MANHATTAN BEACH CITY HALL
1400 HIGHLAND AVENUE
MANHATTAN BEACH, CA 90266
WORK PLAN
MANHATTAN BEACH CITY COUNCIL
FISCAL YEAR
2021-22
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
CITYWIDE DOCUMENT IMAGING SYSTEM (CONVERSION) PROJECT
City continues to utilize OnBase as our central electronic content management software through Konica Minolta Business
Solutions/KMBS-ECM. City Council approved use of OnBase on June 15, 2015. The City Clerk began integrating the systems in early 2016 and continues to work with departments to upload documents in phases. In order to assess department-specific needs and a tentative implementation schedule, the City Clerk’s office along with Information Technology, convened the Electronic Records and Retention Subcommittee in July of 2018. This subcommittee includes staff from every department and meets quarterly to discuss the management of City records and their retention.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL B
DEPTS. INVOLVED ALL
STATUS:
COMPLETED ACTION ITEMS:
• Scanned City Clerk legislative documents from 1912 to present that includes City council minutes ordinances and resolutions as well as City Council agenda packets from 1995 – present. • Scanned Community Development (Building) past documents. • Scanned Finance (General Services) past documents.
• Fire Department determined that scanning needs are not needed at this time. • Ongoing - Continue supporting departments that are currently scanning documents. These departments include:
o Community Development (Building) scanning documents going forward utilizing a vendor; o Police Department scanning documents going forward utilizing internal staff; o Management Services scanning documents going forward utilizing internal staff. o Parks and Recreation scanning documents going forward utilizing internal staff.
ACTIONS PENDING:
• Scheduled – Support departments that are planning to scan their documents in Fiscal Year 2021- 2022. These departments include:
o Community Development (Planning and Traffic)
o Human Resources
o Finance (Administration)
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
o Public Works
NEXT CITY COUNCIL ACTION:
Information Technology will procure a citywide scanning services contract for City Council approval and appropriation.
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
CENTRALIZED CITYWIDE CONTRACT
MANAGEMENT SYSTEMS
In 2016, staff convened a Contract Working Group with
the City Attorney's Office, Human Resources/Risk
Management and Finance Department to create a
more efficient and effective contract approval process.
The group created a citywide contract workflow
process with all City departments. Investing in a
Citywide Contract Management solution ensures
accurate record-keeping practices, continued
workflow standards, maintaining legal compliance and meeting insurance requirements. On March 9, 2018, City Council directed staff to move forward with a Citywide Contract Management software solution that manages the City’s growing contract demands. However, due to the implementation of the ERP Project, this project was placed on hold. Thereafter, as part of the Fiscal Year 2020-2021 budget process, the City Council approved a supplement to fund the project.
TARGET DUE DATE QUARTER 2 2022
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL B
DEPTS. INVOLVED ALL
STATUS:
COMPLETED ACTION ITEMS:
• Built and implemented an internal workflow document for contract routing and approval (in the absence of a software contract management solution).
• Approved a City Council budget request in the amount of $50,000 for Fiscal Year 2020-2021. • Acquired DocuSign to assist with electronic signature process. • Assisted IT with the selection of OnBase as the vendor for this project.
ACTIONS PENDING:
• Currently working with vendor creating the contract management workflow. • Implement solution and provide staff training.
NEXT CITY COUNCIL ACTION:
None.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
DEVELOP AND EXECUTE PLAN TO ADDRESS HOMELESSNESS
As a result of concerns regarding an increased presence of homeless individuals within the City and in regi. The City has taken a strategic and regional approach to address homelessness. By working with the City's regional partners at the County of Los Angeles, South Bay Cities Council of Governments (SBCCOG) and Harbor Interfaith Services (HIS) the City has begun to direct individuals experiencing homelessness to outreach and housing resources in the South Bay region. In October 2017, Manhattan Beach applied for and received a grant from Los Angeles County to create a plan to prevent and address homelessness. A plan was developed and presented to City Council on April 17, 2018 and approved on August 21, 2018.
TARGET DUE DATE QUARTER 4 2023
FUNDING SOURCE GRANTS
PRIORITY LEVEL A
DEPTS. INVOLVED PD, PR
STATUS:
COMPLETED ACTION ITEMS:
• Appointed, formed and dissolved homelessness task force once grant funding goal was achieved. • Received a Measure H grant award from Los Angeles County in the amount of $330,665 with the cities of Hermosa and Redondo Beach to provide homeless outreach and case management. • Approved a Measure H grant funding contract award with the County of Los Angeles. • Issued a Request for Proposals for a homeless services provider to serve the Beach Cities. • Requested and received an additional Mental Health Clinician from the County Department of Mental Health to serve the beach cities.
• Approved a subcontract with Harbor Interfaith Services to provide homeless coordination, training, and case management services.
• Approved a Memorandum of Understanding with Cities of Hermosa Beach and Redondo Beach. • Held a virtual community meeting on homelessnes on December 8, 2020, to educate the community on the beach cities homelessness efforts. showcase the partnership between the beach cities. • Provided training to staff and community members on homelessness response. • Provided report to the City Council regarding homeless court services and future funding options for homeless services.
• Approved Amendment No. 2 and appropriated funds to an agreement with Los Angeles County for an additional $14,519 of grant funds for homeless services provided by Measure H.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
• Applied for two Measure H grant funds with the South Bay Cities Council of Governments for outreach services and a regional homeless court model.
• Explored the use of homeless court services with the City of Redondo Beach and the Los Angeles County District Attorney.
• Approved an agreement with Harbor Interfaith Services for dedicated homeless case management and housing navigation services to Manhattan Beach in the amount of $66,390. • Approved an agreement with Emotional Health Association (doing business as SHARE! Self Help and Recovery Exchange) for housing placement services (reserving two beds for interim housing) in the amount of $19,320.
• Received a $216,000 grant from South Bay Cities Council of Governments (SBCCOG) to continue offering case management and coordination services to homeless individuals in the cities of Redondo Beach, Hermosa Beach, El Segundo and Manhattan Beach. • Presented a draft agreement with the City of Redondo Beach for prosecution and homeless court services.
ACTIONS PENDING:
• Ongoing – Work with community and staff to implement goals of the homelessness plan. • Homeless Outreach - Continue to conduct street outreach to the beach cities homeless populations and place homeless individuals into temporary and stable housing arrangements. • Consider officially requesting permission from the Los Angeles County District Attorney to prosecute state misdemeanor cases and potentially contract with the City of Redondo Beach for prosecution and homeless court services.
• Report back to the City Council with costs of prosecution services of other jurisdictions or law firms who could perform prosecution and homeless court services;
NEXT CITY COUNCIL ACTION:
Provide a quarterly update on the City’s homeless initiatives at the April 5, 2022, City Council meeting.
