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Home My WebLink About09 - NB-1 - Adoption of Strategic Plan Goals and Six - 2/16/20211 CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 16, 2021 ITEM NUMBER: NB-1 SUBJECT: ADOPTION OF STRATEGIC PLAN GOALS AND SIX MONTH OBJECTIVES DATE: FEBRUARY 4, 2021 FROM: LORI ANN FARRELL HARRISON, CITY MANAGER PRESENTATION BY: LORI ANN FARRELL HARRISON, CITY MANAGER FOR FURTHER INFORMATION CONTACT: ALMA REYES, ASSISTANT TO THE CITY MANAGER (714) 754-5090 RECOMMENDATION: Staff recommends that the City Council adopt the Three Year Strategic Plan Goals and Six Month Strategic Objectives developed at the Strategic Planning Workshop held on Friday, January 29, 2021. This plan will help enhance the City’s operations in providing high quality core public services to the City’s residents, businesses and tourists while continuing to address the myriad financial and workload impacts of the ongoing COVID-19 pandemic. BACKGROUND: It is the goal of the City Council to conduct an annual strategic planning and goal setting exercise to identify the City’s priorities for the year. In order to accomplish this task, the City conducted a strategic planning workshop on Friday, January 29, 2021, to develop a new Mission Statement for the City, updated Three Year Goals, and certain key objectives over the next six months. These objectives are in addition to the goals established by the City Council in 2019, and other high priority projects previously identified. It is anticipated that a subsequent workshop will be held in the Summer of 2021 to further develop the City’s goals and objectives through December 31, 2021. The January 29, 2021, workshop involved the City Council and leadership team and took place over a full day via a virtual Zoom meeting format in which the public was able to participate via a call-in format. The session was instrumental in identifying certain key priorities for the next six months as the City continues to address the significant workload impacts of the COVID-19 pandemic, the related financial crisis, and previously approved high priority projects and objectives identified in 2019 and 2020. ANALYSIS: The strategic planning workshop included a discussion of citywide accomplishments and challenges, as well as internal and external factors impacting the City including the pandemic, national and regional economy and other factors. 2 This discussion culminated in the development of a new City Mission Statement that reads as follows: The City of Costa Mesa serves our residents, businesses and visitors while promoting a safe, inclusive and vibrant community. The second part of the workshop involved a detailed presentation on the City’s financial health and sustainability. In the latter part of the workshop, the City Council and Executive Team worked together to develop five new Three Year Goals and new six month Objectives through July 2021. Three Year Goals (of equal priority): 1. Recruit and retain high quality staff. 2. Achieve long-term fiscal sustainability. 3. Strengthen public safety and keep community safe. 4. Maintain and enhance the City’s infrastructure, facilities, equipment and technology. 5. Diversify, stabilize and increase housing to reflect community needs. The City Council and leadership team participated in breakout groups for each of the five goals. Each group developed certain key objectives to implement during the next six- month period. A detailed work plan was prepared with specific deliverables for each Goal including specific timeframes that will be updated and monitored monthly through July 2021. ALTERNATIVES CONSIDERED: The City Council can provide alternate direction to staff regarding the Strategic Plan. FISCAL REVIEW: The stated priorities and action steps can be funded within the current (FY 2020-21) budget and if needed, will be included in the proposed budget for FY 2021-2022. As discussed on January 29, 2021 and as identified as an objective, the City Manager will be working closely with the Human Resources Manager and all Departments citywide to evaluate existing staffing levels to identify additional resources that may be needed, or staffing realignments that should be proposed to accomplish the new and previously approved objectives. LEGAL REVIEW: The City Attorney reviewed and approved this report as to form. 3 CONCLUSION The City Council in collaboration with the City’s leadership team established goals and objectives as well as a work plan for the first six months of 2021. Staff recommends that the City Council adopt the attached Mission Statement, Three Year Goals and Six Month Strategic Objectives for 2021. ALMA L. REYES CAROL MOLINA Assistant to the City Manager Finance Director LORI ANN FARRELL HARRISON KIMBERLY HALL BARLOW City Manager City Attorney ATTACHMENTS: 1. City of Costa Mesa Three Year Strategic Plan Goals and Six Month Objectives A C I T Y O F C O S T A M E S A SIX-MONTH STRATEGIC OBJECTIVES January 29, 2021 through July 15, 2021 THREE-YEAR GOAL: RECRUIT AND RETAIN HIGH QUALITY STAFF WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. July 1, 2021 City Manager Develop recommendations for City Council consideration regarding increased staffing to address critical needs. 