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HomeMy WebLinkAbout12-14-2015 REOC AgendaPacket City of San Luis Obispo, Council Agenda, City Hall, 990 Palm Street, San Luis Obispo Agenda Revenue Enhancement Oversight Commission Monday, Dec 14, 2015 5:30 pm REGULAR MEETING Council Hearing Room 990 Palm Street San Luis Obispo, CA CALL TO ORDER: Chairperson Kardel ROLL CALL: Jeri Carroll, Amy Kardel, Ken Kienow, Michael Multari, and Hilary Trout MINUTES: Minutes of Oct 12, 2015. Approve or amend. PUBLIC COMMENT PERIOD FOR ITEMS NOT ON THE AGENDA At this time, people may address the Commission about items not on the agenda. Persons wishing to speak should come forward and state their name and city of residence. Comments are limited to five minutes per person. Items raised at this time are generally referred to the staff and, if action by the Commission is necessary, may be scheduled for a future meeting. BUSINESS ITEMS 1. Staff Introductions. Meet Xenia Bradford, Budget Manager, and Greg Hermann, Special Projects Manager (Derek Johnson). 2. Draft Annual Community Report. Review draft annual community report provided by consultant Cowan Communications. Discuss content for supplemental infographic utility bill insert (James David). 3. Annual Community Report Public Meeting. Confirm date, time, venue, outreach and other logistics for public meeting to review final Annual Community Report (James David). 4. Preview of OpenGov. Presentation on beta version of OpenGov, the City’s web- based financial tracking tool (Greg Hermann). COMMENT & DISCUSSION 5. Staff Communications 6. Commission Communications CITY OF SAN LUIS OBISPO CITIZENS’ REVENUE ENHANCEMENT OVERSIGHT COMMISSION MINUTES October 12, 2015 5:30 p.m. Council Hearing Room, 990 Palm Street San Luis Obispo, California CALL TO ORDER A special meeting of the Citizens’ Revenue Enhancement Oversight Commission was called to order on Monday, October 12, 2015, at 5:30 p.m. in the Council Hearing Room at 990 Palm Street, San Luis Obispo, California, by Chair Kardel. ROLL CALL Commission Members Present: Commission Members Jeri Carroll, Michael Multari, Hilary Trout, Vice Chair Ken Kienow, and Chair Amy Kardel, Commission Members Absent: None Others Present: Derek Johnson, Assistant City Manager and Interim Finance and Information Technology Director; James David, Principal Analyst; David Athey, Supervising Civil Engineer and John Paul Maier, Assistant City Clerk. MINUTES CITIZENS’ REVENUE ENHANCEMENT OVERSIGHT COMMISSION MINUTES OF MAY 4, 2015 MOTION BY COMMISSIONER CARROLL SECOND BY COMMISSIONER TROUT, CARRIED 5-0, to approve the Citizens’ Revenue Enhancement Oversight Commission meeting minutes of May 4, 2015. PUBLIC COMMENT There were no members of the public desiring to speak. 1. 2014-15 LOCAL REVENUE MEASURE YEAR-END EXPENDITURES Principal Analyst David narrated a PowerPoint presentation entitled Budget in Brief 2015-2017 Financial Plan and responded to Commission inquiries. Revenue Enhancement Oversight Commission Minutes – October 12, 2015 Page 2 During the course of discussion, the Commission reviewed the local revenue measure uses; discussed the propriety of utilizing Measure Y Funding Summary Schedule for the “Preservation of Essential Services, Traffic Congestion Relief, Open Space Preservation, and Infrastructure Maintenance & Improvements.” Assistant City Manager Johnson arrived at 4:49 P.M. MOTION BY COMMISSIONER TROUT, SECOND BY COMMISSIONER CARROL, CARRIED 5-0, to receive and file the proposed expenditures list, as identified in the Commission Agenda Report, and include modifications to add subtotals for major categories for Attachment 1 Measure Y Funding Summary Schedule. 2. REVISIT THE TRACKING SPREADSHEET During the course of discussion, the Commission reviewed the Tracking Spreadsheet and provided staff with recommendations to amend the Tracking Spreadsheet regarding “expected completion dates.” MOTION BY COMMISSIONER MULTARI, SECOND BY COMMISSIONER KARDEL, CARRIED 5-0, to receive and file the Tracking Spreadsheet following modifications and directed staff to provide an update on the following projects: 1. Add a column to the Attachment 2 Tracking Spreadsheet titled “Expected Completion Date,” regarding 2015-17 Local Revenue Measure Expenditures projects. 2. Provide an update on items from the expenditure list: Laguna Lake Dredging and Sediment Management, Open Space Acquisition, Bike Transportation Plan Implementation, Bike Bridge at Phillips Lane, 911 Phone System, and Street Reconstruction and Resurfacing. 3. ANNUAL COMMUNITY REPORT BASICS Principal Analyst David reviewed the Annual Community Report Basics; explained the background of the sales tax measure, details of budget and goal-setting process, measure priorities, use of local funds, and the local revenue measure funding schedule. The Commission directed staff to research costs for the Annual Community Report to the Public to be provided in color and by mail, change the graphic presentation to provide the public with information to be “viewer friendly,” and to explore an external consultant formal report and costs for a summary insert in color, adding that staff will update the City’s website with the current report. Assistant City Manager Johnson responded to inquiries regarding a subcommittee to provide staff with feedback for the report and summary insert. Revenue Enhancement Oversight Commission Minutes – October 12, 2015 Page 3 MOTION BY COMMISSIONER TROUT, SECOND BY COMMISSIONER MULTARI, CARRIED 5-0, to recommend to approve the Annual Community Report Basics and to form a subcommittee including the following staff members and commissioners: Assistant City Manager Johnson, Principal Analyst David, Vice Chair Kienow, and Commissioner Carroll. COMMENT AND DISCUSSION 4. STAFF COMMUNICATIONS a. Staff Transitions in the City Assistant City Manager Johnson announced the new staff transitions; stated that he has switched positions with Michael Codron, who will serve as the new Director of Community Development; added that he is serving as the new Assistant City Manager and Interim Finance and Information & Technology Director; noted that the Finance Department is in process to hire a new Budget Manager. b. 2015-17 Budget in Brief Principal Analyst David added that the 2015-17 Budget in Brief is available on the City’s website. c. Agenda Forecast Principal Analyst David spoke on opengov.com and inquired to Commissioner Multari to provide a presentation on Municipal Finance. Commissioner Multari advised staff that he is available to provide a presentation on Municipal Finance. Assistant City Manager Johnson stated that the audio file of Commissioner Multari’s presentation on Municipal Finance is available to the Commissioners. The Commission agreed to schedule the next meeting to November 16, 2015 at 5:30 p.m. ADJOURNMENT MOTION BY VICE CHAIR KIENOW, SECOND BY COMMISSIONER MULTARI, CARRIED 5- 0, to adjourn at 7:09 p.m. Jon Ansolabehere Interim City Clerk Approved: XX/XX/15 Revenue Enhancement Oversight Commission December 14, 2015 FROM: James David, Principal Analyst SUBJECT: DRAFT ANNUAL COMMUNITY REPORT RECOMMENDATION Review and provide direction on draft Annual Community Report for Fiscal Year 2014-15 Measure Y sources and uses. DISCUSSION Chapter 3.15 of the Municipal Code (the Essential Services Transactions [Sales] and Use Tax) includes specific citizen oversight and fiscal accountability provisions. One of these provisions requires an annual