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HomeMy WebLinkAbout2003-06-10 City CouncilTO:HONORABLE CITY COI~CIL ATTENTION: POLICY AND SERVICES COMMITTEE FROM: DATE: SUBJECT: CITY 5~NAGER JUNE 10, 2003 DEPARTMENT: CITY ~L~NAGER CMR: 219:03 FOLLOW UP ON COUNCIL ASSIGNMENTS This is an infolanational report and no Council action is required. BACKGROL~D On March ~, _00~, the Council refela’ed to the Policy and Services Corm~ttee the issue of how the staff follows up on Council assigmnents. This will be agendized after the committee completes its work on council protocols. DISCUSSION Attached is a sample of the staff action foma that is completedfor each Council meeting (Attacbanent 1). These are reviewed with staff on the mornsag following each Council meeting to ensure assignments are clear and to develop timelines for responding. Also attached are the staff action forms, by department, for the past six months, showing the status of all Council assigmnents (Attachinent 2). Finally, the Items in Comn5ttee reports for the Policy and Services and Finance Cormnittees are attached (Attachments 3 and 4). PREPARED BY:Harrison, Assistant City Manager CITY MANAGER APPROVAL: Frank Benest, City Manager CMR:219:03 Page 1 of 1 Attachment 1 STAFF ACTION CITY COUNCIL MEETING Date: Item Assigned to Completion Date Status Attachment 2 STAFF ACTION ASD Item Roth Building RFP: Accept staff recommendation. Include in RFP Council’s intent to include land under building as dedicated park land; delete any reference to minimum costs in Exhibits (eliminate item 12c); extend period of circulation to 18 months; give preferences to those who adhere to Secretary of the Interior’s standards; have compatibility with park. Streaming Council Meetings: Reagendize ¯Utility Risk Management Suppo~ for Utilities Implement Risk Manager position and "Middle Office" function Manaqement Compensation Plan Bring housing and professional development items to Finance Committee Athletic Fields: Staff to prepare a recommendation on next steps to be taken in implementing the Advisory Committee Report recommendations and take it to the Finance Committee during the budget process Item 3: DBE Program - See what can be done to increase the participation of disadvantaged Date Assigned May 20, 2002 September 23,2002 October21, 2002 October21, 2002 January 21, 2003 February 18,2003 Assigned to ~,SD Director Assistant City Manager, ASD Director ~,SD Director City Manager ASD Director HR Director Director of Community Services/ Director of ASD Completion Date Dec. 2003 To Be Scheduled March 30, 2003 December 3, 2002 May 2003 Director of Admin. Services February 2004 Status Completed March 17, 2003 Agendized for April21, 2003 Completed Delayed until2003- 05 Budget is adopted To Finance Committee on CIP Budget night, 5/20/03. We are restricted to the few Attachment 2 business enterprise program; extend are of looking for businesses that fall into this category. Council Top 5 Priorities: Prepare proposed milestones and bring back to Council for discussion and approval Council Chamber Issues: Council Member Ojakian’s switch (for recognition from Mayor) doesn’t work; Council Member Kleinberg’s microphone) Roth Buildin,q: Return with BAO for additional costs of retaining spine February 18, 2003 March 17, 2003 March 17, 2003 City Manager, Planning Director, ASD Director, ACM ASD Director Public Works Director/AS D Director April 2003 businesses that register in the DBE program for federally funded 3rojects, which are also very limited. Completed. Repaired 3/19/03. Agendized on 5/12/03. Attachment 2 STAFF ACTION Attorney Item Weed Abatement Public Hearing; > Provide City Council with copy of properties on which weeds will be abated. > In future, make sure list of properties is always attached to CMR related to this issue ,,- Look at property taking a more sensitive view to the native plants. > Explore the definition of "weed" in the Municipal Code as it may relate to California native grasses ~ Revise Resolution re Lois Venderbeere Opening Record on October 30 Closed Session: Continued to a date uncertain to allow time for Council to hear from Attorney Jenkins regarding litigation from Palo Alto Weekly Second reading of Noise Ordinance Amendment: continue to Feb. 10 agenda, don’t put on Consent Calendar, and re-packet related items. Council Protocols: Refer to P&S clarification, if possible of the bullet, "All Council Members should have the same information with which to make decisions" Referral to P&S to clarify procedure for compliance and enforcement; if CM feels a Date Assigned Janua~ 13,2003 Janua~ 21,2003 Februa~ 3,2003 March 10, 2003 Assigned to Fire Chief Fire Chief, City Attorney Fire Chief, City Attorney City Attorney City Attorney