)o Process hotel projects (3 dots) Second Tier: Efforts Also Underway The items listed here are all being worked on by staff. However, if there is a need to decide whether to work on one of these or one on the top tier, the items in the top tier will take precedence for staff time. o The Council agreed that the list is appropriate. o Each Councilmember was given four yellow dots to be placed next to their highest priorities within this top tier. The items receiving three or more dots within this tier were:o Resolve "ghost ttain" issue (4 dots) o Implement records management program/PRA requests (3 dots) 8 Held April 4,2016 Workshop Report Management Partrers a a a Each Councilmember was also given three orange dots to place on any items they thought could be prioritized lower. There were two items receiving three orange dots. Those will be discussed at a later point with the Council. They were: ¡ Verdugo Street beautification (3 dots)o Del Obispo Street widening (3 dots) Third Tier: Non-Programmed This is a list of items for which resources are not currently available. Generally speaking, these items have been previously discussed by the Council, but there are insufficient financial or staff resources to move forward at this time. These items will not be the focus of the City's work plan over the next year. An additional item was added to this list, which was: News rack ordinance. Each Councilmember was given two blue dots to be placed by items in either the third or fourth tiers that Councilmembers would like to see moved up to a higher tier. Some of these items were discussed but none received more than one dot, indicating they should not be added to the current work plan Fourth Tier: New ldeas and Emerging Issues This list contains several items that are relatively new, along with others that have been discussed by the Council at some point in time, or are anticipated to be raised in the coming year. An additional item was added to this fourth tier, which was temporary downtown parking (tennis courts). None of the items in this category received any dots, indicating there was not a desire to add them to the work plan. 9 Held April 4,201.6 Workshop Report Management Partners Methods of OptÍmÍzÍng Progress The facilitator from Management Partners led a discussion on the importance of focus and discipline to stay the course on priorities. The purpose of the discussion was to communicate that Council and staff must work together to optimize the chances for success in making progress on priorities. This section of the workshop included: ¡ Methods of Optimizing Progresso Roles and Norms of Council and Staff : Hffä:ffîï"":,'ä Behavior Establishing a Common Understanding Before discussiorç Jan Perkins reviewed the methods of optimizing progress, roles and norms, and positive civic behavior. Examples of methods of optimizing progress reviewed with the participants are as follows: Stay focused on the agreed upon goals - don't add new things o Be mindful of staff capacity/timeo Ensure that other work requests (e.9., from board and commissions) do not inadvertentlv re-prioritize staff time awav from Council priorities t Keep a list of possible new ideas for future consideration - but don't pursue them nowr Review the list during budget process or on at a 6 month progress update¡ lf the Council adds something, be purposeful in explaining that delays will occur 2 3. Staff and Council all work through the City Manager; staff direction is based on Council direction as a body 