HomeMy WebLinkAbout2020-12-15; City Council; ; City Council Input on 2021 Goal Setting ProcessCA Review CKM
Meeting Date: Dec. 15, 2020
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Sheila Cobian, Assistant to the City Manager
sheila.cobian@carlsbadca.gov, 760-424-2917
Kristina Ray, Director, Communication & Engagement
kristina.ray@carlsbadca.gov, 760-434-2957
Subject: City Council Input on 2021 Goal Setting Process
Recommended Action
Discuss the 2021 goal setting process and provide direction to staff.
Executive Summary
City staff would like input from the City Council on the format, scope, public input topics and other
elements of the City Council’s next goal setting process, scheduled for early 2021. This report provides
background about the City Council goal setting process and outlines several options for the City
Council’s consideration.
Discussion
The Carlsbad Community Vision is a set of nine core values community members have told the city are
important to the future of their city:
Small town feel, beach community character and connectedness
Open space and the natural environment
Access to recreation and active, healthy lifestyles
The local economy, business diversity and tourism
Walking, biking, public transportation and connectivity
Sustainability
History, the arts and cultural resources
High quality education and community services
Neighborhood revitalization, community design and livability
The values were originally identified through a public engagement process called Envision Carlsbad and
presented to the City Council 10 years ago, in 2010. Since that time, city staff have checked in with the
community on these values through statistically valid surveys, informal public meetings, and online
surveys to ensure these values continue to capture the community’s current aspirations and to gain
insight into priorities within the nine core values.
Dec. 15, 2020 Item #13 Page 1 of 15
The Carlsbad Community Vision helps inform the broad policy goals set by the City Council. Staff turns
these policy goals into work plans and, ultimately, the annual city budget, which is adopted by the City
Council each June.
Current goals
On April 17, 2018, the City Council adopted Resolution No. 2018-052, affirming the following City
Council Goals for FY 2018-19:
Work with state legislators and California State Parks to execute a long-term coastline
management agreement by October 2018.
By April 2019, amend the duties of the Traffic Safety Commission to include advising the City
Council on mobility and safety matters related to pedestrian, bicycle and vehicular modes of
travel through and within Carlsbad.
Enhance the health and vitality of the Village and Barrio by obtaining all outside agency
approvals needed to implement a Village and Barrio Master Plan by 2020.
By 2023, break ground on a new city hall at a site designated for a future civic center complex.
By 2023, break ground on lowering the railroad tracks in a trench through the Village to improve
safety, community connectivity, quality of life and economic value.
The most recent status update on the above goals was provided to City Council on Jan. 29, 2019 (Exhibit 1).
Recent refinements to the City Council goal setting process
In addition to being guided by the Carlsbad Community Vision, the City Council goal setting process has
been informed through the years by a statistically valid annual survey of Carlsbad residents, as well as
informal input received by City Council members throughout the year.
On Jan. 29, 2019, city staff proposed a new approach to City Council goal setting that included changing
the frequency of the resident survey and City Council goal setting to every other year, in off-election years,
as well as changing the timing of City Council goal setting to the fall. Input from the resident survey would
be supplemented with qualitative input gathered on an ongoing basis. This approach was designed to
provide the City Council with more robust community feedback, enable the City Council to focus on
Dec. 15, 2020 Item #13 Page 2 of 15
longer-term goals and better align City Council goals with the city's budget process. The City Council
approved staff's recommendation of the new approach with a minute motion at the Jan. 29, 2019,
meeting.
The revised goal setting process is shown in the graphic below:
Changes in timing due to City Council vacancy
Due to a City Council vacancy, on Oct. 8, 2019, the City Council voted to postpone fall goal setting until a
full City Council was seated. With the Nov. 3, 2020, election complete, the City Council now has all five
seats filled.
Planning for next goal setting
Because the goal setting workshop is scheduled for February 2021, the time available for staff to
determine how to resource City Council goals in the fiscal year 2021-22 budget is limited. In addition,
the ongoing COVID-19 pandemic has disrupted city operations and revenue projections. These factors
may influence how City Council wants to approach its next goal setting process.
Options for consideration
Staff is seeking input from the City Council on how it wishes to proceed with goal setting. City Council
may wish to:
Proceed with developing broad, two-year strategic goals at this time.
