TO: CITY COUNCIL
FROM: ADAM PIRRIE, CITY MANAGER
DATE: JANUARY 27, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
CITY COUNCIL 2024-26 PRIORITIES PLANNING WORKSHOP
Body
SUMMARY
In November 2023, the City began a public engagement campaign to gather community feedback on City Council Priorities for the next few years (July 1, 2024 through June 30, 2026). The City hired Patrick Ibarra of the Mejorando Group to facilitate three community focus group meetings and a City Council Priorities Workshop. Two of the focus groups (both virtual) were held in December 2023 and the remaining focus group (in-person at the Hughes Center) will be held on January 25, 2024.
The City also opened a community survey on November 16, 2023 that asked participants for their opinions on City programs and services, priorities for the City Council, and suggestions for improving City operations and programs. The survey closed on December 15, 2023, and at the close of the survey, 814 participants had completed the survey. Additionally, a comment box was added to the City’s website so that interested parties could continue to provide feedback. All community input that was received prior to the posting of the agenda has been attached to this report.
RECOMMENDATION
Recommended Action
Staff recommends that the City Council:
A. Receive and file an update on the 2022-24 priorities that were previously established by the City Council;
B. Invite City staff and its consultant to provide an introduction and overview of the 2024-26 priorities setting process, including a summary of the focus group meetings and survey results;
C. Invite public comment;
D. Discuss priorities and work plan objectives for 2024-26; and
E. Provide direction to staff.
Body
FINANCIAL REVIEW
The process of updating City Council Priorities is intended to inform the development of the City’s 2024-26 Operating and Capital Improvement Program Budget. In many cases, objectives identified by the City Council may require the allocation of funding and/or resources through the budget development process. Accordingly, the financial impacts related to the 2024-26 Council Priorities and Objectives will be accounted for in the City’s 2024-26 budget, which will be presented to the City Council for its consideration at a later date.
The cost to prepare this report is estimated at $4,410 and is included in each department’s operating budget. The cost of staff time associated with preparing the survey, conducting outreach, and compiling results is estimated at $1,140 and is included in the Administrative Services Department’s operating budget. The cost of hiring a consultant to facilitate the focus groups and workshop is estimated at $15,300, plus travel reimbursement.
ANALYSIS
2022-24 Priorities and Objectives
After resident requests to conduct a more robust priorities setting process with community input prior to the development of the City’s 2022-24 operating budget, staff engaged the Mejorando Group to facilitate a City Council Priorities process. The process included a community survey, three community focus groups, and a City Council workshop. The goal of the workshop was for the City Council to discuss priorities to inform the 2022-24 budget, as well as determine specific objectives related to each priority. The 2022-24 priorities and the status of each objective can be found in Attachment A.
2024-26 Priorities Setting Process
In November 2023, the City began a public engagement campaign to gather community feedback on City Council Priorities for the next few years (July 1, 2024 through June 30, 2026). The City hired Patrick Ibarra of the Mejorando Group to facilitate three community focus group meetings and a City Council Priorities Workshop. Two of the focus groups (both virtual) were held in December 2023 and the remaining focus group (in-person at the Hughes Center) will be held on January 25, 2024. All focus groups and the workshop are open to the public. Below are the dates and times of the three focus groups:
1. Focus Group #1 - Tuesday, December 5, 2023 at 6:00pm
2. Focus Group #2 - Wednesday, December 13, 2023 at 6:00pm
3. Focus Group #3 - Thursday, January 25, 2024 at 6:00pm
The questions posed to all focus group participants were:
1. What do you enjoy most about Claremont?
2. What are the biggest challenges facing the community?
3. What do you believe should be a priority in the Strategic Plan?
Mr. Ibarra took notes during Focus Groups #1 and #2, and compiled a summary, which can be found as an exhibit to the memo in Attachment B. In total, twenty community members participated in Focus Groups #1 and #2. Mr. Ibarra will take notes during Focus Group #3 and will share that information with the City Council prior to its Priorities Workshop. The City also opened a community survey on November 16, 2023 that asked participants for their opinions on City programs and services, priorities for the City Council, and suggestions for improving the City’s operations and programs. The survey closed on December 15, 2023. At the close of the survey, 814 participants completed the survey. A summary of the results may also be found as an exhibit to the memo in Attachment B. Additionally, a comment box was added to the City’s website so that interested parties could continue to provide feedback. All public comment that was received prior to the posting of the agenda can be found in Attachment C.