4. Effective teamwork between Councilmembers and with staff Methods of Optimizing Progress 10 Held April 4,201ó Workshop Report Management Partners The roles and norms of council and staff reviewed with the participants are as follows: The modeling of positive civic behavior reviewed with the participants are as follows: Moilelinx Positiae Cioic Behøaior Be respectful in what you say (verbal) Be respectful in what you show (visual) Be respectful in what you do (actions) iÊå ùì D D ,Ëlill s,l *1,q Council. Set policy direction. Operate as a body, with the majority setting direction. Be mindful of resource constraints. Listen to the community, including people who speak up and those who do not. Respect the role of professional staff. Ask questions ofstaffthrough the City Manager. Treat everyone with respect. Continually learn about municipal government (e.g., League of California Cities trainings) Staff. lmplement the direction set by the Council as a body. Take day to day direction from the City Manager. Stay current on professional practices and follow ethical principles (e.g., through League of California Cities trainings). Provide recommendations to the Council based on professional expertise and objective analysis. Provide information to the Council, through the City Manager, to keep the Council informed. Treat everyone with respect Roles and Norms of Council and Staff 11, Held April 4,201.6 Workshop Report Management Parbrers Small Group Discussions Working first in small groups and then discussing as a large group, the Council and executive team discussed three questions: . What could impede achieving the priorities?. How could Council deal with requests for new tasks?. Would an annual Commission work plan assist in prioritizing their work? Summøry of Discussion Potential impediments to progÌess: . Unforeseen emergencies or circumstances r Loss of staff . Seing unclear about the objective or intended purpose of a priority¡ Lack of adequate staff time for analysis, preparing reports, providing sufficient information to Council o Inadequate timelines set to complete a project ¡ Funding ¡ Inadeeuate communications between Council and staff o Bringing politics to the daiso Preconceived notions of what the Council should do; special interests o Inadequate information by staff about potential consequences of actions o Council curfew of 9 pm o Competing priorities; changing prioritiesr Lengthy oral communications at the beginning of Council meetings ¡ Lack of finishing agenda items at the Council meetings ¡ Litigation . Unfunded mandateÐ state actions, outside government agencies 12 Held April 4,2016 Workshop Report Management Pqrtr.etq Options for dealing with new requests that arise: ¡ Be realistic and manage expectations o Discussion of any new task could require a discussion of what could come off the list, or be deferred . Every agenda item could reference a priority number r Create a continuing list of new ideas, but don't act on them until an established point (e.9., next strategic planning) ¡ Have a clear understanding of the scope of work of the new request¡ Flave a Council discussion with information from the City Manager on the impact of the new request . Conduct surveys and community workshops o Use the commissions r Be transparent about staff capacity o Inventory requests for future consideration o Regular updates ¡ Better explanation of City processes o Identify other agencies that would be involved Commission work plan ideas: ¡ Commissions add value, provide