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HomeMy WebLinkAboutStaff Report 11966 City of Palo Alto (ID # 11966) Finance Committee Staff Report Report Type: Action Items Meeting Date: 2/2/2021 City of Palo Alto Page 1 Council Priority: Fiscal Sustainability Summary Title: FY 2021 and Prior Finance Committee Referrals Status Update Title: Fiscal Year 2021 and Prior Finance Committee Referrals Update and Direction to the City Council to Accept Current Status Report From: City Manager Lead Department: Administrative Services Recommendation This report provides a status update of City Council referrals requested for Finance Committee Action and staff recommend that the Finance Committee Forward this status to the City Council for approval. Background and Discussion This report provides an update on all outstanding City Council referrals to the Finance Committee. Staff researched the referrals and the current list reflects direction as recently as the February 2020 City Council Retreat and May 2020 Budget Process to as to 2013. City Council requested information on various items that are discussed in this report and is provided in coordination with assigned departments. During this period staff has found records for approximately 36 referrals of which 20 have been completed. The table below outlines the remaining 16 referrals of which 11 are recommended to be closed and five remain outstanding as work continues. A summary table of the current referrals and status of them follows, with additional information on the referrals after the summary table. These are in order of most recent to longest aged. Referral Assigned Department Status FY2021 Budget: Explore changing delivery of services from a dominant fire-oriented model to a dominant medical-oriented model. Referred June 2020 Fire Department Closed Included in the staff report is a summary of the current status of Fire medical services delivery. Staff recommends that considering the current medically oriented agency status and complementary cross- staffing model, that no immediate action be taken. The Fire Department will continue to look for efficiencies and methods for modernization of its delivery of services. FY2021 Budget: Community On Hold City of Palo Alto Page 2 Referral Assigned Department Status A report or item on the JMZ six months after it opens and what it would look like to eliminate the General Fund Subsidy through a fully cost recoverable program. Referred June 2020 Services Department The Junior Museum and Zoo (JMZ) construction project is 98% complete. In May 2020, staff presented the preliminary operating plan to Council (CMR 11222) along with adjustments to the municipal fee schedule (memo). Due to COVID-19, re-opening of the new facility was delayed. Staff anticipated a March 2021 opening; however, that has been further delayed due to the pandemic. Staff and the Friends of the JMZ are now considering either a June or November 2021 opening. Staff will return with an analysis and modeling of a fully cost-recoverable program once JMZ is completely operational. Resume work on a potential business tax or local tax ballot measure. Referred March 2020 Administrative Services On Hold March 2020, this work was placed on hold in March 2020 as part of CMR #11161 due to the COVID-19 public health emergency. Direct the Finance Committee to come up with proposed thresholds for Council to consider related to Section 2.4.L, Consent Calendar Categories, which determines the eligibility for items to be placed on the Consent Calendar. Referred February 2020. Administrative Services Department Closed This item is agendized separately on this same February 2, 2021 agenda for Finance Committee Review and consideration. This item was previously agendized on December 15, 2021, however during the Finance Committee meeting was deferred until calendar year 2021. Refer to the Finance Committee, a proposal to consider an affordable housing tax. Referred February 2020. Planning & Development Services Department/ Administrative Services Department In Progress Staff expects to bring initial discussion on this item during the first half of 2021. Colleagues' Memo on Fiscal Transparency in Labor Negotiations: Workplan and Suggested Terms Requires Informed Conversations w/ Labor Groups. Referred September 2018 Human Resources Department Closed This item was considered by the Finance Committee on September 4, 2018 (CMR #9549). Work was directed to the Human Resources Department to review this with the City’s bargaining units and incorporate this in the City’s next round of labor negotiations. Currently the majority of the City’s contracts remain closed, however are expected to re- open over the coming 12 -18 months if not sooner for some. This work will be included as part of those discussions. CY2019 Fiscal Sustainability Workplan: Human Resources Closed This item is no longer applicable. Staff remain focused City of Palo Alto Page 3 Referral Assigned Department Status Proposals to address/ recruitment & retention challenges. Referred April 2019. Department on restructuring the workforce to adapt to the current changing workforce environment, making adjustments based on financial constraints, and preparing for the new normal. CY2019 Fiscal Sustainability Workplan: Parking Management Referred April 2019. Office of Transportation Closed This item is no longer applicable. Through the establishment of the Office of Transportation including additional resources for parking management activities, programs are brought forward by this team. For example, plans brought forward for the opening of the new California Avenue parking garage. CY2019 Fiscal Sustainability Workplan: Improvement of code enforcement, 311 system, and customer relationship management activities. Referred April 2019. Planning & Development Services/ City Manager’s