TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (March 10, 2016) 1 Task Force on Community Engagement REGULAR MEETING MINUTES March 10, 2016 The Task Force on Community Engagement convened in a regular meeting on March 10, 2016 at the Leadership Austin office, 1609 Shoal Creek Blvd., Suite 202, in Austin, Texas. Facilitator Diane Miller, with Civic Collaboration, called the Task Force Meeting to order at 6:27 p.m. Task Force Members in Attendance: Celso Baez III (via phone), Michael Clark-Madison, Andrea Hamilton, Chris Howe, Koreena Malone (via phone), Ken Rigsbee, Navvab Taylor Staff in Attendance: Matthew Chustz, Doug Matthews, Larry Schooler Facilitators in Attendance: Diane Miller, Juli Fellows 1. OPENING REMARKS a. Diane Miller provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. None 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the February 25, 2016 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the February 25, 2016 TFCE Regular Meeting notes provided by the facilitator. 4. NEW BUSINESS a. Seek consensus on recommendations to Council by topic. Task Force members discussed the recommendations from theme five (5) of the five (5) main themes/topics identified in the needs assessment. b. Organizing the recommendations within the final report Task Force members discussed how to organize the recommendations within the final report. c. Fiscal Implications within the report Task Force members agreed that Doug Matthews should review the recommendations and identify any known fiscal implications and present at the March 24, 2016 TFCE Meeting. d. Prioritizing recommendations within the final report TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (March 10, 2016) 2 Each member will present their top three priority recommendations at the March 24, 2016 TFCE Meeting. e. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of the meeting. 5. Future Agenda Items a. Discuss prioritization of recommendations b. Discuss fiscal implications 6. ADJOURNMENT Facilitator, Diane Miller adjourned the meeting at 9:00 p.m. without objection.
TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (February 25, 2015) 1 Task Force on Community Engagement REGULAR MEETING MINUTES February 25, 2016 The Task Force on Community Engagement convened in a regular meeting on February 25, 2016 at the Street-Jones Building, 1000 E 11th Street, Room 400A, in Austin, Texas. Facilitator Julie Fellows, with Civic Collaboration, called the Task Force Meeting to order at 6:07 p.m. Task Force Members in Attendance: Celso Baez III, Michael Clark-Madison, Margarita Decierdo, Richard Fonte, Andrea Hamilton, Chris Howe, Christopher Ledesma, Koreena Malone, Navvab Taylor Staff in Attendance: Matthew Chustz, Doug Matthews, Larry Schooler Facilitators in Attendance: Julie Fellows, Pat Korbus 1. OPENING REMARKS a. Julie Fellows provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. None 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the February 11, 2016 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the February 11, 2016 TFCE Regular Meeting notes provided by the facilitator. 4. NEW BUSINESS a. Amending the Task Force Guidelines for Quorum The Task Force members came to consensus to amend the group guidelines regarding the number of members necessary to make quorum. Since the number of members on the Task Force is now 12 instead of 13, the group agreed that the new quorum number should be six (6) members instead of the original seven (7). The group also agreed that quorum could also be reached if a Task Force member participates via telephone. b. Seek consensus on recommendations to Council by topic. Task Force members began discussing the recommendations from theme four (4) of the five (5) main themes/topics identified in the needs assessment. The group will continue to develop recommendations on the themes at the next Task Force Meeting on March 10, 2016. TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (February 25, 2015) 2 c. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of the meeting. 5. Future Agenda Items a. Seek consensus on recommendations to Council by topic/theme remaining theme 6. ADJOURNMENT Facilitator, Julie Fellows adjourned the meeting at 8:50 p.m. without objection.
