CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2016-1168
September 12, 2016
Orders
TO:

Honorable Mayor and City Council Members

SUBMITTED BY:

Sharon Friedrichsen, Director of Contracts and Budgets and

Chip Rerig, City Administrator

APPROVED BY:

Chip Rerig, City Administrator

SUBJECT:

City Council Focus Areas and Objectives

RECOMMENDATION
Receive an update on the status of existing City Council identified focus areas, key projects and objectives and
provide direction to staff on potential modifications and additions.
BACKGROUND / SUMMARY
The City is currently engaged in executing a set of existing focus areas and their corresponding objectives,
which were developed and reinforced in late 2015. These focus areas include: (1) Day to Day Operations; (2)
Beautification; (3) Shoreline Management Plan; (4) Trails; (5) IT Plan; (6) Forest Theater Plan; (7) Sunset
Center- Theater District and Campus Plan; (8) Parking Management Plan; (9) Emergency Plan; (10) 100th
Anniversary Planning; (11) Facilities and Parks Capital Projects; (12) Water- Capture, Eastwood 85 acre foot
plan, Small Projects and Conservation and (13) PG&E monitoring and participation with investigation.
Since the beginning of 2016, the City has completed several significant work program items that reinforce
these priority focus areas that deserve special recognition, including: successfully navigating the anticipated El
Nino winter storm season, reopening the Forest Theater, adopting a Special Events Policy as well as a Pilot
Program for beach fires, developing a vision for marketing including our relationships with the MCCVB and
Carmel Chamber of Commerce, purchasing a contemporary financial accounting system, analyzing cost of
services and reviewing options to increase fees for services, rebuilding the foundation of the City in terms of
built, technological and, human/intellectual infrastructure, filling several vacant positions, and focusing on the
Citys Centennial.
The attached table (Attachment 1) provides an update on the implementation status of these focus areas. In
particular, it is important to review the status of filling positions (human/intellectual infrastructure), as this
component is necessary for the success of daily operations and well as completing all our objectives. In all,
the City currently has ten vacant positions, and with the recent announced retirement of Chief Calhoun at the
end of this calendar year, the City Administrator will face that recruitment challenge as well.
In addition to working on Council identified focus areas, City staff continues with daily operations and work to
implement special projects pertaining to other Council and/or Commission directives that arise during the
course of the year and other time-sensitive projects to fulfill State mandates. Attachment 2 illustrates some of
the one-time department-initiated activities and projects over the past year.

Attachment 3 is a list of topics that members of the public have discussed with the City Administrator in the last
six months. Council should consider whether to add these topics to the Citys list of work program items as
they can be shown to support the goals of Council.
Overall, the City is continuing to make progress in the majority of these areas. Staff recommends that the
Council not currently modify the list or add to the work program given the current staffing vacancies and
workload backlog. Rather, Council should direct staff to return during mid-year budget review (February 2017)
to present an implementation and workload update with the expectation that Council may augment the work
program based on the anticipated completion of outstanding projects.
FISCAL IMPACT
There is no fiscal impact associated with receiving the report. Projects and other activities already identified as
part of the focus areas are included within the adopted Fiscal Year (FY) 2016-2017 budget. Should Council
wish to augment the existing work program, there may be a need for additional funding for such item for
consultants and technical studies. In addition, existing financial and staffing resources would likely need to be
redirected from the current focus areas to new proposed items in order to successfully complete all work items.
T
PRIOR CITY COUNCIL ACTION
The implementation status pertaining to these focus areas were last reviewed by Council in November of 2015.
ATTACHMENTS
1. Table-Council 2015-2016 Approved Focus Areas and Objectives Status Update
2. Table-Department Activities and Initiatives Status Update
3. Table-New Proposed Focus Areas and Objectives

FOCUS AREAS AND KEY

OBJECTIVES / PROJECTS

DESCRIPTION

DAY-TO-DAY OPERATIONS
Fill Existing Vacant Positions

STATUS
Completed

Building Inspector, City Administrator, Community

Services Officer, Forest, Parks & Beach
Maintenance Worker, Human Resources Manager,
Librarian II, Hrly Librarian, Hrly Library Assistant,
Planning Technician, 2 Police Officers, Police
Services Officer, and 2 PW Maintenance Workers
filled.

