March 8, 2005
SUBJECT: Selection of Community Workshop Planning Task Force
REPORT IN BRIEF
On January 11, 2005 staff presented Report to Council (RTC) #05-015, Update on City-wide Community Building Initiative, requesting Council direction regarding next steps, if any, on this initiative. Council directed staff to hold a community workshop, as originally planned for 2003 (but subsequently deferred due to the budget crisis) to gather public input on how the City might support a more engaged community. The workshop as described in the December 2002 RTC #02-508, Options for Gathering Community Feedback for the Connected Communities/Seamless Services Initiative, would be planned by an 8-10 member initializing task force selected by Council. This task force would represent Sunnyvale’s demographic diversity and the various community stakeholders.
This report recommends that Council appoint the chairs of each of the City’s boards and commissions, or their designee (who must serve on the respective board or commission), to the initializing task force. The appointed board or commission members may accept or decline the appointments. Should this process not fill the task force, staff further recommends that Council authorize the Mayor to name additional task force members as appropriate.
BACKGROUND
The City of Sunnyvale’s community building initiative was begun in FY2001-02, and focuses in two areas: 1) improving the City’s outreach, or communication, to community members; and 2) encouraging community engagement, or participation by residents in the activities and decisions of local government. The initiative’s early activities focused on researching and evaluating best community outreach and engagement practices and, at Council direction, implementing new practices City-wide.
In January 2005, staff updated Council on the status of the initiative, and Council directed staff to hold the community workshop originally planned for 2003 (but subsequently deferred due to the budget crisis) to gather public input on how the City might support a more engaged community. The goals of this workshop, now tentatively scheduled for June, are:
1) To develop a shared vision of Sunnyvale as an engaged community, and
2) To develop a preferred list of desired action items for building community engagement in Sunnyvale.
As noted in the December 2002 Report to Council (#02-508), to ensure that the workshop focuses on and represents the community, the workshop will entail a very short planning component that includes setting up an "initializing" task force of community members to guide the process. The task force will be staffed by Coryn Campbell, Manager of Neighborhood and Community Services.
EXISTING POLICY
Goal 7.2B Achieve a community in which citizens and businesses are actively involved in shaping the quality of life and participate in local community and government activities.
Goal 7.2C Assure that City services, programs, and policy decisions are responsive to community input and feedback while recognizing the limits to the City’s ability to expand municipal services.
Goal 7.2E Create a strong, positive community identify.
DISCUSSION
As described in the original report, the initializing task force selected by Council should represent both Sunnyvale’s demographic diversity and the various community stakeholders. This task force would be made up of 8-10 members and charged with 1) identifying and recruiting a group of 30-40 stakeholders for a large community workshop, 2) developing the process logistics, 3) assisting in "getting the word out", and 4) developing the final report and recommendations to Council. Two or three 2-hour meetings would be needed prior to holding the community workshop, and one to two meetings may be needed following the workshop.
Several alternatives, and a brief review of their advantages and disadvantages as appropriate, are available for selecting the task force:
Alternative #1 Council identifies and appoints community members from the community at large.
Alternative #2 Council asks each of the City’s boards and commissions to recommend a task force candidate (who must also serve on the respective board or commission). Should this process not fill the task force, Council authorizes the Mayor to name additional task force members as appropriate.
This approach appropriately engages board and commission members in their role as advisors to Council, and provides them with an expanded venue for sharing their knowledge about the City and community with Council, City staff, and the larger community. Further, this approach involves community members who are familiar with City services (i.e. board and commission members), and who broadly represent the services provided by the City. The disadvantage of this approach is that it is quite time-consuming since several boards or commissions do not meet frequently. Staff estimates that this approach could take up to four months to complete.
Alternative #3 Council appoints each of the City’s board or commission chairs, or their designee (who must also serve on the respective board or commission), to serve on the task force. Appointees may accept or decline the appointments. Should this process not fill the task force, Council authorizes the Mayor to name additional task force members as appropriate.
This approach shares the advantages identified in Alternative #2, and is also efficient and timely. Since the board or commission chair makes the decision, no meeting is required. If a board or commission chair is not able to participate, he or she can appoint another commissioner in their stead.
FISCAL IMPACT
There is no fiscal impact to this report.
PUBLIC CONTACT
Public contact was made through posting of the Council agenda in public places, on the City’s web page, and the publication of the general business/public hearing items in the San Jose Mercury News.
ALTERNATIVES
1. Council appoints each of the City’s board or commission chairs, or their designee (who must also serve on the respective board or commission), to serve on the task force. Should this process not fill the task force, Council authorizes the Mayor to name additional task force members as appropriate.
2. Council identifies and appoints community members from the community at large to the task force.
3. Council asks each of the City’s boards and commissions to recommend a task force candidate (who must also serve on the respective board or commission). Should this process not fill the task force, Council authorizes the Mayor to name additional task force members as appropriate.
4. Other direction as provided by Council.
RECOMMENDATION
Staff recommends Alternative #1, Council appoints each board or commission chair, or their designee (who also serves on the respective board or commission), to serve on the task force. Should this process not fill the task force, Council authorizes the Mayor to name additional task force members as appropriate.
Reviewed by:
Robert Walker, Director, Office of the City Manager
Prepared by: Coryn Campbell, Manager, Neighborhood and Community Resources Division
Approved by:
Amy Chan
City Manager
Attachments
None