City Attorney City Attorney, City Manager, Assistant City Manager Completion Date Janua~ 20, 2003 Februa~ 15, 2003 November 2003 December 16,2002 Feb. 10, 2002 April 14 Status Completed Completed Completed; see Fire Completed Completed Completed Completed. Completed. Attachment 2 violation occurred, who do they go to and how is it handled? Bring back this item as Unfinished Business on April 14, including mark-up showing Council’s action to-date; reschedule Council Top 5 Priorities Milestones Council Comments: Upon determining status of Trinity River Appeal, agendize for Council action Develop timeline for March 10, 2003 March 31, City Attorney, Director of Utilities ACM March 31, 2003 considering SoFA 2 Plan and taking action; submit to Council by meeting of April 14 or 21 ; identify other issues to slip. Consider by end of July. 2003 Dir of Planning City Attorney ~ Completed. Timeline developed and reviewed. Discussion agendized for July. Attachment 2 STAFF ACTION Auditor Item Audit Plan. Return with recommendation of Audit Committee on way to handle annual financial report and performance audits. Date Assigned April 1, 2002 Assigned to City Auditor I I Completion Date May 30, 2002 Status Completed Attachment 2 STAFF ACTION Clerk item Council Matters: Provide Mayor with consolidation of Council feedback on meetings and meals. Ground Floor Retail Interim Date Assigned January 13, 2003 March 3, 2003 Assignedto City Clerk City Clerk, CompletionDate January 27, 2003 Vlarch 27, Ordinance: Schedule 2 public hearings on April 14 Director of Planning 2003 Develop and schedule Council resolution to support National Housing Trust Public Arts Commission: Bring back appointment of Public Art Commissioners (3 candidates, 3 openings) March 31, 2003 April14,2003 City Clerk City Clerk April21,2003 Status Completed by Mayor Vlossar. Completed. Completed. Completed. Attachment 2 STAFF ACTION CSD Item Oral Communications Site and design of resurfacing of Baytands Parking Lot of concern to windsurfers who need space to set up their equipment; also concern for habitat protection. Baylands Parkin.q Lots. Go to ARB for minor site and design. Follow up and provide information to Council on investigation by Fish and Game as to significant "fish kill" in the Baylands Date Assigned July 15, 2002 June 24, 2002 November 18,2002 Assigned to Community Services Director CSD Director Director of Community Services Completion Date July 31,2002 July 30,2002 November30, 2002 Status Completed. Completed. Completed. Attachment 2 STAFF ACTION Fire Item Oral Communications: Contact Dennis Mitrzyk and let him know what’s going to happen with the weed abatement action on his property Weed Abatement Public Hearing: o Provide City Council with copy of properties on which weeds will be abated. o In future, make sure list of properties is always attached to CMR related to this issue o Look at property at (address) taking a more sensitive view to the native plants. o Explore the definition of "weed" in the Municipal Code as it may relate to California native grasses Date Assigned Janua~ 21, 2003 Janua~ 13, 2003 Assigned , to Fire Chief Fire Chief Completion Date Janua~ 24, 2003 Janua~ 20, 2003 Fire Chief, City Attorney Fire Chief, City Attorney Februa~ 15, 2003 November 2003 Status Completed. Completed. Completed. Completed. Reviewed the definition of "weed" in Municipal Code and are satisfied with the stated definition. Attachment 2 STAFF ACTION Human Resources Item Manaqement Compensation Plan Bring housing and professional development items to Finance Committee Date Assigned October 21, 2002 I Assigned to ~,SD Director HR Director Completion Date December 3, 2002 Status Delayed until 2003-05 budgetis adopted. Attachment 2 STAFF ACTION City Manager Item Work with Mayor to refer to Planning Commission or P&S CEQA standards of significance Council Sidewalk Office Hours Schedule one for May and one or two in Fall. Minimize staff time and expense Date Assigned May 6,2002 Assigned to Completion Date 5/20/02 Streaming Council Meetings: Reagendize Utility Risk .Management Support for Utilities_: Implement Risk Manager position and "Middle Office" function Council Comments: Agendize discussion of continuing outreach opportunities for Council with the community Oral Communications: Schedule Downtown BID in late January/early February PAJMZ Public/Private Partnership,; Bring back Option to Lease when Friends have raised April 22, 2002 September 23, 2002 October 21, 2002 November 18, 2002 December 2 2002 December 9, 2003 City Manager City Manager Assistant City Manager, ASD Director ~,SD Director City Manager Asst. City Manager/ Public Communicatio ns Manager Assistant City Manager Assistant City Manager To Be Scheduled March 30, 2003 December ! 