community report: Annual Community Report. A written report shall be reviewed at a public hearing by the Revenue Enhancement Oversight Commission, and a summary will be provided annually to every household in the community detailing how much revenue is being generated by the measure and how funds are being spent (MC 3.15.040.E). The community report is produced annually based on local revenue measure revenues and expenditures from the previous fiscal year. This year’s report includes the following local revenue measure data for Fiscal Year (FY) 2014-15: 1. Council-adopted local revenue measure priorities 2. Current and historical revenues 3. Uses including a breakdown of operating versus capital 4. Project spotlight on the Skate Park 5. New directions from 2015-17 Financial Plan 6. Background including the ballot language 7. Link to detailed local revenue measure funding schedule At their October 12 meeting, the Revenue Enhancement Oversight Commission (REOC) requested consultant assistance with the presentation of the report, and also appointed a report- writing subcommittee consisting of Vice Chair Kienow, Commissioner Carroll, and Staff Liaison David. The subcommittee met once to create the copy for the report and submitted it to the consultant, Cowan Communications. Cowan has completed the draft, which is graphic-based with simplified narrative as needed (Attachment 1). The REOC should review and provide feedback on how to improve content, graphics, or flow. Direction should also be given on what parts of the draft report will be best for the half-page utility bill insert infographic. ATTACHMENT 1. Draft FY 2014-15 Local Revenue Measure Annual Community Report The Local Revenue Measure Annual Community Report City of San Luis Obispo Citizen’s Revenue Enhancement Oversight Commission (REOC) January 2016 - DRAFT 1 - Preservation of Essential Services, Traffic Congestion Relief, Open Space Preservation, and Infrastructure Maintenance and Improvements. FY 14-15 Local Revenue Measure Revenues Local half-percent sales tax revenue totaled $7.1M in FY 14-15. This is a five percent increase from the previous fiscal year. The local revenue measure has generated over $50M since its original adoption in November 2006. *Forecasted revenue per 2015-17 Financial Plan $- $1 $2 $3 $4 $5 $6 $7 $8 20 0 6 - 0 7 20 0 7 - 0 8 20 0 8 - 0 9 20 0 9 - 1 0 20 1 0 - 1 1 20 1 1 - 1 2 20 1 2 - 1 3 20 1 3 - 1 4 20 1 4 - 1 5 20 1 5 - 1 6 * 20 1 6 - 1 7 * MI L L I O N S FISCAL YEAR Local Revenue Measure Revenues Local Revenue Measure Uses FY 14-15 local revenue measure funds were used on four Council-adopted Measure Y priorities: Preservation of Essential Services, Traffic Congestion Relief, Open Space Preservation, and Infrastructure Maintenance and Improvements. 2014-15 Local Revenue Measure Uses ($6.7M) (Operating & Capital) Preservation of Essential Services Traffic Congestion ReliefOpen Space Preservation Infrastructure Maintenance and Improvements44% 1%2% 53% Local revenue measure uses fall into two categories: operating expenses such as funding a full-time Open Space Ranger, and capital expenses such as constructing bicycle paths. Operating uses in FY 14-15 were approximately $2.6M (39%), and capital uses were about $4.1M (61%), totaling approximately $6.7M. The largest use of local revenue measure funding for operating costs was for Preservation of Essential Services, specifically for Public Safety. Examples of these costs were salaries for Downtown Patrol Officers and Fire Prevention personnel. The largest capital expenditures funded by the local revenue measure in FY 14-15 were for Infrastructure Maintenance & Improvements, specifically for the Santa Rosa Skatepark, Street Paving, and Downtown Renewal projects. Further detail on FY 14-15 local revenue measure revenues and uses is included in the Measure Y Funding Summary Schedule, which is online at www.slocity.org/budget. Information will also be available at the Local Revenue Measure Annual Community Meeting on January 23, 2015 at 5:30 pm in the Council Hearing Room at City Hall. 1. Operating Uses ($2.6M) 2. Capital Uses ($4.1M) For every $.28 of Measure Y sales tax paid by City residents, the City is able to deliver $1.00 of services. (Retail Sales Analysis) The SLO Skate Park project would not have been possible in its full capacity without significant funding generated by the local revenue measure. Other funding came from City parkland development funds and a notable grant from the Tony Hawk Foundation. The SLO Skate Park at Santa Rosa Park opened on Saturday, February 28, 2015. It progressed from a dream of the local skate community, to a master plan, and finally to the construction phase, after being adopted as a Measure Y Project in Focus: Santa Rosa Skatepark Major City Goal and Measure Y priority project in the 2013-15 Financial Plan. The SLO Skate Park is a 15,500 square-foot concrete park that is an invaluable addition to the City’s multi-use facilities, serving locals and visitors alike. Planned Local Revenue Measure Uses A shift towards more capital uses and less operating (about 70/30) should be expected in future fiscal years given the Council’s new direction on local revenue measure priorities in the latest Financial Plan: 2015-17 Local Revenue Measure Expenditures ($16.8M) (Operating & Capital) Open Space Preservation Bicycle & Pedestrian Improvements Traffic Congestion Relief (Safety Improvements) Public SafetyNeighborhood Street Paving Flood Protection Code Enforcement Parks & Recreation/ Senior Programs & Facilities9% 19% 3% 23% 11% 11% 20% 4% Additional Background on the Local Revenue Measure The Local Revenue Measure was approved by City voters in November 2006 to preserve essential services for the community (Measure Y). Measure Y established a one-half percent local sales tax with an eight-year sunset clause. The original measure would have expired on March 31, 2015, however voters approved its extension for an additional eight years during the 2014 General Election when they passed Measure G. The Local Revenue Measure will be up for another voter extension on March 31, 2023. Measures Y and G were general purpose measures and, as such, the proceeds are not restricted to specific purposes. This provides the Council with flexibility to respond to new circumstances and challenges. The voter-approved ballot language provides direction to use local sales tax revenue to protect and maintain essential services and facilities, and identifies examples of services and projects that achieve this objective. These community spending priorities help guide the Citizen’s Revenue Enhancement Oversight Commission (REOC) when making recommendations to the Council about local revenue measure uses. The Council uses the REOC’s input, and additional public feedback, to prioritize the use of local revenue measure funding as part of the City’s two-year financial planning process. 