The Planning Commission, in its March 25, 2002 action to recommend conceptual approval of the Downtown Urban Design Plan, recommended that the City conduct a "massive community outreach program" as a part of its subsequent efforts to translate the Plan into implementation documents. Individual members of the City Council have similarly suggested an aggressive public outreach campaign in the next phase of the study.

Work on the Downtown Urban Design Study began in July 2001, after the City Council approved appointment of a Stakeholders Advisory Committee to work with staff and consultants on the preparation of the Plan. The appointment of the Advisory Committee represented a commitment by the Council to citizen participation in the planning process. The 21 members of the Committee contributed significant time and effort to the Plan, incorporating not only their own personal views, but also the views of the groups which they represented and the comments which they received from the general public. The Committee and the staff used a wide range of approaches to inform and to seek response from the larger community (see Attachment.)

Staff has compiled a list, in two parts, of potential community outreach efforts which could be utilized in the second half of the study. The first part sets forth the notification efforts which will be undertaken because of legal requirements or normal practice if the City Council approves the Plan in concept and directs the staff to prepare implementation documents. The second part sets forth other forms of outreach which could be undertaken to seek broader community involvement. Where possible, a cost estimate is included; the estimate includes staff time and non-budgeted out-of-pocket expense. Although staff makes no recommendation, it has identified with an asterisk (*) those options which it believes, based upon past experience, would be most cost effective.

1. Notice of release of EIR. Mailed notice to all property owners in the area and within 300 feet of the area (approx. 1,000 households).
   
2. Legal notice of release of EIR. Published in SUN newspaper.
   
3. Series of Planning Commission workshops. Public meetings in a workshop format, probably divided by geographic area, with property owners in each area and the general public notified before each meeting.
   
4. Notice of date of public hearing. Mailed notice to all property owners in the area and within 300 feet of the area for the public hearing on EIR, Specific Plan amendment, and amendments to Zoning Map and text.
   
5. Legal notice of public hearing. Published in SUN newspaper.
   
6. Posting of Planning Commission agendas, staff reports and minutes on City web site.

7. *Summary presentation of Plan on KSUN. An eight-minute summary is now running on KSUN through April 23.
   
8. Discussion of Plan on KSUN in interview format. Tape of interview of key players in the Plan by professional commentator to run on KSUN.

Staff Time: 12 hours; Cost: up to $2,500

9. *Quarterly Report article. Major front page article with illustrations in the summer edition. 

Staff Time: 12 hours; Cost: $0

10. Quarterly Report color insert. Two-sided, two-color insert in the summer edition. 

Staff Time: 20 hours; Cost: $5,800

11. *Announcements at Council meetings of all major events. 

Cost: $0

12. * Press release for all major events. 

Staff Time: 8 hours per release; Cost: $0

13. *Press conference to generate news stories. 

Staff Time: 1 hour; Cost: $0

14. Quarter-page ad in Mercury News. 

Staff Time: 2 hours; Cost: $2,900

15. Quarter-page ad in SUN. 

Staff Time: 2 hours; Cost: $280

16. Utility bill stuffers. 

Staff Time: 8 hours; Cost: $700

17. *WEB site. Upgrade current WEB presentation of the Plan to make access more attractive and easier to use. 

Staff Time: 40 hours; Cost: $0

18. *WEB site summary of Plan. 

Staff Time: 12 hours; Cost: $4,400

19. *Brochure preparation and distribution. Summary of Plan distributed at City Hall, Library, Community Center, Senior Center, Downtown Office, and community events (20,000 copies). 

Staff Time: 20 hours; Cost: $15,000

20. *Presentation to community groups and service clubs. Staff has already made presentation of the plan to four neighborhood associations. This effort would be broadened to include other neighborhood associations and service clubs. 

Staff Time: 4 hours per presentation; Cost: $0

21. *Exhibit at major events. An exhibit could be prepared to present the plan at a booth at major events, such as the Art and Wine Festival, Farmers Market, State of the City, etc. 

Staff Time: 30 hours per event; Cost: $4,000

22. Three-dimensional model. A three-dimensional model of the plan could be prepared, approximately 3' x 5', for permanent display in City Hall and for display at major events. 

Staff Time: 20 hours; Cost: $50,000 - $100,000

23. Virtual tour of Downtown Plan. The MultiGen, three-dimensional computer simulation could be updated and expanded to reflect the build-out of the Plan. 

Staff Time: 160 hours; Cost: $40,000

24. *Wolfe Road banner. A banner could be displayed at Wolfe and El Camino Real to draw attention to the Plan and to public meetings thereon.

Staff Time: 2 hours; Cost: $300 - $500.

25. Public forums throughout City. The Planning Commission could hold a series of public forum (3-6) at public locations throughout the City.

Staff Time: 12 hours per forum; Cost: $0

26. Survey of public attitudes. A telephone survey could be conducted of Sunnyvale households to get their opinions on various elements of the Plan.

Staff Time: 20 hours; Cost: $10,000

27. Mailing to all households and businesses. The Plan could be summarized on a four-color 11" x 17" flyer which would be mailed to all households and businesses, with a response card to solicit comments and opinions.