good input and expertise and their ideas are welcome and important o Determine how the commissions can support the Council's priorities ¡ Need specific, tangible recommendations from commissions ¡ Council could prioritize the work plan elements for commissions ¡ Council could ask commissions to work on specific things r The results of the strategic planning priorities should be shared with commissions o Problem of using staff capacity on projects identified by a single commissioner needs to be resolved o Possible joint meeting of Council and all commissions to discuss the Council's priorities 13 Held April 4,201ß Workshop Report Management Partners Wrøp Up The workshop concluded with a discussion of next steps, which include preparation of a workshop report and confirmation of priorities at a Council meeting. Closing Comments from Participants Each member of Council and the executive staff share comments about what they appreciated about the day. ¡ Was a good opportunity meet people, interact with Council and staff, hear from the communityo Got our ideas ouÇ prioritized o On major issues coming to Council, it is important for staff to brief the Council in advance o List of priorities provided by staff was helpful. Civility was evidento Heard from decision makers o Accomplished a lot o Liked the visuals provided ¡ Nice way to interact and get to know people o Productive workshop ¡ Came away with priorities; alignment on Council about priorities.¡ Valuable to hear from each other in a more informal setting; small group discussions were good. Community members came and share their ideas.¡ Results will be used to help build the budget o Council recognizes there are limited staff resources/capacity o Good turnout of the community . Several commissioners were present. Helpful discussions about the commissionso Constructive day¡ Liked having everything on one list . Good to have informal discussions with staff . Day was well organized ¡ Sharing of ideas together 14 Held April 4,201.6 Attachment A - Prioritv Tiers With Dot Votine Management Parbrers Attachment A - Priority Tiers W¡th Dot Voting Note: A photo of the poster with dots is shown in Attøchmmt C. Top Tier: Key Priorities ønil Primøry Resource Allocøtion Each Councilmember was given four dots to place beside the highest priorities within this top tier SecondTier Efforts Also Unilerwøy Each Councilmember was given four dots (yellow) to place beside items that are their highest priorities, and another three dots (in orange) to place beside items that could potentially be delayed in order to free up capacity. A-1 lmprove Street Maintenance and Rehab Program roooo (5) A-2 lmplement Water Reorganization æo (3) A-3 Renegotiate Riding Park Lease/ lncreased Public Access or (2) A-4 Design and Construct Northwest Open Space Park oo (2) A-5 Resolve Water Lawsuits A-6 Resolve Land Use Lawsuits A-7 Transition to District Elections . (1) A-8 Actively Oppose SDGE Substation Project A-9 Encourage Quality Commercial Development Opportunities or (2) A-10 Expand Recycled Water to Riding Park A-11 Process Hotel Projects (2)oor (3) A-tz Sell City-Owned Downtown Parcels & Lower Rosan Ranch oo (2) A-13 Negotiate Landfill Host City Cooperative Agreement A-14 Process Pacifica San Juan Residential Development A-15 Fill Key Vacancies & lmprove Morale Priority #Top Tier: Key Priorities and Primary Resource Allocation Dot Voting Yellow Dots (HÍghest priority items ín Tier 2) Orange Dots (ltems thdt could be delayed) B-1 ldentify Options