TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Patricia Matson, Senior Management Analyst
SUBJECT:Title
Status of Current Fiscal Year 2024-2025 City Council Work Plan and Development of Fiscal Year 2025-2026 Work Plan (City Manager Mirzakhanian).
(Estimated Time: 2 Hrs.)
DISCUSS AND PROVIDE DIRECTION
Body
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RECOMMENDATION:
Staff recommends that the City Council review the current Fiscal Year (FY) 2024-2025 Work Plan and discuss and provide direction regarding the development of the FY 2025-2026 City Council Work Plan.
FISCAL IMPACT:
There are no fiscal implications associated with the recommended action. However, specific Work Plan items may have associated fiscal implications, which may require expenditure approvals at future City Council meetings.
BACKGROUND:
Based on past practice, the City Council develops a Work Plan document that identifies the City Council’s priorities. The document contains significant initiatives that require many hours of staff time or substantial financial resources, items with high community involvement or community interest, and/or initiatives that have a significant impact on City operations.
Through quarterly updates and an annual review, staff provides new information regarding the projects in the Work Plan and gives the City Council the opportunity to add new projects or remove them as desired.
The City Council Work Plan features priority levels on projects, funding sources, department(s) and commission(s) involvement, and images. Priority levels are organized in the following categories with the following definitions:
• A - Critical
• B - Important
• C - Normal
DISCUSSION:
The City Council adopted the Fiscal Year 2024-2025 Work Plan at the May 21, 2024, meeting and has received periodic updates regarding its progress, with the latest update occurring at the October 15, 2024, City Council meeting.
The City Council Work Plan showcases the City Council’s priorities for the coming 12-18 months and reflects completed items and pending actions for each project (Attachment). Additionally, staff has provided a condensed Work Plan Summary, which includes updated project status and target dates of completion for each of the Work Plan items (Attachment).
The current City Council Work Plan contains 23 items across our nine City departments; however, many items involve multiple departments. To inform the City Council which items require collaboration from multiple departments and commissions, staff has included a matrix (Attachment).
In addition to the City Council Work Plan, staff has also provided a Department Work Plan (Attachment) and Notable Accomplishments from each department since the last Work Plan meeting (Attachment). While the Department Work Plan document does not reflect the full day-to-day workload of City staff, it does provide new or ongoing efforts that staff is concurrently dedicating significant time and resources to that are not on the City Council Work Plan.
Development of the FY 25-26 Work Plan
In developing the upcoming City Council Work Plan, City Council may carryforward existing work plan items, remove items, modify existing items or add new Work Plan items. Following direction provided by City Council, staff will return with a finalized FY 2025-2026 City Council Work Plan report for approval.
In order to help facilitate the process, staff has provided the definitions of a City Council Work Plan versus a Department Work Plan, which will be used going forward:
• “City Council Work Plan” - a document that outlines the key priorities and projects that City Council directs staff to focus on over a specific period of time (typically the fiscal year) and may require many hours of staff time or substantial financial resources, high community involvement or community interest, or have a significant impact on City operations.
• “Department Work Plan” - a document that consists of new, ongoing, or State mandated efforts that staff is dedicating significant time and resources to that are not on the City Council Work Plan but are required for regular operations. The document is not intended to showcase each department’s full day-to-day operations.
Recommendations
Staff is recommending the following changes to the City Council Work Plan:
Management Services
• Move the Enhance City Website & Email Communications to the Department Work Plan. This item has no further action required by City Council and the Communications Team will work with the Website Refresh Ad Hoc Subcommittee to make the necessary enhancements.
• Given that AB 2309 did not pass the State Legislature, there are no current pending action items for the Homeless Court Diversion Work Plan item. Unless City Council provides further direction for this item, staff recommends moving the item to the existing homelessness initiatives Department Work Plan item to read “Maintenance of ongoing homelessness initiatives including seeking funding and homeless court opportunities.” Alternatively, the City Council may elect to simply remove it from the Work Plan.
Community Development
• Move the following items to the Department Work Plan as they are mandated by the State and part of staff’s ongoing duties:
o Housing Policy and Regulation Updates
o Zoning Code Cleanup
• Move the Neighborhood Traffic Management Plans (NTMP) item to the Department Work Plan, as NTMPs are essentially a process by which traffic measures are evaluated, approved, and implemented in an iterative way that would otherwise be handled as part of normal department operations and by Parking and Public Improvements Commission and City Council review.
CONCLUSION:
Staff recommends that the City Council review the current Work Plan and develop the FY 2025-2026 City Council Work Plan.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The status of the FY 2024-2025 City Council Work Plan and development of the FY 2025-2026 Work Plan is not a “project” as defined under Section 15378 of the State California Environmental Quality Act (CEQA) Guidelines because it does not have a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA, and no environmental review is necessary. However, specific work plan efforts may be subject to CEQA, and CEQA review will be conducted by staff as applicable to each item, and as required by State law.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Fiscal Year 2024-2025 City Council Work Plan (23 Items)
2. Work Plan Summary
3. Department and Commission Involvement Matrix
3. Department Work Plan Items
5. Notable Department Accomplishments
6. PowerPoint Presentation