6, 2002 December 31,2002 December 31, 2003 Status Staff report is drafted and is awaiting scheduling for Council. Completed. See ASD. Completed. Completed. Recommendation to appoint a BID Advisory Committee agendized for Council 3118103. Continuing to work with Friends. Attachment 2 sufficient funding; when Option to Lease returns for approval, consider not requiring that the project manager be paid if he/she is sufficiently qualified. Conceptual approval of_ Sunnyvale Animal Services Contract: As other such opportunities arise, look as opportunity for having facilities located on other cities’ properties. Provide Council with information on bush cutting Sidewalk Office Hours: Return with days other than Saturdays for sidewalk office hours since this is a Sabbath for many people Reagendize Allocation of Western Electric Bil! Payments Reagendize a New Management Agreement for Golf Professional Services Council Comments: Review all outstanding Council assignments- Referred to Policy and Services Committee Council Comments: During budget process, staff to brin(] forward December 9, 2002 December 9, 2002 December 16, 2002 Janua~ 21, 2003 Janua~ 21, 2003 March 3, 2003 March 17, 2003 City Manager Deputy Public Communicatio ns Manager Public Communicatio ns Manager Utilities Director/ACM Community Services Director/ACM Assistant City Manager, Assistant to the City Manager Planning Director/City Manager Ongoing December 16,2002 Februa~ 2003 Janua~ 22, 2003 Janua~ 22, 2003 July 2003 May 2003 Ongoing Completed. Completed. Completed. Completed. Attachment 2 discussion of Individual Review process and any changes necessary: in addition to what’s already in budget, are there other things we can reduce to bring costs down and streamline? Schedule Protocols and Closed Session items Item 14: Charleston Corridor Study - Set up meeting to discuss Council direction to return within 2 months for policy direction; revise Council Top 5 Milestones to show impact of adding Corridor Study Item 14A: Schedule for Phase 2 of SOFA CAP_ - Reagendize for April 21 as Unfinished Business 2300 East Bayshore: Staff to agendize a discussion of whether and how to support auto dealers in Palo Alto Roth Building: Reagendize another Rinsed session. March 31, 2003 April 14, 2003 April 14, 2003 April 21, 2003 April 21, 2003 ACM City Manager/ ~,CM/Planning Director ACM Manager of Economic Resources Planning ACM, City Attorney April 21, 2003 April 21, 2003 June 30, 2003 Completed. Completed. Completed. Attachment 2 STAFF ACTION Police item Leafblowers: Come back as soon as there is a blower that’s economically viable and technically mnnfs standards. Date Assigned May 20, 2002 Assigned to Police Chief Completion Date July 2005 Attachment 2 STAFF ACTION Planning Item Stanford Open Space Refer to Planning and Transportation Commission to make recommendation. Zonin.q Ordinance Update Start with Manufacturing Chapter. Meet with Council once/quarter or so. Study Session - ZOU: Provide information to Mayor’s Ad Hoc Committee on the Economy about third party economic analysis of commercial and industrial zoning changes Second reading 801 High Street Zoning Ordinance Update: Incorporate Council direction and comments and proceed to Phase 2. Follow up memo to Council on comments Homer Avenue Monumen’c Staff to come back at a later time with information on the City’s various monuments and recommendations on how to incorporate them into our civic life Final Maps: In future, attach Tentative MaD conditions with Date Assigned March 4, 2002 January 13, 2003 September 23, 2002 February 3, 2003 March 24, 2002 December 16,2002 May 6,2002 Assigned to Planning Director Planning Director Director of Planning and Community Environment Planning Director Director of Planning and Community Environment Director of Planning and Community Environment IDirector of Planning & Community ICompletion Date April 2003 =eb. 28, 2003 Feb. 18, 2003 December 31,2003 ongoing Status Completed. PTC made recommendations 3/03. Council has accepted preliminary recommendations from staff. To be scheduled. Completed. Draft on industrial districts completed. Parking study session at PTC. Completed. Incorporated into CMR’s. Attachment 2 documentation that they’ve been met Intermodal Transit Center~ Proceed with next steps. Develop workplan using federal monies. Interim Downtown Parking Plan. Implement- 1) meet with PABAC to review plan; 2) with agreement from PABAC, implement and monitor; 3) publicize all-day parking; 4) come back with more info on parking garage allocations. Oral Communications: Follow up on complaints about the need for enforcement and traffic calming on Channing Avenue Opportunity Center v" Follow through on security plan for Opportunity Center to ensure that all the issues raised at the Planning Commission, Council and meetings with the Chamber are considered for incorporation by the applicant and other stakeholders into the security agreement. v Review comments made by John Abraham re noise Develop timeline for considering SoFA 2 Plan and taking action; submit to Council by meeting of April 14 r~r 21: identifv other issues to March 18, 2002 V~arch 18, 2002 March 3. 