Near
Completion

In-Progress

New positions such as: Environmental Compliance

Manager, Code Compliance Coordinator, Assistant
City Administrator added to budget. Classification
studies and salary surveys to be conducted.
Due to retirements, separations and surrounding
organizations hiring for similar positions,
recruitments have been very competitive. Time to
fill positions has ranged from several months to
over a year having to re-post vacancies multiple
times. New performance measures will be in place
in July 2016 to measure time from hiring request to
position filled for each vacancy.

Initiate Asset Inventory Update

Asset inventory will be a module of the new

financial system (project kickoff anticipated for
September 2016)

Outsource Payroll and HR Functions

Payroll and HR will be a module of the new finance

system and anticipated to go live in spring 2017

Establish Contract Management and

Control Program

Ongoing process to update and monitor existing

contracts and establish new contracts depending
on department needs. New financial system and
purchasing module will also assist with internal
controls, anticipated to go live by December 2016

Fill Positions that became Vacant in

2015 within four months except
Management (six months)

DAY-TO-DAY OPERATIONS

Completed

Near
Completion

In-Progress

Commence Update of Personnel

Ordinance

AMBAG provided first draft of employee handbook

for review. Reviewing costs and timeline
associated with updating outdated personnel rules
and policies to make consistent with current law
and best practices.

Commence Update of Purchasing

Ordinance

AMBAG has developed a procurement manual for

City, which is being reviewed and customized for
City use and will be presented to Council in Fall
2016

Commence Updating of Policy Manual

(multi-year effort)

Additional work on assessing policies and updating

binders has occurred, some policies updated and
approved by City Administrator (administrative in
nature) and other policies have been, or will be
brought forward ,to Council for adoption

Create an equipment replacement fund

as part of the 2015-16 Budget

Fund has been created as part of the 2015-16

Adopted Budget and utilized in FY 2016-17 budget

Facilities Maintenance Plan with 201516 Budget

Several Facility Maintenance projects have been

completed and additional projects are in progress.
However, work has not yet commenced on drafting
a Facilities Maintenance Plan document.

Continue adopted CIP 2014-15

Projects pertaining to Beautification:
Ocean Avenue Median
Urban Forest Rehab
Trash Can Refurbishment

Completed

BEAUTIFICATION
Make Decision on Beach Fires

Council adopted a 3-year revised Beach Fires

Management Program on July 30, 2016.
Implementation including signage, device
installation, and enforcement are in progress.
Since the irrigation system has been installed, no
other major projects have been undertaken for the
Ocean Avenue Median.
Work on the Urban Forest includes the removal of
approximately 100 tree stumps and planting and

Near
Completion

In-Progress

care of approximately 70 new trees, including 37

planted by the Friends of the Forest.
Lids have been replaced on trash cans along
Ocean Avenue and cigarette butt receptacles have
been installed at various locations citywide.
Completed

SHORELINE
MANAGEMENT/FOREST PLAN
Continue adopted CIP 2014-15
Projects pertaining to Beach, Shoreline
and Forest:
Shoreline Assessment
Beach Stair Maintenance
Dunes Restoration
Shoreline Signage
Beach Fires

Near
Completion

In-Progress

A landscape architect has been hired to develop

improved design for the median and curb bump-out
at the intersection of 4th and San Antonio Avenues,
as well as along the west side of San Antonio
between 4th and Ocean Avenues.
The Coastal Gardener/Maintenance Worker began
work in April 2016, and has been an active
presence along the shoreline, overseeing
improvements to the landscaping and irrigation
along the Scenic Road pathway.
The Scenic Road Landscaping Priority Areas
design should be complete by October 2016, and a
Coastal Development Permit is being processed
for the current and next phases of the North Dunes
Habitat Restoration Plan. Work on other shoreline
area CIP projects will commence later this FY.
Completed

TRAILS
Mission Trail Entrance

Work on the improvements for access and safety

at the Mountain View Entrance to the Mission Trail
Nature Preserve commenced August 8, 2016, and
should be complete by the end of September 2016.

