Loading...
HomeMy WebLinkAboutCity Council Resolution 2082 RESOLUTION NO. 2082 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AFFIRMING THE PRIORITIES AND OBJECTIVES FOR THE CITY GOVERNMENT FOR THE 1983-1984 FISCAL YEAR WHEREAS, in April and May, 1983, the City Council members and staff met in open study session to develop and determine the work priorities and objectives for fiscal year 1983-1984; and WHEREAS, these meetings were highly productive and useful to all involved in determining the priority needs of the community which the City government can address and the time table and responsibility for meeting these needs within the available resources; and WHEREAS, these meetings also contributed to better understanding of issues and improved working relationships among all those involved; and WHEREAS, the City Council desires to memorialize the conclusions reached at these meetings and to take action formally adopting the priorities and objectives of the City government for the fiscal year ending June 30, 1984; NOW THEREFORE BE IT RESOLVED that the priority issues to be add- ressed by the City government during this fiscal year are these six, in relative order of their importance Street Maintenance Code Enforcement Law Enforcement Median Landscaping Policy Analysis and Advanced Planning Permit Review BE IT FURTHER RESOLVED that the objectives and schedules for add- ressing with these priority issues are approved as outlined and described in the attached report entitled City of Saratoga: Council/Department Head Follow-Up, Priority Setting Session, May 16, 1983, which report is hereby approved as the work plan for the City government in the year ahead. The above and foregoing resolution was passed and adopted on the 3rd day of August , 1983, by the following vote: AYES: Councilmemlbers Callon, Clevenger, Fanelli, MalloryandMayorMoyles NOES:None ABSENT: None ~j~ ATTEST: CITY OF SARATOGA RECEIVED COUNCIL/DEPARTMENT HEAD FOLLOW-UP MAY '~ ,,, G 1983 PRIORITY SETTING SESSION CITY MANAGER May 16, 1983 I. OBJECTIVES For Council to hear from the staff regarding the six priorities established by the Council in April; to discuss those reports and to direct staff how to proceed. II. THE SIX PRIORITIES A. Street Maintenance B. Code Enforcement C. Law Enforcement D. Medians E. Policy Analysis and Advanced Planning F. Permit Review III. COUNCIL DECISIONS Council decisions were made from the following levels: A. Level 1: Looks good - proceed (or put it on the agenda) B. Level 2: Needs more staff work C. Level 3: Disagreements among Council - refer to study session D. Level 4: Discard it SENTIENT SYSTEMS, inc. 2955 Park Avenue, Soquel, CA. 95073 (408)476-421 3 -.'/' IV. PRIORITIES AND DECISIONS A. Priority One: Street Maintenance 1. Pavement Management Program (Appendix 2): Decision level 1: Proceed as indicated by the report. First report will be presented to Council June 1, 1983. The June I report will contain expected financial shortfall. 2. Education of the Public (Appendix 3): Report accepted at decision level 2 to have decision made at next Study Session. It was discussed and suggested to have three news- letters sent next fiscal year, each to cover two of the six priorities. The format and costs would be similar to the Community Center Program Announcements. The major issues to discuss: a. Costs b. Whether response should be requested. If so, how? c. Can staff prepare first one in September. 3. Private Roads (Appendix 4).: Decision level 2: Outline of a report of a scaled down project to be given to Council by July 1. Outline to deal with specific critical roads (such as Bowman). Section IX of Appendix 4 will be the minimum base of the scaled down project. Full report to be pre- pared by September-October, 1983. Note: Report #4: Possible Sources of Revenue (Appendix 5): Report accepted at decision level I with the understanding that it refers to all priorities, not just to street maintenance. The report should clarify Council authority under each specific potential source. Timelines should be included and should be realistic. B. Priority Two: Code Enforcement (Appendix 6) Accepted at level 2. Rich wilt develop a "faster track"; to develop a matrix of present code enforcement and a partial list of ordinances that in the staff's experience need to be examined by September !