AGENDA ITEM #19
TOWN OF FAIRFAX
STAFF REPORT
April 5, 2023
TO: Mayor and Town Council
FROM: Heather Abrams, Town Manager
SUBJECT: Review and approve Town Council Goals for 2023 __________________________________________________________________________________
RECOMMENDATION
Staff recommends that the Council review and approve the attached Town Council Goals for Fiscal Year 2023-2024.
BACKGROUND
In February 2022, Greg Larson was engaged by the Town to work with Council and staff to develop a long-range strategic plan. The new Town Manager began work with the Town on March 1, 2022 and on March 11, 2022 the Council held a full-day strategic plan workshop, facilitated by Mr. Larson. The strategic plan workshop went well and Mr. Larson was invited back to facilitate the Council Retreat on April 15, 2022. Previous to this year, the Council typically met once per year for a retreat and set goals for one year. On September 21, 2022, the Council adopted the Strategic Plan Outline.
On March 17, 2023, the Town Council met for its annual retreat. During the retreat, Council discussed accomplishments of the previous year, reviewed the strategic plan, and set goals for the upcoming 12 months, which approximately track Fiscal Year 2023-2024.
DISCUSSION
Attached is the presentation used at the retreat, and the goals agreed upon during the retreat.
These goals will be used to prioritize the Town’s work, and to guide the upcoming budget planning process. Staff recommends the Council review and approve the goals they agreed on during the retreat. The next steps are for staff to post the Goals to the Town website and then for staff and Council to refer to them frequently to help guide the Town’s work over the next year.
FISCAL IMPACT
None at this time.
ATTACHMENTS
A. Fiscal Year 2023-2024 Goals
B. Retreat Presentation
Printed on Recycled Paper
TOWN OF FAIRFAX
142 BOLINAS ROAD, FAIRFAX , CA LIFOR N I A 94930
( 415) 4 5 3 – 1 584 /FAX (4 1 5) 453 - 1 6 1 8
Fiscal Year 2023-2024 Town Council Goals
Not necessarily in priority order:
1. Housing Element/Inclusionary Zoning/Re-Zoning/ODDs
2. Pavement Management 5-year plan
3. Staff Recruitment & Retention
4. Bridges Plan
5. Storm Drain Infrastructure
6. Tenant Protection Revisions
ATTACHMENT A
Annual Retreat 2023
Town of Fairfax
ATTACHMENT B
Outline
Introduction
SWOT & Strategic Plan
Accomplishments
Team Building - Vision
2024 Goals
Summary
Town of Fairfax Annual Retreat 2023 2
Introduction - Retreat Objectives
Strengthen Town Leadership
Focus on Overarching Goals & Strategies
Set Annual Priorities
Town of Fairfax Annual Retreat 2023 3
Town of Fairfax SWOT
Strengths
1. Community engagement
2. Fiscal management and budget
3. Long-term, dedicated staff
4. Council works well together
5. Progressive values and leadership
6. Natural amenities
7. Community pride
8. Small and nimble
Weaknesses
1. Community divisiveness
2. Limited funding and staffing
3. Lack of prioritization; taking on too
much
4. Natural constraints
5. Community atmosphere changing
6. Regional engagement
7. Economic shifts (e.g., online retail,
housing prices, needed incomes,
families)
8. Facilities degrading
9. Meeting length
Town of Fairfax Annual Retreat 2023 4
Opportunities
1. Infrastructure investment
2. Better engage commissions
3. Town Center
4. Improving 360-degree
communications
5. Technological tools
6. Environmental leadership
7. Significant one-time
resources available
Town of Fairfax SWOT - Continued
Potential Threats
1. Disasters and emergencies
2. Climate change
3. Staff turnover
4. Resistance to change
5. State mandates and controls
6. Recession and/or inflation
7. Aging infrastructure or
deferred maintenance
8. Polarization
Town of Fairfax Annual Retreat 2023 5
Town of Fairfax Strategic Plan (over the next 5
to 10 years)
A. Address Our Housing Needs
1. Adopt and implement the
Housing Element
2. Expand rent protections
and stabilization
3. Complete short term rental
regulations
4. Consider inclusionary
zoning ordinance as a regional
initiative
B. Climate Action and Decarbonization by
2030
1. Reduce emissions from the
transportation sector
2. Reduce emissions from built
environments
3. Improve management of
waste
4. Increase active
transportation and update
bicycle/pedestrian plan
Town of Fairfax Annual Retreat 2023 6
C. Disaster Preparedness and Resiliency
1. Mobilize Emergency
Preparedness Committee and
other volunteers
2. Strengthen regional
coordination and collaboration
3. Improve water resiliency
pending regional
recommendations
Town of Fairfax Strategic Plan (over the next 5
to 10 years) - Continued
D. Invest in Aging Infrastructure
1. Complete the Pavilion
seismic and ADA project (on
hold per Council action)
2. Work to complete
Meadow Way Bridge
