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HomeMy WebLinkAbout10-12-2016 PC Staff Discussion Item 1a. - Advisory Body Goal Setting2 PLANNING COMMISSION AGENDA REPORT SUBJECT: 2017-2019 Planning Commission Goal-Setting and the Financial Plan / Budget Process. Review 2015-2017 Planning Commission goals, take public testimony, and identify Commission goals and work program items for the 2017-2019 Financial Plan. FROM: Xzandrea Fowler, Deputy Community Development Director Doug Davidson, Deputy Community Development Director DISCUSSION Situation Every two years the City adopts a budget and financial plan. To prepare for the budget process, all City departments and advisory bodies are asked to identify their goals and major work programs for the next two years. The City Council then uses this information, along with public comment and other input, to set community priorities and allocate resources to accomplish the most important City goals. Why involve advisory bodies in the goal-setting process? Advisory body members provide important input because they are recognized as representatives of the community, committed to the long-term best interests of the City. And they are close to the “pulse” of the community in terms of their specific area of interest. Other key points as we embark on this goal-setting process are: 1. The Council is seeking advisory body input focused on the purview area of the advisory body and is also interested in input on other issues important to the community. 2. Advisory body input is highly valued by the Council and the staff. 3. Goals can include completing projects from a previous work program. 4.Identifying priorities implies recommending fewer rather than more goals to the Council. The Planning Commission should recommend only those activities that can reasonably be accomplished in the two-year budget period. Meeting Date: October 12, 2016 Item Number: Staff Discussion 1.a Planning Commission: 2017-2019 Financial Plan Goal Setting and Budget Process Page 2 Outcome This is a public process and citizen comments are welcome. The results of this process are twofold: 1) a list of Planning Commission goals and implementation programs or projects; and 2) a letter from the Planning Commission Chair to the City Council outlining recommended goals and programs, and if necessary, requesting resources for specific activities (staff will prepare the letter for the Chair’s signature). Background The City last revised its goals and work program starting in October 2014 in connection with the 2015-2017 financial plan and budget. Staff, advisory bodies and Council members are now “gearing up” for the next financial planning cycle, 2017-2019. It is again time for the Planning Commission to review the past goals, update these as needed, and to identify new goals and programs. The Process Tonight, staff will present a brief slide show introducing the budget process and advisory bodies’ role in it. The Commission should then review its 2015-2017 goals, followed by consideration of goals and program recommendations for the 2017-2019 Financial Plan. During past goal- setting sessions, the Planning Commission has generally followed the steps below. Goal-setting steps: 1. Review and understand goal-setting and City Financial Plan/Budget Process; 2. Evaluate previous goals and work programs. Determine which goals and programs were accomplished and can be deleted, or which ones are no longer needed; 3. Determine which goals and/or programs have not been completed and should be carried forward; 4. Identify new goals or programs for possible inclusion in the work program; 5. Prioritize the goals and programs, based on the Planning Commission’s adopted goals and General Plan goals, community needs and input, opportunities, or special or urgent conditions; and 6. Identify activities which may require additional resources to accomplish. This may include references to possible community partnerships or outside funding sources. The Commission will establish goals for the next two years and identify three to five key tasks or programs it intends to complete in the period. The Commission should discuss how these goals Planning Commission: 2017-2019 Financial Plan Goal Setting and Budget Process Page 3 and activities relate to important Council goals and at the same time, consider the fiscal context for the goal-setting process, including resources needed to accomplish the task. On November 28, 2014, the Commission adopted the seven following goals for the 2015-17 Financial Plan: 2015-2017 Budget Goals Planning Commission Recommended Goals: 1. Emphasize affordable housing programs, encourage workforce housing, and identify partnerships for financing opportunities. 2. Address and improve the relations between students and residents in neighborhoods surrounding Cal Poly, including housing, communication, neighborhood protection, parking, and infrastructure. Explore the creation of an Overlay Zone near Cal Poly with regulations on density, neighborhood compatibility, housing types, parking, and behavior. 3. Increase support for non-auto related transportation alternatives in plan and project approvals as well as program implementation through budgeting priorities. Analyze parking in neighborhoods comprehensively as a way to encourage non-automobile alternatives by addressing rebalancing, innovation, pricing, guidance, and parking structures. 4. Stress early implementation of the updated Land Use and Circulation Element high-priority programs. 5. Encourage expansion and stewardship of City Open Space. 6. Maintain a sustainable City budget and level of services by focusing on infrastructure maintenance, new revenue sources, and prudent use of Measure G funds. 7. Implement the Economic Development Strategic Plan. What’s Next? The Commission should take public testimony, and identify Commission goals and work program items for the 2017-2019 Financial Plan. Advisory body goals are due by November 7, 2016. All advisory bodies will receive a consolidated listing of all recommended advisory body goals by November 21, 2016. This provides an opportunity to review what other advisory bodies see as high community priorities. It is also an opportunity to revise goals accordingly if the Commission so chooses. Final changes are due by December 13, 2016. The Council will Planning Commission: 2017-2019 Financial Plan Goal Setting and Budget Process Page 4 receive the final report with all advisory body recommendations before they begin the goal- setting process in January 2017.