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
CITY COUNCIL COMMUNICATIONS POLICY
On August 6, 2019, City Council directed staff to
develop a policy to guide City Council
communications with City staff and the public in order
to maintain efficient and effective work flow. The
policy will address communication between
Councilmembers and staff with the intent to: 1) affirm
that governing shall be by will of the collective
Council, and 2) establish guidelines to ensure orderly, consistent and open City government, and 3) provide
a framework for processing requests from the City
Council through the City Manager.
TARGET DUE DATE QUARTER 1 2022
FUNDING SOURCE N/A
PRIORITY LEVEL B
DEPTS. INVOLVED ALL
STATUS:
COMPLETED ACTION ITEMS:
• Gathered and researched a variety of City Council Communication Policies from a variety of cities. • Formed a working group consisting of Department Directors to develop policy for City Council consideration.
ACTIONS PENDING:
• Develop draft policy and present to City Council for initial discussion. • Implement approved policies throughout the organization.
NEXT CITY COUNCIL ACTION:
Present report to City Council and receive direction on draft policy document.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
EXPLORE AGENDA MANAGEMENT SOLUTIONS
The City currently has an Agenda Management
solution, Legistar through Granicus, but is looking for a full legislative suite that incorporates features and
functionalities which will streamline the agenda
creation process and post the published agenda, with
attachments, to the City's website so that the citizens may view all the documents provided to the City
Council or other City commissions.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE GENERAL
PRIORITY LEVEL B
DEPTS. INVOLVED ALL
STATUS:
COMPLETED ACTION ITEMS:
• Released a Request for Proposals (RFP) and received proposals in November 2021 and February 2022.
• Reviewed and analyzed RFP’s received.
• Conducted citywide demo proposals from vendors that provided a proposal.
ACTIONS PENDING:
• Negotiate acceptable terms with selected vendor.
• Work with IT for implementation.
• Provide staff training.
NEXT CITY COUNCIL ACTION:
Present a vendor/solution for City Council approval and appropriation.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
ENHANCE CITY WEBSITE
City Council directed staff to convert the City’s “.info” domain to a “.gov” domain and make improvements to the existing City website, including a more user-friendly interface and more robust search capabilities. The migration to the .gov URL impacts the website, email, templates, branding, and City signs which must be addressed as part of this effort.
TARGET DUE DATE QUARTER 3 2022
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL B
DEPTS. INVOLVED ALL
STATUS:
COMPLETED ACTION ITEMS:
• Completed branding in Email signatures, Microsoft templates, and City Council Meeting graphics. • Registered “manhattanbeach.gov” domain name with U.S. General Services Administration. • Implemented various tools to assist City staff in the website improvement process (Canva, Granicus Developer Toolkit)
• Completed initial technical planning for steps and expertise required to migrate from .info to .gov. • Established a website improvement team working with each department to review the department website organization and content to make citizen-centric improvements (ease of use, intuitiveness, reduced clicks, update the branding to align with new guidelines, etc.) • Conducted a strategic review with the City’s website provider, Granicus, to benefit from their expertise to improve the website presentment and overall user experience. • Migrated from “citymb.info” URL to “manhattanbeach.gov” URL and updated the email system, website, branding, and templates accordingly.
ACTIONS PENDING:
• Update City signage over time as signs are repaired or replaced. • Management Services will continue to work on a department-by-department basis to refine the website to improve communications and outreach efforts.
NEXT CITY COUNCIL ACTION:
None.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
BRUCE MOE, City Manager, [email protected]
MERCHANDISING, LICENSING AND BRANDING
FOR THE CITY
On March 9, 2018, City Council approved an exploration of merchandising, licensing and brandingoptions for the City.
On March 6, 2019, City Council adopted Resolution No. 19- 0028 establishing the Manhattan Beach Logo and directed staff to complete the brand style guide.
TARGET DUE DATE QUARTER 3 2022
FUNDING SOURCE GENERAL/MERCHANDISE REVENUE
PRIORITY LEVEL B
DEPTS. INVOLVED PR, IT,
STATUS:
COMPLETED ACTION ITEMS:
• Approved design of Manhattan Beach Logo at City Council meeting in February 2019. • Developed City brand style guidelines.
• Received Copyright status by USPTO.
• Launched Manhattan Beach City Store dubbed “Branded,” on August 5, 2019. • Approval of Wayfinding Signage Master Plan at the November 19, 2019, meeting. • Developed Use Agreement template for local retailers to use logo to sell.
ACTIONS PENDING:
• Incorporate branding into the Public Works wayfinding signage program, City website and publications.
• Collaborate with local businesses to incorporate logo into merchandise. • Research options and launch online store.
NEXT CITY COUNCIL ACTION:
Staff to provide updates on merchandising and branding as needed.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
LISA JENKINS, Human Resources Director, [email protected]
INTERNAL POLICIES AND PROCEDURES REVIEW AND UPDATE
The Manhattan Beach Municipal Code outlines the framework for the City’s Personnel Rules, which were promulgated in 1978. Additionally, there are Personnel and Administrative Instructions, which contain policies and procedures, and an Employee Handbook, all of which require updating. While resolutions have been approved to update certain provisions of the rules and some instructions have been updated, a comprehensive update has not been undertaken. Staff is currently completing a comprehensive update of the City’s personnel rules, instructions, and policies, including policies for processing workers’ compensation claims and the City’s Injury Illness Prevention Program (IIPP) program.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE N/A
PRIORITY LEVEL B
DEPTS. INVOLVED N/A
STATUS:
COMPLETED ACTION ITEMS:
• Contracted with Liebert Cassidy Whitmore (LCW) to review and revise Personnel Rules and Instructions and draft compensation resolutions.
• Conducted Citywide review of existing rules, instructions, policies, and MOU’s to determine course of action for policies and procedures overhaul, restructure, and update.
ACTIONS PENDING:
• Revise Municipal Code outlining the City’s framework for the human resources function. • City Manager to rescind outdated policies and procedures. • Update critical policies (harassment/discrimination, leaves, IIPP, Information Technology use, etc.) • Consolidate and restructure remaining rules, policies and procedures. • Negotiate rule/policy revisions or impacts with impacted employee associations, as needed. • Develop new Employee Handbook and Policy format.
• Finalize, implement, and educate employees on updated policies throughout the organization. • City Council approval of a Full-Time Unrepresented Employees’ Compensation Plan (moved compensation provisions from the Personnel Rules to the Compensation Plan) – 3/15/22. • City Council approval of MOU’s with various provisions of the Personnel Rules incorporated - Feb/March 2022.