95% of San Luis Obispo residents consider the City an excellent or pretty good place to live. (Community Satisfaction Survey) City of San Luis Obispo Citizen’s Revenue Enhancement Oversight Commission (REOC) www.slocity.org/budget Local Revenue Measure ballot language (Measure G) To protect and maintain essential services and facilities – such as open space preservation; bike lanes and sidewalks; public safety; neighborhood street paving and code enforcement; flood protection; senior programs; and other vital services and capital improvement projects – shall the City’s Municipal Code be amended to extend the current one-half percent local sales tax for eight years, with independent annual audits, public goal-setting and budgeting, and a Citizens’ Oversight Commission? Revenue Enhancement Oversight Commission December 14, 2015 FROM: James David, Principal Analyst SUBJECT: PUBLIC HEARING ON ANNUAL COMMUNITY REPORT RECOMMENDATION Confirm date, time, venue, outreach and other logistics for public meeting to review final Annual Community Report. DISCUSSION 1. Date, Time and Venue The public hearing for the Annual Community Report is tentatively scheduled for Saturday, January 23, 2016. A weekend day was chosen to try and accommodate those residents who may not be able to attend a weeknight meeting due to scheduling conflicts. This date is open for discussion as well as the best time of day. Staff recommends the following alternative venues be explored: (1) Swim Center Activity Room (Olympic Pool Replastering is a Measure Y/G project), (2) Senior Center, (3) Library Community Room, (4) Ludwick Community Center. 2. Outreach and Event Logistics The Council recently adopted a Public Engagement and Noticing (PEN) Manual, which provides City staff with outreach tools and best practices for community engagement events (Attachment 1). The Annual Community Report public meeting falls in the CONSULT category, since the REOC will be presenting and receiving feedback on past local revenue measure data. Excerpt from PEN Manual (pg 5) The REOC should review the PEN Manual and provide direction on the format of the community meeting. Some questions to consider are: 1. Is it best to follow a more traditional hearing format with a staff presentation of the Community Report followed by questions from the REOC? or Preparing for the Annual Community Report Meeting Page 2 2. Does the REOC want to present the Community Report to the community with ancillary staff support? or 3. Should the Community Report meeting be more of an Open House format with a brief staff presentation and different information stations around the room for follow-up interactions with the public? In addition to the Annual Community Report meeting, the final report will be published online at www.slocity.org/localrevenue. ATTACHMENT 1. Public Engagement and Noticing Manual PUBLIC ENGAGEMENT AND NOTICING MANUAL NOVEMBER 2015 2.1 TABLE OF CONTENTS INTRODUCTION ................................................................................2 HOW TO USE THE TOOLKIT ........................................................4 TOOLKIT ...............................................................................................5 Action Plan Matrix ..............................................................................5 Outreach Tools ...................................................................................6 Audience ..............................................................................................7 Media Contacts List ..........................................................................9 COMMUNITY EVENT .................................................................11 Workshop .............................................................................................11 Neighborhood Meetings ...............................................................12 Open House ......................................................................................13 Open City Hall ...................................................................................14 GLOSSARY ........................................................................................15 TEMPLATES ......................................................................................19 E-Notification ................................................................................20 Fact Sheet ..........................................................................................21 Flyer .....................................................................................................22 Paid Ad ...............................................................................................23 Postcard .............................................................................................24 Signage ..............................................................................................25 Survey .................................................................................................26 VENUES .............................................................................................27 1 Communities work best when residents, organizations and institutions are engaged and working together for the good of all. San Luis Obispo is no exception. The people who live, work and play here take enormous pride in this city and care deeply about keeping it healthy and vibrant. Our city wants to accommodate different perspectives and encourage more residents to be informed and involved in shaping decisions. The pages that follow describe simple steps to take for broadening public outreach. We outline programs that encourage active and diverse citizen participation. We call it a toolkit; tools to be used for building community participation and adding new voices to the mix. Note that marketing of city services is generally managed department by department. Parks and Recreation enrolls residents in classes; Utilities Conservation educates on water conservation and SLO Fire Department follows up EMS calls with satisfaction surveys. While there are elements of marketing in all communication outreach, we’re talking about something different here: improving communication efforts so people get involved in decisions on topics that affect them. Assuring residents know what’s going on and getting them involved in the process will help generate consensus decisions. Use this guide to better understand the target audience, type of outreach and timing needed for various city issues and actions. Keep in mind this is a broad stroke approach that is intended to guide thinking, not define it. With 11 city departments and thousands of touch points every day, one size will definitely not fit all. THE CHALLENGE It’s not easy to determine the communication/outreach plan needed for individual projects, services and other items that make their way through the City decision-making process. Who needs to know? How do we tell them? That’s where this toolkit comes in. AT THE STARTING LINE Begin by asking seven questions about your item. The following questions also accompany the project plan template. 1.What is the action/program/project you need to communicate? 2.Who makes the final decision on the item, is this a staff decision? Subject to advisory body review? Will City Council ultimately receive the item for action? INTRODUCTION 2 3.What type of community interaction is desired? •You may need to inform residents about a decision already made; a city action that needs to be understood (i.e., change in bus routes; increase in parking meter fees) •You may need to consult the community or special interest group members over proposed changes / new initiatives (i.e., options for new playground equipment; proposed ordinance regarding mandatory water conservation). •You may need to collaborate with the community to develop ideas /plans /programs on large scale future items (land use and circulation element, city budget) 4.Who needs to/wants to be informed? This question is critically important and calls for some consideration. The focus of engagement is to involve the community. In San Luis Obispo, that community has many faces: residents at large (along with individual neighborhoods); interest groups ranging from cycling enthusiasts to business; arts to education; seniors, children and so on. There is a large government sector in SLO that may need to be included. The point is that it is imperative to try to outreach to anyone who may be connected to the item, and specifically to find the key people affected by a decision (i.e., a change in the hours at the pool may not be a large scale issue, but is of keen interest to swimmers). Determining the outreach targets calls for thought, some digging and your own good judgment. 