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06/12/2019 - SPCITY OF GRAND TERRACE CITY COUNCIL AND CITY COUNCIL AS THE SUCCESSOR AGENCY TO THE COMMUNITY REDEVELOPMENT AGENCY AND HOUSING AUTHORITY AGENDA ● JUNE 12, 2019 Community Room Special Meeting Workshop 6:00 PM 22795 Barton Road ● City Hall City of Grand Terrace Page 1 The City of Grand Terrace complies with the Americans with Disabilities Act of 1990. If you require special assistance to participate in this meeting, please call the City Clerk’s office at (909) 824 -6621 at least 48 hours prior to the meeting. If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk. Speakers will be called upon by the Mayor at the appropriate time. Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk’s office at City Hall located at 22795 Barton Road during normal business hours. In addition, such documents will be posted on the Cit y’s website at www.grandterrace-ca.gov. CALL TO ORDER Convene City Council, City Council as the Successor Agency to the Community Redevelopment Agency and Housing Authority Pledge of Allegiance Roll Call Attendee Name Present Absent Late Arrived Mayor Darcy McNaboe    Mayor Pro Tem Doug Wilson    Council Member Sylvia Robles    Council Member Bill Hussey    Council Member Jeff Allen    A. PUBLIC COMMENT This is the opportunity for members of the public to comment on items on the agenda only. At a special meeting of the City Council, pursuant to California law, the City Council will only be taking public comment on items listed on the agenda. Agenda Grand Terrace City Council, Successor Agency and Housing Authority June 12, 2019 City of Grand Terrace Page 2 B. NEW BUSINESS 1. Priorities Work Projects Workshop RECOMMENDATION: Review, Modify, Add and Approve Priority Projects for Fiscal Year 2019 -2020 DEPARTMENT: CITY MANAGER ADJOURN The Next Regular City Council Meeting will be held on Tuesday, June 25, 2019 at 6:00 p.m. Any request to have an item placed on a future agenda must be made in writing and submitted to the City Clerk’s office and the request will be processed in accordance with Council Procedures. AGENDA REPORT MEETING DATE: June 12, 2019 Council Item TITLE: Priorities Work Projects Workshop PRESENTED BY: G. Harold Duffey, City Manager RECOMMENDATION: Review, Modify, Add and Approve Priority Projects for Fiscal Year 2019-2020 2030 VISION STATEMENT: This staff report supports the City Council’s Mission: to preserve and protect our community and its exceptional quality of life through thoughtful planning, within the constraints of fiscally responsible government. BACKGROUND: City Council requested staff to hold a Priorities Work Projects Workshop that will provide policy direction from City Council to the organization. The Priorities Workshop is an opportunity for the City Council to reiterate its priorities with staff and discuss delivery of those priorities based on resources and the organizational capacity. Staff aligns its priorities bases on anticipated work hours, costs and perceived importance to the community. The Workshop will allow Council to confirm or reset its priorities, in turn staff will also adjust its projects based on the updated Council priorities. City Council will work with staff to acquire an understanding of whether all their priorities are going to be met in a timely fashion and if the budget will allow these goals to be completed. It is not uncommon for projects that are on a priorities list to roll over to the next fiscal year, because the project could be complex, projects have significant milestones or funding was delayed. During the May 14, 2019 staff report outlining the Priorities Workshop, staff proposed presenting projects with an estimated timeline for completion. In this process, projects, anticipated resource allocation, funding and community impact would be the driving factors on how staff ranked the priority of projects. Projects will not include current operational core services or day-to-day operating functions. These will be proposed projects that staff and or City Council expressed a desire that the City pursue for the benefit of the community. B.1 Packet Pg. 3 DISCUSSION: Each Department will present its priorities to the Council (Attachment I). After discussion, City Council may remove or add items to the priorities list in the following manner. A member of the Council would state the following: I recommend that item (name) be considered (Top, High, Low) priority. If more than 3 members of the Council support the ranking, the item will be moved to the recommended priority. The category ranking below should be used if a member of the Council decides to add a new item to a department’s priority lists. Any item with 30 or more votes will be added as a Top Priority, items with more than 21 votes but less than 30 shall be added as a High Priority. Category # of Points Issued Description Top Priority 10 It is critically important that this project or portions of the project be completed within this fiscal year (if not completed it would have impacts to City, applicants or community) - Staff believes it fits within its capacity to complete task or project this year. High Priority 7 Very important that this item be completed within the designated timeframe but requires some action by applicant or outside agency. No significant impact if project rolls over to next year. Priority 5 This item may be accomplished if all “Top” and “High Priority” projects have been completed. Can be elevated if