Created by Juli Fellows, Pat Korbus February 25, 2016 Task Force on Community Engagement Meeting Notes: February 25, 2016 1 2/29/16 TFCE2.25.16_V1MeetingNotes.docx Contents Executive Summary ............................................................................................................................................................... 2 Member Attendance List ................................................................................................................................................... 3 Action Items ........................................................................................................................................................................... 3 Meeting Notes ....................................................................................................................................................................... 3 Citizen Input ....................................................................................................................................................................... 3 Decision about Quorum ..................................................................................................................................................... 3 Consensus Recommendations, Theme 3 continued .......................................................................................................... 3 Modification in Language of Theme #4: Ensure that everyone who cares about an issue or is impacted has the opportunity to engage and that some voices don’t count more than others. .................................................................. 3 Consensus Recommendations, Theme #4: Ensure that everyone who cares about an issue or is impacted has the opportunity to engage. ...................................................................................................................................................... 3 Discussion Theme 4 related to balancing public input ...................................................................................................... 3 Considering the Financial Investments of Recommendations .......................................................................................... 3 Decision: Financial Considerations .................................................................................................................................... 3 Meeting Evaluation ............................................................................................................................................................ 3 2 2/29/16 TFCE2.25.16_V1MeetingNotes.docx Executive Summary The meeting convened on February 25, 2016, at 6:30pm with a quorum. This meeting was conducted at the 11th Street location. There was no citizen comment. The February 11, 2016 minutes were approved with no changes. The group decided to change the number for quorum to six (6), since the Task Force now consists of 12 members after the resignation of one member. Quorum will include members present, as well as members who call in by phone. The task force completed their recommendations on Theme #3 – Explain how input will be used and show how that input had an impact on the decision made. C) Always give feedback to people who provide input. D) All boards and commissions will be structured to take public input, by including this directive in the by-laws E) By-laws will be enforced. The Task Force modified the language for Theme #4 From: Ensure that everyone who cares about an issue or is impacted has the opportunity to engage and that some voices don’t count more than others. To: Ensure that everyone who cares about an issue or is impacted has the opportunity to engage. The consensus was that the concern for getting balanced voices is addressed by recommendations in Theme 4 and under the other themes. The group completed recommendations for Theme #4 - Ensure that everyone who cares about an issue or is impacted has the opportunity to engage. A) Invest in creating capacity and trust with under-represented communities. 1. Connect with, or provide, an advocate/organizer for affected populations. This …
Task Force on Community Engagement Thirteenth Meeting March 10, 2016 6-9 p.m. Leadership Austin 1609 Shoal Creek Blvd., Suite 202 3/9/2016. Created by Diane Miller and Juli Fellows FourteenthMeetingDetails.docx Meeting Goals 1. Seek consensus on recommendations for Theme 5. (Ensure that City staff have the support, training, tools and resources to do engagement well.) 2. Decide if the group wants to organize the recommendations for the final report in any manner other than listing them by theme. 3. Decide how and when how to accomplish the task of assigning relative costs (per discussion on 2/25) to the recommendations. 4. Decide whether the group wants, on 3/24/16, to prioritize the recommendations. If so, identify the interests vis-à-vis prioritization and seek agreement on a method. Agenda 6:00 Overview – review goals, agenda and discussion guidelines 6:03 Citizen Input Three minutes per person for the first five people. Everyone will be provided a sticky note to write their input which can be posted on wall and later sent to all the TF members. 6:10 Approve Minutes 6:15 Seek consensus on recommendations for Theme 5 7:15 Discuss organization of recommendations 7:30 Break 7:40 Begin work on organization of recommendations 8:15 Discuss Fiscal Implications 8:30 Seek agreement on whether to prioritize the recommendations 8:55 Next Steps and Evaluate the meeting (plus/delta) 9:00 Adjourn