Develop short-term goals for the FY 2021-22 budget at the February goal setting workshop and
revisit broad strategic goals in fall 2021. (This timing would coincide with when City Council goal
setting would normally occur under the two-year planning cycle.)
Initiate the development of a strategic plan that would ultimately replace the goal setting
process with a new framework.
Discuss how to proceed with previous goals and priorities that have not yet been completed.
Provide any other feedback so that staff can plan a goal setting process that meets the City
Council’s needs.
Dec. 15, 2020 Item #13 Page 3 of 15
Public input needs
In addition to developing a goal setting process, staff stands ready to obtain additional community input
to assist the City Council with goal setting. Following is a summary of recent public input efforts:
On July 9, 2019, the City Council met to discuss the 2019 goal setting plan and provide input for
the 2019 resident survey.
City Council members asked staff to explore a list of issues that constituents had raised in public
comments, emails and discussions over the past year.
Specifically, City Council members expressed interest in knowing to what extent the larger
Carlsbad community shares these concerns and in understanding more about the specific areas
of interest within each concern.
Based on the results of the survey, the City Council met Jan. 21, 2020, and identified the three
top priorities for the fiscal year 2020-21 budget year.
City staff then sought input on these priorities through a public workshop and online survey.
Following the declaration of a local emergency and the COVID-19 pandemic, the City Council
revised its priorities via minute motion on April 14.
Details of this process are shown in the graphic below:
Other recent input
In addition to the resident survey conducted in fall 2019, the public has provided feedback to the city
through a variety of project specific input processes, including:
Dec. 2020 New City Hall and Civic Center location
Nov. 2020 Sustainable Mobility Plan
Nov. 2020 Age Friendly Carlsbad Phase II
Nov. 2020 Housing Element Update Draft Plan
Dec. 15, 2020 Item #13 Page 4 of 15
Oct. 2020 COVID-19 business support
Sept. 2020 Age-Friendly Carlsbad Phase I
Aug. 2020 Monroe Street Pool improvements
Aug. 2020 Housing Element Update site selection criteria
June 2020 COVID-19 business needs
Mar. 2020 COVID-19 community needs
Feb. 2020 2020-2021 budget priorities
Dec 2019 Connected Carlsbad priorities
Nov. 2019 Lowering the railroad tracks through the Village and Barrio
Sept. 2019 Veterans Memorial Park concepts
June 2019 Village H South Off-Leash Dog Run
Summary reports from these community input processes are available at carlsbadca.gov/input. In
addition, city staff are planning to hold four virtual community meetings in early 2021, one in each City
Council district, about civilian oversight of the Police Department.
Although the community has provided a significant amount of input to the city in the past 18 months,
staff could gather additional input to assist the City Council in identifying its goals. Below are potential
questions that could be included in a community survey, should City Council desire additional input.
1. What is the number one thing you would like the City of Carlsbad to focus on in the next year
(open ended)?
2. Please rank the list of topics below from most important to least important (list order will be
randomized):
Creating more parks
Economic revitalization
Enhancing Carlsbad’s coastline
Environmental sustainability
Homelessness
Managing growth
Mobility (making it easier to drive, bike and walk around Carlsbad)
Preserving natural open space
Preserving Village and Barrio character
Other (please explain)
If City Council would like other input from the community, staff welcomes that direction.
Next Steps
Staff will proceed with planning goal setting workshop(s) for February 2021 as outlined unless City
Council would like to provide alternative direction on how to plan its goal setting process. Next steps
would include:
1. Retaining the services of a facilitator.
2. Optional: The facilitator could interview each City Council member in advance of the goal
setting meeting (in a Brown Act compliant manner approved by the City Attorney) to gain insight
into what each City Council member would consider a successful goal setting process.
Dec. 15, 2020 Item #13 Page 5 of 15
3. Develop a detailed agenda.
4. Proceed with public input gathering.
5. Hold goal setting meeting(s).
Environmental Evaluation (CEQA)
Pursuant to California Public Resources Code Section 21065, this action does not constitute a "project"
within the meaning of the California Environmental Quality Act in that it has no potential to cause either
a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the
environment, and, therefore, does not require environmental review.
Fiscal Analysis
Work for the goal setting process is included in current budget appropriations.
Public Notification
Public notice of this item was posted in accordance with the Ralph M. Brown Act and it was available for
public viewing and review at least 72 hours prior to the scheduled meeting date.
