Loading...
HomeMy WebLinkAboutMemo Solicitation of Feedback, Community Sustainability, Community Dialogue InitiativeMEMORANDUM To: Board and Commission Members From: Frank Bruno, City Manager Stephanie Grainger, Deputy Ciry Manager - Operations Kevin Burke, Deputy City Manager - Administration Kara Mertz, Assistant to the City Manager Karen Rahn, Co-Director, Housing and Human Services Mary Huron Hunter, Communication Manager Date: April 26, 2007 Subject: Solicitation of Feedback: Community Sustainability - Communiry Dialogue Initiative EXECUTIVE SUMMARY: As part of the Community Sustainability Goal, the Ciry Council has asked staff to conduct a robust community engagement process and a community survey to obtain feedback from the diverse Boulder community to help inform future city policies and programs. This memo is meant to serve as an update on the status of these efforts. In addition, it will be helpful for Board and Commission members to choose three to five key policy themes that are particularly important to you now and moving into the future. . BACKGROUND: At City Council retreats in January and March, 2006, Council formed thcee council sustainability committees to focus on Social, Environmental and economic sustainability. Council asked the Social Sustainability Committee to begin to define and implement a thorough community dialogue initiative. The goal of this initiative is to inform and establish current and future decision-making, including prioritization of business plans, strategic plans, master plans, city priorities and council processes. The purpose of the initiative would be to become more attuned to the opinions and needs of the community, iacluding those who don't typically participate, on a broad range of issues and to help identify the desires for the future `look and feel' of the Boulder community. The Community Dialogue Initiative is comprised to rivo parallel processes -surveys and dialogues. The initiative will be a process of information gathering, a process to capture and update information over time and the establishment and further definition of community trends. Solicitations will include both broad questions and specific issues of concern to the public and the city. a) Survevs: Quantitative information gathering potentially including telephone, written and on-line surveys. b) Dialogues: Variery of venues to solicit feedback from the community, including public forums, neighborhood meetings and gathering, organization meetings, and other avenues such as a"Meeting in a Box." Two reports will be produced from the process - a Survey Report and Communiry Dialogue Report. The reports will be used as reference documents to inform future policy and decision-making. If feasible, the survey and dialogues will be replicated at future intervals to monitor trends. The repoRS also will be used to inform the sustainability committees in development and revisions to assessment tools and will help inform development of community sustainability indicators. A city staff committee was formed to monitor and oversee the Community Dialogue Process, with representatives from Housing and Human Services, Planning and Development Services, Environmental Affairs, Downtown and University Hill Management Districts and the City Manager's Office. The Sustainability Committees will continue to identify how the reports will be tied to implementation of the city business plan and establishing priorities. ANALYSIS: The city of Boulder has conducted community surveys approximately every two years since 1987 to learn about residents' perspectives on living in Boulder to hear how people feel about local government and to understand from residents what they feel is working well and what is not, with respect to city service delivery. Part of the purpose of this year's survey will be to gather trend data by asking some historical questions as well as to add new types of questions that reflect new priorities. The survey is intended to reach out to a representative cross-section of Boulder residents, including those of diverse backgrounds and/or those under-served groups in our community. However, since surveys do not work well for some community members, a vital component of this year's community engagement process will be to ensure under-served and under-represented members of our community have an opportunity to give their input in other ways. Early results from the community dialogue will inform and serve to adjust the survey questions and delivery mechanisms. The survey will then act in parallel with the other modes of community engagement to gather feedback and help staff and consultants craft the Survey Report and Community Dialogue Report. These two reports will be presented to Council for their consideration and to complete the picture for future Council and staff decision-making. Past survey facts: • All community-wide surveys conducted since 1987 were mail surveys sent randomly to approximately 4,500 residents in -ate spring or early fall (to ensure CU student participation). • Past printed surveys were seven to ten pages, consisting of an average of 30 total questions. • About 1,500 surveys were returned for a response rate of 34 percent. • Past surveys have focused on City Council goals, including the economy, the environment, affordable housing and transportation. • All surveys conducted tracked several questions from year to year to collect trend data. • Surveys will include components and efforts to reach residents of diverse backgrounds, especially those who do not speak English as their first language. TIMELINE: As you can see from the following table, the initial planning steps have been completed which included Council and Sustainability Committees' review of the projecYs plan and goals. At this time, staff is in the process of developing a draft community survey and soliciting proposals for firms to assist with the community dialogue and survey implementation. 2 Action Item Timeframe Status, Notes Economic and Environmental Sustainability Nov- Dec 06 Completed Committee Review of Plan and Goals WIP to Council Nov 06 Com leted Matters from Council -Council Approval of Dec 5 06 Council Supported Direction Communi Dialo ue and Surve Plan Form Staff Committee: Develop Dialogue Jan - April 07 Current: Identify scope of Plan - Ke Issues, Goals, Outcomes ro'ect; otential consultants Staff Committee: Develop Survey Goals, April - May 07 Current: Clarify City Council Outcomes; goals at CS meeting 5/3/07 4/26/07: Director Mtg: director and Board and Commission by 5/31/07 Develop Dialogue Consultant RFP; survey Apr 07 Current: Staff Committee consultant solicitation Select consultants; execute contracts Ma 07 Staff Pro'ect Mana er Detail venues, topics, dates for Dialogues May 07 Staff project manager; Staff Committee; Consultant Draft Dialo ue lan for review Ma 07 Pro ect mana er; Consultant Consultant meeting with Council Community June 7, 07 Council input to Community Sustainabili Committee En a ement Process Im lementation of ublic dialo ue rocess June - Oct 07 Pro'ect Mana er; Consultant Survey development May - July 07 Project Manager; Staff Committee Draft survey for review Aug 07 Project Manager; Consultant Surve im lementation Se t- Oct 07 Pro'ect Mana er; Consultant Draft Community Dialogue Report Nov 07 Project Manager; Staff Committee; Consultant Draft Survey Report Nov 07 Project Manager; Staff Committee; Consultant Council Study Session Dec 07 Project Manager; Staff Committee Updates to Council via Weekly Information WIPS to Council Project Manager Packet memos May, July-Aug, Se t 2007 NEXT STEPS: During the month of May staff is gathering information from department directors and city Boazds and Commissions to focus the survey and community engagement process. We are asking you to please highlight three to five key policy themes of particular importance to your Board. Staff will aim to inwrporate these themes into the community dialogue and community survey. City Council will have an opportunity at the June 7`~ Community Sustainability Committee to clarify goals and outcomes anticipated and provide feedback on Ute process and content.