Information on how to provide written feedback and/or participate in the 2024-26 Priorities Setting Process was advertised as follows:
• An article was published on the front page of the December City Letter, which was mailed to all households, businesses, P.O. Boxes, and apartment complexes in Claremont.
• Over several weeks, articles were published in the City Manager’s Weekly E-Newsletter. Additionally, a direct email containing information on the Priorities Setting Process was sent to the over 900 email addresses that subscribe to the newsletter.
• Information is available on the City’s website and was also shared with all City Commissioners, Committee members, and employees.
• Several posts have been shared via the City’s social media pages (Instagram, Facebook, “X” (formerly Twitter), and Nextdoor).
• City Departments sent emails out to all “interest lists” that the City maintains (i.e., Outdoor Dining, Hotel/Motel Ordinance, and Tenant Protections, to name a few).
• The Claremont Courier published an article on December 7, 2023 encouraging public participation.
• Community groups and organizations were encouraged to share information with their respective memberships.
Additional Items for Consideration
In addition to the work plan items identified in 2022-24 Priorities and Objectives, staff has kept a list of items over the last two years that the City Council has “deferred” for discussion as part of the 2024-26 Priorities Setting Process. The items that the City Council may wish to discuss at their upcoming January Workshop are as follows:
1. The City Council directed staff to agendize a discussion at its next Priorities Workshop on the allocation of the $3.4 million in proceeds from the sale of the 451 W. Arrow Hwy. property.
2. The City Council directed staff to present additional information during its Priorities/Budget Discussion for the 2024-26 budget cycle pertaining to the feasibility of additional staffing/programming associated with the collection and management of Claremont-specific rental housing data.
3. The City Council expressed interest in considering a "private tree" ordinance.
4. The City Council expressed interest in considering options for the Blaisdell Ranch Preserve (a “park” that the City currently shares with the Blaisdell Ranch Homeowners Association).
5. The City Council expressed interest in amending the Claremont Municipal Code (CMC) to allow dogs in City parks.
6. The City Council expressed interest in potentially identifying funding for a bike and pedestrian streets/network plan.
7. The City Council expressed interest in the consideration of conducting Village parking studies (i.e., a parking management plan) as part of the 2024-26 Priorities/budget cycle.
If during the Priorities Workshop the City Council directs staff to add any of the items listed above to the 2024-26 work plan, staff will incorporate proposed budget/staffing impacts into the City’s 2024-26 operating budget, which will be presented to the City Council at a later date for formal adoption.
Arrow Highway Property Proceeds
The City Council may wish to consider the following uses for the $3.4M in proceeds from the sale of the 451 W. Arrow Hwy. property:
• Allocation of twenty percent (Approximately $680,000) consistent with the former redevelopment “set aside” that could be used toward affordable housing. Potential uses of the funding could include contributions toward the development of affordable housing units or continuance of the Claremont Temporary Housing Stabilization & Relocation Program).
• Contribution of funding towards a future complete streets project on Indian Hill Boulevard, between Arrow Highway and American Avenue, which will serve the Village South Development once it is constructed.
• Contribution of funding towards the construction of public improvements related to and serving the future Village South development. These improvements include street, sewer, storm drain, utility, public space improvements.
• Infrastructure/facility upgrades (i.e., seismic improvements to the PD facility).
• Other potential uses as directed by the City Council.
