HomeMy WebLinkAbout06/24/1991, 2 - COMPOSITION AND APPOINTMENT OF AN OPEN SPACE ADVISORY COMMITTEE / MEET NG DATE:
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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
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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
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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
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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
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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.
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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
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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.
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