5.When does the outreach need to happen? The City’s review process can have many steps and take time to unfold. Some steps are defined by municipal code; others call for personal discretion. Give citizens adequate time to be informed, educated and involved. No one likes to be caught unprepared and on short notice. Start early and keep in touch. 6.What needs to be done? This guide outlines a series of recommended plans to use as reference for best practices on communicating your item. 7.What does success look like? Whether you’d like to see more people attend your community outreach event, to increase diversity of feedback, to introduce new ideas, or keep in touch with residents & stakeholders, setting a goal for your community engagement efforts will provide a benchmark for future efforts. Keep note of what worked, what didn’t, and any valuable feedback from the public. Consider issuing a survey to assess public satisfaction with outreach efforts following community outreach events or neighborhood meetings. 3 The toolkit is organized into three sections. Follow the three steps below to develop your engagement plan. 1. Action Plan Matrix Use this section to identify the level of complexity and communication objective of your item. Once you’ve identified your communication objective, review the corresponding Outreach Tools. 2. Outreach Tools This section notes various elements that can be of use to you in communicating with the public (city website posting, e-notification, Open City Hall, community meetings, etc.) Each element is described in the glossary, and hyperlinked tools have corresponding templates, checklists and instruction on best practices for outreach events. 3. Audience Move to page 8 to determine your target audience(s). How significantly will this item affect people, and with that in mind, who should be notified and possibly involved? Consider if your item affects the entire city, or use the lists provided to review specific neighborhoods and/or certain special interest groups that may be affected. Determine whether media should be notified. The toolkit only works when you add your judgment to the process. Nothing is simply black and white when it comes to outreach and engagement. It’s all about communication. Communicate with your colleagues; communicate with stakeholders (they can often be the best help) and work from a plan that may need adjusting as time goes on. HOW TO USE THE TOOLKIT 4 INFORM CONSULT COLLABORATE • One way communication – outreach to citizens. • Provide public with balanced and objective project/issue information to increase awareness and/or understanding of problems, alternatives and solutions. • Get ideas on finite number of options / limited time discussion. • Take public feedback on project or other issue proposal. • Interactive process that incorporates recommendations as much as possible. • Partner with the public to develop alternatives and identify preferred solutions. • May be open ended. STAFF LEVEL Normal procedures, existing program, services delivery DEPARTMENT HEADS, CITY MANAGER New program, expansion of existing program ADVISORY BODIES (i.e., land use issues, development projects) CITY COUNCIL New laws, major plans, significant issues (i.e. drought strategy) Yes Maybe Not Required 1 1 2 3 4DE C I S I O N M A K I N G : L E V E L O F C O M P L E X I T Y COMMUNICATION OBJECTIVE Follow the steps below to find your outreach tool plan. Cross tab the level of complexity with communication objective ACTION PLAN MATRIX2.1 5 INFORM CONSULT COLLABORATE EXPECTATION ADDITIONAL Official notice (if legally required) • Legal ad in newspaper • Postcards to neighboring owners/tenants • On-site signage E-notification (including affected neighbors) Website posting Applicable advisory bodies Key contacts, liaisons Social media (if applicable and available) Utilities billing insert – flyer Community Calendar Signage Paid media (newspaper, radio, TV, social media, digital, outdoor/transit) Informational materials (should also be available digitally on website, e.g. flyer, fact sheet, PowerPoint, postcard, door hanger, banner, poster) City website posting Awareness Walk Press release/Media notification Neighborhood meetings EXPECTATION ADDITIONAL All of the “Inform” expectations listed above Hearing (if legally required) Social media (if applicable and available) Utilities billing insert – survey Mailed survey Telephone survey Study session Focus group Special events with opportunities for interaction Awareness walk Open City Hall (web based) Neighborhood meetings EXPECTATION ADDITONAL All of the “Inform” and “Consult” expectations listed above Open City Hall (web based) Community Outreach Event (workshop, open house, neighborhood meeting, etc.) Utilities billing insert – survey Mailed survey Telephone survey Study session Focus group Special events with opportunities for interaction Awareness walk Committee formation Refer to glossary for tools descriptions *Bold indicates detailed descriptions available on page 11. OUTREACH TOOLS 6 One of the most important aspects of community engagement is thinking through the “who.” Who will be interested in/affected by the topic under consideration? Who are the stakeholders? Begin by understanding the range of interest groups and organizations that care about San Luis Obispo. There are literally hundreds in the city alone. The category list that follows is provided to get you thinking. It does not include every potential outreach contact, but it is a framework for thinking about it. The City maintains many different interest databases and the 2015-launched City of SLO website offers an ideal way for citizens to add themselves to lists of people interested in being notified about different matters. Examples of lists include: • Airport area • Bicycle • Council notes • Economic development • General plan updates • Housing • Measure G • Neighborhood wellness • Planning and building • Skate park • Stormwater • Utility billing • Water • Youth services • Water conservation And remember; the contacts themselves can be a great resource for determining who else should be asked. AUDIENCE • Aquatics • Climate action plan • Downtown • Emergency preparedness • Historic preservation • Hot topics • Housing element • Natural resources • Parking • Public projects • Special events • Sports • Transit • Waste water 7 ORGANIZATIONS/INTEREST AREAS TO CONSIDER The following are samples only and lists are not all-inclusive. ARTS/CULTURE ORGANIZATIONS. ArtsObispo, Foundation for the Performing Arts Center, Little Theatre, SLO Symphony, dance groups, art museum BUSINESS / COMMERCE ORGANIZATIONS. SLO Chamber of Commerce, SLO County Economic Vitality Corporation, SLO Downtown Association, Farmers Market Association, real