2003 March 3, 2003 March 31,2003 Environment Chief Transportati on Official 3ublic Works Director, Planning Director, Police Chief Director of Planning and Community Environment Director of Planning and Community Environment Dec. 31, 2002 May 30, 2002 April30, 2003 Seeking additional grant money. Working with VTA to secure "earmark" funds. Plan completed and implemented while construction continues. Completed. Timeline to Council on 4/14.ACM Dir of Planning City Attorney Completed. Attachment 2 April 21,2003 April 28,Completed. 2003 slip. Consider by end of July. SOFA 2 Work Plan: Make any changes required to due date in Top 5 Priority on Land Use Oral Communications: Provide Jared Bernstein, 1330 Tasso, with information regarding the single family individual review process April 14, 2003 Director of Planning and Community Environment Director of Planning April 21, 2003 Completed. Attachment 2 Item Interim Downtown Parking Plan 1. meet with PABAC to review plan; 2.With agreement from PABAC, implement and monitor; 3.Publicize all-day parking; STAFF ACTION Public Works Date Assigned March 18, 2003 Assigned to =ublic Works Director, Planning Director, Police Chief Completion Date May 30, 2002 Status 1.Plan was developed and routed through PABAC for approval. In November 2002. Based on this meeting, no new parking spaces were re-striped/added near Civic Center on Bryant.. New spaces were added to Emerson and High Street. 2.Staff is monitoring complaints received from the public on the new parking stalls (none as of 3/03). 3. New spaces in the old PAMF parking lot were advertised in local newspapers, the City website, Avenidas and the information sent to the CEO of the Chamber of Commerce as well as the chair of the Marketing subcommittee. It was included in a periodic project newsletter distributed to merchants. Attachment 2 Other Come back with more info on parking garage allocations. Look into possibility of locating recycling containers in Downtown and other commercial areas. July 15, 2002 ~ublic Works Director October, 2002 o Start presente(] the permit vs. public space distribution at the Chamber of Commerce Parking Subcommittee meeting. The committee felt that since the proposed mix was based on existing distributions at other parking sites downtown, it should remain for the time being. Once the garage was operational, it could be revised if the parking demand indicated a need for change. Staff evaluated waste stream and identified locations at University & Emerson(Lytton Plaza), 201 University (World Wraps), 278 University (Noah’s) and 403 University(Taxi’s) for trial recycling program. PW staff has had to work with Planning on allowable types of containers and allowable locations where they can be placed. Recycling cans similar to the existing metal trashcans will be purchased and the projected start date for this program is May 1 when PASCO will begin servicing the new cans. Attachment 2 Other. parking structure projects especially on Alma to let people know the businesses are still open and provide safer pedestrian access to Blockbuster Video; also, traffic conditions on University to High Street are "abysmal." Provide info to Council on total "program." Public WorksLook at signage on Director, Planning Director Council Comments: Report back on progress of Construction and Demolition Reuse and Recycle Ordinance Sea Scout Building: Look at most cost- March 10, 2003 Director of Public Works effective way to protect building from further deterioration Roth Building: Return with BAO for additional costs of retaining spine March 17, 2003 March 17, 2003 Public Works Director Public Works Director/ASD Director July 22, 2002 April 30, 2003 April 14, 2003 Signage was developed by input from the adjacent merchants. The signage was initially made of temporary materials, wording and locations in the early stages of the 3roject in order to see what was most effective. The final signs were designed by the Lot R garage architect, Joseph Bellomo. Traffic on High Street improved with the removal of an on-street 3arking space that was causing a chokepoint in a narrow part of the road. On April 21, 2003 submitted Informational Report to Council regarding status of C&D Ordinance. Lower accessible windows have been boarded up to prevent entry and vandalism. Deteriorated