EXECUTIVE SUMMARY:
This report is intended to briefly explain the evolution of Council’s strategic priority project list and provide a snapshot update for each item on that list. Included as attachments to this report are the full tracking list of all thirty (30) priority projects (Attachment 1) and the sub-list of sixteen (16) “top priorities” that were selected at the Council’s most recent retreat (Attachment 2). The full tracking list of 30 projects includes month-by-month updates for each item, and is intended to be a companion to this report, providing council with a complete picture of the strategic priorities. The list of Council's 16 top priority projects only shows the project title, but reports both the current percentage of project completion and the percentage reported in March for comparison.
Note: Due to the amount of information in some attachments, the size of the font may appear small and difficult to read. Larger format copies can be requested for pickup from the Community Planning and Building Department.
BACKGROUND / SUMMARY:
On October 12, 2021, the City Council held a public workshop at Sunset Center to discuss roughly 60 different projects associated with the Council’s adopted Strategic Initiatives. Recognizing that staffing resources are finite, the purpose of this meeting was to provide direction for prioritizing efforts to complete these projects. Following a hearty and productive discussion, the Council reduced the list of priority projects to a total of 30.
On March 10, 2022 Council help another public workshop. Department heads presented and discussed each item on the full priority list of 30 projects. Following these detailed discussions, and in consideration of available staff resources, Council opted to elevate sixteen (16) projects as the highest priority, and directed staff to focus their efforts on these projects before working on any of the remaining projects on the larger list of 30. Council’s concept behind this top priorities list, was that as projects were completed, and resources became available, another project from the larger list of 30 would move up to the top priority list.
The following list provides a brief update on each project contained in the tracking list of 30 strategic priority projects (Attachment 1). The numbers correlate directly to the project’s number on the tracking list for easy reference. As directed at the last Council meeting, items that have been completed have been moved off of the larger tracking list, and placed in a separate worksheet. These completed items appear at the bottom of this list with their own unique numbers that refer to the “Completed Projects” worksheet.
Items in BOLD are those which were placed on the list of 16 “top priority” projects created by Council in March.
Projects in Process
1. Explore parking management program (30% Complete)
- July - City retains consultant (Brian Uhler) to assist with analysis and data gathering
- Regional data gathering in process
- October - Anticipate report to City Council before beginning community meetings
2. Update purchasing ordinance (10% Complete)
- Currently working to fill two (2) vacant finance team positions
- October – will begin purchasing limit comparison of other local agencies
3. Plan for natural areas, reduce fire risk (20% Complete)
- June 2022 - Monterey Fire Department began the annual Defensible Space Inspection Program for all Carmel properties
- FY 2022/23 budget includes allocation for fire fuel reduction (can be used in MTNP)
- Fire risk reduction strategies included in the Climate Adaptation Plan
- Fire Department operating budget includes $20k for Wildfire Risk Assessment
- November 2022 - Award Public Works contracts for tree care services to minimize dead growth and fire fuel (can also be used in MTNP)
4. Review opportunities for enhanced fire/ambulance service (50% Complete)
- September/Oct – Reviewing salary analysis and finalizing draft agreement
- Nov/Dec – Present to Carmel and Monterey City Councils
5. Develop forest management plan and update tree ordinance (25% Complete)
- May 2022 - Council accepts $150k Cal Fire Grant for Forest Management Plan
- August 2022 – Council awards Professional Services Agreement with Davey Resources Group to provide the Forest Management Plan
- Fall 2022 - Davey will focus on City-wide tree inventory and technical reports
- October 2022 - Begin first phase of planting 108 trees
6. Update zoning code & design guidelines (45% Complete)
- Analysis of June Community Workshop findings complete
- “Strategy Paper” outlining project direction in process with Steering Committee
- October – Will hold Community Workshop, present to Council and Planning Commission
7. ADU ordinance (45% Complete)
- Staff and City Attorney currently working on first draft
- Oct/Nov – Draft ordinance to Planning Commission for review and recommendation
- December – Targeting first reading of ordinance at City Council
8. Wireless ordinance (45% Complete)
- First draft of ordinance(s) complete
- September – Planning Commission workshop to review and provide comments
9. Filling vacancies (90% Complete)
- 31.0 positions filled to date
- Recruitments and interviews are ongoing
10. Pandemic recovery (90% Complete)
- Continued hybrid City Council meetings w/ the assistance of PD to screen attendees
- Working with other boards and commissions to transition back to in-person with hybrid meetings opportunity