3. Prioritize pavement
program based on best
available PCI data
4. Create ADA transition plan
5. Meet State storm drain
requirements
E. Strengthen the Town Organization
1. Focus on staff recruitment,
retention, development, needs
and technology
2. Create a boards and
commissions training manual
3. Improve communications to
all residents with measurable
results
4. Pursue new funding
opportunities
Town of Fairfax Annual Retreat 2023 7
F. Commitment to Diversity, Equity, and
Inclusion
1. Follow the DEI Roadmap
2. Obtain data to focus and
measure our DEI efforts
3. Others to be prioritized
from the DEI staff report and
action plan
Accomplishments
and Clerk Statistics
Town of Fairfax Annual Retreat 2023 8
Town of Fairfax Accomplishments
– Last 12 months approximately
A. Address Our Housing Needs
1. Selected new contractor and made
progress on Housing Element
2. Implemented on-going parklet program (Planning)
3. Adopted short term rental
regulations
4. Adopted Rent stabilization and just
cause eviction ordinances
5. Adopted COVID eviction
prevention
6. Adopted permit fee schedule
7. Streamlined Town Processes:
driveways to PC, not TC
B. Climate Action and Decarbonization by
2030
1. Adopted green building reach codes
2. Implemented all electric landscape
equipment for public and Town,
including rebates for public
3. Updated Foodware ordinance in
progress
4. Adopted 1st in Marin building electrification ordinance, joined Ready Set Replace Campaign for residents
5. Took actions to electrify Town
buildings water heaters, stoves, and
Town vehicles
6. Applied for appropriate grants
Town of Fairfax Annual Retreat 2023 9
C. Disaster Preparedness and Resiliency
1. Prepared effectively for
storms/Atmospheric Rivers
2. Provided interviews for Emergency
Preparedness Committee
3. Strengthened regional coordination
and collaboration via MWPA, Ready
Marin, MMA, MCCMC
4. Communicated well regarding
water resiliency
Town of Fairfax Accomplishments -
Continued
D. Invest in Aging Infrastructure
1. Worked to complete Meadow
Way Bridge and other bridges
2. Worked on pavement program
based on best available PCI data
3. Worked on storm drain
infrastructure
4. Made significant repairs
completed on Pine Dr, Wreden, Scenic, SFD, etc.
5. Made park improvements: Peri
Park Swing Set, Repaired
Dangerous Fence in Bolinas Park
E. Strengthen the Town Organization
1. Hired Town Manager, Public
Works Director (and previous
interims), Interim Planning Director,
Climate Action Coordinator and
Fellow
2. Completed MOUs with FPOA,
SEIU and updated unrepresented
group
3. Recruited for Deputy
Clerk/Admin Analyst
Town of Fairfax Annual Retreat 2023 10
F. Commitment to Diversity, Equity, and
Inclusion
1. Focused on social justice
2. Completed DEI training for all
staff
3. Conducted DEI subcommittee
meetings
4. Supported AB2282 anti-hate- symbol policy, 1st town in CA to do so
5. Hosted Town Picnic featuring
Spahr Center vaccinations and Drag
show
6. Coordinated Menorah lighting
Town of Fairfax Accomplishments –
Continued - page 2
Recreation/Community Development
1. Fairfax Festival and Craft Faire, Picnic, wreath making
2. Hosted summer camps
3. Expanded art workshops, Artist in Residence,
concerts
Fire
1. Began designs to upgrade Fairfax Station
2. Planning for RVFD leadership changes
Finance
1. Completed budgets, audits, MOUs
2. Worked with Fairfax Festival for improvements
3. Worked with new programs for fee collection
Building
Numerous current planning and building permits and
special projects
Clerk/Elections/Comms/IT
1. Implemented hybrid meetings with CMCCM TV for
Town Council and Planning Commission
2. Hosted and supported 27 Town Council meetings
3. Handled recruitment process for Deputy Town
Clerk/Administrative Analyst
4. Prepared Council Handbook
5. Prepared Boards, Committees, and Commissions
Manual
6. Administered the 2022 General Municipal Election
7. Received and processed four “Intent to File Initiative” documents and one Referendum Petition
8. Transitioned from in-house Communication
Coordinator to contractual interim provider; coordinated all Town communication efforts (website, newsletter,
social media)
9. Supported IT needs for staff including
onboarding/offboarding of multiple staff members;
acquired hardware, licenses, email boxes; provided
training and support; coordinated contractual IT support, including software and equipment upgrades
10. Negotiated new leases for copiers and coordinated
installation
Town of Fairfax Annual Retreat 2023 11
Police
1. Completed POSt Mandated training for all full-time and part-time personnel
2. Completed NIBRS transition and DOJ reporting
3. Continue implementing the Next Gen Marin
Emergency Radio Authority (MERA) project for FPD and
Public Works.