Compilation of consensus recommendations of Task Force on Community Engagement Draft dated 2/25/16 Compiled by Diane Miller TFCE Consensus Recommendations as of 2-25-16.docx Page 1 of 3 Consensus Recommendations for Theme #1: Make information clear, relevant and easily accessible. A. Implement a website redesign that includes the following: 1. mobile friendly 2. multi‐lingual with professional translation [Open question remains about what pages and what languages] with attention to limited English proficiency users for pages that deal with city services, events or that seek engagement. 3. accessibility for those who are visually impaired 4. an enhanced search function that works and search engine optimization. 5. a centralized community calendar with filters by topic and/or district. Examine the criteria for inclusion of events on the calendar. 6. Use analytics to develop the home page and use a User Experience professional for the redesign. 7. Dynamic, timely content on the home page 8. Prominent invitation to engage on the home page. B. Publish content in a standardized machine‐readable format to a data portal in real time. C. Recreate the Community Registry to: 1. create an easier way to ensure it stays current. 2. Allow people to use the registry to choose what they want information about. 3. Link the Registry to other City communication channels with ways to opt in and out. 4. Consider moving management of the Registry to the Neighborhood Assistance Center. 5. Include information about the type or category of each group (e.g. neighborhood, non‐profit, etc.) 6. Include a way to find groups that operate in your area. 7. Use a map‐based interface as well as a list. D. Aspire to effective, useful, consistent accommodations for those with disabilities. 1. Provide onscreen closed captioning for all videos on ATXN (both published and streaming). 2. Include closed captioning during presentation (i.e. slide show) portions. 3. Include a scroll function on the website for transcripts. 4. Review ADA requirements and ensure that the City meets them. E. Create an Austin 101 to provide high‐level information about how the City works. 1. Expand City Works Academy to include online and virtual classes and modules that are available to everyone. F. Implement a content‐creation policy that helps ensure: 1. Clear communication in everyday language across all media types. 2. Improve the clarity of legal public notices regarding land use cases. 3. Create explanatory pieces (e.g. glossary) about the topics being discussed. G. Create better …
TASK FORCE ON COMMUNITY ENGAGEMENT February 25, 2016, 6:00 – 9:00 PM STREET-JONES BUILDING, ROOM 400A 1000 E. 11th STREET AUSTIN, TEXAS 78702 CURRENT TASK FORCE MEMBERS: Celso Baez III Michael Clark-Madison Margarita Decierdo Richard Fonte Andrea Hamilton Claudia Herrington Chris Howe Christopher Ledesma Koreena Malone Ken Rigsbee Irfan Syed Navvab Taylor Sara Torres AGENDA CALL TO ORDER – 6:00 PM 1. OPENING REMARKS a. Diane Miller, Task Force Facilitator with Civic Collaboration, will discuss the outline of the meeting. 2. CITIZEN COMMUNICATION: GENERAL a. Citizens wishing to speak will need to sign up ten minutes before the meeting is called to order. Citizen communications will be limited to the first five (5) speakers and each citizen communicator will be given three (3) minutes to speak. Everyone will provide a sticky note to write their input which will later be sent to all of the Task Force members. 3. APPROVAL OF MINUTES a. Consider approving the minutes from the Task Force on Community Engagement (TFCE) regular meeting on February 11, 2016. b. Review notes from the February 11, 2016 TFCE Regular Meeting. 4. NEW BUSINESS: a. Discussion and possible action on amending the Task Force guidelines to reduce the number of members needed to make quorum. b. Draft the recommendations to Council by theme. c. Discuss next steps and evaluate meeting. 5. FUTURE AGENDA ITEMS: a. Discussion of topics for future TFCE Meetings. 6. ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Matthew Chustz at the Communications & Public Information Office, at (512) 974-7270, Matthew.Chustz@austintexas.gov, for additional information; TTY users route through Relay Texas at 711. For more information on the Task Force on Community Engagement, please contact Matthew Chustz at (512) 974-7270, Matthew.Chustz@austintexas.gov.
TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (February 25, 2016) 1 Task Force on Community Engagement REGULAR MEETING MINUTES February 25, 2016 The Task Force on Community Engagement convened in a regular meeting on February 25, 2016 at the Street-Jones Building, 1000 E 11th Street, Room 400A, in Austin, Texas. Facilitator Julie Fellows, with Civic Collaboration, called the Task Force Meeting to order at 6:07 p.m. Task Force Members in Attendance: Celso Baez III, Michael Clark-Madison, Margarita Decierdo, Richard Fonte, Andrea Hamilton, Chris Howe, Christopher Ledesma, Koreena Malone, Navvab Taylor Staff in Attendance: Matthew Chustz, Doug Matthews, Larry Schooler Facilitators in Attendance: Juli Fellows, Pat Korbus 1. OPENING REMARKS a. Juli Fellows provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. None 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the February 11, 2016 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the February 11, 2016 TFCE Regular Meeting notes provided by the facilitator. 4. NEW BUSINESS a. Amending the Task Force Guidelines for Quorum The Task Force members came to consensus to amend the group guidelines regarding the number of members necessary to make quorum. Since the number of members on the Task Force is now 12 instead of 13, the group agreed that the new quorum number should be six (6) members instead of the original seven (7). The group also agreed that quorum could also be reached if a Task Force member participates via telephone. b. Seek consensus on recommendations to Council by topic. Task Force members began discussing the recommendations from theme four (4) of the five (5) main themes/topics identified in the needs assessment. The group will continue to develop recommendations on the themes at the next Task Force Meeting on March 10, 2016. TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (February 25, 2016) 2 c. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of the meeting. 5. Future Agenda Items a. Seek consensus on recommendations to Council by topic/theme remaining theme 6. ADJOURNMENT Facilitator, Juli Fellows adjourned the meeting at 8:50 p.m. without objection.
