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HomeMy WebLinkAbout06/24/1991, 2 - COMPOSITION AND APPOINTMENT OF AN OPEN SPACE ADVISORY COMMITTEE / MEET NG DATE: ��►►r�i�►►IuIIIIII�Ii�ll��u�9�U��I city of San Luis OBISpo m Z COUNCIL AGENDA REPORT ITEM NUMBER: FROM: Arnold B. Jonas Community Development Director PREPARED BY: Jeanette Di Le?, Long Range Planner e SUBJECT: Composition and Appointment of an Open Space Advisory Committee CAO RECOMMENDATION: That the City Council (1) approve in concept the creation of an Open Space Element Advisory Committee composed of individuals from (a) the Park and Recreation Commission, (b) the Planning Commission, (c) the Architectural Review Commission, (d) local neighborhoods, (e) outside the city (i.e. , major property owners) , (f) business, and (g) community groups, and (2) request the Community Development Department to work with these groups to garner nominees after which time the City Council would make its appointment. DISCUSSION: This report clarifies the role of the proposed Open Space Element Advisory Committee and provides membership alternatives for the Council to consider. The Intent of the Open Space Element Advisory committee I The reasons for creating an Open Space Element Advisory body are diverse. Primarily, forming such a committee provides a link with the community, allowing citizen feedback and involvement in the creation of the Open Space Element. Such involvement can result in community buy-in and financial support for future open space programs. In addition, organized committee meetings provide a format for public education and a means for staff to assess community concerns and desires. Without planned community interaction the City may - unintentionally create the image that policies and recommendations are in place and that: community input is not desired. Considering that a successful open space program will require financial support from the citizenry (e.g. , in the form of a sales tax increase, or parcel transfer tax, etc. ) , it is important that the community support the proposed Element and that staff is able to properly assess community concerns. It was not intended that the Advisory Committee serve as a review body in the same sense as the Planning Commission or the Park and Recreation Commission. The advisory committee would be strictly advisory, providing staff with information regarding community concerns and desires and providing a communication mechanism between City staff and various interest groups. To further this ���i�uiIVIIIIIIIIIPI1u�uilllU��l city of San lues OBISpo COUNCIL AGENDA REPORT City Council Report - page 2 goal of community education, community _ workshops would be. organized. As planned, seven workshops would be organized, with each workshop covering a different aspect of open space (see Exhibit 1 for a format of the workshops) . As noted in the workshop schedule, after the advisory committee had reviewed the proposed element, an administrative draft open space element would be scheduled for review by the Park and Recreation Commission and the Planning Commission. It is recommended that the Open Space Element Advisory Committee include members from the Park and Recreation Commission, Planning Commission, Architectural Review Commission, and the public (e.g. , representatives from non-profit organizations, business, neighborhoods, etc. ) . As planned, such an advisory committee would be appointed by the City Council. Such a committee would provide a cross-section of the community, allowing all interest groups to have a voice in the formation of the Open Space Element. City commissioners were included because each commission has an interest in the development of Open Space Element policies, and each commission can provide valuable input based on their experience with the review process. Open Space Committee Composition and Appointment The following provides the Council with information regarding committee options. For each option staff has identified points that the Council should consider. Option 1. The City Council appoint an Open Space Element Advisory Committee which includes individuals from (1) the Park and Recreation Commission, (2) the Planning Commission, (3) the ARC, (4) local neighborhoods, (5) outside the city (i.e. , major property owners) , (6) business, and. (7) community groups. Considerations: - Since the Council would appoint the committee members, -the Council would have direct involvement in the formation and ultimate composition of the advisory committee. - Including groups from various commissions and organizations will provide a diverse group, allowing each segment of the city a voice. Such a structure would provide a link with the community, allowing feedback and involvement in the creation of the open Space Element. This is the primary intent of forming such a committee. - Forming such a committee would provide a good format for °11i1i�hiI�IIIIIII�IIj111 City of San pais OBISpo COUNCIL AGENDA REPORT City Council Report - page 3 public education, possibly making it more likely that. alternative financing for open space would be supported by the community. - Involving the community (i.e. , utilizing an advisory committee) may result in the need for additional time for preparing the Open Space Element, since the public participation process can take time. However, assessing community concerns early in the process is more advantageous (and in many cases less time consuming) than reviewing such concerns late in the process. Options 2 and 3 . Have the Planning Commission (PC) or the Park and Recreation Commission (PRC) serve as the Open Space Element Advisory Committee. Considerations: - Both Commissions represent some cross-section of the community. They both are familiar with the intent of the Open Space Element as well as aspects of planning within the city. Both the PC and PRC are interested in the relationship between open space and other land use designations. - The purpose of the advisory committee is to provide a link with the community, allowing feedback and involvement in the creation of the Open Space Element. In addition, the advisory committee is intended to represent a cross-section of the community. The same level of community interaction and diversity as in Option # 1 would not likely be achieved by having either the PC or PRC serve as the advisory committee. - The Open Space Element's current workscope includes PRC and PC review of the Administrative Draft. Since both Commissions are already included in the review cycle it would appear redundant to have either Commission as the -advisory committee. - If the PC or PRC were to serve as the advisory committee additional hearing times, beyond their regular meeting dates, would need to be scheduled. Due to the amount of