- C. Priority Three: Law Enforcement (Appendix 1. Consolidation of Fire Districts accepted at level 2. Letter from Council to Supervisor Morgan to appoint a citizens' con~nittee to study and recommend a resolution. The committee would have one Saratoga Council member serving on it. (The letter would also volunteer to recommend names if she requests it). She would ask the two Districts to fund a consultant to staff the committee. Wayne will draft the letter for Council approval next meeting. 2. Law Enforcement Citizens Committee accepted at level 3. Council will discuss the possibility of a citizens standing committee to stay abreast of the quality of service, and any specific problem areas and keep Council informed. This will be discussed in a study session by end of July. D. Priority Four: Medians (Appendix 8) Accepted at level 1. Dan will immediately begin working with the Parks and Recreation Commission. The time line in the report was pushed back one month on each of the first four tasks. E. Priority Five: Policy .~nalysis and Advanced Plannin9 1. Reassignment of Rob's duties: reorganization was referred to personnel sessions around budget issues (Appendix 9). 2. Council will have a study session with Finance Advisory Committee to consider use of vacant property and City lands as possible sources of revenue following Steve's report of general potential sources of new revenue. F. Priority Six: Permit Reviews {Ap.pendix 10) Accepted at level 1. V. POST MEETING REACTIONS A. Council 1. For me this session was: (1) (4) I 2 3 4 5 6 Not useful Very useful 2. What was most useful for you? - Making timelines (4) - Goals; seeing our priorities broken down - seeing what each one entailed insofar as research (3) - Have staff respond with great specificity and careful analysis 3. Suggestions for follow-up: - Need to do this next year - Would like to follow up with another session led by you to keep our progress running as scheduled - Monitor function, 5-6 months calendar next year also, a little bit further ahead of budget - Mid-year - Suggest follow-up session in 8 months 4. Other comments: - You did a great job - From these sessions, I would be interested in a written or personal report from you to Council on how you see the working and inter- personal relations between Council and staff, Council and Manager. - Thanks - Best session to date on focusing on specifics B. Staff 1. For me this session was: (1) (2) (1) (4) (~) I 2 3 4 4.5 5 6 Not useful V~ery useful 2. What was most useful for you? - Getting specific in establishment of priorities and setting of goals; setting time lines (5) - Getting buy-in on major objectives - A real learning experience to see this process and become familiar with the Council - Preparation for the meeting 3. Suggestions for follow-up: - We should meet quarterly to review our progress {2) - Meet again in 6 months to review progress (2) - Regularly scheduled session to discuss progress and status - Need for reminders as we proceed to Council so that staff can have time enough to focus on priorities - Follow-up has already been determined by the time lines - Not sure it is necessary 4. Other comments: - I felt it was a well-directed, productive meeting - Tired - Overall, very interesting. Council seems to be asking a lot of staff! Appendix 1 CITY OF SARATOGA Council - Staff Workshop April 14-15, 1983 I. PRIORITY ONE: STREET MAINTENANCE A. Defining the Issue 1. What is the Issue? - The streets are in a state of decay and getting worse. How to properly maintain streets (long-term and short-term) in face of declining revenues and unusual storm conditions. 2. What is being done? - Capitol maintenance, contract maintenance, and in-house maintenance - Annual resurfacing, spot reconstruction, stop-gap measures, etc. - Pavement management survey completion; planning for long-term is under way - Investigate alternatives to repair - cost effective way to repair - Publicizing what is happening - Using what funds we have to do street repair 3. What is planned 1983-847 - Completion and refinement of pavement management system - Continuation of other maintenance programs (annual resurfacing) - Additional budget funding - Automate (computer) pavement management to increase cost effect- iveness - Plan to expend remaining funds - Projecting revenues against expenditures. 