estate associations, merchant groups, tourism interests, Developers Roundtable, local American Institute of Architects chapter CHILDREN. Children’s Museum, parent-child groups, PTA’s EDUCATION. San Luis Coastal Unified School District, Cal Poly, Cuesta College, private schools ENVIRONMENTAL. EcoSLO, Sierra Club, The Land Conservancy ETHNIC ORGANIZATIONS, CHURCH GROUPS GOVERNMENT. City advisory bodies, Mayor’s Roundtable PROPERTY OWNERS MEDIA. Key contacts list follows. RESIDENT/ NEIGHBORHOOD GROUPS. Neighborhood wellness groups/other city- identified neighborhood areas, Old Town Neighborhood Association, Slack Street Neighborhood, Los Verdes Park, mobile home parks, Homeowners Associations (owners & renters), Residents for Qualitiy Neighborhoods, Save our Downtown, Alta Vista, Neighborhoods North of Foothill. SPORTS/OUTDOOR ENTHUSIASTS. Runners, hikers, cyclists, skateboarders, swimmers, recreational sports teams, tennis players, youth sports groups including American Youth Soccer Organization, Cal Ripken Baseball, SLO Girls Softball Association SENIORS. Senior Center, Retired Active Mens Group SERVICE CLUBS. Rotary, Rotaract, Kiwanis SOCIAL SERVICE PROVIDERS. CAP SLO, health and human service organizations STUDENTS. Student Community Liason Committee TRANSPORTATION. SLO Bike Coalition, bus riders, Ride-On, Rideshare MISCELLANEOUS. Library users, SLO History Center, Young Professionals Networking Group 8 MEDIA KEY CONTACTS LIST The following contacts list is general and may change over time, so be sure to keep your own records up to date. PRINT/ONLINE Tribune General inquiries, newsroom@thetribunenews.com Calendar items, calendar@thetribunenews.com General phone, (805) 781-7800 New Times Camillia Lanham, Editor, clanham@newtimesslo.com Calendar items, calendar@newtimesslo.com General phone, (805) 546-8208 Mustang Daily News, news@mustangnews.net General, editor@mustangnews.net Advertising, advertising@mustangnews.net General phone, (805) 756-1796 Journal Plus General inquiries, slojournal@fix.net General phone, (805) 546-0609 SLO Life Magazine General inquiries, info@slolifemagazine.com General phone, (805) 543-8600 SLO City News (Tolosa Press) General inquiries/publisher, Bret Colhouer, bret@tolosapress.com General phone, (805) 543-6397 TELEVISION KSBY – NBC Assignment desk, news@ksby.com Newsroom phone, 597-8400 x6 9 KCOY (CBS) /KKFX (FOX) / KEYT (ABC) – Newschannel 3 Santa Barbara newsroom keyt.assignmentdesk@keyt.com (805) 882-3930 Santa Maria newsroom news12@kcoy.com (805) 928-4748 RADIO KVEC 920 AM Studio line, (805) 543-8830 Business line, (805) 545-0101 KCBX 90.1 FM General phone, (805) 549-8855 Newsroom, news@kcbx.org Community Calendar, calendareditor@kcbx.org American General Media General phone, (805) 781-2750 KZOZ 93.3 FM (American General Media or AGM) General phone, (805) 543-3693 KKJG 98.1 FM (AGM) General phone, (805) 543-3693 KIQO 104.5 FM (AGM) General phone, (805) 783-1045 KKAL 92.5 FM (AGM) No phone number, use AGM general line (805) 781-2750 10 BEST PRACTICES FOR COMMUNITY OUTREACH EVENTS The following community outreach events are meant to expand involvement opportunities for community members by giving them a chance to speak directly to an issue or have direct involvement in the decision-making process. Workshops, open houses, road shows and open city hall should encourage participation, and every effort should be made to make the public feel welcome and heard. • All community events should be preceded by outreach noted in the “Inform” section of your matrix. A well attended event is key. • Incorporating outreach tools from the “Additional” column of your matrix will attract a larger audience which results in diverse representation and feedback. • Advertising these community events well ahead of their date with ongoing reminders is essential. • Plan for enough space to accommodate the audience. Page 27 includes a list of possible meeting space venues. • Choose an effective facilitator to lead the gathering. Facilitators are there to shepherd the conversation rather than provide input or influence opinion. He/she should be neutral in the discussion. • If a resident wants to provide input or feedback outside of the particular outreach event, make key project contact information available and/or offer a meeting with staff. WORKSHOP Workshops allow the public to hear a presentation on a particular item from city staff and/or consultants, then work in smaller groups to develop ideas and alternatives that directly affect the planning process. Following small group discussion, the groups reconvene to share their ideas with the larger group, and workshop outcomes are then passed on to decision-makers. Workshops should include an even balance of staff presentation and group discussion. When do I have a workshop? Workshops are an effective tool for collaboration and should take place early in the planning process so feedback can be incorporated down the line. In order to keep group discussion focused, workshops should not take place until a project has a determined set of options and/or ideas to explore. What should be included? Discussion groups should represent various parts of a plan where the public actually has an opportunity to weigh in on options and/or develop alternatives and solutions. Groups should COMMUNITY OUTREACH EVENTS: TOOLS FOR TWO-WAY COMMUNICATION 11 be facilitated by city staff and/or consultants, and these facilitators should lead and promote public discussion. Always let the public know what happens next in the process, so that they understand what will happen with their feedback. Be sure to provide appropriate contact information so anyone who felt they were not heard has an opportunity to follow up. Essentials checklist: Space large enough to comfortably accommodate the expected audience (consider seating capacity as well) Water. Other refreshments and snacks are optional Sign-in sheets for names, email address, phone numbers and physical addresses (where applicable) so staff can follow up with attendees Visual or informational aid(s) of some sort to be included in the presentation and/ or stations (PowerPoint, video, photos, plans, maps, graphics, etc.) Large format paper and thick pens for notes that the public can see Facilitators for all small group discussions Comment cards Name tags for city staff Contact information “What’s Next” explanation NEIGHBORHOOD MEETING Neighborhood meetings are similar to workshops in that they involve staff presentation and public discussion. Neighborhood meetings mean staff bring their presentations directly to their intended audience, which could include a special interest group or a specific neighborhood. When do I have a neighborhood meeting? Neighborhood meetings should occur early in the planning process so feedback can be incorporated down the line. Staff should schedule a neighborhood meetings during hours when most people in the affected group will be available, typically after-work hours. What should be included? Neighborhood meetings benefit from creativity and content/style directed at the audience. Neighborhood meetings should include equal parts staff presentation and public discussion. Always let the public know what happens next in the process, so that they understand what will happen with their feedback. Comment cards should also be provided for people who do not feel comfortable speaking up. 12 Essentials checklist: Space large enough to comfortably accommodate the expected