Exhibits
1. Jan. 29, 2019, City Council Goals Status staff report
Dec. 15, 2020 Item #13 Page 6 of 15
CAReviewt/3._
� CITY COUNCIL
� Staff Report
Meeting Date: January 29, 2019
Mayor and City Council To:
From: Scott Chadwick, City Manager
Staff Contact:
Subject:
Jason Haber, Assistant to the City Manager
jason.haber@carlsbadca.gov or 760-434-2958
2018 City Council Goals Status Report and 2019 Goal Setting Process Discussion
Recommended Action
Receive a status report on progress made through December 2018 toward the 2018 City
Council Goals. Discuss the 2019 City Council goal setting process and provide direction to staff.
Executive Summary
This item presents a status report on progress made on strategies and tasks identified in the FY
2018-19 City Council Goals Work Plan. This item also presents an opportunity for City Council to
discuss the 2019 City Council goal setting process and seeks City Council feedback and
direction. The staff presentation and City Council discussion will be segmented to avoid any
Council member conflicts of interest.
Discussion
2018 City Council Goals Status Report
On April 17, 2018, the City Council adopted Resolution No. 2018-052, affirming the following
City Council Goals for FY 2018-19:
•Work with state legislators and California State Parks to execute a long-term coastline
management agreement by October 2018.
•By April 2019, amend the duties of the Traffic Safety Commission to include advising
the City Council on mobility and safety matters related to pedestrian, bicycle and
vehicular modes of travel through and within Carlsbad.
•Enhance the health and vitality of the Village and Barrio by obtaining all outside
agency approvals needed to implement a Village and Barrio Master Plan by 2020.
•By 2023, break ground on a new city hall at a site designated for a future civic center
complex.
•By 2023, break ground on lowering the railroad tracks in a trench through the Village
to improve safety, community connectivity, quality of life and economic value.
Exhibit 1
Dec. 15, 2020 Item #13 Page 7 of 15
On May 15, 2018, the City Council adopted Resolution No. 2018-070, approving the FY
2018-19 City Council Goals Work Plan. The Work Plan lays out the strategies and tasks for
staff to pursue in operationalizing the City Council's policy direction and provides
schedule and budget information for each task.
Staff continuously monitors progress toward achieving the adopted goals and presents
status reports to City Council. The FY 2018-19 City Council Goals Status Report provided
in Exhibit 1 describes how city staff has operationalized the City Council's policy direction
through December 2018.
2019 City Council Goal Setting Process
On February 27, 2018, the City Council reviewed the City Council policy development process
(i.e., goal setting process) outlined in City Council Policy No. 27 and voted to rescind the policy.
The City Council then directed staff to proceed with a 2018 goal setting process consistent with
recent practice, to include one City Council Goals workshop followed by adoption of the 2018
City Council Goals.
On December 18, 2018, the City Council voted to direct staff to conduct a City Council
leadership workshop prior to initiating the 2019 City Council goal setting process. As such, staff
is proposing to hold that workshop on February 20, 2019, prior to the 2019 goal setting process.
Staff is seeking City Council discussion and direction regarding the process for establishing the
City Council's 2019 goals. More specifically, staff will facilitate a City Council discussion
concerning several aspects of the goal setting process, including, but not limited to: community
engagement, timing, and budget process integration.
Fiscal Analysis
No city funding is being requested.
Next Steps
The City Council leadership workshop is tentatively scheduled for February 20, 2019.
Environmental Evaluation (CEQA)
Receiving a report and considering elements of an administrative procedure does not qualify as
a "project" under the California Environmental Quality Act (CEQA) per State CEQA Guidelines
Section 15378.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to scheduled meeting date.
Exhibits
1.FY 2018-19 City Council Goals Status Report -December 2018
Dec. 15, 2020 Item #13 Page 8 of 15
FY 2018-19 City Council Goals Status Report -
December 2018
The following describes how city staff has operationalized the City Council's policy direction
through December 2018.
Work with state legislators and California State Parks to
execute a long-term coastline management agreement by
October 2018.
Team Leads Jason Haber, City Manager's Office
Strategy #1 Engage CA State Parks
Tasks:
A.Engage CA State Parks decision makers to negotiate a long-term
agreement to expand the city's role in state beach maintenance,
operations, programming and land use planning in Carlsbad.
Schedule: Ongoing
Budget: No additional resources are required to complete this task.
