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2017 JUL 11 - CC Packet - SPC - (Strategic Planning)SPECIAL AGENDA EL SEGUNDO CITY COUNCIL EL SEGUNDO PUBLIC LIBRARY 111 W. Mariposa Avenue, El Segundo, CA 90245 The City Council, with certain statutory exceptions, can only take action upon properly posted and listed agenda items. Unless otherwise noted in the Agenda, the Public can only comment on City - related businesses that are within the jurisdiction of the City Council and /or items listed on the Agenda during the Public Communications portion of this Meeting. The time limit for comments is five (5) minutes per person. Before speaking to the City Council, please come to the podium and state: Your name, residence, and the organization you represent, if desired. Please respect the time limits. In compliance with the Americans and Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk, 524 -2305. Please notify 48 hours prior to the meeting, which will enable the City to make reasonable arrangements to ensure accessibility to this meeting. SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL TUESDAY, JULY 11, 2017, 12:OOP.M. El Segundo Public Library (Friends of the Library Room) 111 W. Mariposa Avenue, El Segundo, CA 90245 (Strategic Planning Workshop) 12:00 P.M. SESSION CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL PUBLIC COMMUNICATIONS — (Related to City Business Only) — 5 minute limit per person, 30 minute limit total) Pursuant to Government Code § 54954.3(a), the only public comment that will be permitted during this Special Meeting is that pertaining to the agenda item listed below. Individuals who have received value of $50 or more to communicate to the City Council on behalf of another, and employees speaking on their behalf of their employer, must so identify themselves prior to addressing the City Council. Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all comments are welcome, the Brown Act does not allow Council to take action on any item not on the agenda. The Council will respond to comments after Public Communications is closed. SPECIAL ORDERS OF BUSINESS: Consideration and possible action regarding a strategic planning workshop resulting in City Council receiving and filing of staff's discussion, analysis, and recommendations for the Fiscal Year 2017 -2018 Strategic Plan in preparation for the FY 2017 -2018 budget. The session will include the following matters: a. Welcome by the Mayor b. Comments from the City Manager c. Review progress on existing strategic plan d. Review agenda and objectives for today e. Overview of strategic planning f. Discussion of accomplishments and progress on the current strategic plan g. Review of Los Angeles County and California State wide economic and demographic trends that may influence the City of El Segundo's future in the short term and long term h. Review of financial outlook i. Overview of potential priorities for FY 2017 -18 (Refer to attached Exhibit A — Priorities Worksheet) j. Wrap up and next steps 2. Council may raise other issues related to staff's preparation of the FY 2017 -2018 Strategic Plan. Recommendation: 1) City Council consider and discuss input regarding objectives for Strategic Planning FY 2017 -2018; and 2) alternatively, take such additional, related, action that may be desirable. ADJOURNMENT POSTED: DATE: TIME: Ic> NAME: F Management ITEM TEM Partners July 5, 2017 July 11, 2017 City Council Agenda SPECIAL EXHIBIT A - PRIORITIES WORKSHEET 1 1 (Overview of potential priorities for FY 2017 -2018) City of El Segundo Strategic Planning Sessions - July 11 and August 8, 2017 Priorities Worksheet Introduction: The first page of this worksheet contains a summary of the challenges facing El Segundo over the next several years. Starting on the second page, there is a table of priorities identified by Council and executive team members. During the strategic planning sessions of July 11 and August 8, these items will be discussed, with a final set of Council priorities established for FY 2017 -18. Challenges Facing the Ci of El Segundo: In their interviews with facilitator Jan Perkins, Councilmembers were asked about the challenges facing the City over the next several years, and their priorities for attention in FY 2017 -18. She also asked executive team members. The themes regarding challenges were as follows: • Employee- related issues (e.g., leadership development, training, succession planning, filling vacancies, labor negotiations, proactively managing workers' comp) • Outdated technology requiring significant investments • Financial issues including growing Ca1PERS costs and long term liability, future recession, need for new revenue measures • Understanding our changing population and their expectations and interests • Continuing to attract new businesses while supporting existing businesses • Whether to consider a different mix of uses on the east of Sepulveda • Planning for the future of El Segundo • Creating a new vision for the downtown • Maintaining our infrastructure with limited resources; deferred maintenance on City facilities • Engaging in a full Proposition 218 process for water and sewer Operational and fiscal implications of the minimum wage increase to $15/hour by January 2021 CA) 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAX 513 8613480 MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 95131 • 408 437 5400 • FAx 408 453 6191 3152 RED HILL AVENUE, SUITE 210 • COSTA MESA, CALIFORNIA 92626 • 949 - 2221082 • FAX 408 453 6191 10 July 11, 2017 City Council Agenda SPECIAL EXHIBIT A - PRIORITIES WORKSHEET Page 2 ITEM 1 1 (Overview of potential priorities for FY 2017 -2018) Introduction: The following contains a list of priorities as identified by Councilmembers and from staff based on prior Council direction or other needs that have been identified. The specific priorities mentioned have been placed within the five "key goals" established by the City Council in 2016. Items noted by Councilmembers have been bolded. Items listed by staff are shown in italics. Additional Previous Council Direction Provided .