NEXT CITY COUNCIL ACTION:
• City Council approval of an MOU with the Fire Management Association (FMA) and approval of Municipal Code and Personnel Rule Revisions.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected]
UPDATE CITY DONATION POLICY
City Council discussed the Donation programs
at the January 11, 2022 Joint
Council/Commission meeting. Based upon City
Council direction, staff will place the donations
policy, park amenity catalogue and bench
program on hold and return to Council with
options for the Military Wall, alternative
locations for the paver donation program and
research Legacy and non-profit park donation
programs.
TARGET DUE DATE QUARTER 2 2022
FUNDING SOURCE N/A
PRIORITY LEVEL B
DEPTS. INVOLVED PW
STATUS:
COMPLETED ACTION ITEMS:
• Engaged stakeholders in discussion of current donation policies • Developed donation program options.
• Presented donation program options at City Council Joint meeting on January 11, 2022. • Park amenity catalogue and Tree and Bench Donation Program placed on hold
ACTIONS PENDING:
• Develop options for a Military Wall at the Veterans Memorial site. • Explore Legacy and non-profit donation program options. • Explore alternative locations for community paver donation program.
NEXT CITY COUNCIL ACTION:
Return to the City Council with consideration of a military recognition wall donation program cost estimate and design options.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected]
ONLINE RESERVATION SYSTEM AND
PROTOCOLS FOR SAND DUNE, TENNIS &
PICKLEBALL COURTS, AND BEGG POOL
Update the tennis and pickleball courts, Begg
Pool and Sand Dune reservation processes to an
online and app platform to provide better
efficiencies and be user friendly.
STATUS:
COMPLETED ACTION ITEMS:
• Launched an online tennis reservation program through the City’s current registration/reservation software, ActiveNet in May 2020, to minimize contact between customers and employees in response to COVID-19.
• Updated user fees to reflect a resident and non-resident rate. • Developed a priority reservation system for residents. • Analyzed the processes and research additional software options.
ACTIONS PENDING:
• Develop protocols for adapting to resident reservation needs.
NEXT CITY COUNCIL ACTION:
To be determined. After research and consideration, it was determined that the ActiveNet system, while not ideal, is the best current option. Staff will continue to pursue better options and if found, will bring back to City Council.
PLANNING IN PROGRESS COMPLETE
TARGET DUE DATE ONGOING
FUNDING SOURCE USER FEES
PRIORITY LEVEL B
DEPTS. INVOLVED IT
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected]
COMMUNITY ARTS GRANT S PROGRAM & POLICY
DEVELOPMENT
At the January 4, 2021, Joint Council/Commission meeting, Council directed staff to update the Arts Grant program guidelines for Council review. This includes developing and implementing grants for: murals on public property, sculpture garden, utility infrastructure beautiffication, permanent sculpture, performing arts, and school/education grants.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE PUBLIC ART TF
PRIORITY LEVEL B
DEPTS. INVOLVED PW, CD, MS
STATUS:
COMPLETED ACTION ITEMS:
• Established the Cultural Arts Commission Ad-hoc committees to evaluate and develop an Art Grant Program that is more appropriate for community interests. • Cultural Arts Commission has established ad-hoc committees to develop guidelines for each of the community arts program and policy.
ACTIONS PENDING:
• Research, develop, and propose a new structure for the Community Arts Grant Policy and Program. • Pending COVID-19 restrictions in the future, begin actualization of grant projects in 2022.
NEXT CITY COUNCIL ACTION:
Present revised Community Arts Grants Program guidelines to City Council for consideration.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected]
ASSESSMENT OF HISTORICAL ARTIFACTS AND STRUCTURAL
REVIEW OF HISTORICAL BEACH COTTAGE
On May 14, 2018, CC requested staff conduct an assessment of the City’s current historical artifacts and prepare a report regarding options for preservation thereof, including facilities the City could build and pre-fabricated options. CC also directed staff to include the historical “Little Red House” in Polliwog Park in the assessment.. At the Joint Council/Commission meeting on January 4, 2021 City Council directed staff to evaluate the use of surplus library funds to digitize historical documents.
TARGET DUE DATE QUARTER 3 2022
FUNDING SOURCE PUBLIC ARTS TF, SURPLUS LIBRARY FUNDS
PRIORITY LEVEL A
DEPTS. INVOLVED IT, PW, CD,
STATUS:
COMPLETED ACTION ITEMS:
• Placed Mobile storage unit (trailer) and installed trailer and shelving for work room in Red House. • Purchased archival storage, conservation, and documentation materials and equipment. • Removed documents from Red House and relevant artifacts from Park facilities and placed them in trailer and other appropriate facilities.
• Installed network infrastructure (July 2019) and computer systems (September 2019). • Public Works completed Red House feasibility study.
• Purchased, installed, and trained staff on use of inventory organization software. • Approved an agreement with History Associates, Inc. to create an Archives Roadmap & Digitization Plan.
• Explore digitization of Historical collection in partnership with LA County Library, using surplus funds. • Staff met with LA County staff and represenatives from HAI, specializing in assessment and digitization of historical materials.
• Staff coordination with MB Historical Society Boardmembers to assist HAI in the assessment of the collection and its needs.
ACTIONS PENDING:
• Preservation and treatment of materials; Inventory and relocation of collection. • Comprehensive assessment of City’s historical artifacts, including the Red House. • Reach out to MBUSD to coordinate development of Manhattan Beach history education curriculum.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected] • Consider options for a museum facility.
NEXT CITY COUNCIL ACTION:
Discussion of options for a Historical Museum Facility as directed by City Council and a report from History Associates Inc. for further Council consideration..
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected]
DIGITAL WALL I N CITY HALL
(FORMERLY PUBLIC ART IN CITY HALL)
At the October 19, 2021 meeting, City Council approved moving forward with a digital wall (display) and rehabilitation of exposed wall surrounding it. work plan meeting on March 9, 2018, City Council directed staff to bring a status update on each of the approved projects. In addition, City Council directed staff to bring forward a process to update the City Hall Mural, and propose a process for new public art projects moving forward. At the October 19, 2021 meeting, City Council approved moving forward with a digital wall (display) and rehabilitation of exposed wall surrounding it.The use of the display would include content from Manhattan Beach Art Center exhibitions, open source imagery, and local artists’ work. Display can also be used to promote City sponsored events and activities. City Council approved an Arts Grant program to be developed by Cultural Arts Commission at the January 11, 2022 joint meeting to award small monetary grants to local artists creating digital artwork specifically for view on this display.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE PUBLIC ART TF
PRIORITY LEVEL B
DEPTS. INVOLVED MS, PW, IT,
STATUS:
COMPLETED ACTION ITEMS:
• On November 17, 2020, after reviewing final design options, CC elected not to move forward with the project due to City Hall closure and negative response to the project from the public. • Staff met with digital display vendors to assess options and obtain cost estimates. • Council directed staff to explore digital wall options. • Staff met with representatives to gather information on digital wall capabilities, pricing, and installation.