Rental Housing Data
Designed to publicize the “who” and “how much” of tenant housing, a rental registry tracks a jurisdiction’s rental stock. Among the information a registry could provide is tenant changes, initial rents, subsequent rent increases and evictions. It would also ask landlords to provide the names of property owners, lease terms, utilities that are covered by rent rates and reasons for any non-renewal or evictions. Under these kinds of programs, landlords are typically required to register their properties, pay a fee and submit information about their units on an annual basis.
Cities with rental registries generally have dedicated staff who are responsible for collecting and managing the data, as well as enforcement (i.e., ensuring that all landlords are submitting information accurately to the rental registry). There are substantial start-up costs and staff management/administration costs associated with rental registries - for example, the City of Monterey estimated $125,000 for start-up costs and $400,000 annually for staff management. Further, after the rental registry data collection begins, the City would need to assess whether or not there is a need for additional or fewer staff members to address the needs of Claremont tenants (based on the information that is gleaned from the registry data).
Undertaking a rental registry and/or providing additional housing services/tenant assistance services is not something that the City’s current workforce can absorb; additional positions would need to be added based on the service(s) that the City Council would provide.
Private Tree Ordinance
As part of the 2022-24 priorities setting process, the City Council identified the following work plan objective: “Evaluate feasibility of policies and procedures for the protection of private trees.” Over the past two years, several residents have expressed interest in the addition of a “Private Tree Ordinance,” which would create additional protections and regulations pertaining to privately owned trees in Claremont.
Should the City Council direct staff to pursue a Private Tree Ordinance during the 2024-26 budget cycle, staff estimates that the first-year costs will be approximately $300,000 (includes one-time and on-going costs, including a consultant to draft the ordinance and the addition of a staff Arborist to enforce the ordinance). On-going costs for subsequent years would include the Arborist position, as well as overhead costs (i.e., supplies and services).
Blaisdell Ranch Preserve
The City Council previously expressed interest in considering relinquishment of the Blaisdell Ranch Preserve to the Blaisdell Ranch Homeowners Association (HOA). Presently, the City is partially responsible for maintaining the Preserve, and holds an easement over the property providing for the public’s use of the Preserve. Should the City Council direct staff to add this consideration as a work plan item for 2024-26, staff will work with the City Attorney to determine the next steps in possible negotiations between the City and the HOA, and will provide a more detailed report to the City Council at a later date.
Dogs in City Parks
The City Council previously expressed interest in the possibility of amending the Claremont Municipal Code (CMC) to allow dogs in City parks. Should the City Council direct staff to this potential CMC amendment as a work plan item for 2024-26, staff will provide draft ordinance language and a more detailed report to the City Council at a later date, including potential staffing and budget impacts (enforcement, park maintenance, etc.).
Bike and Pedestrian Streets/Network Plan
At the request of several residents over the past year, the City Council expressed interest in potentially identifying funding for a bike and pedestrian streets/network plan. Should the City Council direct staff to pursue this plan as a 2024-26 objective, staff will provide a more detailed report to the City Council at a later date, as there would be substantial budget impacts (the cost of a consultant to draft a plan and conduct community outreach) and staffing impacts (the staffing that would be required to support the creation and implementation of this plan could not be absorbed by current staffing levels).
Parking Management Plan
The City Council previously expressed interest in the consideration of conducting Village parking studies (i.e., a parking management plan) as part of the 2024-26 budget cycle. Should the City Council direct staff to pursue this further, staff will provide a more detailed report to the City Council at a later date, as there would be substantial budget impacts (the cost of a consultant to draft a plan and conduct community outreach) and staffing impacts (the staffing that would be required to support the creation, implementation, and enforcement of this plan could not be absorbed by current staffing levels).
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, 2022-24 Budget, Youth and Family Master Plan.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Adam Pirrie Katie Wand
City Manager Assistant to the City Manager
Attachments:
A - Update on 2022-24 Council Priorities and Objectives
B - Memo to City Council on 2024-26 Outreach Results
C - Public Comment