11. Stormwater ordinance update (75% Complete)
- June 2022 - Completed draft updates to CMC Sections 17.42 and 17.43. Drafts include major revisions
- City Attorney's office reviews and makes additional modifications to the draft ordinances to clarify requirements and comply with State mandates
- September 2022 - Final draft ordinances submitted to Regional Water Quality Control Board and Coastal Commission for review
- Nov/Dec 2022 – Targeting presenting draft ordinances to Planning Commission and hold First Reading/Public Hearing at City Council meeting
12. Volunteer group oversight (35% Complete)
- July 2022, Administrative Analyst begins, focusing on forestry office operations and begins attending Carmel Cares progress meetings
- September 2022 - Analyst begins consolidating all volunteer support groups and other local organization information and creates webpage as “one stop shop” for volunteer groups
- October 2022 - Analyst takes lead role in coordination and facilitation with Carmel Cares
13. Review/reformulate approach to reserves/update financial policies (15% Complete)
- Currently working to fill two (2) vacant finance team positions
- October – will finalize project objectives after results from annual audit
14. Explore outdoor dining program (25% Complete)
- Information from Ad-hoc committee and community survey compiled in Community Planning and Building
- Project on hold until other priority projects are complete and staff resources are freed up
15. Increase beautification efforts (30% Complete)
- 2021-2022 ongoing - With Public Works oversight, Carmel Cares continues with beautification efforts along the Scenic Pathway, Devendorf and Vista Lobos Parks, grounds around Children's Library and Sunset Center, and in numerous median islands across the Village
- August 2022 - Forest and Beach Commission approve Carmel Cares proposed landscaping plan for Forest Theater
- Fall 2022, Public Works staff resumes striping, irrigation, planting, and mulching work on Ocean Ave. median islands
- October 2022 - Anticipate Council award of landscape maintenance services contracts
16. Review barriers to affordable housing (30% Complete)
- June - ECO Northwest selected as consultant to support effort
- July/Aug – Site visits and analysis with consultant to begin drafting feasibility study; 50% deliverable received
- September – Final draft feasibility study due from consultant
- October/Nov – Target presentation to City Council
17. Explore street addresses (0% Complete)
- July - Project assigned to Admin. Analyst
- September – Target analyst beginning work in coordination with Community Planning and Building and outreach to USPS regarding scope of project
18. Develop a facilities master plan (45% Complete)
- CIP projects/programs proposed and approved with the FY 2022/23 budget included: Police Building Additional Renovations, Facilities Condition Assessments (4 bldgs.), 9 Facility Renovation Projects, 2 Resiliency projects, and Libraries Master Plan
- August 2022 - Professional Services Agreement awarded to Ausonio, Inc. for project management services for 9 facility renovation projects for Sunset Center, cottages, City Hall, Harrison Memorial Library, Vista Lobos, and Fire Station
- September 2022 – Anticipate Professional Services Agreement awarded to 4 Leaf for project management services for the Police Building Renovation Additional Scope and 2 resiliency projects
19. Underground utilities rule 20A (10% Complete)
- May 2022 - Received Statements of Qualifications from surveying consultants to provide underground utility surveying and right-of-way engineering plans
- September 2022 - Resume work on White Paper outlining the Rule 20A funding and program implementation, and review potential qualifying corridors in Very High Fire Hazard Zone
- November 2022 - Present White Paper to Council, and seek feedback on proceeding with the establishment of an Underground Assessment District
20. Explore reinstatement of design review board (45% Complete)
- Based on feedback from Design Tradition 1.5 (DT1.5) Community Workshop, the structure and involvement of a Design Review Board in the design review process is now being considered as part of overall DT1.5 project. This will follow the same timeline as the DT1.5 Project
21. Explore redevelopment of Sunset Center North Lot (0% Complete)
- Not started yet. On hold until other higher priority projects are completed and staff resources are freed up
22. Opportunities for Flanders Mansion (0% Complete)
- Not started yet. On hold until other higher priority projects are completed and staff resources are freed up
23. Opportunities for Scout House (25% Complete)
- March – Council makes this project a top priority due to high level of interest from potential partners
- September – Anticipate request for proposals released
24. Develop and implement social media plan (10% Complete)
- June - New City Clerk starts
- Currently researching social media policies adopted by neighboring Cities
- Example policies have been obtained to use as a reference point for developing a policy specific to Carmel
Completed Projects
1. Develop a multi-pronged financial strategy to address pension liability
2. Restructure peninsula messenger service for at-home letter delivery
3. Develop organics/recycling ordinance
4. Prepare climate action/climate adaptation plan
5. Forest theater facilities manager
6. Review and update sign ordinance