ACTIONS PENDING:
• Develop timeline for permitting, structural review, and installation of digital wall. • Evaluate cosmetic repair needs to the wall surrounding the display as well as load bearing substructure for the digital wall, to determine if work can be done in house or by the display installer. • Develop cost estimates. .
NEXT CITY COUNCIL ACTION:
Final approval for digital display and wall rehabilitation design and cost.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected]
NFC FITNESS COURT
The National Fitness Campaign (NFC) was originally
founded in 1979 with a commitment to make fitness
available to everyone free of charge. In response to
the lack of access to health clubs and a rising tide of obesity and related illnesses, the NFC goal is to
foster better health outcomes in communities across
America, including making free fitness club style
workouts accessible to the general public across all
socio-economic levels and geographies. The City
received a $30,000 grant from NFC to aid in the
purchase of the equipment.The MB10K has committed to a $30,000 sponsorship of the project. Bids came in significantly over the estimated budget, primarily due to upgrades to the surrounding area to meet ADA guidelines. The Polliwog Park fitness equipment is in need of replacement and occupies the same footprint as the NFC. This site would require much less site preparation and expense. As a result, the Polliwog Park location is being considered as an alternative location. In addition to this site, the MB10K has agreed to fund the replacement of the Strand Parcourse station, which is scheduled for replacement in 2022.
TARGET DUE DATE QUARTER 3 2022
FUNDING SOURCE GRANT/GENERAL
PRIORITY LEVEL B
DEPTS. INVOLVED PW
STATUS:
COMPLETED ACTION ITEMS:
• Conducted public outreach for Mariposa location and presented project to Parks and Rec.
Commission on May 28, 2019.
• Purchased and received delivery of fitness equipment, currently stored at Public Works facility. • Project site design/NFC Fitness Court installation & design; City Building Div. Plan Check complete • Construction bids received, bids were significantly over budget requiring reconsideration of location. • Staff shared project overview with Manhattan Beach School District Ad-Hoc Committee • Staff sent notices to residences within 500 feet of the proposed Polliwog Park site to gather ACTIONS PENDING:
• Evaluate public input.
• Explore cost estimates for Polliwog location.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected] • Award a construction contract.
• Construction and installation of fitness court.
NEXT CITY COUNCIL ACTION:
Receive City Council direction for recommended location at a future City Council meeting.
STAFF CONTACT:
MARK LEYMAN, Parks and Recreation Director, [email protected]
POLLIWOG PARK PLAY EQUIPMENT
The existing play equipment and particularly the
surfacing area have reached the end of its useful life
and need to be replaced. Due to safety concerns, a
substantial portion of the existing play equipment is
now off limits to users. Renovations will help to reduce liability, safety, improve accessibility and meet the
needs of the community. Project improvements
include replacing existing play equipment
maintaining the natural theme of Polliwog Park with
equipment that can withstand flooding from the
pond; improving ADA access to all play equipment;
and replace existing fence and surfacing.
TARGET DUE DATE QUARTER 3 2022
FUNDING SOURCE GRANT/GENERAL
PRIORITY LEVEL B
DEPTS. INVOLVED PW
STATUS:
COMPLETED ACTION ITEMS:
• Conducted Public Outreach meeting on design presentations by manufacturers (April 29, 2019). • Created Open City Hall survey and solicited community input on proposed designs. • Selected designs recommended by Parks and Recreation Commission, May 28, 2019. • Design vendor selected for design services and construction document preparation. • Staff met to evaluate options to reduce the overall project cost. • RFP issued and construction bids received.
• Equipment, installation vendor and contract(s) approved by City Council.
ACTIONS PENDING:
• Installation of equipment and resurfacing.
NEXT CITY COUNCIL ACTION:
Receive project updates from staff as needed.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
DERRICK ABELL, Police Chief, [email protected]
RADIO REPLACEMENT PROJECT
Replacement of Police Department portable and in-car radios will achieve enhanced interoperability and officer safety. The replacement project is being done in partnership with the South Bay Regional Public Communications Authority (SBRPCA), and together, the SBRPCA member agencies have negotiated reduced pricing for the radios. The Police Department is also seeking grant funding to offset the cost of the project.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL B
DEPTS. INVOLVED FD
STATUS:
COMPLETED ACTION ITEMS:
• Approved the purchase of radios at the December 5, 2017, City Council meeting. • Acquired, programmed and installed radios.
• Conducted training on the enhanced capabilities of the interoperable radios. • Transitioned radios to the new digital Interoperability Network South Bay (INSB) radio system on October 29, 2019.
• Worked with SBRPCA to switch to encrypted digital radio frequency. • Appropriated funds to address the purchase and installation of bi-directional radio amplifiers to improve radio signal strength.
• Installed bi-directional amplifier in Police/Fire Facility.
ACTIONS PENDING:
• Evaluate installation of bi-directional radio amplifiers at additional locations to improve radio signal strength.
NEXT CITY COUNCIL ACTION:
None.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
DERRICK ABELL, Police Chief, [email protected]
COMPUTER AIDED DISPATCH AND RECORDS
MANAGEMENT SYSTEM REPLACEMENT PROJECT
In Fiscal Year 2017-2018, the South Bay Regional Public Communication Authority (SBRPCA) began the process
of replacing/upgrading the Computer Aided Dispatch
(CAD) and Records Management Systems (RMS). The
consortium cities are sharing the cost of the upgrade.
Hawthorne Police Department is serving as the project
management lead.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL B
DEPTS. INVOLVED IT, FD
STATUS:
COMPLETED ACTION ITEMS:
• Implemented the Records Management System.
ACTIONS PENDING:
• Vendor’s analysis of replacing the Computer Aided Dispatch (CAD). • Implement the Mark 43 Computer Aided Dispatch solution.
NEXT CITY COUNCIL ACTION:
None.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
DERRICK ABELL, Police Chief, [email protected]
IMPLEMENTATION OF 2019 -22 STRATEGIC
PLAN
The 2019-2022 Strategic Plan took effect on January
1, 2019 and serves as a road map to guide the Police
Department in the delivery of police services to the
Manhattan Beach community. Workshops, surveys,
and meetings were conducted with supervisors and
with sworn and civilian personnel representing every
Bureau in the Police Department. A community
workshop with community stakeholders was also
conducted in preparation for the new strategic plan.
One aspect of the Strategic Plan is to implement the
“Community Safety Collaboration Initiative” which
aims to strengthen community engagement beyond
groups that typically interact with the Police
Department. Other goals include Proactive Crime
Fighting Strategies, Staffing/Recruitment, and
Employee Development.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL B
DEPTS. INVOLVED N/A
STATUS:
COMPLETED ACTION ITEMS:
• Plan went into effect on January 1, 2019.