Task Force on Community Engagement Thirteenth Meeting February 25, 2016 6-9 p.m. Street Jones Bldg, 4th fl conference room 2/19/2016. Created by Diane Miller and Juli Fellows ThirteenthMeetingDetails.docx Meeting Goals 1. Seek consensus on whether to change the number of members considered quorum. 2. Seek consensus on additional recommendations for Theme 3. (Explain how input used…). 3. Seek consensus on recommendations for Theme 4. (Ensure that everyone who cares about an issue or is impacted has the opportunity to engage and that some voices don’t count more than others.) 4. Time permitting, discuss what the group wants to do about their charge to “consider fiscal implications of recommendations”. Agenda Agenda 6:00 Overview – review goals, agenda and discussion guidelines 6:03 Citizen Input 6:10 Approve Minutes 6:15 Seek consensus on whether to change number required for quorum. 6:30 Seek consensus on recommendations by topic – finalize theme 3 and work on theme 4 7:30 Break 7:40 Continue working on recommendations 8:55 Discuss next steps and evaluate the meeting 9:00 Adjourn
TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (February 11, 2015) 1 Task Force on Community Engagement REGULAR MEETING MINUTES February 11, 2016 The Task Force on Community Engagement convened in a regular meeting on February 11, 2016 at the Leadership Austin office, 1609 Shoal Creek Blvd., Suite 202, in Austin, Texas. Facilitator Diane Miller, with Civic Collaboration, called the Task Force Meeting to order at 7:40 p.m. and went beyond the 15 minute deadline for cancelling a meeting for lack of quorum at the request of the Task Force Members that were present. Task Force Members in Attendance: Celso Baez III, Richard Fonte, Claudia Herrington, Chris Howe, Koreena Malone (phone), Navvab Taylor, Sara Torres Staff in Attendance: Matthew Chustz, Doug Matthews, Larry Schooler Facilitators in Attendance: Julie Fellows, Diane Miller 1. OPENING REMARKS a. Diane Miller provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. Citizen comment was provided by Jeff Jack. 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the January 28, 2016 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the January 28, 2016 TFCE Regular Meeting notes provided by the facilitator. 4. OLD BUSINESS a. Community Engagement Survey Results Facilitators provided a high-level overview of additional Community Engagement survey results. b. Finalize recommendations from theme two Task Force members reached consensus and finalized the recommendation from theme two. 5. NEW BUSINESS a. Responding to request for input on Audit of Neighborhood Planning Task Force members agreed to send Michael McGill, Senior Auditor with the City of Austin, a written summary of their informal discussion in response to the question proposed. TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (February 11, 2015) 2 b. Seek consensus on recommendations to Council by topic. Task Force members began discussing the recommendations from theme three (3) of the five (5) main themes/topics identified in the needs assessment. The group will continue to develop recommendations on the themes at the next Task Force Meeting on February 25, 2016. c. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of the meeting. 6. Future Agenda Items a. Seek consensus on recommendations to Council on theme three (3) b. Seek consensus on recommendations to Council by topic/theme (remaining 2 themes). c. Discuss amending the Task Force guidelines to lower the number of members needed to make …
Created by Juli Fellows, Diane Miller February 12, 2016 Task Force on Community Engagement Meeting Notes: February 11, 2016 1 2/12/2016 TFCE2.11.16_V5MeetingNotes.docx Contents Executive Summary ............................................................................................................................................................... 2 Member Attendance List ................................................................................................................................................... 2 Action Items ....................................................................................................................................................................... 3 Meeting Notes ....................................................................................................................................................................... 3 Citizen Input ....................................................................................................................................................................... 3 Discussion Notes on City Auditor’s Request ...................................................................................................................... 3 Additional Consensus Recommendation for Theme #2: Make it easier for community/public to give input .................. 4 Consensus Recommendation for Theme #3: Explain how input will be used and show how that input had an impact on the decision made. ............................................................................................................................................................ 