Near
Completion

In-Progress

Completed

TRAILS
Lausen-Rio Park-Larson Field Pathway

Fourth Avenue Irrigation

Develop Options for

Ocean/Junipero/Mountain View
Intersection

Near
Completion

In February 2016, the City Council approved an

additional $61,500 for planning and engineering
service contracts for work necessary to obtain the
planning permits and to complete a lot line
adjustment with Mission Ranch.
Staff continue to work with Pebble Beach
Community Services District staff to respond to
State comments in order to obtain the appropriate
permits.
No action.

Resolve Eighth Avenue between

Junipero and Mission Pedestrian
Safety Options

North-side pathway has been previously identified

as a capital improvement project, however it was
not funded in the FY 2016-17 Budget.

Scenic Road Pathway

Scenic Road Landscaping Priority Areas design

should be complete by October 2016. Funds for
the implementation of recommended
improvements have been programmed into the FY
2016-17 CIP program, and work is planned to
commence this winter.

Completed

IT PLAN
Minor updates to content of existing webpage. In
collaboration with City department RFP for new
website in progress.

Hire IT Systems/Network Manager

Hired July 2015.

ERP Financial Systems/Other Projects

Project kickoff for finance system anticipated to

begin in September 2016 ; conduct network
analysis and systems audit; award a contract for
audio-visual contract for upgrades to Council

Initial Focus on Webpage Update

In-Progress

Near
Completion

In-Progress

Chamber equipment; award a contract for

installation of a server system in September 2016
Completed

FOREST THEATER PLAN

Award Bid; Implement Triage (Phase 1)
construction; adopt Phase II plan;
review Master Plan concepts

The Forest Theater Renovation project was

completed in June 2016. Minor punch list items
remain to be addressed, and a sewer line break is
being assessed and will be repaired later this
summer/fall. Work on the Master Plan is
anticipated to resume this fall.

Near
Completion

(Phase 1)

In-Progress

(Phase 2)

In February 2016 the Council considered a westside pathway and continued the item with a
requirement that supporting funds be donated prior
to any additional work on the project. This would be
considered a component of the master plan.
Research and advise to the historical
status

Completed

SUNSET CENTER THEATER

DISTRICT & CAMPUS PLAN
Work with Sunset Center and CA&CC
on creation of Theater District and
Master Plan for the Center

Near
Completion

Completed
Pilot kiosks removed in Summer 2015.

In-Progress

Substantial progress on the Master Plan was

achieved in FY 2015-16. The feasibility of
relocating the Monterey Museum of Art and the
Harrison Memorial Library, needs further
evaluation. The planning process is currently on
hold, pending direction from the City Council and
the Sunset Center Board.

PARKING MANAGEMENT PLAN

Make Final Decision on Retention or

Termination of Pilot Program; if
decision is to retain, address location
and appearance of kiosks.

Consultant is currently working on application to be

submitted to State Office of Historic Preservation to
nominate the Forest Theater as a State Historic
Landmark.

Near
Completion

In-Progress

Completed

PARKING MANAGEMENT PLAN

Pursue other Council Approved parts of
the Parking Management Plan such as
public usage of private lots

Completed

Determine if Plan needs updating; if so,

commence process of revising the plan

Completed in 2015. Next update to be completed

by June 2017.

Focus on Community Outreach and

Marketing

Completed.

Completed

100th ANNIVERSARY PLANNING

Determine if Community and Council

want a Centennial Project

MTNP Invasive Plant/Tree

Management

In-Progress

Near
Completion

In-Progress

Completed

10

The FY 2016-17 Budget includes funding for

implementation of an Invasive Species Removal
program, as well as maintenance activities and
improvements. A multi-year CDP for Invasive
Species Removal and Maintenance Projects in the
Mission Trail Nature Preserve was approved by the
Planning Commission on May 11, 2016. A contract
biologist has been retained to provide technical
assistance and condition compliance support.

Near
Completion

Periodic reports presented to Council. Additional

activities planned culminating with dance and
parade.
The various Boards and Commissions were polled
for suggestions on projects or activities that should
be included in the Citys Centennial Celebration.
Boards and Commissions have either suggested or
initiated Centennial related projects such as a
history brochure, holiday tree, library displays, etc.

FACILITIES AND PARKS 2014-15

PROJECTS

In-Progress

Staff is working with the residents and business

owners to educate employees regarding where to
park outside the commercial core so there is
more parking capacity for residents and visitors.