to Address Congregate Living Facilities or (2) B-2 Trail Connection and lmprovement Projects oo (2) B-3 Resolve "Ghost Train" lssue ooor (4) Priority #Second Tier: Efforts Also Underway Dot Voting* 15 Held April 4,2016 Attachment A - Priority Tiers With Dot Voting Management Partners 8.4 Drought Ordinance lmplementation and Water Conservation B-5 Swanner House License Agreement B-6 The Oaks License Agreement B-7 Blas Aguilar License Agreement B-8 Misc. Water/Sewer lnfrastructure Capital Projects . (1). (1) B-9 Uber Partnership Program oo (2) B-10 lmprove and Expand Summer Trolley Program ro (2) B-11 lT Master Plan B-t2 HTC Master Plan . (1) B-13 Re-Zone City Hall Site for Housing . (1) B-14 Amend Political Sign Ordinance B-15 Personnel Class and Compensation Study B-16 Negotiation of Expiring MOUs for Employee Associations B-17 Complete Citywide Fee Study . (1) B-18 lmplement Organic Food Waste Program B-19 Verdugo Street Beautification . (1)roo (3) B-20 Del Obispo Street Widening/San Juan Creek Rd. (Note: these are two projects, and there was support to move forward with the San Juan Creek Road project) oor (3) (only the Del Obispo Street widening project) B-21 Update Website and lmprove Social Media . (1) B-22 Expand Emergency Preparedness Efforts . (1) B-2?lmplement Records Management Program/PRA Requests ooe (3). (1) Priority f Second Tier: Efforts Also Underway Dot Voting* *Note: Yellow indicates highest priorities, orange indicates oreas that could be lower priorities. 1,6 Held April 4,201.6 Attachment A - PrioriW Tiers With Dot Voting Management Parbrers Third. Tier: N on-Pr o gr ømme il Councilmembers were each given two dots þIue) to place beside any items in the third or fourth tiers that they would like to see moved into the second tier. Fourth Tier: New ldeøs and Emerging lssiles No dots were placed on items in this tier. c-1 Prepare Long-Range Financial Plan . (1)c-2 Additional Sheriff's Deputies . (1)c-3 Additional Code Enforcement Officers . (1)c-4 ldentify and Purchase Site for New City Hall c-5 Reduce Unfunded Pension Liability c-6 Recycled Water Expansion Feasibility Study . (1)c-7 Design and Construct Skatepark c-8 Monument Sign at Ortega and La Pata Gateway . (1)c-9 Monument Sign at Ortega and Del Obispo Gateway c-10 Blas Aguilar Landscaping and Site lmprovements . (1)c-11 Downtown Parking Structure c-t2 Groundwater Recharge with Stormwater . (1)c-13 Revise Neighborhood Parking Program c-t4 Site and Construct Community Pool c-15 LED Street Light Technology c-16 Reata Park Equestrian lmprovements . (1)c-t7 Residential Rental lnspection Program c-18 Ortega Highway Congestion Relief c-19 News Rack Ordinance Priority f Third Tier: Non-Programmed Dot Voting D-1 City Council Term Limits D-2 Plan "All Volunteer Day" D-3 ldentify East/West Arterial Alignment (Toll Road) Re-lnstitute Citizen's AcademyD-4 D-5 Re-l nstitute Citywide Newsletter City Non-Profit OrganizationD-6 AnimalShelterD-7 D-8 Temporary Downtown Parking (Tennis Courts) Priority f Fourth Tier: New ldeas and Emerging lssues L7 Held April 4,2016 Attachment B - Workshop PowerPoint Presentation Management Partrers Attachment B - Workshop PowerPoint Presentation "lÈi r tr*:> Publrc Comrnents Monday, April 4, 2016 *t*:> Cif y of S.tn lr-1.