funding materializes and could be lost if project is not executed immediately. Low Priority 2 This is a new project that could have benefit but is not ready for any action during this fiscal year. Delete 0 This item should be removed from the Priorities Work Program. After each department presents its priorities to Council, if Council amends the department’s Top Priority Category in a significant manner, making it impossible for st aff to accomplish those items within the Top Priority category, the City Manager may express his concerns about the department’s capacity and recommend the Council remove other items from the priority list or suggest the department’s priority projects be discussed at a future Council meeting. FISCAL IMPACT: B.1 Packet Pg. 4 There is no fiscal impact associated with the scheduling of the Priorities Work Program Workshop. ATTACHMENTS: • Department Priorities FY19-20 (PDF) APPROVALS: G. Harold Duffey Completed 06/11/2019 4:46 PM City Attorney Completed 06/11/2019 5:31 PM Finance Completed 06/11/2019 5:33 PM City Manager Completed 06/11/2019 5:34 PM City Council Pending 06/12/2019 6:00 PM B.1 Packet Pg. 5 City of Grand Terrace Inter-departmental Memorandum City Manager’s Office DATE: June 12, 2019 TO: Mayor and City Council FROM: G. Harold Duffey, City Manager Cynthia Fortune, Assistant City Manager SUBJECT: PRIORITY PROJECTS The City Manager’s Office has multiple business lines and while our resources are limited, we continue to allocate our resources to achieve maximum returns in the following areas: • Economic Development • Efficient Services to Citizens • Code Enforcement to Maintain the Community’s Quality of Life • Sustainability of the Organization While the City Manager will be responsible to ensure all departments adhere to priorities as supported by the City Council, the City Manager’s Office will also ensure the alignment of priorities based on its various business lines. The City Manager’s priorities will be based on alignment with the City Manager’s 2030 Vision Implementation Plan Phase II and the annual budget approved by City Council. The four categories of ranking used to prioritize the projects are: 1. Economic Development (40%) 2. Funding and Resources (25%) 3. Approved Council’s Future Agenda Item Requests (20%) 4. Quality of Life (15%). Priority projects are categorized as “A” Top Priority, “B” High Priority and “C” Priority. City Manager Office Priority Projects for 2019-2020 Economic Development “A” Top Priority “B ” High Priority “C ” Priority Development of 4.78 Acre s on Barton R d. San Bernardino County Child Care Facility Development on City Center Dr. Gateway Specific Plan Pit Stop Development C age Park Taco Bell La Crosse Development Rails to Trails Grant t o Access Santa Ana River Trail B.1.a Packet Pg. 6 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop) Memo to City Manager Page 2 of 3 Grocery Outlet Stater Bros. Expansion Walgreens Center Expansion Surgic al Cen ter Storm Drainage Michigan Mr. TV Video RDA Lot 0.80 A cre Development Kaz Ramen Coffee Richardson ’s RV Hollywood Video Conversion Edwin Fuels Fire Station Agreement TOT Tax Implementation CM – Committees & Commissions “A” Top Priority “B ” Hig h Pr iority “C ” Priority Staff Support for Parks & Rec and Youth Commission Special Event Support CM – Human Resources “A” Top Priority “B ” High Priority “C ” Priority Benefits & Recognition Program Annual Events for Employees Annual Ev aluation & Merit Increases (Re instated) Council & City Staff Social Events Employee App reciation Program Review of Health and Compensation Finance & Senior Center Development “A” Top Priority “B ” High Priority “C ” Priority Review of Business License Fee Financ e Department Staff Re -organization Housing Agency Programs Review of Cost -Effective Health Benefits Increase in Senior Center Services While the projects are ranked into levels of priority, it is conceivable that Priority B projects could be completed before Priority A projects because of the following: B.1.a Packet Pg. 7 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop) Memo to City Manager Page 3 of 3 1. Complexity of Project A, may result in a phased approach 2. Simplicity of Project B or availability of funds 3. Adjustments in Priorities during a mid-year budget adjustment. B.1.a Packet Pg. 8 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop) City of Grand Terrace Inter-departmental Memorandum City Clerk’s Office DATE: June 10, 2019 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Debra Thomas, City Clerk City Clerk’s Office SUBJECT: FY 2019/2020 CITY CLERK PRIORITIES LIST Mr. Duffey, On May 14, 2019, City Council requested staff to hold a Priorities Workshop that will provide policy direction from City Council to the organization. The Priorities Workshop will direct staff to focus their efforts on the issues that are most important as determined by the City Council. During this process, projects, anticipated work hours, costs and projected time of completion are discussed. After the se discussions are completed, the City Council, with guidance from staff, will prioritize various functions and projects based on level of priority. Attached to this memorandum is a table outlining the priorities for the City Clerk’s Department for FY 2019/2020. These priorities have been separated into three columns; Column A – Top Priority, Column B – High Priority and Column C – Priority and sorted by the following factors: 1. Funding (30%) 2. Resource (20%) 3. Improved Communications (20%) 4. Quality of Life (30%). City Clerk’s Office Priority Projects 2019-2020 “A” Top Priority “B ” High Priority “C” Priority FPPC Compliance Scanning City Web Page-Continuous improvement Records Destruction Telephone System Improvements City Clerk’s Department Operations Technology Program – Tablet Use Increase Awareness of Online Public Material Facebook Live and Twitter Increase Participation in City Council Meeting Invocations B.1.a Packet Pg. 9 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop) Memo to City Manager Page 2 of 2 City Adopted Budgets and Agenda Packets Lighting in City Council Chamber Community Posting Board City Hall Information Kiosks Manage City Neighborhood Recognition Programs City Council Chamber Reception Area Upgrade Annual Acknowledgment Program City Council Agenda Modifications Increase content of Intranet While the projects are ranked into levels of priority, it is conceivable that a Priority B project could be completed before a Priority A project because of the following: 1. Complexity of Project A, may result in a phased approach 2. Simplicity of Project B or availability of funds 3. Adjustments in Priorities during a mid-year budget adjustment. B.1.a Packet Pg. 10 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop) City of Grand Terrace Inter-departmental Memorandum Public Works Department DATE: May 5, 2019 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Alan French, P.E., Director Public Works Department / City Engineer SUBJECT: PRIORITY PROJECTS The priority projects are listed below. To help organize the work, a ranking system was used to determine where to expend the effort for staff and to parallel with the City’s 2030 goals. The four categories of ranking used to prioritize the projects are: 1. Safety (50%) 2. Funding (20%) 3. Economic Development (20%) 4. Quality of Life (10%). The projects were then categorized as “A” Top priority, “B” High Priority and “C” Priority. Public Works Priority Projects 2019-2020 “A” Top Priority “B ” High Priority “C ” Priority Highway Safety Improvement Program - Mt. Ver non Intersections H ighway Safety I mprovement Program Cycle 9 Guardrail Fitness Park Canopy P reston Signal Upgrade Small Cell Site Infrastructure P lan Park Enhancements Comme rce Way Expansion Parking City Wide Strategy Mt. Vernon Slope Stabilization Uti lity Pole Undergro u nding Master Plan EV Charging Station West Barton Bridge Replacement Y ear 3 CIP Support for Community Events Fee Study Barton Interchange Maintenance Agreement Barton Speed Feedback B.1.a Packet Pg. 11 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop) Memo to City Manager Page 2 of 2 C: Cynthia Fortune, Finance Manager Y:\Executive Assistant\City Manager\2019-06-11 Priorities\Public Works Priorities 2019.doc Development Plans Fire Station Roof R epa ir Public Wo r ks Maintenance Priorities “A” Top Priority “B ” High Priority “C ” Priority Traffic signal/Street light S torm Drain/Channel Street, sidewalk, curb, parkway City Facilities Parks City Neighborhood Lighting Plan Street Sign R eplacement Program While the projects are ranked into levels of priority, it is conceivable that a Priority B project could be completed before a Priority A project because of the following: 1. Complexity of Project A, may result in a phased approach 2. Simplicity of Project B or availability of funds 3. Adjustments in Priorities during a mid-year budget adjustment. B.1.a Packet Pg. 12 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop) City of Grand Terrace Inter-departmental Memorandum Planning and Development Services Department DATE: May 13, 2019 TO: G. Harold Duffey, City Manager City Manager’s Office FROM: Sandra Molina, Director Planning and Development Services SUBJECT: PLANNING PROJECTS Attached to this memorandum is a table outlining the priorities for Planning and Development Services for FY 2019/2020. These priorities have been separated into three columns; Column A – High Priority, Column B – Top Priority and Column C – Priority and sorted by the following factors: 1. Funding (30%) 2. Economic Development (30%) 3. Resources (20%) 4. Quality of Life (20%). Planning & Development Services Priority Projects 2019-2020 “A” Top Priority “B ” High Priority “C ” Priority 4.78 Acres – PSA, Entitlements Housing Authority R eport Grant ATP – Clos e Out Amend Master Plan Zoning Aroun d Schools Sign Code Edwin Fuels Notici ng Policy Van Buren – Aegis Gateway SP Barton Road Streetscape Crestwood Anita – Grocery Outlet Sign Michigan Street Complete Street Grant Prop 68 B&S RFP Taco Bell Housing Element RFP Mr. TV Video Parking Pro gram Canal – Aegis Project in 40 -Acre Greenbelt Grand Terrace Road – Aegis Blue Mountain Trail Grant Safety Element Update Animal Control Ordinance Update Housing Element Update Parking Citation Appeals B.1.a Packet Pg. 13 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop) Memo to City Manager Page 2 of 2 CUP in 40 -Acre Greenbelt La Cadena SFR REC Center National Logistics Surgical Center While the projects are ranked into levels of priority, it is conceivable that a Priority B project could be completed before a Priority A project because of the following: 1. Complexity of Project A, may result in a phased approach 2. Simplicity of Project B or availability of funds 3. Adjustments in Priorities during a mid-year budget adjustment. B.1.a Packet Pg. 14 Attachment: Department Priorities FY19-20 (Priorities Work Projects Workshop)