Office/ Information Technology Department In Progress This item has been delayed due to vacancies and resource availability. In addition, code enforcement reductions were approved as part of the FY 2021 Adopted Budget, freezing two of three code enforcement staff. Evaluation of Printing & Mailing Services levels and service delivery. Referred May 2019. Administrative Services In Progress This item has been delayed due to vacancies and resource availability. Development of a request for proposal (RFP) is underway. Report to City Council on the plan and implications of power redundancy. Referred May 2017. Utilities Department Closed Staff is providing an update via an information item as part of the February 8, 2021 City Council agenda Update on Progress Toward a Second Transmission Line Corridor Connecting the City of Palo Alto Electric Distribution System to the Pacific Gas & Electric Transmission Grid. Capture costs associated with parking and traffic initiatives attaining cost recovery between revenues and expense. Referred May 2016. Office of Transportation Closed This item is no longer applicable. Through the establishment of the Office of Transportation including additional resources for parking management activities, programs are brought forward by this team. For example, plans brought forward for the opening of the new California Avenue parking garage. Review sworn versus non- sworn staffing for cost savings/enhanced services/increased revenues. Referred May 2016. Police Department/ Fire Department Recommend to Policy & Services Committee Staff continue to evaluate delivery of services through the annual budget process with a lend towards cost savings. However, considering the current race and equity work, it is recommended that this work be reassigned to the Policy and Services Committee in alignment with the services reforms being explored through race and equity workplan. Fire staffing models have been discussed below in the summary of the City of Palo Alto Page 4 Referral Assigned Department Status current status of Fire medical services delivery. Discussion of changes to the Public Art Ordinance to Simplify the Calculation of the Public Art Fee Part of Public Art Master Plan. Referred May 2015. Community Services Department Closed The City Council considered ordinance changes for the City’s Public Art Program on October 5, 2020 (City Manager Report #11539 Percent for Public Art Ordinances). No changes to the public art ordinance for public or private development projects were made. Consideration of stronger encroachment fees for construction that impact portions or all of a city street or sidewalk. Referred May 2015. Public Works Department Closed As part of the application process for any development or construction project work, street and sidewalk closures are reviewed and appropriate fees assessed. As part of the annual review of the municipal fee schedule, staff works to maintain full cost recovery on these fees. Police Services Utilization and Resources Study: evaluating the possibility of using the CA commission for Police Officer Standards and Training to conduct the police service evaluation or issue an RFP. Referred 2013. Police Department Closed This study was not commissioned however, given the age of this referral is recommended closed. Work is actively under review as part of the City’s Race and Equity projects which ensure the intention of this is addressed however, updated for current priorities. Explore changing delivery of services from a dominant fire-oriented model to a dominant medical- oriented model. Palo Alto Fire is currently recognized as a medically oriented agency. In the most recent bi-annual report (January 1, 2020- June 30, 2020), it was noted that Rescue and Emergency Medical Service (EMS) calls account for sixty-two percent (62%) of total calls. Our ability to respond to EMS calls has exceeded our response time standards: • At least ninety percent (90%) of first responders arriving on scene to EMS calls within eight (8) minutes. Palo Alto Fire arrived on the scene of EMS calls within eight minutes ninety-one percent (91%) of the time, • At least 90% of paramedic responders on scene to EMS calls within twelve (12) minutes. PAFD paramedics arrived on the scene of EMS calls ninety-nine percent (99%) of the time. The Palo Alto Fire Department exceeds the response time standards because of the following EMS focused response models: • Palo Alto Fire is the only fire agency in Santa Clara County that operates an emergency ambulance transport service. • Every fire unit (engine, truck, and ambulance) is always staffed with at least one paramedic. • Multiple Palo Alto Fire engine crews simultaneously staff an ambulance, called “cross-staffing.” This cross-staffing model allows a fire engine crew to put the fire engine out of service and respond to the medical emergency based on need. Cross-staffing affords us the ability to rely on City of Palo Alto Page 5 County Ambulance resources to respond into Palo Alto to transport EMS patients to the hospital, and consequently exceed the response time standards. Before the cross-staffing model, County Ambulances were averaging sixty (60) responses a month into Palo Alto fire patient transport. The cross-staffing model reduced County Ambulance responses into Palo Alto to less than ten (10) responses a month, resulting in faster response times and a higher service level to the Palo Alto community. Stakeholder Engagement This is an informational report to follow up on Council referral items and has been coordinated internally among departmental parties. Resource Impact This is an information item to follow up on Council referral items and has no fiscal impact. Environmental Impact This is not a project under Section 21065 for purposes of the California Environmental Quality Act (CEQA). .