• Presented plan to City Council on February 19, 2019.
• Posted update to the Strategic Plan posted on the City website.
ACTIONS PENDING:
• Continue to implement the 24 action items of the Police Department's Strategic Plan. • Continue to report progress on the plan to the community.
NEXT CITY COUNCIL ACTION:
Present final progress report at City Council meeting.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
Michael Lang, Fire Chief, [email protected]
REPLACE DISPATCH SOFTWARE, DATABASE MANAGEMENT, AND CAD INTEGRATION Staff identified a need for these services and
presented a status update to City Council on
November 1, 2016. City Council directed staff to
develop and issue an RFP. After reviewing the
responses, staff conducted site visits and reviewed
proposed software modules, project cost and
scope of work. The South Bay Regional Public
Communications Authority (RCC) has entered into a
contract with a software development firm, Mark
43. They are near completion developing systems
for Police Departments served by the RCC. After implementation of Police Department systems, Mark 43 will develop systems for Manhattan Beach Fire Department and other contract fire agencies.
TARGET DUE DATE TBD
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL B
DEPTS. INVOLVED PD
STATUS:
COMPLETED ACTION ITEMS:
• Reviewed RFP responses, conducted site visits, proposed software modules, projected costs and scope of work analysis.
ACTIONS PENDING:
• Continue to work with vendor, Mark 43, to develop appropriate systems for Manhattan Beach Fire Department needs.
• Implement system and conduct appropriate training.
NEXT CITY COUNCIL ACTION:
None.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
Michael Lang, Fire Chief, [email protected]
EMERGENCY NOTIFICATION SYSTEM
Everbridge is a Mass Notification system that
enables every City department the ability to
send notifications via 25+ contact paths to
individuals or groups using lists, locations,
and visual intelligence. This comprehensive
notification solution keeps employees,
residents and visitors informed before, during
and after all events, operational incidents,
and emergencies.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE GENERAL
PRIORITY LEVEL B
DEPTS. INVOLVED ALL
STATUS:
COMPLETED ACTION ITEMS:
• Executed three-year agreement with Everbridge in March 2019, that brings the City into compliance with state legislation (Senate Bill 833 and Assembly Bill 1646) regarding integrated alerting and notification system.
• Consolidated Nixle 360 platform to avoid service interruption for existing notification system. • Completed system set up and created alert types and groups. Upload existing GIS shape files to create notification boundaries throughout the City.
• Established guidelines and procedures on approved message protocol. • Adopted internal comprehensive policy on messaging procedures. • Provided training to department leads and conduct public outreach. • Went live with system in June 2021.
ACTIONS PENDING:
• Execute an amendment to an existing agreement to include language uniform with “Area G” partners thorugh “Alert South Bay.”
• Establish uniform notification procedures to facilitate information sharing, meet regional emergency communication demands, and secure future pricing.
NEXT CITY COUNCIL ACTION:
To be determined.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
MANHATTAN VILLAGE SHOPPING CENTER
EXPANSION PROJECT
In December 2014, City Council approved an
expansion of the Manhattan Village Shopping
Center and associated Environmental Impact
Report (EIR). Willdan provides Project
Management services with all costs borne by the
applicant through a Reimbursement Agreement.
All Plan Checks and Inspections are funded by the
applicant through a separate Agreement as well. This multi-phased project is under construction and requires continued plan check, permitting, inspections, and updates.
TARGET DUE DATE TBD
FUNDING SOURCE N/A
PRIORITY LEVEL B
DEPTS. INVOLVED PW, FN, FD, PD, MS
STATUS:
COMPLETED ACTION ITEMS:
• Construction of North East Parking Deck, South Parking Deck, Macy’s Expansion, California Pizza Kitchen, Joey’s, Smashburger, Edo Bites restaurants, Central plaza and clock tower. • Reviewed plan check of North Parking Deck, shops, façade improvements and site improvements. • Obtained Planning Commission approval of new restaurant, boutique fitness facilities, limited off-site alcohol sales at restaurants, and Digital Media Package.
ACTIONS PENDI NG:
• Construction of North Parking decks, tenant improvements for additional shops and restaurants, façade improvements, and on and off-site improvements.
• Continue plan check review and field inspections of on-going construction projects. • Continue monitoring implementation of the conditions in the Compliance and Mitigation measures.
NEXT CITY COUNCIL ACTION:
The City Council Subcommittee, City staff, and the property owner/developer’s leadership team continue to meet monthly to review and discuss project status and updates.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
MODERNIZE PARKING STANDARDS
During the September 19, 2017 Sepulveda
Corridor discussion, City Council directed staff
to incorporate modern parking standards in the
dialogue of the Sepulveda Planning Initiatives
Project. The Sepulveda Planning Initiatives
Project final report was delivered to City Council
in February 2019. The review of parking
standards was bifurcated from the Sepulveda
Initiatives Project for additional review and
research by the Traffic Engineer and Planning staff.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE N/A
PRIORITY LEVEL C
DEPTS. INVOLVED N/A
STATUS:
COMPLETED ACTION ITEMS:
• Conducted staff meetings to evaluate existing and proposed parking code changes. • Held public workshop at Parking and Public Improvement Commission meeting on December 5, 2019 and solicited community input.
• Developed initial draft of parking code revisions and amendments based on local, regional and nationwide data.
ACTIONS PENDING:
• Publish proposed parking requirements identifying benefits and impacts of new parking requirements on land use development for public comments. • Present findings and recommendations at noticed public study sessions at a Planning Commission meeting in Quarter 2, 2022.
• Conduct a public hearing to consider an ordinance to revise parking codes and standards at a City Council meeting in Quarter 3, 2022.
NEXT CITY COUNCIL ACTION:
Conduct a public hearing and consider amending the Municipal Code to update the parking standards in Quarter 3, 2022.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
ENVIRONMENTAL SUSTAINABILITY WORK PLAN
Staff researched City sustainability and environmental policy best practices, identified priority initiatives for City Council discussion, and provided updates on on-going environmental sustainability programs. The work plan was discussed at a City Council Study Session and approved unanimously on January 31, 2018.
TARGET DUE DATE ONGOING
FUNDING SOURCE N/A
PRIORITY LEVEL B
DEPTS. INVOLVED PW, FD, MS
STATUS:
COMPLETED ACTION ITEMS:
Community Choice Energy/Clean Power Alliance (CPA) (City joined in 2017) • Provided CCA analysis for City Council joining CPA in 2017, setting a 50% renewables default in 2018, municipal electricity to 100% Green in 2019, and 100% Green for the community in 2021. • Conducted robust public outreach in the community with CPA through workshops, newsletters, mailers, education booths, and “Dine ‘N Discover” programs in January 2019 and August 2021. • Collaborated with other City departments to select feasible location for CPA’s Power Ready program for solar power and battery storage at a City facility.