Status: The City Manager's Office initiated a series of discussions with
CA State Parks and presented the state with a draft Memorandum of
Understanding (MOU) to establish a framework for cooperation and
partnership between the city and the state. Although the proposed
MOU reflected the mutual goals and partnership concepts identified
during discussions with the state, the state ultimately declined to sign
the agreement.
The City Manager and City Attorney subsequently traveled to
Sacramento for a meeting with CA State Parks Chief Deputy Director,
and Deputy Director -Park Operations, with the intention of finding a
productive path forward. While the state remains open to considering
opportunities to enhance its partnership with the city, staff was advised
to focus efforts on building relationships and consensus on partnership
opportunities with district staff.
The City Manager and district staff have established a monthly meeting
to coordinate operations and capital improvement planning, to share
information, and to identify potential partnership initiatives.
EXHIBIT 1
Dec. 15, 2020 Item #13 Page 9 of 15
Strategy#2
B.Present draft partnership agreement for City Council review.
Schedule: Inactive
Budget: No additional resources are required to complete this task.
Status: Given the status of Task A, above, this task is no longer being
pursued.
C.Present final partnership agreement for City Council approval.
Schedule: Inactive
Budget: Ongoing city funding will be required in an amount to be
determined.
Status: Given the status of Task A, above, this task is no longer being
pursued.
Engage State Legislators
Task:
A.Engage Representatives in the State Assembly, State Senate and
Governor's Office, as needed to achieve the City's desired outcome.
Schedule: Inactive
Budget: No additional resources are recommended to pursue this task.
Status: The City Manager's Office worked with the city's state
legislative consultants, California Strategies, to engage representatives
of State Assemblyman Rocky Chavez's and State Senator Patricia Bates'
offices. Through that effort, staff was able to determine that there is
not a viable legislative solution for achieving the city's desired outcome
at this time.
2
Dec. 15, 2020 Item #13 Page 10 of 15
Team lead
Strategy#l
Strategy#2
By April 2019, amend the duties of the Traffic Safety
Commission to include advising the City Council on matters
related to implementation of the General Plan Mobility
Element.
Marshall Plantz, Public Works
Amend the duties of the Traffic Safety Commission
Tasks:
A.Amend the Carlsbad Municipal Code to revise the duties of the Traffic
Safety Commission to include advising the City Council on matters
related to implementation of the General Plan Mobility Element.
Schedule: Complete by April 2019.
Budget: No additional funding is required to complete this task.
Status: Following City Council approval of the work plan described in
Task 8, the Carlsbad Municipal Code will be amended, as needed. This
task is on schedule for completion in the second quarter of 2019.
8.Assist the Traffic Safety Commission in the development and
implementation of a new work plan in accordance with duties as
included in the amended Municipal Code.
Schedule: Complete by April 2019.
Budget: No additional funding is required to complete this task.
Status: A commission work plan is being developed and is on schedule
for City Council review and approval in the second quarter of 2019.
Traffic and mobility initiatives reporting
Task:
A.Report to City Council on citywide traffic and mobility initiatives two
times per year.
Schedule: Complete by April 2019.
Budget: No additional funding is required to complete this task.
Status: The initial report was presented at the January 15, 2019, City
Council meeting. The presentation provided an overview of various
transportation activities and initiatives using a template based on the
concepts of multimodal transportation and asset management, which
will be used for future reports in the series.
3
Dec. 15, 2020 Item #13 Page 11 of 15
Team Lead
Strategy#l
Enhance the health and vitality of the Village and Barrio by
obtaining all outside agency approvals needed to implement
a Village and Barrio Master Plan by 2020.
Christie Marcella, Community & Economic Development
Complete Village and Barrio Master Plan
Task:
A.Complete and obtain California Coastal Commission approval of a
Village and Barrio Master Plan to guide future development and
infrastructure improvements in the area.
Schedule: Summer 2019-California Coastal Commission hearing.
Extended from Winter 2019 due to ongoing Coastal Commission staff
review.
Budget: No additional funding is required to complete this task.
Status: Initial discussions with California Coastal Commission staff have
focused around the extent to which the plan encourages visitor-serving
retail uses. Following the California Coastal Commission hearing, the
plan will return to City Council for consideration of any suggested
modifications. The plan would then be presented to the California
Coastal Commission for final approval.