¡n C.'rprstrirno C or-¡r¡crl/[ xecl¡trvlt Ie¿ nr Priorrty Settrng Wor kshop ' Understand budget and resource constrð¡nts ' Establish priorities for the year ïiH:> Today's Objectives ' Public commentst Discuss accomplishments and understand what contr¡buted to them ' Orientat¡on to operating environment and project list ' Eståblish prior¡ties ' Discuss methods of optimizing progresst Wrap up rffi:> Today's Workshop Agenda ' Establishes how limited resources will be allocated - money, staff time, Counc¡l t¡me ' Allows for realistic assessment of what can be done, so that key ¡tems are accomplished ' Considers the on-going work of the organizat¡on ' ls a way for policy makers and staff to be on the sam€ page with expectat¡ons im)Þ What is Prrority Setting ? ' Any City accomplishment of ¡mportant C¡ty objectives is the rêsult of partnership between Council and staff . Requires teamwork ' Requíres mutual respect and understanding of how each person contributes to success ïffi:> Discussion of Accomplishments 18 Held April 4,201.6 Attachment B - Workshop PowerPoint Presentation Management Parbrers Nrw artv ñ¡nÐlôr ònd x¡ll Roll.d b¡ck w¿ter rà!!s Rriolva!t ¡¡sruilt R€dvcÊd ep!ndin¡ Âdvanarñ8 Botcl Projac!t R!rnirtuìêd D.s,8n Rlvrlw Boård lmÞlèmantèd p16èdu¡¡l ch¿ñ¡e!(! i., cons€nt cålêndði Rosrnbergi Rulês of o.deiñolron for rdo^rdêrnt¡oñ) C¡t9 Rcl¡y lor lih le¿m Acqu,rû,on ònd presêtu¡ioñ ot 60(:hroulh !hÊ Greêl qcc€r!on lntarahðngr on OnaSa Ú8hwày Deðred Oñego Hrghrv¿y w,dënì¡g RarolvÊd,93u¿s ra8årdi¡8 èquÉrti!ôn fô(rlIrat ðnd b¡<Yclc lrårlt frollÊy pro¡.ðm ÀlW opêÃ tpðaa at aurlur¡l aeôta! 6urdel¡n.r lÐr comñar('ðlphotoirðpàc4 on ior Rtar Slreât ¡lerghbo.hood quðlrty of -rl. Ra5torå¡on of €8an Bous!_t r¡tcd 5lrèelr ñovad to hrlher '!:,:i:.*> Accomplrshnrents Crted by Courtcrlmembers . What other accomplishments occurred? ' Wh¿t fåctors contributed lo our success? '::,:::r:> Discussion About Accomplishments ;iìi:t:12 Lean staffing Limited financiàl resoufceS ent¿tron to Operatrng f nvtronnrent and Resor¡ ' Ent¡rely new ex€cut¡ve teðm ' Many key personnel w¡th <1 year in organ¡¿ðtiÒn ' Recent retirements. Over 15 active recruitments. rouÊh¡y 20%ot workfo.ce ,t{ t./ I;::].:X:> Staffing Overvrew ' Prepar¡ng FY 2016-17 and 2017-18 budget ' Workshop in May 2016 ' Adoption in June 2016¡ Timing is challenginß w¡th new staf{ ,'-- t:',1b , o\\,+rn¿s¡u-r*ú :::äî:> Budget Preview ' Strong property tax growth . Decl¡ning säles tax in 2016-17 ' End of "triple fl¡p" . Lower taroline píce5 ' Overall very modest Browth in 2016-17 . Maint¿in healthy reserves :11;y,-P Prelrminary GF Revenue Outlook . Key Cost lncreases . 6% increase in Sher¡ff's contract Affecting all contract cities . Ongoing l¡tigat¡on . City personnel costs (3% ¡n€rease by contr¿ct) $îtri'9 Preliminary GF Expenditures ' No new positions, programs or gervrces ' No transfer to CIP Fund or reserves ' Ure gas tax for ttreet Íla¡nt€nance insteåd ol cðp¡tà¡ pro¡ects ' One-time free¿e in depreciatron funding j;m'î2 No tr¡nsfer from res¿rves No new rwent¡e çources Fill¡ ¿ll vacanries Balancrng the GF Budget: 2A16-1,7 19 Held April 4,2016 Attachment B - Workshop PowerPoint Presentation Management Partrers äm:È' General Fund Forecast ' City Manager is "bullish" on San Juan Capistrano . Newhotel3 . Commêrciâl dev€lopment opportun¡t¡e5 Prcp¡ny tô¡ grlcr td Miùgðùon i..r/oubIc ðmê¡úise . oowntown redevelopment . Êxp¡ratlon of iudgment obligat¡on bonds ñ( r,tx:> Lookrng Ahead ' Revenue Enhancement. OCWasteðtreement . 6rant fund¡ng . Pâ¡d Pðrk¡ñB Expenditure Control . Free¡e yôc¿nt poritions . Cut ipec¡al events . S€rv¡ce leduclions ffi;ï^f'P Other Optrons." Per(rñr4r lor¡l ol { ffq¡ñ ni*î:> Osring ¡ 40| hour weak ¡0 on ioec,¡l Ðrolr(rt ommunlly æ6ntr, dlnint m.dinÍr, ' 70 o¡ dðV.