Sustainable Building
• Presented policy options to City Council on increasing the energy efficiency and reducing run-off in new developments.
Manhattan Beach Dune Restoration/Coastal Resiliency with project partner The Bay Foundation • Formed partnerships with The Bay Foundation, L.A. County Department of Beaches and Harbors, and the CA State Coastal Conservancy, to plan the Beach Dune Restoration Project. • Presented to the City Council, who supported the Beach Dune Restoration project (February 2019). • Assisted in securing full project funding from the State Coastal Conservancy. • Assisted in the review of the Request for Proposal (RFP) for design and planning services. • Co-hosted public workshops with The Bay Foundation on the Beach Dune Restoration project. • Assisted in the development and review of the MB Dune Restoration Project’s Restoration and Monitoring Plan for inclusion in the Coastal Development Permit package. • Completed CDP permitting process and initiated Beach Dune Restoration on January 21, 2022.
Manhattan Beach Green Business Program
• Secured $44,000 in CalEPA grants (2018-$20,000; 2019-$10,000; and 2020-$14,000).
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
• Recognized 34 newly-certified businesses, including the Manhattan Beach City Hall. • Managed the creation of the first MB Green Business Program promotional video.
Plastic Pollution Reduction
• Updated plastic pollution policies throughout 2018-2020 (straws, utensils, stirrers, polystyrene packing materials, and polystyrene egg cartons, balloons, polystyrene trays, plastic bags). • Conducted regular outreach, including presentations, webpage, and spanish translations.
Awards and Recognitions
• Achieved SolSmart Gold designation (highest award) for solar permitting processing. • Achieved an “A” rating for climate leadership from the Carbon Disclosure Project (Feb 2020). • Secured a Climate Protection Award from the U.S. Conference of Mayors (November 2020). • Recognized as the first officially-certified “Blue City” as an ocean-friendly City (2021). • Awarded a Beacon Award in Leadership & Innovation by the Institute for Local Government for climate civic engagement and leadership in climate resilience (September 2021).
Community Outreach and Education
• Completed the first Manhattan Beach Environmental Accomplishments Report (2007-2018). • Formed, facilitated, and managed the Sustainability Task Force. • Engaged youth, formed the Sustainability Youth Council (October 2018) and Sustainability Youth Task Force (2018-2019), to conduct environmental outreach and education. • Launched digital Earth Week with partnering organizations in April 2020 and April 2021. • Provided information on Electric Vehicle (EV) infrastructure through an updated digital map. • Helped coordinate two successful Urban Tides Walks, with over 60 attendees (2020). • Convened the Mayor’s Town Hall on Climate Change in March 2020. • Presented at various conferences, events, and outreach to community and industry groups. • Reached 1,700 people in 2021 on environmental initiatives through 100 outreach opportunities.
ACTIONS PENDING:
• Certify new businesses into the MB Green Business Program in 2022; manage and pursue grants. • Execute new Green Business Grant for $30,000 over two years (2022-2024). • Continue public outreach on volunteer event opportunities on the Beach Dune Restoration. • Complete implementation of the Beach Dune Restoration project. • Present Sustainability Task Force role and future to City Council. • Bring CPA Power Ready MOU to City Council and consider implementation of CPA Power Ready solar panels and battery storage project,
• Update the City’s Environmental Accomplishments Report by 2023. • Develop a City Electric Vehicle (EV) Policy.
• Complete the City’s updated Greenhouse Gas Emissions Inventory Analysis.
NEXT CITY COUNCIL ACTION:
Consider approval of Clean Power Alliance Power Ready Project MOU.
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
CLIMATE READY MB
The Environmental Work Plan calls for the City to
prepare for climate change. To do this, we have
launched Climate MB, the City’s climate resiliency
program, to complete best-practice sea level rise
(SLR) and climate change analyses and planning to
form a strong scientific basis to inform and enhance
the preparation and implementation of the City’s
Climate Action and Adaptation Plan (CAAP) and
update to the Local Coastal Plan, General Plan, and
Local Hazard Mitigation Plan. Updating these
documents will also bring the City into compliance with multiple state mandates. In March 2019, the City received grant funding from the California Coastal Commission (CCC) to fund this work. These plans will be reviewed by the Planning Commission and City Council for approval, with subsequent certification by the CCC. The City is incorporating robust public outreach to the community, utilizing virtual reality to complement stakeholder engagement. Outreach is intended to be open, inclusive, and develop science-based recommendations among stakeholders.
TARGET DUE DATE QUARTER 2 2022
FUNDING SOURCE GRANT
PRIORITY LEVEL A
DEPTS. INVOLVED PW, FD, PD, PR, MS, FN
STATUS:
COMPLETED ACTION ITEMS:
• Applied for and awarded a $225,000 grant from the CCC to fund this effort (2018-2019). • Completed Greenhouse Gas (GHG) Emissions Inventory Analysis (June 2019). • Completed Sea Level Rise (SLR) vulnerability maps and initial SLR research (August 2019). • Completed RFP process for Climate Resiliency Project (SLR and Climate Action and Adaptation) and awarded the contract to Environmental Science Associates (ESA) (February 2020). • Launched Climate Ready MB project team (July 2020).
• Created and launched public outreach opportunities using virtual reality visualizations called Look Ahead MB, and a public survey to inform Climate Ready MB. • Completed virtual reality sea level rise visualization for Bruce’s Beach (July 2020), El Porto and Manhattan Beach Pier (November 2020).
• Completed Public Engagement Strategy.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
• Presented Climate Ready MB update and virtual reality demonstration to City Council (Nov 2020). • Completed Draft 1 of the Confluence Modeling on Stormwater Infrastructure and sea level rise and the, SLR Risk, Hazards, and Vulnerability Assessment and Sea Level Rise Adaptation Plan. • Presented on Climate Ready MB to the Beach Ecology Coalition to over 60 attendees. • Completed final SLR Risk, Hazards, and Vulnerability Assessment; Groundwater-SLR Hazard Analysis.
Confluence Modeling on Stormwater Infrastructure and SLR and submitted to CCC. • Conducted stakeholder workshops focused on SLR science and impacts, vulnerabilities in the community, and adaptation options (February-June 2021). • Analyzed climate hazards and planning for climate change and integrated into the CAAP. • Developed Climate Action Future Emissions Scenarios and Wedge Analysis using GHG emissions inventory including business as usual, 40% reductions by 2030 (SB 350), and Carbon Neutrality by 2045 (California Executive Order B-55-18).
• Developed emission reduction strategies to achieve GHG reduction goals under the scenarios of the Wedge Analysis.