audience (consider seating capacity as well) Water. Other refreshments and snacks are optional Sign-in sheets for names, email address, phone numbers and physical addresses (where applicable) so staff can follow up with attendees Visual or informational aid(s) of some sort to be included in the presentation (PowerPoint, video, photos, plans, maps, graphics, etc.) Large format paper and thick pens for notes that the public can see Facilitators for all small group discussions (see Best Practices page 11) Comment cards Name tags for city staff Contact information “What’s Next” explanation OPEN HOUSE An Open House typically features various informational stations rather than a formal presentation. The public is encouraged to engage in open dialogue with the facilitator at each station, including asking questions and providing feedback. Notes are taken on large format paper so people can see their comments have been noted. When do I hold an Open House? An Open House should be held in the middle of the planning process once drafts and conceptual plans are available. Open Houses should take place during hours where most of the public/affected audience will be able to participate, typically after-work hours. What should be included? The public should have a clear understanding of the distinction between an open house and workshop ahead of the event. Stations should be clearly labeled, feature visual representations or aids, and should incorporate a place where comments can be written down and seen by everyone. Staff should also consider comment cards, as some people are more comfortable speaking up than others. Be sure to provide appropriate contact information so anyone who felt they were not heard has an opportunity to follow up. 13 Essentials checklist: Space large enough to comfortably accommodate the expected audience and stations (consider seating options for people who can’t stand for extended periods of time) Water. Other refreshments and snacks are optional Sign-in sheets for names, email address, phone numbers and physical addresses (where applicable) so staff can follow up with attendees Visual or informational aid(s) of some sort to be included at each stations (PowerPoint, video, photos, plans, maps, graphics, information boards, etc.) Large format paper and thick pens for notes that the public can see Facilitators for all stations Comment cards Name tags for city staff Contact information “What’s Next” explanation OPEN CITY HALL (WEB BASED) Open City Hall is an online tool for community engagement. Open City Hall can be used as an online alternative to in-person community outreach events like Workshops, Road Shows and Open Houses. Use of this tool allows those who can’t attend meetings to receive the same information and provide feedback. To see how it works, visit http://www.slocity.org/ opencityhall. When do I use Open City Hall? Open City Hall is encouraged to be used any time that the City hosts an in-person consultation or collaboration based community outreach event. In addition, Open City Hall can be on its own when it may not be feasible to host a traditional community outreach event. Open City Hall has the ability to pose questions in different ways, collect ideas, conduct polls, develop priority lists, comment on maps and more. What should be included? The experience of using Open City Hall online should mirror that of an in-person outreach event and can use many of the same materials. Open City Hall topics can contain graphics, videos and slide presentations (including narration). Please consult with the Administration Department to get started using Open City Hall. 14 ADVISORY BODIES. Voluntary citizen groups appointed by the SLO City Council to provide input on key city issues and activities. (See list on Audience page). AWARENESS WALK. Neighborhood guided tour by staff or consultants to provide in-person details and answer questions about specific issues and activities. CITY WEBSITE POSTING. Share project news, meeting announcements, calendar items, progress reports, agenda packets and more. COMMITTEE FORMATION. For purposes of collaboration, consider forming a committee or subcommittee for regular contact/check-ins regarding a certain topic/project. This committee should be made up of a representative group of stakeholders or advisory body members, with the understanding that they will be called upon often over the course of the project/issue for their input and expertise. COMMUNITY CALENDAR. No-cost method of announcing event details through online, print, television and radio calendar postings. Most community calendar notices can be easily posted by the interested party using online resources. DIRECT MAIL. Postcard, letter, flyer, fact sheet and other items sent using U.S. Mail. Larger mailings can qualify for reduced postage costs by using bulk mail rates (bulk mail permit required). Bulk mail requires zip code sorting and other special handling and permits. Note: Only items handled by the U.S. Postal Service can be placed in residential or commercial mail boxes. It is illegal to use mailboxes for door to door flyers, notices, etc. that have not been mailed. Flyers under doormats and door hangers are often used to share neighborhood information without violating postal regulations. E-NOTIFICATION. Slocity.org enables users to self-subscribe to information lists based on their interests. While not required, some users also give their address, which gives you access to geographically targeted lists. Refer to interest lists/neighborhoods in the Audience section that may pertain to your particular project/issue and outreach to these groups via e-notification. FACT SHEET. Brief one-page description of a proposed project or activity. Fact sheets typically utilize bulleted format, to convey information succinctly. Fact sheet should always include contacts for further information (i.e., phone number, web address, email). FLYER . Graphically compelling print pieces circulated in specific areas to generate attendance at public meetings and activities. Typically 8.5 x 11” in size, but can use irregular sizes for cost efficiency and/or to gain additional attention. Can be used as billing inserts, or posted in willing businesses and other commercial locations. INTEREST GROUP. Citizens with shared interests who are often united in expressing their concerns and opinions about various project proposals; also called special interest group, i.e., seniors, cycling enthusiasts, homeless services advocates, etc. GLOSSARY *Hyperlinked items have corresponding templates 15 KEY CONTACTS/LIAISONS/NEIGHBORHOOD CHAMPIONS. Some neighborhoods/special interest groups have key contacts or liaisons who will be essential in disseminating information to the larger group. See Audience section for details. NEIGHBORHOOD/ESTABLISHED NETWORK EMAIL TREE. Organized communication tool used by residents to communicate with each other about issues and activities of shared interest; typically applies to specific geographic areas, i.e., Old Town SLO, Los Verdes Park, etc. May be created using database management products like My Neighbors, in which specialized outreach groups are created by neighborhoods. The NextDoor app is a popular version of this community tool. NEIGHBORHOOD MEETINGS. Staff takes information “on the road” for face-to-face communication with residents, interest groups and others. Neighborhood meetings can range from special interest group presentations (chamber of