- Priorities (Yes/No) (Yes/No) (Yes/No) Comments Goal A: Enhance Customer Service and Engagement 1. Refine the strategic plan and create a short Yes No No Plan will be refined. A short version could be placed on the City's version to use as a communication vehicle website and for distribution to employees and community members 2. Conduct a community survey (to measure Yes Yes Yes Planning phase underway, with implementation anticipated satisfaction about our services and during FY 2017/18. Some councilmember interest in using net - understand more about our changing promoter tool. population and their interests). 3. Measure customer satisfaction of our Yes No No Plan to get community input during FY 2017 -18. services and get feedback about our strategic plan 4. Proactively identify City successes and Yes Yes No City should be sharing more of its achievements with the highlight them to the public community. Current methods include bi- monthly newsletter to the public (first published March 2017), successes disseminated via Facebook and City's web page. 5. Assess the effectiveness of current shuttle No No Unknown Scope of this item would need to be clarified. (transit) services and identify other service delivery options 6. Prepare a new purchasing policy for No No No Results of the new purchasing policy project may require Council business process improvement I I I I discussion and ordinance change. U Cn July 11, 2017 City Council Agenda SPECIAL EXHIBIT A - PRIORITIES WORKSHEET Page 3 ITEM 1 1 (Overview of potential priorities for FY 2017 -2018) 7. Update the website and create a mobile app Yes Yes No Involves developing a new website to make it user - friendly with a I forfull interface with the website mobile interface 8. Implement the business center for increased Yes Yes No Intent is improved customer service through a one -stop shop. customer service and efficiency I Will open in 2018. Goal B: Support Community Safety and Preparedness 1. Increase focus on crime prevention Yes Yes Unknown The scope of this item will determine whether additional including greater community engagement resources would be required. 2. Prepare a pedestrian safety plan Yes Yes Yes Scope will need definition. 3. Become a city that is prepared to respond to Yes Yes No Staff position has been filled. Plans being updated. EOC drill to be emergencies and disasters held in fall 2017. 4. Implement a new Computer Aided Dispatch Yes No Yes Authorized in the budget but project has not been approved to (CAD) system proceed by the Council. 5. Implement a new Automated License Place Yes No Yes Authorized in the budget but project has not been approved to Recognition (ALPR) system proceed by the Council. Goal C: Develop as a Choice Employer and Workforce 1. Complete labor negotiations Yes Yes Yes 2. Focus on employee development and Yes Yes Yes Executive team nearly at full staffing; teambuilding held. Research engagement (e.g., develop leadership underway regarding employee recognition and wellness. Hiring bench - strength professional development process improvements underway. Employee training will be an plans, employee evaluations, succession area of emphasis in FY 2017 -18. planning) 3. Conduct an employee survey (e.g., gauge Yes No Yes In strategic plan; planned for FY 2017 -18 morale, gather information about employee needs) 4. Enhance employee safety and reduce Yes Yes No This is intended for extra attention during FY 2017 -18. accidents and costs 5. Fill vacant positons Yes Yes No Vacancies have been prioritized. Recruitments are underway. IN 10A July 11, 2017 City Council Agenda SPECIAL EXHIBIT A - PRIORITIES WORKSHEET Page 4 ITEM 1 1 (Overview of potential priorities for FY 2017 -2018) Additional Previous Council Direction Resources Provided .- Priorities (Yes/No) (Yes/No) (Yes/No) Comments Goal D: Develop Quality Infrastructure and Technology 1. Successful implementation of new Yes I Yes Yes Technology Committee assisting with prioritization; numerous technology technology needs and options have been identified to date (e.g., recreation, library, planning, police, fire, finance, human resources, public works, city clerk). Some key technology improvements have already been implemented or are underway. 2. Develop a plan to utilize increased Yes Yes Yes Regional funds are available to the city to be allocated and a transportation funding multi -year plan is needed. 