• Held seven public workshops and focus groups reaching over 200 community members on the City’s sea level rise hazard and climate adaptation planning efforts (February-June 2021). • Completed Manhattan Beach’s Sea Level Rise Adaptation Plan. • Created LCP-LUP policies on sea level rise and climate change risk and adaptation to incorporate into an update of the City’s LCP-LUP.
ACTIONS PENDING:
• Manage the Climate Ready MB Program, including devlierables, contracts, grant management project team, stakeholders, and public outreach.
• Develop a comprehensive Climate Action and Adaptation Plan that includes both municipal and community climate action goals (adoption in 2022).
• Conduct CEQA analysis for Climate Action and Adaptation Plan. • Bring the LCP-LUP amendment to Planning Commission in March 2022 (subsequent adoption process to City Council and CCC in 2022).
• Develop language to ensure consistency with future Local Hazard Mitigation Plan (LHMP) and General Plan Safety Element updates (AB 379).
• Complete requirements of the Sea Level Rise LCP Grant with the CCC. • Adopt and implement Sea Level Rise Adaptation Plan and associated LCP-LUP amendment. • Adopt and implement Climate Action and Adaptation Plan.
NEXT CITY COUNCIL ACTION:
Consider adoption of Sea Level Rise Adaptation Plan and associated LCP-LUP amendment.
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
HOUSING POLICY AND REGULATION UPDATES
In accordance with State law, the City will need to adopt the draft 6th Cycle Housing Element and implement the new programs outlined in the 6th Cycle Housing Element, make adjustments to housing-related processes and ordinances to comply with newly adopted State legislation (i.e. SB 9).
TARGET DUE DATE QUARTER 1 2024
FUNDING SOURCE N/A
PRIORITY LEVEL A
DEPTS. INVOLVED IT, FN, MS
STATUS:
COMPLETED ACTION ITEMS:
• Adopted long-term ordinances to comply with new legislation regarding accessory dwelling units (ADU) housing standards (January 2021).
• Presented the 2020 Annual Progress Report to City Council; submitted to the Department of Housing and Community Development (HCD) and Office of Planning and Research (OPR) (March 2021). • Obtained a $150,000 Local Early Action Planning (LEAP) grant to fund Housing Element Update. • Prepared and presented the 6th cycle Housing Element Update to City Council (Febaruary 2022).
ACTIONS PENDING:
• Present the 2021 Annual Progress Report to City Council and submit to the Department of Housing and Community Development (HCD) and Office of Planning and Research (OPR) (March 2022). • Continue to monitor and act on new housing laws, case law, and updates from SCAG or HCD. • Conduct workshops and public hearings to implement Housing Element programs within the timelines outlined in the adopted Element.
• Update Zoning Code, Subdivision Code and Local Coastal Program, to comply with state laws.
Planning Commission, City Council, and California Coastal Commission review and action required. • Provide periodic status updates to City Council on the progress of implementation of Housing Element programs.
• Consider adopting 6th Cycle Housing Element.
NEXT CITY COUNCIL ACTION:
• Consider adoption of Zoning Code amendments and LCP amendments in accordance with programs outlined in the Housing Element Quarter 4 2022 – Quarter 4 2023. • Consider adoption of long-term ordinance related to impacts from Senate Bill 9..
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
WIRELESS TELECOMMUNICATIONS PROGRAM
The City continues to update policies regarding the
review of telecommunication facilities in
accordance with federal law. It is also important to
keep the community educated and informed about:
1) the City’s authority to review and approve or deny
equipment, and 2) infrastructure needs for
communication facilities.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE N/A
PRIORITY LEVEL C
DEPTS. INVOLVED IT, PW, FN, MS
STATUS:
COMPLETED ACTION ITEMS:
• Adopted updated Ordinance and Resolution with objective standards in April 2019. • Held a Community Open House Meeting in June 2019.
• Updated information on City website related to telecommunications permits and processes. • Updated handouts, forms, procedures and checklists to conform to Federal and local standards, and posted on City’s website.
• Improved internal systems to process telecommunications applications in a timely manner.
ACTIONS PENDING:
• Conduct Planning Commission and City Council hearings to update the telecommunications facilities ordinance pursuant to State Assembly Bill 2421. • Prepare suite of outreach materials and efforts to continue providing education to the community on on-going telecommunications projects with the City.
• Develop telecom permitting activity map and improve public notification of applications in process. • Cross-training to ensure that all staff are well-versed in telecommunications issues, in order to provide better customer service to applicants and residents.
NEXT CITY COUNCIL ACTION:
Conduct public hearing(s) to consider amendments to the telecommunication facilities ordinance in response to updated State regulations.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
LONG-TERM OUTDOOR DINING AND BUSINESS
USES ON PUBLIC AND PRIVATE PROPERTY
On August 24, 2021, the City Council directed staff to initiate a work plan item to study long-term outdoor dining and
business uses in the public right-of-way and on private property. During the COVID-19 pandemic recovery, the City permitted businesses to use parking spaces and street
areas in the public right-of-way during COVID-19 operating restrictions through Emergency Orders. The long-term effort to evaluate long-term businesses uses is intended to be comprehensive, including broad community engagement,
evaluation of fiscal implications, study of alternatives, environmental review, and required permitting.
TARGET DUE DATE QUARTER 4 2023
FUNDING SOURCE GENERAL
PRIORITY LEVEL B
DEPTS. INVOLVED PW, FN, MS, PD, FD
STATUS:
COMPLETED ACTION ITEMS:
• Discussed Work Plan framework at October 5, 2021 City Council meeting. • Held Community Development Work Plan priority discussion with City Council on February 1, 2022.
ACTIONS PENDING:
• Define work effort.
• Determine the scope of community engagement.
• Identification of staffing and fiscal resources.
• Define project schedule and milestones.
• Environmental review and permitting.
NEXT CITY COUNCIL ACTION:
Discuss Work Plan resource needs and funding at City Council Work Plan meeting.
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
CODE ENFORCEMENT REVIEW
In recent years, the City has adopted a number of
ordinances regulating and/or banning uses and
activities within the City limits. This requires education and notification to the community, business owners,
and visitors. Further, in order for ordinances to be
effective, enforcement against violators is required.
Other routine activities in the community, such as
construction, business operations, and property
maintenance, also require oversight. Staff has
evaluated the Code Enforcement Program and City Council determined two additional Code Enforcement personnel are required to meet the community expectations.
TARGET DUE DATE QUARTER 2 2022
FUNDING SOURCE GENERAL
PRIORITY LEVEL A
DEPTS. INVOLVED PD, MS
STATUS:
COMPLETED ACTION ITEMS:
• Recommended and received upgrading a Code Enforcement Officer position to a Supervising Code Enforcement Officer to provide day-to-day oversight.