commerce committee meeting) and speeches to large bodies; to targeted outreach (playground equipment preferences asked of park users), to ice cream truck neighborhood events. Neighborhood meetings efforts mean staff “goes to them,” rather than citizens coming to City Hall and other venues. See Best Practices section for more information. NEIGHBORHOOD SURVEY. Surveys can be conducted online via the city website, or conducted by hand via door-to-door contact. Surveys can also be mailed and emailed. See Best Practices section for more details. NOTIFY MEDIA. Can include but does not require a formal news release. A formal release offers the “who, what, where, why, and how” of a particular issue or activity and is circulated via email by staff to local media for publication. See Audience section for a list of key local contacts. OPEN CITY HALL. Effective online program for generating citizen interest, knowledge and participation in city decisions. OPEN HOUSE. Informal public gathering to introduce a project, service proposal or other idea using information centers and materials; on site staff to answer questions, hear comments, etc. No formal staff presentation. See Best Practices section for more information. PAID ADVERTISING. Print ads, television and radio commercials, online advertising, bus and bench advertising, billboards and other paid media that have associated costs for design, copywriting, media placement. Media outlets are contacted for information on costs, deadlines, production needs. Typical print ads include: • Legal ad. Appears in a specific section of the newspaper. Typically contains text only. • Display ad. Advertisement appears alongside regular editorial content. Can contain text, photos, logos, maps, graphics. GLOSSARY 16 POSTCARD. Printed piece used to provide brief, to-the-point information for citizens and sent via U.S. Mail. Postcards can range from traditional travel postcard size to “sumo” oversized postcards, with all requiring the same per piece postage. Lack of envelope may help assure the piece is viewed by recipient. POSTER. Graphic print communication promoting meetings, open houses, workshops and special events or services; generally 11x17” in size or larger. Post in willing local businesses and other commercial locations. PRINTED MATERIAL. Print announcements (flyer, postcard, door hanger, banner, poster) creatively designed to generate attention about issues and activities in specific neighborhoods. Printed materials should highlight pertinent information and/or direct people to additional information about a particular topic. PUBLIC ACCESS CHANNEL. Gavel-to-gavel webcast and televised public access to SLO government meetings. Carried on Charter Cable; also accessible live online via slocity.org. Channel 20 also carries informational on-screen fliers, announcements, etc. posted when meetings are not being telecast. REQUIRED LEGAL NOTICE Required by municipal code for most development projects. Timely posting in a newspaper of record about a project, rate increase, ordinance or other activity. These notices are required by law and are typically made through the City Clerk. Legal notices may also be physically posted on project sites, residential properties, etc. to alert neighbors and others of pending action, proposed changes, etc. on land use matters and to notice hearing dates for comment can be received. Council-approved notification standards for development projects detail who, where, and what needs legal noticing. SIGNAGE. Consider temporary signage (banner, stake sign, etc.) at the site of a project to keep neighbors and passersby apprised of project status and key contacts/websites for additional information. SOCIAL MEDIA. Apps, websites and other platforms that enable users to outreach to broad audiences and engage with those audiences in discussion on a daily basis. Users of social media have an expectation that communication is two-way and if your department chooses to engage in social media, you should expect and respond to discussion. Examples of platforms currently being used by city departments include Facebook and Twitter. Paid promotion of your department’s Facebook page or important posts should be considered in order to reach the appropriate audience type and size. A sponsored Facebook post, as it’s called, is a relatively inexpensive advertising method to utilize in order to expand viewer reach. SPECIAL EVENTS. Certain events should be leveraged as outreach opportunities when the demographic is appropriate. i.e., Saturday morning farmers’ market to inform/consult local residents regarding general interest projects/issues; local sporting events such as Damon- Garcia soccer games to inform/consult local residents regarding parks and recreation project/issues; etc. GLOSSARY 17 STAKEHOLDER MEETING. Should be considered during the consult phase as a group meeting comprised of issue/project stakeholders. SURVEY. Early outreach opportunity to collect opinions at the start of a project. Multiple- choice questions generate better response than open-ended questions. TRANSIT MESSAGING. Outreach using posters on city buses and at bus stops; city reader boards; street light and overhead banners on downtown streets. UTILITY BILLING INSERT. Printed material added to utility bills mailed to customers by the City. Billing inserts (also called billing mailers) require approval of the city manager and Utilities Department and often require generous lead time for handling by a mail house. WORKSHOP. Community gathering, generally on a citywide matter, used for presenting information, and then facilitating public engagement using small group exercises and discussion questions. See Best Practices section for more information. GLOSSARY 18 The following templates are simply guidelines to ensure city messaging is clear, consistent, branded, and encourages diverse public participation. Things to consider when designing and/or writing outreach materials: • Always refer to the San Luis Obispo City Style Guide and Brand Standards manual to ensure proper emblems, colors and typefaces are used. • Avoid government jargon and keep descriptions short. • Include all relevant contact information, including key contact names, phone numbers, email addresses and web addresses. • If noticing a meeting or community event, be sure to include pertinent information such as date, place, time, topic, description of community event and format, alternate ways to participate (if applicable), and directions and/or a map if necessary. • While unlikely, staff may experience language barriers when outreaching to specific groups. Be sure to include translation on all applicable materials. • Consider using attention grabbing words and phrases that evoke emotion, e.g. you, free, sale, guaranteed, new, now, announcing, tell us, etc. Also, a picture is worth a thousand words, so try to use imagery where appropriate. TEMPLATES 19 NEWS POSTING TEMPLATES E-NOTIFICATION Standard template exists in the website content management system. Website news posting should accompany e-notification. 20 FACT SHEET tt   Foothill Boulevard Road Repairs Public Works will be conducting road repairs on Foothill Boulevard beginning July 10. One-way traffic controls will be in place between 8:00 a.m. and 5:00 p.m. and the road will be closed to pedestrian and bicycle traffic. Please plan alternate route.   