EMERGENCY PLAN

Receive Report from Committee and

Provide Feedback to Committee

Near
Completion

Near
Completion

In-Progress

Initial work on invasive species removal and (fire)

fuel loading reduction is planned for this fall.
Completed

FACILITIES AND PARKS 2014-15

PROJECTS
PD/PW Roof and Patio Replacement

Street and Roads Projects

Sunset Center
Door Replacement
Railings Replacement
Lantern
Roof
Ramp/Mission Street at Carpenter Hall
Park Branch Basement

Several leak sources were identified and

addressed in the fall and winter of FY 2015-16.
Additional work to address remaining leaks is
planned for this summer and fall.
FY 2015-16 streets completed and work underway
for design of FY 2016-17 streets, with construction
contract anticipated to be awarded in September
2016
In FY 2015-16, the roof repairs were completed.
The FY 2016-17 CIP has several projects at the
Sunset Center funded: Sunset Center Facility
Repairs, Sunset Center Railing Replacement,
Sunset Center Ramp Construction (design),
Sunset Center Door Replacement, and Sunset
Center Awning (design).
The Park Branch Basement Restoration work to
isolate and abate mold in the basement was
completed earlier this year. Confirmation testing
was completed, and periodic testing will be
conducted to ensure that the area has been
appropriately isolated and abated.

Near
Completion

In-Progress

The toilet in Piccadilly Park was upgraded in June

2016, and this has substantially lessened
maintenance needs at this restroom. ADA-related
improvements will be part of the Citys ADA Study,
which is anticipated to commence in the latter half
of FY 2016-2017.

Sidewalk Repairs

The FY 2015-2016 sidewalk repairs were

completed in June 2016. Funds for additional
sidewalk repairs were included in the FY 2016-17
CIP, and this work will be completed later this FY.

11

Piccadilly Park Restrooms

Completed

WATER

Near
Completion

In-Progress

Water Conservation
City Hall Cistern

Staff upgraded the Citys irrigation infrastructure in

several areas in the spring of 2016 to improve
water conservation and comply with State
regulations. The City Hall Cistern projects funding
was carried over into FY 2016-17. Other work on
water conservation has not proceeded due to
staffing limitations.

Eastwood

The Community Planning and Building Department

has been working with applicants intending to use
Malpaso water.

PG&E
Monitor and participation with
investigation on projects

12

DEPARTMENT AND
PROJECT

DESCRIPTION

Administration (Clerk, Finance)

STATUS
Completed

Cost of Services Study

Council will consider adjusting certain fees in September

and October 2016.

HID

New Hospitality Improvement District in effect spring

2016.

Record Management

Records Management Program and Records Retention

Guidelines adopted June 2016. Implementation in
progress.

Near
Completion

In-Progress

2016 Election

Service Needs Assessment

Completed

Community Planning and

Building

Near
Completion

In-Progress

13

Housing Element (HE) 2015-2023

Council adopted the Housing Element 2015-2023 on

December 1, 2015, which was then certified by the state
on December 17, 2015. Council also adopted
amendments to the Municipal Code that allow for statemandated affordable housing density bonuses in the
Core Commercial Zoning District.

Restaurant Code Amendments

Planning Commission committee formed at request of

Council to review and Muni Code restaurant definitions,
proposed amendments to the Municipal Code will be
reviewed by the Planning Commission in October 2016,
followed by the City Council in November 2016.

Commercial Zoning Regulations

Council directed the Planning Commission to study the

Citys commercial zoning regulations and consider
requiring a conditional use permit for certain land uses,
such as cosmetic stores, liquor stores, and community
centers and will consider adding new commercial use

definitions and draft regulations for temporary events on

private property.
Completed

Community Building and

Planning

Near
Completion

In-Progress

Historic Code Amendments

In September the Historic Resources Board will hold a

study session regarding and amendment to the
municipal code to differentiate between properties on the
Historic Inventory and Historic Register

Story-Pole Policy

Draft policy requiring story-poles at project sites is

anticipated to be considered by the Planning Commission
in November 2016 and the City Council in December
2016.

