Loading...
HomeMy WebLinkAboutIV(b)_Memo Regarding ProceduresAttachment No. 2 Memo Regarding Procedures Community Development Department CITY OF NEWPORT BEACH COMMUNITY DEVELOPMENT DEPARTMENT 100 Civic Center Drive Newport Beach, California 92660 949 644-3200 newportbeachca.gov/communitydevelopment Memorandum To: Co-Chairs Evans and Greer and GPAC Members From: Benjamin M. Zdeba, AICP, Principal Planner Date: January 4, 2024 Re: Agenda Item No. IV(b) – GPAC Subcommittee Procedures ________________________________________________________________ Enclosed is the memorandum that was provided to Chair Gardner and the General Plan Update Steering Committee (GPUSC). Although no formal changes were made to the original memorandum and are not formally part of the proposal, public comments were received at the GPUSC meeting and discussion ensued providing additional feedback that the GPAC may want to consider discussing. GPAC Meetings. Ahead of each GPAC meeting, City staff intends to meet with the Co-Chairs to go over the agenda. This will help to avoid confusion with agendas and will allow staff to indicate which items have a presentation. For example, Dudek had a presentation available at the December 6, 2023, GPAC meeting that would have provided clarity on the confusion surrounding the deliverable provided on the topic of resilience. It was also suggested that a target time or duration be allotted to each agenda item to help keep the meeting on track. Outreach and Engagement. It was noted that it is important to have GPAC members at events and that GPAC members should be tasked with helping maintain a master calendar by proposing events that are priority. City staff stated that there will be a survey shared with the GPAC Outreach Subcommittee members to help identify which types of events are a priority for pop-up engagement (e.g., farmers’ markets, recreational events, etc.). It was also encouraged that the “workshop-in-a-box” PowerPoint have some kind of engagement tool for presenting GPAC members to use, such as an online poll or survey. ENCLOSURE: December 13, 2023, Memorandum to Chair Gardner and GPUSC Members Community Development Department CITY OF NEWPORT BEACH COMMUNITY DEVELOPMENT DEPARTMENT 100 Civic Center Drive Newport Beach, California 92660 949 644-3200 newportbeachca.gov/communitydevelopment Memorandum To: Chair Gardner and GPUSC Members From: Benjamin M. Zdeba, AICP, Principal Planner Date: December 13, 2023 Re: Agenda Item No. IV(b) – GPAC Subcommittee Procedures ________________________________________________________________ As previously shared with the GPAC, City staff has started working with the team at Dudek to prepare existing conditions and background analysis reports for each of the topical areas or General Plan Elements. These reports are not intended to limit discussions rather they serve as foundational documents for the GPAC and the community to build from when eventually drafting updates to goals and/or policies as needed. At the GPAC meeting on December 6th, it became clear that these reports should be first shared with each of the subcommittees prior to coming to the full GPAC for review and comment. In addition, it was also made apparent that the Subcommittees could be better used to support the overall update effort. Accordingly, City staff is providing the following four key recommendations on how the GPAC, and its various subcommittees could operate to promote more effective, meaningful, and engaging meetings: 1) GPAC Subcommittee Chair and Action Minutes. Each GPAC Subcommittee should identify a chairperson to help serve as liaison between the Subcommittee members and City staff. This person will help to coordinate and run Subcommittee meetings to ensure desired action items or objectives are achieved. This person should also work with City staff to prepare brief action minutes that only cover the topics discussed as well as any outcomes or actions. They will be attached to the next available GPAC agenda as part of the item related to subcommittee updates. Lastly, the chairperson will be responsible for reporting out to the larger GPAC. 2) Draft Document Review and Feedback. After initial review and revision by City staff, any draft documents prepared by Dudek or its subconsultants should be first shared with the respective responsible GPAC Subcommittee for a first review. These documents can be transmitted by email for feedback and, if the Subcommittee deems it necessary, a meeting will be arranged to discuss. It is not expected that the Subcommittees will Agenda Item No. IV(b) – GPAC Subcommittee Procedures December 13, 2023, Page 2 of 2 Tmplt:-02/05/15 wordsmith the documents rather they will provide “big picture” feedback on what resonates with them or what should be stricken. Should it become challenging for the Subcommittees to get through the document, the Subcommittee’s chairperson may opt to form a smaller two- to three-person taskforce to review the document and then report back findings to the Subcommittee. Once the documents are acceptable to the Subcommittee, they should be shared with the GPAC and reported on by Dudek, City staff, and/or the Subcommittee’s chairperson. 3) Timing and Manner of GPAC Subcommittee Meetings. As it is expected that GPAC Subcommittee meetings will ramp up in frequency, City staff would suggest more flexibility in scheduling GPAC Subcommittee meetings. This includes scheduling both virtual meetings and meetings during normal City business hours, generally between 7:30 a.m. and 5:30 p.m., daily. 4) Outreach and Engagement Materials and Events. Prior to any community events, the subject matter and any collateral planned to be shared with the community should also be transmitted to the entire Outreach Subcommittee for feedback and guidance. Feedback from the Outreach Subcommittee should be coordinated, collected, and compiled by the Outreach Subcommittee’s chairperson and provided back to City staff within one week of receipt to ensure adequate lead time for production and preparation. If community events that are deemed appropriate for pop-up engagement fall outside of the GPAC meeting cycle, the entire GPAC should be notified of the upcoming event and invited to participate. Given the pop-up events may occur outside of normal City business hours, City staff may not be able to attend each event. However, Dudek and/or its subconsultants will always be in attendance and City staff will coordinate to ensure that at least one or two GPAC members will attend. This list of key recommendations is not a limiting list. We will look to the GPUSC as the guiding body to identify any modifications or additions to these recommendations. Once procedures are agreed upon by the GPUSC, staff will include them as part of the GPAC’s next agenda in January.