Feedback from Board and Commissions
A Draft RTC detailing the Outreach Task Force recommendations was routed to Boards and Commissions on August 12, 2003. Below is a list of each Board and Commission that reviewed the Draft RTC, and task force actions, if any, in response to the feedback.
1. Arts Commission – August 20 meeting
The Arts Commission reviewed the Draft RTC and supported staff’s recommendation.
2. Bicycle and Pedestrian Advisory Committee (BPAC) – August 21 meeting
BPAC reviewed the Draft RTC and recommended that the following language be added: “Signs should be used to notify bicycle [riders] and pedestrians of potential changes to infrastructure.”
The task force concurred with this recommendation and added: “Posted signs as appropriate” in Attachment L, “City of Sunnyvale Outreach Tools.”
BPAC also made the following comments/suggestions:
Local advocacy groups should be contacted when noticing for projects because they often have mechanisms to reach out to large constituencies efficiently.
The task force concurred and made minor changes to Recommendation II.B to reflect this suggestion.
The task force recommendations do not go far enough to reach out to infrastructure users rather than just local residents.
The City should use the web site to make public projects being considered easy to spot.
The task force concurred and added Recommendation II.C to the Report: “Information about major public projects being considered by the City should be easily accessible on the City’s website.”
The effectiveness of outreach should be measured in some way.
The task force concurred and incorporated an evaluation component to the public noticing plans outlined in Attachment C, Attachment H, Attachment J and Attachment K.
Board and Commission activities should be made more prominent in the community, perhaps through articles in the Quarterly Report regarding Committee accomplishments.
No action was taken as the noticing of Board and Commission activities was beyond the scope of the task force’s mission. Staff informed the task force that the Communications Division will explore publishing Board and Commission related articles in the Quarterly Report and in other publicity tools.
3. Child Care Advisory Board (CCAB) – August 22 meeting
CCAB reviewed the Draft RTC. No formal action was taken.
4. Housing and Human Services Commission – September 24 meeting
The Housing and Human Services Commission reviewed the Draft RTC. No formal action was taken.
5. Library Board of Trustees – September 8 meeting
The Library Board of Trustees reviewed the Draft RTC and approved the task force recommendations.
6. Parks and Recreation Commission – August 27 meeting
The Parks and Recreation Commission reviewed the Draft RTC and recommended implementing all of the task force recommendations.
7. Planning Commission – August 25 meeting
The Planning Commission reviewed the Draft RTC and voted to support all of the task force recommendations. In addition, the Planning Commission made the following recommendations:
Increase the fees to cover the costs associated with the expanded noticing of private development.
The task force concurred and added Recommendation I.C to the Report: “The City should increase fees to cover the costs associated with the expanded noticing of private development.”
Develop a standing Community Outreach Committee.
No action was taken. Staff informed the task force that there are currently no staff resources available for this recommendation.
Include the Neighborhood Associations and Homeowners’ Associations in the City’s notifications of major projects.
No action was taken. Staff informed the task force that neighborhood associations and the homeowner associations in the City’s database already receive such information.
Update the Socio-Economic and Community Participation sub-elements.
No action was taken. The task force is already recommending that the Community Participation sub-element be updated within the next two years. Staff informed the task force that the Socio-Economic sub-element discusses issues beyond the scope of the task force’s mission. Staff will forward this suggestion to the Community Development Department which is responsible for updating this sub-element.
Apply the outreach recommendations to the Boards and Commissions recruitment process.
No action was taken. The Board and Commission recruitment process is beyond the scope of the task force’s mission. Staff will forward this suggestion to the City Clerk’s Office for consideration.
Consider temporary road signs for noticing public improvement projects.
The task force concurred with this recommendation and added: “Posted signs as appropriate” in Attachment L, “City of Sunnyvale Outreach Tools.”
8. Personnel Board – August 18 meeting
The Personnel Board reviewed the Draft RTC and suggested that the task force add an additional item in the list of “Outreach Tools”: Hand delivered flyers.
The task force concurred and added: “Hand-delivered flyers to community members’ homes and/or businesses” in Attachment L, “City of Sunnyvale Outreach Tools.”