4. Continue implementing the New 9-1-1 Dispatch
Online Phone System (100% paid for by State 911
funding)
5. Continue migration to Rapid Deploy Text to 9-1-1
solution
6. Continue RIPA Reporting to DOJ and RIPA Dashboard
transparency efforts on FPD Website.
7. Continue website updating for police transparency
efforts and offer more web services
8. Continue to upgrade Police Vehicle Fleet to low
emissions Hybrid/EV options
9. Acquired additional resources for specialized
investigative matters through SIU MOU
agreement/partnership
10. Provided patrol support for Ross Police Department
through shared services MOU
Team Building - Vision
Picture Fairfax in 20 Years…
What do you want to see?
Town of Fairfax Annual Retreat 2023 12
Iceberg Model of Organizational Constraints
Town of Fairfax Annual Retreat 2023 13
Town of Fairfax Regular Duties
Administration/Finance
1. Budget Preparation,
Tracking, AP/AR, Audits,
Financing, Revenues, Required
Reporting
2. Human Resources, Staff
Management, Payroll, Benefits
3. Public Meetings, Council,
Records, Communications
4. Townwide management
and coordination
Public Works
1. Regular maintenance of
Town facilities, buildings, parks,
open space, streets
2. Repairs to Town
infrastructure
3. Major Capital Improvement
Program and Projects
4. Support other department’s
projects
Town of Fairfax Annual Retreat 2023 14
Planning & Building
1. Current Planning permits
2. Long-term Planning projects
and reporting required by law
3. Planning Commission
support
4. Building Codes, Code
Compliance, Building
Inspection
5. FOSC support
Town of Fairfax Regular Duties - Continued
Recreation/Community Services
1. Recreational classes, events
2. Coordination with PARC,
Volunteers, Age Friendly,
Fairfax Festival
3. Facility group use/rentals
Climate and Environment
1. Climate Action Plan (CAP)
Implementation
2. Solid Waste Prevention and
Reduction
3. Coordinate with Climate
Action Committee
4. Work with all other
departments
5. Pursue grants as
appropriate
Town of Fairfax Annual Retreat 2023 15
Public Safety
1. Fairfax PD 24/7 lobby, calls
for service, regular patrols,
investigation of cases, produce
and process reports, produce
records, and respond to all
emergency situations
2. Fire managed under RVFD,
Station owned by Fairfax
Staff Work Plans for 2024
A. Address Our Housing Needs
1. Adopt and implement the
Housing Element
2. If directed, implement rent
stabilization and just cause
eviction programs
3. Complete short term rental
regulation implementation
4. Bring forward inclusionary
zoning ordinance, work on
regional level as well
B. Climate Action and Decarbonization by
2030
1. Continue to implement
Climate Action Plan
2. Pursue grant funding for
Town priority climate and
solid waste projects, when
appropriate
Town of Fairfax Annual Retreat 2023 16
C. Disaster Preparedness and Resiliency
1. Mobilize Emergency
Preparedness Committee and
work regionally
2. Participate in 2+ MWPA
committees, Ready Marin,
Countywide EOC briefings
3. IT preparedness for Town
operations
Staff Work Plans for 2024 - Continued
D. Invest in Aging Infrastructure
1. Work to complete
Meadow Way Bridge and
other Bridges by late 2024
2. Prioritize pavement
program based on best
available PCI data
3. Use ARPA funds to assess,
upgrade, and meet storm
drain requirements
E. Strengthen the Town Organization
1. Focus on staff recruitment,
retention, development, needs
and technology
2. Create a boards and
commissions training manual
Town of Fairfax Annual Retreat 2023 17
F. Commitment to Diversity, Equity, and
Inclusion
1. Provide DEI training to
Commissions and Council
2. Continue staff trainings
Plan for policies and projects
Presentation title 18
Policy
Ideas
Discussion
Workshops
Project Planning
Staffing/Contractors
Equipment/IT
Space
Funding
Outreach
Coordination
Ordinance or
Resolution
Commission Advice
Drafting
Legal Review
Posting & Noticing
Council Meetings
Filing & Recording
Implementation
Outreach
Staff Work
Compliance
Reporting
Continuation
Evaluation
Funding
Coordination
Policy Changes
Focusing In On Now and Next Year
What are three things you like about what the Town has done in the last year?
What are three thing you didn’t like about what the Town did in the last year?
What are three threats or concerns that you have going into this next year?
What are three things you want the Town to do in the coming year? Town of Fairfax Annual Retreat 2023 19
2024 Goals
3 to 5 concrete topics you’d like to see the Town work on next year Bonus Challenge: How do they track with the Strategic Goals set in 2022? Town of Fairfax Annual Retreat 2023 20
Summary
Next Steps:
1. Council Adopts Goals for 2024 at a Regular Meeting
2. Budget Preparation
3. Budget Adoption
4. Continued Staff Work Planning
Town of Fairfax Annual Retreat 2023 21
Thank you!
Fairfax Annual Retreat 2023