boardwalk has been red-tagged and boarded up to prevent entry. Closed Session on May 5th and BAO scheduled for Council on May 12, 2003. Attachment 2 STAFF ACTION Utilities Item _Carollo Study: Will bring back options to Council after outreach to the public; Frank committed to have Planning and Legal work with Utilities to make sure CEQA analysis is done thoroughly and completely. BAWSCA: Attach UAC minutes again when item comes back for a public hearing. Renewable Energy Date Assigned May 20, 2003 February 3, 2003 Assigned to Utilities Director Completion Date December Move towards 10% target by 2008 and 20% by 2015 October 21, Utilities Director Trinity River Return to council after judges ruling Reagendize Allocation of Western Electric Bill Payments 2002 October21, 2002 Utilities Director 2002 March 17,2003 January 21, 2003 Utilities Director Utilities Director/ACM On-going. March 30, 2003 January 22, 2003 Status In progress. Meetings with Legal and Planning ongoing. Completed. Participating in NCPA RFP. Expected completion June 2003. Completed. This became CMR 106:03 passed by Council on 2/3/03 MEMORANDUM ATTACHMENT 3 TO:Policy and Services Cormnittee FROM:Chris Mogensen DATE: SUBJECT: June 10,,00~ Status ofRe~rralItemsinCommi~ee The following items have been assigned to staff for additional follow-up or information: Council Referral Date 5/5/03 3/10/03 2/18/03 12/17/01 Item and Status League of California Cities Code of Ethics ~ Discussion on the inclusion of the Leaga~e of California Cities Code of Ethics in conjunction with the Council Protocols. Clarification of Council Protocols )- Clarification of the bullet, "All Council Members should have the same information with which to make decisions," and discussion of the enforcement procedure. Review of Outstanding Council Assio~nments )- This review will include a discussion of Council assignments to staff, including how they are tracked, as well as how priorities and work assignments may need to be adjusted as new assignments are made. Consent Calendar Protocols ~ Discussion of the standards for placing items on the consent calendar, pulling them off.. and second readings. Cubberlev-Ventura ) Potential issues and need for information and further action regarding real estate holdings within the spheres of influence of both the City of Palo Alto and the Palo Alto Unified School District. ATTACHMENT 4 CITY OF PALO ALTO MEMORANDUM TO:Finance Comnfittee DATE:June 3, 2003 FROM:Carl Yeats SUBJECT:Status of Referral Items in Committee Council Referral Date Action Date, Item, Title, & Status 12/01/00 Development Impact Fees .Staff evaluated the potential for development impact fees for parks, community centers and libraries, and an increase in the Housing In-lieu fee. Reports were presented to the Finance Committee on October 16, 2001. A public forum was held on December 19, 2001 to allow public input into the decisions made by Counci!. Staff returned to the Finance Committee on February 20 with the results of the community input and further analysis of the fees and policy issues. The item was forwarded to Council for the March 25, 2002 meeting with the Finance Cormnittee’s recommendations for fee levels and policy issues. Council approved the new fees for parks, community centers and libraries, and also adopted increases to the housing in-lieu fee and traffic fee. Council gave staff assignments to evaluate the feasibility of lower fee levels for retail outlets and higher fees for substantial residential rebuilds. Staff returned to the Committee on July 16 with an analysis of issues related to these follow-up items. The Committee’s recommendations on exemptions and new fee levels will go to Council for adoption on September 17. The Committee also asked staff to look at a potential exemption for non-profit corporations that provide social services to Palo Alto. Staff will return to the Committee with an analysis of non-profits. The evaluation of potential citywide traffic/transportation impact fees will be based upon completion of a new traffic model. The traffic model will be accomplished in fiscal year 2002-03, and an evaluation of Transportation Impact Fees will begin as part of Phase II of the Development Impact Fee study. Council Re{errai Date Action Date, Item, Title, & Status 12/17/02 5/15/03 Assessment of purchasing policies that could be implemented encouraging local businesses to participate in the City’s competitive biddin~ process ASD staff is working with the Attorney’s Office to identify options and make recommendations to the Finance Committee prior to fiscal year-end. New Finance Committee assignments from the Budo~et Hearings will be added to this section after Budget Wrap Up Night Status of Items in Committee