• Performed review of the existing Code Enforcement Program operational structure. City Council approved adding two Code Enforcement Officer positions to provide a reduced response time and additional proactive patrols.
• Evaluated roles and responsiblities for City regulations, including implemenation and enforcement. • Approved class specification for Supervising Code Enforcement Officer and filled the new position. • Revised Code Enforcement Officer class specification to provide for entry level positions • Recruited and filled approved vacancies.
ACTIONS PENDING:
• Set goals and annual plan for the Code Enforcemen t Program. • Update and revise internal procedural and operations manual.
NEXT CITY COUNCIL ACTION:
None
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
CARRIE TAI, AICP, Community Development Director, [email protected]
HISTORIC PRESERVATION ORDINANCE CLEANUP
In 2016, the City adopted the current Historic Preservation Ordinance that requires a review process for historic
resources (defined as historic landmarks, contributing
resources to historic districts, and a broader set of properties potentially eligible for landmark designation), and retaining the property-owner consent for the historic landmark
designation process. The ordinance requires a Certificate of Appropriateness, environmental review, and a sixty-day
waiting period for proposed demolitions of all historic resources. On December 7, 2021, the City Council discussed and concurred that the ordinance text differs from the intended policy direction during the 2016 adoption, confirmed that the intended policy direction was for the ordinance requirements to be voluntary, and directed staff to take action(s) to amend the ordinance. The Ordinance also required that the City prepare an Inventory of Historic Resources and deemed the Planning Commission as the quasi-judicial body for historic preservation matters.
TARGET DUE DATE QUARTER 4 2022
FUNDING SOURCE N/A
PRIORITY LEVEL B
DEPTS. INVOLVED IT, MS
STATUS:
COMPLETED ACTION ITEMS:
• A corresponding urgency ordinance was adopted by City Council on January 18, 2022 to address the issue for the interim, while staff prepares a long-term oridnance amendment. • Adopted Urgency Ordinance No. 22-0004-U extending Interim Ordinance No. 22-0002-U clarifying provisions for the preservation of historic resources in the existing Historic Preservation Ordinance.
ACTIONS PENDING:
• Prepare draft of amended Historic Preservation ordinance (MBMC Chapter 10.86).
NEXT CITY COUNCIL ACTION:
Conduct public hearing(s) to consider amendments to the Historic Preservation Ordinance, in accordance with City Council direction received on December 7, 2021.
PLANNING IN PROGRESS COMPLETE
SOURCE
SOURCE
SOURCE
SOURCE
STAFF CONTACT:
TERRY HACKELMAN, Information Technology Director, [email protected]
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM
In 2018, the City Council awarded a contract to Tyler
Technologies to purchase and implement the Munis ERP
system to replace the legacy Eden system. The Munis
system, as an enterprise system, supports the City’s
departmental functions to include finance, payroll, human resource, utility billing, business license, and asset/work order management. While the system is hosted at City Hall, it also includes a disaster recovery capability that allows Tyler to provide the system and the City’s data via the Internet within 24 hours in the unfortunate event local facilities are unavailable.
TARGET DUE DATE QUARTER 4 2023
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL A
DEPTS. INVOLVED ALL
STATUS:
COMPLETED ACTION ITEMS:
• City Council approved the ERP contract with Tyler Technologies on July 17, 2018, and staff initiated implementation efforts.
• Implemented various activities and task related to the project including: project planning, project team establishment, project work breakdown (WBS) and schedule development, current state analysis, future state development, infrastructure preparation, software installation and configuration, data migration and validation, training, interface development, testing, and documentation. • Shifted from on-site vendor implementation resources to relying 100% on off-site resources. This was a new implementation approach for the vendor and introduced increased risk that had to be addressed.
• On January 4
th, 2021, the City went live Tyler Munis Financial modules to support the following financial functions; general ledger, budget, accounts payable, revenue, purchasing, accounts receivable, general billing, and cashiering. The Munis Financials implementation included establishing integrations EnerGov (Land Management System), Tyler Content Management (Electronic Document Management System), Tyler Cashiering, and Tyler Hub (Dashboard). • On October 25, 2021, the City went live with the Tyler ERP Human Capital Management (HCM) module. The HCM module takes full advantage of functionalities already implemented during the Financials and LMS implementations (i.e., Tyler Content Management, workflow, dashboard, reporting, and other functionalities), ensuring an integrated enterprise system. The HCM includes
PLANNING IN PROGRESS COMPLETE
STAFF CONTACT:
TERRY HACKELMAN, Information Technology Director, [email protected] online time entry (ExecuTime), payroll, human resources (employee records, personnel action forms, benefits, etc.), and Employee Self-Service (ESS) portal. The portal enabled employees to submit address changes, access current and past paychecks, submit W-4 forms, retrieve current and past W-2 statements, submit tax form updates, tuition requests and reimbursements, and more. The ESS portal allows City staff to access payroll and human resource information online, supporting streamlined, paperless processes and eliminating redundant data entry.
ACTIONS PENDING:
• Implementation is in process for the Munis Utility Billing (UB) module to support the business functions for the City’s utility billing and customer service functions. This phase of the implementation will go live in January 2023.
• The remaining phases to be implemented in 2023 include:
o Transparency Portal,
o Business License
o Asset/Work Order Management
NEXT CITY COUNCIL ACTION:
Continue to provide quarterly updates to the City Council on the project.
STAFF CONTACT:
TERRY HACKELMAN, Information Technology Director, [email protected]
WORK ORDER MANAGEMENT
City staff seeks to implement a work order and
asset management solution integrated into the
City’s ERP system (Munis). The primary objective is
to implement a solution to help streamline and
improve work order and asset management,
including providing field access to work order
and asset information. The solution should also
support more effective planning and tracking of
maintenance and repair activities. The City’s ERP
system includes an integrated work order
management module (i.e. Enterprise Asset Management or EAM).
TARGET DUE DATE QUARTER 3 2023
FUNDING SOURCE GENERAL FUND
PRIORITY LEVEL B
DEPTS. INVOLVED PW, FN
STATUS:
COMPLETED ACTION ITEMS:
• City Council approved the ERP Contract with Tyler Technologies on July 17, 2018, included the option to implement the Munis EAM module.
• Received the EAM demo from Tyler Technologies in November 2021 to help with the evaluation and implementation planning. The demo provided new Public Works leadership to see the system and discuss the next steps. Thereafter, it was determined the EAM module met or exceeded the needs of Public Works.
ACTIONS PENDING:
• EAM module implementation is pending and will not be initiated until the Utility Billing module goes live which is scheduled for January 2023.
NEXT CITY COUNCIL ACTION:
Continue to provide quarterly updates to the City Council on the project.
PLANNING IN PROGRESS COMPLETE