2. July 15, 2021 Human Resources Manager, in consultation with the Department Directors Develop a framework for a market analysis of employee compensation for hard-to-fill positions and present the results to the City Manager. 3. July 15, 2021 Human Resources Manager Issue a Request for Proposal for a consultant who will identify opportunities to innovate and modernize recruitment, hiring and retention through succession and talent management planning. 4. July 15, 2021 Human Resources Manager Develop a framework for a robust training, mentorship and leadership development program and present the results to the City Manager. Attachment 1 B THREE-YEAR GOAL: ACHIEVE LONG-TERM FISCAL SUSTAINABILITY WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. By June 1, 2021 City Manager – lead, Finance Director, Economic and Development Services Director, City Attorney Present the Measure Q cannabis permitting fees, ordinance, procedures, and staffing to City Council for action. 2. By June 1, 2021 City Manager and Economic and Development Services Director Develop the scope of work for the Economic Development planning consulting contract and present to the City Council. 3. By July 1, 2021 Finance Director Develop and define a quarterly reporting format, including financial metrics, to improve fiscal transparency and report to the City Council and FIPAC. C THREE-YEAR GOAL: STRENGTHEN PUBLIC SAFETY AND KEEP THE COMMUNITY SAFE WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. By March 15, 2021 and periodic thereafter Fire Chief – lead, Police Chief, City Manager, Emergency Management Administrator Provide updates to the City Council regarding management of the COVID pandemic, including management of COVID vaccinations. 2. April 1, 2021 Asst. to the City Manager, working with the Public Information Officers Establish a community communication and engagement plan to support health and safety initiatives 3. June 1, 2021 Public Services Director and Police Chief, working with a consultant Develop approaches to mitigate collisions and injuries on roadways, including providing 3-5 options for City Council direction 4. July 1, 2021 City Manager, working with the Police Chief Develop a plan for expanding our community policing and report to the City Council with a timeframe for implementation. D THREE-YEAR GOAL: MAINTAIN AND ENHANCE THE CITY’S INFRASTRUCTURE, FACILITIES, EQUIPMENT AND TECHNOLOGY WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. July 15, 2021 IT Director and Public Services Director Implement IT backup system, refresh wifi, and IT room chiller upgrade. 2. July 15, 2021 at a Council Study Session Public Services Director Present the Pedestrian Master Plan Update, including results from Community Outreach and walk audits. 3. July 15, 2021 Fire Chief and Public Services Director Develop long-range facility and equipment needs assessment and report the results to the City Manager. 4. July 15, 2021 Parks and Community Services Director Provide an update to the City Council on the development of Community Center, Shalimar Park and Ketchum-Libolt Park improvements and other strategies to increase park access. 5. July 15, 2021 Council Members Chavez and Gameros, with Public Services Director and the City Attorney Review the Community Workforce Agreement and present to the City Manager for future City Council action. E THREE-YEAR GOAL: DIVERSIFY, STABILIZE AND INCREASE HOUSING TO REFLECT COMMUNITY NEEDS WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. March 15, 2021 Economic and Development Services Director and Finance Director, co-leads Complete resource planning to implement longer-term programs such as ADU's, STR's, and HOME funds and present the results to the City Manager 2. July 1, 2021 Economic and Development Services Director and Human Resources Manager, co-leads Evaluate and identify short-term and long-term staffing needs to assist with core Development Services Department programs. 3. July 15, 2021 Economic and Development Services Director Complete a Public Review Draft Housing Element and present to the City Council 4. July 15, 2021 Economic and Development Services Director – lead, City Attorney, Public Services Director, Asst. City Manager Present a Development Program to the City Council for senior housing at the Senior Center site. CITY OF COSTA MESA STRATEGIC PLAN FEBRUARY 16, 2021 GOALS AND OBJECTIVES 2OVERVIEW • On January 29, 2021, the City Council conducted its annual Strategic Planning Workshop. • Developed a plan that will enhance City operations and core services. • Address existing financial and workload impacts of the ongoing COVID-19 pandemic. • Developed a new Mission Statement. • Updated Three-Year Goals and certain key objectives over the next six months. v v 3 NEW MISSION STATEMENT The City of Costa Mesa serves our residents, businesses and visitors while promoting a safe, inclusive and vibrant community. 