Roofing Subcommittee

The Planning Commission adopted roofing guidelines

that allow for certain roofing products including synthetic
materials that mimic the appearance of wood.

Mid-Century Modern Subcommittee

Historic Resources Board and Planning Commission

have created a subcommittee to study mid-century
architecture.

War Memorial Policy

In March 2016, the Planning Commission appointed a

subcommittee to develop a policy for the care and
maintenance of City war memorials.

Large Development Projects

Carmel Sands appeal will be considered by the City

Council in October 2016; Del Dono Court new mixed-use
building was approved by the Planning Commission in
July 2016, Carmel Mission renovation is currently under
construction, which includes improvements to the parking
lot and courtyards, construction of a new restroom, and
retrofitting of several historic buildings.

Completed

Community Building and

Planning

14

Application and Handout

Improvements

The Department has initiated the process of updating all

of its applications and handouts.

Near
Completion

In-Progress

Streamlined Design Review Process

Developed a processes to streamline minor projects

issuing a Notice of Authorized Work. This process
allows the Department to track and monitor projects to
ensure projects are performed in a safe manner while
conforming to the Citys design guidelines.

Library and Community Activities

Completed

Near
Completion

In-Progress

Special Event Policy & Fees Ad Hoc

Committee

Council will considering the final draft of the Special

Events Policy, Granting Process, and brochure in
September 2016.

Library Strategic Plan

Writing a new Library Strategic Plan, including facilitating

community input.

Network Upgrade

Working on grant application and preparing to connect

library to CalREN, a high speed bandwidth internet
network.

Police/Public Safety

Completed

Near
Completion

In-Progress

Equipment and Vehicle Upgrades

Purchased Conex Box & Equipment for CERT; installed

on-board computer mobile data terminals in 2 police
vehicles; purchased scooter, police vehicle and License
Plate Recognition reader

Bicycle patrol, beach patrol, and

Regional Partnership

Expanded of bicycle patrol team from 2 to 4; maintained

an officer 50% of time on Peninsula Regional Violence &
Narcotics team; maintained an officer on the Regional
Special Response Team and on the Regional Hostage
Negotiation Team; continued oversight of contracted
beach patrol

Volunteer Program

Refined department volunteer program, including adding

7 new volunteers.

Public Works
Tree Tagging Program

Completed

Implemented and refined Tree Tagging Program by using

Near
Completion

In-Progress

15

iWorQ permit tracking software for tree removal and

pruning permits. Staff is in the process of updating the
tree removal permit application.
Projects- Internal

Office Modernization project underway; implemented

Customer Service Request (CSR) Log to improved
tracking of citizen and business owner requests and
integrated this into iWorQ Permit Tracking System.

16

FOCUS AREAS AND KEY

OBJECTIVES / PROJECTS
Day-to-Day Operations
Update Policy Manual

DESCRIPTIONS
YES

NO

Postpone

YES

NO

Postpone

YES

NO

Postpone

YES

NO

Postpone

IT Plan

YES

NO

Postpone

Forest Theater
Forest Master Plan
Sunset Center Theater District and
Campus Plan
Sunset Center Master
Parking Management Plan

YES

NO

Postpone

YES

NO

Postpone

YES

NO

Postpone

Emergency Plan

YES

NO

Postpone

100th Anniversary Planning

YES

NO

Postpone

Facilities and Parks Projects

YES

NO

Postpone

Water

YES

NO

Postpone

PG&E

YES

NO

Postpone

Transportation Planning
Tour bus parking

YES

NO

Postpone

Stormwater runoff plan

Beautification
In Memoriams

Council policy governing Board and

Commission work plans.

Installation of a plaque honoring former

Mayor Jean Grace and a bust honoring
former Mayor Gunnar Norberg

Shoreline Management / Forest Plan

Trails
Rio Park Master Planning

Collaboration with Carmel Area

Wastewater District

Implement phase 2.

17

Policy review of roads / traffic fees and

impacts to roads.

Circulation element review

Streets
Economic Vitality
Hotel reinvestment strategy
Short-term rentals
Flanders Mansion

Pedestrian and bicycle linkages

Junipero and Ocean Avenue roundabouts
YES
Charging transit occupancy tac
Review long-term rental policy or other
alternatives

NO

Postpone

18