Îo.dav ñân¿Bemenl of !hc ricp¿r!ñènt {+/. l8 ho!.3i ¡0X çn p.epñíne stal{ rÈpÕrts for Councjl mÊet,¡g! {-/'J hourrl ¡Oi{ on.ommrttees rôd t¡sl forcês i|/'4 hÕúr3i M¡n ernr:nt St¿ff Esttmated A|L¡c¿tron ol Hc¡urs for ' Orientat¡on to Project List. Revièw of eâch ilenr. Review of fiers ' Confirm or modify top tier priorit¡es ' Confirm or modify second tier priorities ' Delermine whether resources are or can be made available to do everything on lop two t¡ers ' Dêtermine Council consensus i:l*l> Setting Pnontres ' T¡ers . Pink: Key priorit¡es and pr¡mary fesóurce allocations . Ycllow: Efforts also underway. Bluc: Non-programmed . G¡ecn: New ideas and emerging issues trtr'P Review of Pro¡ect Lrst ' Too tier - oink:. Do åll of these ¡ep(esent top prior¡ties of !he Council?ô Second tier - vellow:. What ðrethe hiBhest prioritiesof Counc¡l ¡nthist¡er?. should any ¡n this tier move to non-protrammed?ô Third tier - blue :. Are there àñy of these thât are higher prior¡t¡es thân âny items ¡n the pink or yellow tiers? ' Fourth tier - qreen: . Shouldânyof these d¡splacê ìtem(sl from the toptwo tiers? ffi#1> Prroriti¿atron L. stav focused on thc agrccd upon goâls - doô't add new thin83 2. Keep a list of possible new ideas for future consideration - but don't pursue them now. Rcview the l¡il dunñg budgçt process o. on at ð 6 month prog.cst updatc. lf thè Cöuncll ôdd¡ Ðmcthin3, br purposetul rn ç¡plalñrñi th¡t delays ryill o.cur 3. st¡ff work¡th¡ough th.Cìty ManaSer ðñd bared on Cquncrl direct¡on er ð body 4. Êffective teamwörk between Counctlmemberr ànd wath staff r,îg:> (c.t., 5liff , Be mrndful ot st¿ff cåpeoly/timê ' Í¡surê lh¡t othËr work .?qu¿sts do nol rnôdvcnently rc-priort¡¡a p.ioritles ffom board åod cóñmrs5lonrl time ¡way ftom Counql Methods of Optrmrzing Progress 20 Held April 4,20'1.6 Attachment B - Workshop PowerPoint Presentation Management Partners cdm¡l. 9r Flcy drr..l¡oñ ' Orr¡t. ¡3 ¡ bodr *úh lh.h¡,o¡þ {frry dúrd¡o¡. 8. ñìddf¡l of..¡ourc. (oñtlr¡rñlt ' l¡rt.Â fô cha {oñmunrq, râcludrñ¡ pcopl. v¡ào rp.¡k !p ¡nd tho3. . R.rp.ctrh..ö1.Òf prof.reoñ.|i!.í. Alk qu.!*on3 ol d¡llhrouth rh¡ . lr.¡t *ÍFâ. \!{h ð¡ilct Stllt. lmpl.ñ.rttb.dir.<trc¡rlbyth.couñci ¡r ¡ body. T¡t. d¡y to d¡Y dt.<irôñ ftôñ lhç C¡ty M.¡¡g.r. gt¿v aurnnton proLr¡¡o¡.|pr¡di<.r ¿nd tolloN rlh¡<alrin.¡plü {. 8., th.outh b¡8u. of C¡ilor^,¡ C¡ù.r t¡'6'¡all. Prouda ra(omñ.ñ¡tiont þlhaco!¡ol b¡rd oô proLtro.¡l arpañrta ¡nd ob¡*tiva ¡n¡!y!l. Prıud.rôbrñ¡t.onto rh.Couñ(|. th.olih lha Cily M¡ô¡8t !o lðPtìr Cou¡.il ¡ñlo.ñ.d. frrat .varyo6r eih rtrtd . Co¡!¡u¡llv lê¡rn ¡bout mu^rarp¡l loe{¡m..1 (. !., L.¡¡u. of C¡lllotn'¡ atrràt r¡'ñ¡â¡rt im9 Background: Roles and Norms 8p r,sÞcrllul r¡ qirJl v(r..r ldv r94rll¡lì 8F tr¡\t'H{t'ur Í. ^l ,tl , 't¡ \¡t:w lv!.,.¡dl 8e respectful in what vou do {ðcttonsl îH,"ï> Morlelr Poltttvr¡ Civtr' Bell.lvtor Goocl Governrrìerìt I nr-l u<ies rêquests for new tasks? . Would an ¿nnual Comm¡ss¡on work plan ðssisl in prioriti¿inB lheir work? t ¡ I . How could Council deal with $,r,î> . what could ¡mpede achieving the priorities? Small Group Discussions ' Jan will prepare retreat report. Report will be placed on future Council agenda for approval. Final cÒmments from Council and execut¡ve team flffP Next Steps 2l Held April 4,2016 Attachment C - Photo of Poster with Dot Voting Management Partners ttachment C - Photo of Poster w¡th Dot Voting xt1 ) r1r¡. 1r tr (:¡\r . t ì., t I - l¿ot. r ¡ osd; ' 1 1 v T T ß,1I l- ,,. *;iËr. XrY PRIOR'TIC5 AND PRIIVIARY RESOURCE ALLOCAf 'ON NON PR<)crRAMMÊD 22