3. Conduct a facilities needs assessment Yes No Yes A comprehensive needs assessment would include improvements to the Plunge. Goal E. Champion Economic Development and Fiscal Sustainability 1. Downtown: Yes /No Yes /No Yes • Implement downtown 0 Direction and funds for downtown beautification underway. beautification V Direction and funds for developing a vision for downtown not • Develop a vision for the downtown yet provided. • Promote the downtown; creating a • Supporting the downtown is in the economic development funding source for marketing strategic plan being developed. Creating a funding source for promoting the downtown is not a formal Council policy. 2. Complete the economic development Yes Yes No Economic development strategic plan will be completed July strategic plan and continue to attract new 2018. business 3. Address pension liability Yes No Yes Options for addressing pension liability include making advance payments from reserves. 4. Begin the general plan update (or No Yes Yes Research underway to bring this to the Council for determination determine whether it is a good if the City will pursue a General Plan update. expenditure of funds) D July 11, 2017 City Council Agenda SPECIAL EXHIBIT A - PRIORITIES WORKSHEET Page 5 ITEM 1 1 (Overview of potential priorities for FY 2017 -2018) Previous Council Additional Direction Resources Priorities Provided (Yes/No) . (Yes/No) (Yes/No) Comments 5. Discuss potential of residential /live- No No Unknown work /mixed -use development on the east side of Sepulveda Blvd 6. Implement the accessory dwelling unit Yes Yes No Monitor the level of construction and reporting back to the ordinance Council regarding necessary changes to the ordinance 7. Advocate for City concerns regarding No No Unknown impacts of LAX expansion 8. Assess trash services, rebid the contract No No Yes After 20 years of existing contract, time to analyze service needs and determine how to pay for it and options, including how to pay for this service. 9. Resolve the Top Golf question No Yes No Anticipated for August 2017 Council meeting 10. Determine policy on the Lake Golf Course Yes Yes No Pending Council direction management contract 11. Develop options for increased revenue for Yes /No Yes Yes Includes identifying new revenue options. Work plan calls for operations and infrastructure development of comprehensive master fee schedule (has not been updated in 10 years); cost recovery policy; business license tax review. 12. Conduct a water /sewer rate study No No Yes This would be a Proposition 218 study. Pending Council direction. 13. Research insurance options (liability and No Yes No Identify available liability risk pools and options for workers' workers' compensation) compensation third party administrators to ensure the City has the best providers. Management Partners City of El Segundo City Council Strategic Planning Session July 11, 2017 12:00 - 4:30 p.m. El Segundo Public Library Session 1 Objectives: July 11, 2017 • Overview of regional and state trends, and financial outlook • Review progress on existing strategic plan • Affirm or modify key goals in strategic plan • Overview of potential priorities for FY 2017 -18 Session 2 Objectives: August 8, 2017 • Council direction on priorities for FY 2017 -18 • Discussion of other policies Agenda for July 11 Session 1. Welcome by Mayor 2. Public comments 3. Comments from the City Manager 4. Review agenda and objectives for today 5. Overview of strategic planning 6. Discussion of accomplishments and progress on the strategic plan 7. Review of regional and state trends that may influence El Segundo 8. Review of financial outlook 9. Overview of potential priorities for FY 2017 -18 10. Wrap up and next steps 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAx 513 8613480 MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 95131 • 408 437 5400 • FAx 408 453 6191 3152 Red Hill Avenue, Suite 210 • Costa Mesa, California 92626 • 949 222 1082 • Fax 408 453 6191 LUC Management Partners City of El Segundo Highlights of Accomplishments and Progress on Strategic Plan FY 2016 -17 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAx 513 8613480 MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 95131 • 408 437 5400 • FAx 408 453 6191 3152 RED HILL AVENUE, SUITE 210 • COSTA MESA, CALIFORNIA 92626 • 949 222 1082 • FAx 408 453 6191 Highlights of City Accomplishments Noted by Councilmembers Organizational Leadership Economic Development • High caliber department heads • Business is thriving and expanding in El Segundo • Moving toward a performance based culture • $1B in pipeline (e.g., biomed, aerospace, intellectual -based companies) • Development of the strategic plan • Received "most business - friendly city in Los Angeles county" designation • Increased focus on constituents, customers • Branding El Segundo as a premier place to do business • Completion of two labor contracts & Improved view of El Segundo as a place to do business • Council is working well together • Have become the southern edge of Silicon Beach (good location, reputation of hosting • Established technology committee, arts committee defense and aerospace industries, costs per sq. foot are less here, we process permits • In process of selecting new labor attorney fast and we have low fees) • Evaluated city manager a Active Economic Development Committee • Commercial real estate brokers active in El Segundo • Private investment in Smoky Hollow, changing into creative office spaces, arts and unique enterprises Financial Policies and Capital Improvements • Improved financial situation • Adopted ordinance on motorhomes /trailers • Increased transient occupancy tax & Street and sidewalk improvements • Greater financial capacity to address some capital improvement • New turf on soccer fields needs New aquatics center will be opening • Adopted a budget with ability to add back some services 0 Richmond Street —100 -300 block renewal • Started pension study group 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAx 513 8613480 MANAGEMENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 95131 • 408 437 5400 • FAx 408 453 6191 3152 RED HILL AVENUE, SUITE 210 • COSTA MESA, CALIFORNIA 92626 • 949 222 1082 • FAx 408 453 6191 0 Page 2 Summary of Progress on Strategic Plan During FY 2016 -17 Overview: • Created the first strategic plan. The key goals are council policy and the work program is a management tool enabling City staff to recommend resource allocations to Council and to enable staff to prioritize work. • Developed a strong executive team with a strengthened focus on teamwork, collaboration and performance management, reinforcing our values and culture of accountability, innovation, leading by example, stewardship and proactive problem solving. • Progress was made on each of the five key goals, but as noted in the "challenges" section below, much remains to be achieved. Challenges: • Tight labor market for key vacancies is an ongoing challenge as we compete with other local governments within a limited labor pool (e.g., IS Director, police officer, department manager vacancies) • Resource capacity (staffing and budget) is less than what we need to achieve everything stated in the strategic plan and work program currently. We need to tighten our priorities and be clear about what can be achieved within available staff resources. Key Goals FY 2016-17 Progress Goal A: Enhance Customer Service and Engagement . Provided some online business transactions for residents and business community • Expansion of library services is underway • Expanded Park and Recreation programs to meet customer demand for youth programs • Implemented year -long festivities and celebration of the City's Centennial • Amendment of planning codes in response to issues discovered by staff and customers is underway and will continue • Began to report City -wide performance indicators (continuing) • Expanded use of social media as a communication tool • Used E- newsletters as a communication tool (continuing) Goal B: Support Community Safety and Preparedness • Initiated a plan to ensure equipment, systems and staffing remain up to date with standards and local needs (e.g., CAD, APLR) + Hired Emergency Services Coordinator (first step in instituting proactive plans to mitigate hazards within the City with community involvement, ensure redundancies are in place, ensuring ordinances D Page 3 are current with emerging risks, and using social media to keep community and staff informed and engaged) • Conducted emergency services training; updated emergency plan with key steps identified (prepared through planning, training and mock activities) Goal C: Develop as a Choice Employer and Workforce • Vacancies have been prioritized and hiring process has been streamlined to ensure process excellence to attract qualified applicants • Increased focus on employee training and development (greater participation of employees in Liebert, Cassidy training consortium; developing employees so they are prepared to progress in the organization and fill critical vacancies from within; training budgets increased in FY16 -17) • Research underway about options for a wellness program to enhance employee wellbeing and morale Goal D: Develop Quality Infrastructure and Technology a Coordinated and implemented multi- agency capital improvement program (CIP) • Implementation of improvements in maintenance of park equipment and fixtures to meet safety standards and best practices 50% implemented and 50% to be phased in over the next 2 years • Implemented an enhanced trimming schedule to mitigate risk • Implementation of paperless processes in finance is partially implemented and the remaining areas will be phased in over the next 1 -2 years • Exploration underway of expanding Library access via the internet • Replacement of Recreation and Parks online classes and reservation system underway • Project underway to put Wi -Fi in all critical City facilities • Development of an updated and user friendly website underway Goal E: Champion Economic Development and Fiscal a Created Arts Commission to advocate for and promote local arts and events Sustainability 0 Marketing underway to promote business attraction and retention, including collaborating with Chamber of Commerce and Economic Development Advisory Council • Adoption of a structurally balanced budget • Increased revenue (implementation of Measure B for transient occupancy tax increase); maintained reserve funds • Reviewed and refined the budget and strategic planning process • Developed request for proposals, selected vendor and approved contract for development of comprehensive master fee schedule • Developed request for proposals, selected vendor and approved contract for development of cost recovery policy and plan to support City needs • Preliminary research conducted for a review of business license tax • Conducted annual review of financial policies with budget process • EDAC developed multi -year Economic Development Strategic Plan