4. What else needs to be done 1983-84 and 1984-857 - Set priorities according to survey - Assessment of funding sources; location of additional funding (more money into effort of maintenance; not more money for effort - tax override) - Continue education program - more tax money - quantity money we'll need over next 10 years 5. What staff work is needed {if any) for further information and/or recommendations? - Find out what other cities are doing - arrange in-depth study session for full discussion SENTIENT SYSTEMS, inc. 2955 Park Avenue, Soquel, CA. 95073 (408)476-421'3 5. Continued - Payment mechanism needs to be developed; look at utility users tax (finance) - More analysis on pavement management system - Investigate alternative funding sources - Private roads: short and long term consequences - have a study to create a policy B. Assignments: 1. Pavement plan timeline (Dan) 2. Possible sources of revenue (Steve) 3. Plan for educating the public (Wayne) 4. Private roads policy timeline (Mike) , II. PRIORITY TWO: CODE ENFORCEMENT A. Defining the Issue 1. What is the Issue? - Don't have enough staff to enforce codes; many codes aren't enforceable (legal); many aren't clearly delineated; some are not consistent (consistency of codes with expectations and reality) - How much code enforcement do we want: level of service, who is going to do it, which codes to enforce and how. 2. What is being done? - CSO Program is being pursued - some inconsistencies and unclear codes are being identified - Maximum effort for enforcement is already being expended. Code enforcement includes: business, zoning, and nuisance code (vehicle, barking dogs, etc.) - Minimal or no response - Reactire posture; enforcement by inspection and enforcement division (R. Harrison); CSO investigation contemplates this being among responsibilities of Comm. Service Office. 3. What is planned for 1983-847 - Revision and zoning ordinance clarification and simplification; revision to business license ordinance planned; City Clerk to keep ordinance codification up to date - Implementation of CSO 3 4o What else needs to be done 1983-84 and 1984-857 ~ Increased codification effort; Council understand what level of enforcement is required for each ordinance - Violations to be infractions - Respond to complaints - collection of better data on complaints; analyze existing policy on public information; analyze complaint information to see if code changes are needed - Council policy on level of service, i.e., responsive versus aggressive; allocation of funds - Development of priorities for CSO reference; development of SOP for,CSO reference. 5. What staff work is needed {if any) for further information and/or reconxnendations? - Legal research of complaint and anonymity - Process for data gathering and control and reporting to Council - Legal staff input on should viola(ions be infractions - Development of priorities for CSO reference; development of SOP for CSO reference; data of past activity B. Assignments: Pat, Wayne, Rich to come back to Council with recommendation of what needs to be done in code enforcement with a timeline. They will consider such items as listed in #4 and #5 above. III. PRIORITY THREE: LAW ENFORCEMENT A. Defining the Issue 1. What is the Issue? - Level of service - responsiveness; cost; adequacy; analysis of activity - to be able to take action to reduce costs - Providing a safe cDnmnuntiy 2. What is being done? - Increased monitoring of service; increased meetings to coordinate - Identify more cost effective methods of delivery - like CSO - Identify concerns and priority - needs to be more specific - CSO study being done - studying alternatives to provide service - Contract review - Developing better relationsiips with sheriff 3. What is planned for 1983-847 - Planned completion/implementation of CSO; increased effectiveness, responsiveness, more service - Further scrutiny of contract with sheriff - Renewal of sheriff's contract - Reduce costs by shifting responsibility to private sector (alarm co'., etc.) 4 4. What else needs to be done 1983-84 and 1984-857 - More effort at identifying con~nunity attitude about law enforcement - Enforcement of ordinances - drugs and alcohol abuse - Improve quality of traffic enforcement - More staff tin~ on I/3 budget to oversee, direct and coordinate - Increased citizen involvement by considering a local safety committee - Keep options open - Council decision on CSO implementation and funding - Stocks on Blaney Park - Continue to study public safety services for effectiveness and various alternatives - Provide sufficient revenue sources 5. What staff work is needed {if any} for further information and/or recommendations? - Conduct citizen survey - Analyze traffic enforcement - Follow CSO closely on first year - Better analysis as to utilization of service - New revenue opportunities for law enforcement - Contract negotiations - cost effective - Report back on post analysis - Continuing negotiations on/with sheriff department {contract) B. Assignments Pat, Wayne, Jack, Ginny as a group to come back to Council with recommenda- tions on how to proceed. IV. PRIORITY FOUR: MEDIANS A. Defining the Issue: 1. What is the Issue? - Priority - lack of consensus - Define medians - street tree, new medians, existing medians - Define what we want - Cost - Public input 2. What is being done? - Identifying money source - Identifying plan - Analyzing - Held discussion - inconclusive 5 3. What is planned for 1983-B47 - Improved maintenance of existing: fertilizer, water, service - Contract service? 