material the Planning Commission is currently reviewing scheduling additional meeting dates that all commissioners could attend may be difficult. Presently Park and Recreation Commissioners serve on various advisory groups and steering committees. As a result it may be difficult for the full PRC to serve as the Open Space Advisory Committee. A oc °1ti���N�V�I(11lIIII��� II�III city of San tins OBlspo COUNCIL AGENDA REPORT City Council Report - page 4 Public workshops could be conducted whether or not an advisory committee is created. Workshops could provide a level of public participation with or without an advisory committee. Options 4 and 5. The PC or the PRC could review the formation of the Open Space Element Advisory Committee and appoint individuals to the committee. Under this option the City Council should provide direction to the PC or PRC regarding the expected composition of the advisory committee. Considerations: - Such an action would allow the PC or PRC direct involvement with the advisory committee' s composition and formation and would free the City Council from this responsibility (i.e. , reviewing and appointing committee members) . - If the PC or PRC were directed by the City Council to create a committee that represented a cross-section of the community, adequate feedback, education, and public involvement could be achieved. - Since the PC, according to the Government Code, is the official recommending body to the City Council for the Open Space Element it may be more appropriate to have the PC appoint the advisory body than the PRC. Option 6. Proceed with the Open Space Element without forming an advisory committee. Considerations: - The draft document would be completed earlier. This draft document would receive Park and Recreation and Planning Commission review at advertised public hearings. - Community input could be achieved through the PC and PRC hearings and public workshops. - Although initial review of the document may occur earlier, if there is public controversy the project may be delayed in a later stage. - This procedure may not create the same level of community support or education. Other procedures could be required to get community support for financing open space. ���r�7iz1i1lu�lllllilll�►'�ui�I����11 city Of San LUIS OBISPO i COUNCIL AGENDA REPORT City Council Report - page 5 FISCAL IMPACT: The costs associated with developing an advisory committee and conducting workshops have already been incorporated into the budget for the Open Space Element. There are no new costs associated with forming an advisory committee or conducting public workshops. I RECOMMENDED ACTION: a. That the City Council (1) approve in concept the creation of an Open Space Element Advisory Committee composed of individuals from the community and city commissions, and (2) request the Community Development Department to work with these groups to garner nominees. Other Alternatives: b. Have the Planning Commission serve as the Open Space Element Advisory Committee. c. With City Council direction, have the Planning Commission review and appoint individuals to the Open Space Element Advisory Committee. d. Have the Park and Recreation Commission serve as the Open Space Element Advisory Committee. e. With City Council direction, have the Park and Recreation Commission review and appoint individuals to the Open Space Element Advisory Committee. f. Proceed with development of the Open Space Element without using an Advisory Committee. Instead have staff prepare a working draft of the Open Space Element for Park and Recreation Commission, Planning Commission, and City Council review. Attachment: Exhibit 1 - Workshop Schedule cc.osa EXHIBIT 1 Workshop Schedule Open Space Element Below is an outline of how the workshops and other related events would be organized. Basically five workshops would be conducted by a consultant. During the workshop process staff (i.e. , the Open Space Planner) would continue writing the draft Open Space Element. The draft element would be reviewed by the advisory committee after Workshop 4. Prior to Workshop 1 City staff would contact various organizations, neighborhoods, etc. to let them know an advisory committee is being formed and to have them submit recommendations for members that are interested in serving on an advisory committee. Prior to contacting organizations, neighborhoods, etc. the maximum number of committee members would be determined. Prior to or within the time frame of Workshop 1 the consultant would start work on the financial analysis. This analysis would assess financing options in terms of City and County population, potential revenue that could be obtained, etc. Workshop 1. The day would• be spent familiarizing the consultant with resources within the city, reviewing maps, traveling to sites, talking to staff, formalizing agendas for future meetings, and possibly talking to the county. In the evening a workshop would be held to discuss concepts of open space and the function of the Advisory Open Space Element Committee. The first workshop would discuss existing open space resources and reasons. for going forward. This workshop may include a video on open space and/or an open space survey. Applications for the Open Space Element Advisory Committee would be reviewed by staff and recommendations would be forwarded to the appointing body (e.g. , the City Council, Planning Commission, or Park and Recreation Commission) . The appointing body would designate the committee members. Workshop 2. In the day the consultant would review City/County general plan elements (Park, Open Space, and Land Use) . In the evening the workshop would discuss the goals and objectives of the Open Space Element and the plan the City would be putting together. Resources within the community would be discussed. Committee members would be - �-G asked to designate on maps where they are interested in creating open space. The maps would come back at the next workshop. Workshop 3. At this workshop opportunities, needs, and what open space areas the committee members identified would be discussed. Criteria for open space designations would be discussed. If possible, prior to Workshop 4 the financial analysis would be completed. Workshop 4. This meeting would discuss implementation mechanisms and the financial analysis. Workshop 5. Prior to this workshop advisory committee members would have received a Draft Open Space Element. At the meeting their comments/concerns would be discussed. Committee Meetings. Time would be allocated for two committee meetings. These meetings would be scheduled if all comments/concerns regarding the Draft could not be discussed at Workshop 5. The Draft Element would be prepared and forwarded to the Park and Recreation and Planning Commission for review. - ii -