4
Dec. 15, 2020 Item #13 Page 12 of 15
Team lead
Strategy#l
Strategy#2
By 2023, break ground on a new city hall at a site designated
for a future civic center complex.
Curtis Jackson, City Manager's Office
Gary Barberio, City Manager's Office
City Hall Space Pl anning & Civic Center Scoping
Tasks:
•City Hall Space Needs Analysis -Assessing the city's current and future
administrative and community space needs.
Schedule: City Council review -Spring 2019. Extended from Summer
2018 due to expanded scope and ongoing staff review.
Budget: No additional funding is required to complete this task.
Status: Staff is coordinating with consultant to finalize the City Hall
Space Needs Analysis Report.
•Civic Center Scoping-Engaging the community and City Council to
identify the facilities, amenities and attributes desired in a Carlsbad Civic
Center (Site Criteria).
Schedule: City Council review -Spring 2019. Extended from Winter 2019
to coincide with Space Needs Analysis Report presentation.
Budget: No additional funding is required to complete this task.
Status: Nearly 200 people participated in community workshops and
approximately 300 online survey responses were received to help
inform the project scoping and site criteria. Staff is coordinating with
consultant to prepare the Civic Center Scoping and Site Criteria Report.
Civic Center Site Selection
Task:
•Evaluating and presenting potential Civic Center locations for City Council
selection of a preferred site.
Schedule: City Council decision -Summer 2019.
Budget: No additional funding is required to complete this task.
Status: City Council selection of a preferred site will be considered
following approval of the Space Needs Analysis Report and the Scoping
and Site Criteria Report and the completion of a second round of
community input on preliminary site concepts.
5
Dec. 15, 2020 Item #13 Page 13 of 15
Team Lead
Strategy#l
By 2023, break ground on lowering the railroad tracks in a
trench through the Village to improve safety, community
connectivity, quality of life and economic value.
Jason Haber, City Manager's Office
Agency Collaboration & Project Funding Plan
Tasks:
A.Execute an MOU between the City, NCTD and SANDAG to articulate a
common goal and joint effort to achieve a below street level double track
project through Carlsbad Village.
Schedule: Winter 2019. Extended from Summer 2018 due to protracted
coordination efforts among partner agencies.
Budget: No additional funding is required to complete this task.
Status: On November 27, 2018, the City Council authorized the City
Manager to execute an MOU with SAN DAG to fund completion of an
Alternatives Analysis and 10% Preliminary Engineering for a Carlsbad Village
Railroad Trench in an amount not to exceed $375,000.
B.Develop a conceptual funding plan for design, permitting and construction
of a below street level double track project.
Schedule: Ongoing. Extended from Summer 2018 -per discussion below.
Budget: No additional funding is required to complete this task.
Status: The city's state and federal legislative consultants have kept staff
apprised of various state and federal grant programs applicable to the
trenching project. However, these grants are mostly limited to provide
construction funding. During the project's planning, design and
environmental phases, funding is mainly limited to local and regional
sources (i.e., City and SANDAG). SANDAG has no additional funding
appropriated to this project; therefore, the city is currently the sole source
of project funding. The City Council appropriated $2 million in the Fiscal
Year 2018-19 Capital Improvement Program to the Railroad Double Tracking
project budget (CIP 60591).
6
Dec. 15, 2020 Item #13 Page 14 of 15
Strategy#2
Strategy#3
Alternatives Analysis
Task:
A.Initiate alternatives analysis for the short-and long-trench double track
alignment alternatives in order to identify a preferred alternative.
Schedule: Winter 2019 (estimated completion Winter 2020). Extended from
Summer 2018 (Estimated completion in Summer 2019) due to protracted
coordination efforts among partner agencies.
Budget: $375,000 approved by City Council on November 27, 2018.
Status: SAN DAG has engaged TY Lin International to prepare the
alternatives analysis and 10% preliminary engineering. SANDAG is expected
to issue a Notice to Proceed in February 2019.
Submit Grant Applications
Task:
A.Apply for state and federal grants for project planning and construction.
Schedule: Ongoing
Budget: $100,000 approved by City Council in the FY 2018-19 Budget to hire
a professional grant writer. Local match requirements to be determined.
Status: Proposals received in response to an RFP for grant writing services
are currently being reviewed. This task is expected to begin in March 2019,
once a grant writer is formally engaged.
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