4. What else needs to be done 1983-84 and 1984-857 - Allocate money for study on new medians - including plans (from current resources for 83-84) - Allocate money for construction for 84-85 - Develop funding source for B - Assessment District 5. What staff work is needed {if any} for further information and/or recommendations? - Proposal for design - Implementation plan B. Assignment Dan to develop a timeline. He will also discuss this issue with the Parks Commission. V. PRIORITY FIVE: POLICY ANALYSIS AND ADVANCED PLANNING A. Defining the Issue: 1. What is the Issue? - What is it that Department should be doing - What by law needs to be accomplished - What community wants to have analyzed 2. What is being done? - Housing element - Park Contingency Plan - Parks Master Plan - Sister City Program - Heritage preservation - Disaster plan (low priority) - Three-year capital improvement budget - Highway 85 analysis 3. What is planned for 1983-847 - General plan adoption and ordinances, rezonings - Housing element adoption - Parks Master Plan - All of #2 above 4. What else needs to be done 1983-84 and 1984-857 - Long-range financial planning and economic analysis - Village plan - Analysis of vacant parcels that might produce revenue (Finance Committee) - Analysis of City-owned land and potential uses (Finance Committee?) - Hakone Foundation as source of revenue - Review specific plan in view of weather problems 5. What staff work is needed (if any) for further information and/or recommendations? - Continue work on General Plan and Housing Element - Timeline for Park Master Plan - Timeline for economic analysis - Reassignment of personnel B. Assignments: 1. Council will have a study session of whether or not Finance Advisory Committee will do an analysis of all vacant property and City lands for possible revenue sources. If Council wants the analysis, they will give the Committee direction. 2. Wayne will report to Council on reassignment of Rob's duties and any reorganization necessary. He will cover the issues listed above. VI. PRIORITY SIX: PERMIT REVIEW A. Defining the Issuei 1. What is the Issue? - Are the ordinances clear: how effectively do they work - How efficiently is information disseminated to the public - What are the policies of the decision making bodies (e.g., design review) 2. What is being done? - Review of zoning ordinance by P.C. - Simplify and clarify process 3. What is planned for 1983-847 - Codify ordinances by simplifying them 4. What else needs to be done 1983-84 and 1984-857 - Decision making bodies need to clarify their policies in relation to the ordinances - Need for code technician with design experience - Prioritize ordinance (may delete some - e.g., sign ordinance) 5. What staff work is needed (if any) for further information and/or recommendations? - Options for handling applications - what can be handled by staff versus going to P.C. - Nominal physical change in department layout - Prepare a pamphlet for the public who finds itself involved in the permit process B. Assignments: Bob and Kathy will build recon~ended timelines and assignments. VII. COMMENTS AND SUGGESTIONS FOR ORGANIZATIONAL SUPPORT AND EFFECTIVENESS A. In.~ernal Or9~p.ization - Evaluate organizational and staff needs without Rob and Scott - Improve physical plant layout, e.g., Community Development, Maintenance - How new ideas are handled so that they are dropped on someone in public catching someone off guard - Review Council "time management" techniques for theirs and staff's best use of meetings - Monitor and managing the progress being made within the organization - Continue informal get togethers to improve communications - both by utilizing outside facilitators and through less structured meetings B. Conference Room in City Hall - ~leet with Council and staff on regular basis to improve communication - May not need to have staff at all Council meetings C. Staff - Better/quicker responses to the public - Upgrade the phone system Council - Support for staff Jointl~ - Attending functions together