4THREE-YEAR GOALS • Presentation of City’s financial and sustainability. • The City also developed 5 new Goals as follows: GOAL 1 Recruit and retain high quality staff. GOAL 2 Achieve long-term fiscal sustainability. GOAL 3 Strengthen public safety and keep community safe. GOAL 4 Maintain and enhance the City’s infrastructure, facilities, equipment and technology. GOAL 5 Diversify, stabilize and increase housing to reflect community needs. 5 • The Three-Year plan is an addition to the City Council’s Adopted Goals and Priorities for 2019 and additional priorities in 2020. • In March of 2020, the Coronavirus pandemic emerged and the City declared a State of Emergency. • City departments adapted to new challenges and continue to make significant strides to accomplish all Council priorities. ONGOING PROJECTS v v 6 EXAMPLES OF ONGOING PROJECTS Emergency Management •COVID-19 global pandemic management •Wildland fire incident management •Civil unrest response •Hazard Mitigation Plan Financial Management •Disaster cost recovery and FEMA reimbursement documentation •Ongoing monitoring of FY 2020-2021 budget •Budget development for FY 2021-2022 •New Enterprise Resource Planning (ERP) software implementation •5-Year IT Strategic Plan implementation and infrastructure upgrades v v 7 EXAMPLES OF ONGOING PROJECTS – CONT’D Housing and Regulatory Enhancements •Housing Element- RHNA Process and Community Engagement •Fairview Developmental Center (FDC)- discussions with State DGS •New Accessory Dwelling Unit (ADU) Ordinance •Short Term Rentals Ordinance •Measure Q Cannabis Retail and Delivery Ordinance •Inclusionary Housing Ordinance v v 8 EXAMPLES OF ONGOING PROJECTS – CONT’D Homeless and Quality of Life Activities •Permanent Bridge Shelter construction on Airway Avenue •MOU with City of Newport Beach •CDBG COVID Relief Rental Assistance Programs •Project Homekey/Motel Voucher Program for individuals experiencing homelessness •James Street Property administration •Neighborhood Improvement Taskforce •Westside Restoration Project v v 9 EXAMPLES OF ONGOING PROJECTS – CONT’D Sustainability •Community Choice Energy •LEED GOLD Certification •Electric Vehicle Charging Stations Community Design/Infrastructure •Pedestrian Master Plan •Citywide Parking Study •LEED Certifications •Electric Vehicle Charging Stations •Outdoor Dinning Parklets v v 10 Human Resources •Processed approximately 45 recruitments/job postings •Recruitment of 40 Full-Time employees and 47 Part-Time employees •Ongoing recruitment efforts processing over 6,740 applications •Implementation of new policies, protocols, information and training due to COVID-19 •Ongoing monitoring of COVID-19 legislative changes, order, and advisories at Federal, State and local levels EXAMPLES OF ONGOING PROJECTS – CONT’D Equity, Inclusion and Diversity in Government •Partnership with Latino Health Access and OC Health for COVD-19 testing accessibility in hard to reach communities •Bilingual public education and outreach efforts •Raised cultural awareness via communication platforms and special events v v 11 EXAMPLES OF ONGOING PROJECTS – CONT’D Parks and Community Services •Parks Master Plan •Cultural Arts Master Plan •Perez Park – County and City partnership •Shalimar Park enhancements •Ketchum-Libolt Park enhancements •Prop 68 grant applications •Fairview Park Wetlands and Riparian Habitat •Field Use Allocation Policy •MOU with Save Our Youth (SOY) •Senior services for vaccine registration SIX-MONTH OBJECTIVES & WORK PLAN v v 13 BREAKOUT SESSION •In the latter part of the workshop, City Council and the Leadership Team participated in breakout groups for each of the five goals. •Groups developed key objectives to implement in the next six-month period. •A work plan was prepared with specific deliverables for each goal including specific timeframes for providing updates. v v 14 THREE-YEAR GOAL: RECRUIT & RETAIN HIGH QUALITY STAFF v v 15 THREE-YEAR GOAL: ACHIEVE LONG-TERM FISCAL SUSTAINABILITY v v 16 THREE-YEAR GOAL: STRENGTHEN PUBLIC SAFETY AND KEEP THE COMMUNITY SAFE v v 17 THREE-YEAR GOAL: MAINTAIN & ENHANCE THE CITY’S INFRASTRUCTURE, FACILITIES, EQUIPMENT & TECHNOLOGY v v 18 THREE-YEAR GOAL: DIVERSIFY, STABILIZE AND INCREASE HOUSING TO REFLECT COMMUNITY NEEDS v v 19 NEXT STEPS •Staff recommends that the City Council adopt the attached Mission Statement, Three Year Goals and Six Month Strategic Objectives for 2021. •The stated priorities and action plan can be funded within the current (FY2020-21) and if necessary, will be included in the proposed budget for FY 2021-2022. •In the next six-month period, staff will provide City Council with updates on the objectives included in the work plan. •Subsequent workshop will take place in Summer of 2021 to develop additional goals for the next 6 month period ending December 2021