Fact sheet date: 6/10/15 Project details: •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail For more information, visit the Public Works page on the city website, http://www.slocity.org/government/department-directory/public-works. You can also email info@slocity.org or call (805) 888-8888. For editable word document template, click here. 21 FLYER   t   ATTENTION FOOTHILL COMMUTERS   Public Works will be conducting road repairs on Foothill Boulevard beginning July 10. One-way traffic controls will be in place between 8:00 a.m. and 5:00 p.m. and the road will be closed to pedestrian and bicycle traffic. Please plan alternate route.   The Foothill Boulevard Road Repairs project will affect vehicle and pedestrian traffic from 8:00 a.m. to 5:00 p.m. Monday-Friday, 7/10-7/20/2015   For more information, visit the Public Works page on the city website, http://www.slocity.org/government/department-directory/public-works. You can also email info@slocity.org or call (805) 888-8888. Foothill Boulevard Road Repairs For editable word document template, click here. *Poster content replicates flyer content, but is usually larger in size. Consider using 11x17 paper for posters, or larger if not printing in house. 22 PAID AD ATTENTION FOOTHILL BLVD. COMMUTERS & RESIDENTS Foothill Boulevard Road Repairs begin July 10, 2015. Commuters should expect delays, as one-way traffic will be in effect. The road will be closed to pedestrians and commuters. Detour information can be found at http://www.slocity.org/government/department-directory/public-works. Foothill Blvd. Road Repairs July 10-July 20, 2015 Crews will work from 8:00 a.m. to 5:00 p.m. For more information, visit the website listed above. Questions or concerns? Call (805) 888-8888 or email info@slocity.org. For editable word document template, click here. 23 POSTCARD City of San Luis Obispo San Luis Obispo Public Works Department 990 Palm Street San Luis Obispo, CA 93401 t YOUR ROUTE COULD BE AFFECTED Foothill Blvd. Road Repairs July 10-20 Public Works will be conducting road repairs on Foothill Boulevard beginning July 10. One-way traffic controls will be in place between 8:00 a.m. and 5:00 p.m. and the road will be closed to pedestrian and bicycle traffic. Please plan alternate route. Questions or concerns? Call (805) 888-8888, email info@slocity.org or visit http://www.slocity.org/government/department -directory/public- works. For editable word document template, click here. 24 SIGNAGE Expect delays July 10-20 between 8:00 a.m. – 5:00 p.m. while crews work to repair your streets. FOOTHILL BLVD. ROAD REPAIRS Visit slocity.org or call (805)888-8888 for more information. 25 SURVEY  YOUR OPINION MATTERS: RENTAL HOUSING INSPECTION PROGRAM A proactive rental inspection program provides a system to inspect rental units on a periodic basis to ensure that they are safe and habitable. The city included the exploration of a rental inspection program as part of the Neighborhood Wellness Major City Goal. The city council was presented a set of options for this program several months ago, and has directed staff to seek additional public feedback to determine if the program is necessary. City staff would like public feedback on elements of the plan to ensure the program meets the needs of tenants and landlords alike. Elements include: Inspections conducted every three years Applies to single-family residences and duplexes Includes interior and exterior inspections Provides incentives for well-maintained rentals Fees estimated at $100 annually per rental unit The city appreciates your input. 1. Are you currently a tenant or landlord? a. Yes b. No 2. If you are a landlord, do you inspect your residence on a regular basis to ensure it is safe and habitable, and if so, how often? a. Not inspected b. Only inspected when there is a complaint c. Inspected when new tenants move in or out d. Inspected annually e. Other/NA 3. What are your thoughts about the rental inspection program? a. Don’t care b. It’s necessary c. It’s necessary but I don’t agree with some elements (please list elements and concerns) d. It’s unnecessary e. Other (please describe) 4. Please list any additional comments, questions or concerns below. Questions or comments? Email planner@slocity.org or call (805)888-8888. For editable word document template, click here. There is also an online survey template available in the website management system. planner@slocity.org 26 Meetings should be held in an easily accessible location with available parking. Some possible meeting venues in San Luis Obispo include, but are not limited to: LUDWICK COMMUNITY CENTER 864 Santa Rosa Street (805)781-7222 Capacity: 100+ ELKS LODGE 222 Elks Lane (805)543-0322 office@bpoelso322.com Capacity: 50-300 EMBASSY SUITES 333 Madonna Road (805)547-6407 Embassysanluisobispo.sales@wcghotels.com Capacity: 2-500+ MADONNA INN 100 Madonna Road (805)543-3000 Expo Center: Capacity: 2,600+ Balcony Room: Capacity: 40 Round Room: Capacity: 60+ SLO CITY/COUNTY LIBRARY 995 Palm Street (805)781-7222 Reserve online: https://apm.activecommunities.com/sloparksandrec/facility_search? Capacity: 100+ SLO SENIOR CITIZENS CENTER 1400 Osos Street (805)781-7222 Reserve online: https://apm.activecommunities.com/sloparksandrec/facility_search? Capacity: 100+ VENUES 27 2.1 Revenue Enhancement Oversight Commission December 14, 2015 FROM: Greg Hermann, Special Projects Manager SUBJECT: PREVIEW OF OPENGOV ONLINE FINANCIAL TRACKING APPLICATION RECOMMENDATION Receive a presentation on the beta version of the OpenGov online financial tracking application. DISCUSSION As the City Council considered placing an extension of the City’s half-cent sales tax on the November 2014 general election ballot, it fostered a community conversation about financial responsibility and improving transparency and accountability. At the direction of the City Council, a Financial Responsibility Philosophy (FRP) was prepared, presented and ultimately adopted on July 1, 2014. One component of the FRP was “Increased Transparency” which was defined as: Increased Transparency. The City will conduct all business, including labor negotiations and other employee compensation matters, with transparency pursuant to all applicable laws and regulations. The City will continue to develop tools, such as key measures and dashboards that make information readily available to community members in a timely and useful manner. Several tasks were initiated as a part of the direction to enhance accountability and transparency including the development of the Open Government webpage (www.slocity.org/open). The goals of the Open Government webpage are to enable better access to information to promote accountability and trust in government as well as serve as a launching pad for future transparency efforts. The Open Government webpage is a central location for community members to find important information like the Police Department community dashboard and interactive City maps, but also provides new functionality such as an online engagement platform (www.slocity.org/opencityhall), open data portal and a beta version of an online financial tracking application, OpenGov. This application (http://www.sanluisobispoca.opengov.com/) uses financial plan information to create online, interactive visualizations of the City’s budget data. Future plans for additional accountability and transparency efforts include exploring the use of OpenGov to track revenues and expenditures for local revenue measure funds and an online dashboard to track City performance in service delivery.