3 Discussion of possible Theme 3 recommendation concerning Bds & Commissions ......................................................... 3 Discussion of possible Theme 3 recommendation concerning reporting to Council on public input – timing and requirement for serious engagement. .............................................................................................................................. 3 Meeting Evaluation ............................................................................................................................................................ 3 2 2/12/2016 TFCE2.11.16_V5MeetingNotes.docx Executive Summary On February 11, 2016 the meeting convened at 7:40 p.m. when a quorum of seven members was achieved. The meeting was held at the offices of Leadership Austin. Citizen comment was provided by Jeff Jack. The group approved the January 28, 2016 minutes with no changes. The group agreed to send Michael McGill, senior auditor with the City of Austin, a written summary of their informal discussion in response to the question “Are the City’s communication and governance structures effective in supporting neighborhood planning efforts?” The input would not be characterized as coming from the entire Task Force, but names of those participating in the discussion would be listed. Notes on this informal discussion are shown on pages 3-4. There was grave concern about the lack of a quorum interfering with the group’s ability to accomplish their work by the deadline. The group asked Diane Miller to contact City Council members whose appointees have missed a number of meetings, to let them know that this is a concern. At the next meeting the group will also take up the issue of changing the number required for a quorum because at least one more member appears to have resigned, bringing the active membership to 12. The group concluded their recommendations on Theme #2 - Make it easier for community/public to give input. They added the following recommendation. (H) Use innovative meeting practices that enable online or virtual participation during live meetings. (This should include meetings of the City Council, Boards and Commissions, town hall meetings, and other City engagement activities.) They also agreed on two …
Compilation of consensus recommendations of Task Force on Community Engagement Draft dated 2/15/16 Compiled by Diane Miller TFCE Consensus Recommendations as of 2-15-16.docx Page 1 of 3 Consensus Recommendations for Theme #1: Make information clear, relevant and easily accessible. A. Implement a website redesign that includes the following: 1. mobile friendly 2. multi-lingual with professional translation [Open question remains about what pages and what languages] with attention to limited English proficiency users for pages that deal with city services, events or that seek engagement. 3. accessibility for those who are visually impaired 4. an enhanced search function that works and search engine optimization. 5. a centralized community calendar with filters by topic and/or district. Examine the criteria for inclusion of events on the calendar. 6. Use analytics to develop the home page and use a User Experience professional for the redesign. 7. Dynamic, timely content on the home page 8. Prominent invitation to engage on the home page. B. Publish content in a standardized machine-readable format to a data portal in real time. C. Recreate the Community Registry to: 1. create an easier way to ensure it stays current. 2. Allow people to use the registry to choose what they want information about. 3. Link the Registry to other City communication channels with ways to opt in and out. 4. Consider moving management of the Registry to the Neighborhood Assistance Center. 5. Include information about the type or category of each group (e.g. neighborhood, non-profit, etc.) 6. Include a way to find groups that operate in your area. 7. Use a map-based interface as well as a list. D. Aspire to effective, useful, consistent accommodations for those with disabilities. 1. Provide onscreen closed captioning for all videos on ATXN (both published and streaming). 2. Include closed captioning during presentation (i.e. slide show) portions. 3. Include a scroll function on the website for transcripts. 4. Review ADA requirements and ensure that the City meets them. E. Create an Austin 101 to provide high-level information about how the City works. 1. Expand City Works Academy to include online and virtual classes and modules that are available to everyone. F. Implement a content-creation policy that helps ensure: 1. Clear communication in everyday language across all media types. 2. Improve the clarity of legal public notices regarding land use cases. 3. Create explanatory pieces (e.g. glossary) about the topics being discussed. G. Create better …
TASK FORCE ON COMMUNITY ENGAGEMENT February 11, 2016, 6:00 – 9:00 PM LEADERSHIP AUSTIN 1609 SHOAL CREEK BLVD., SUITE 202 AUSTIN, TEXAS 78701 CURRENT TASK FORCE MEMBERS: Celso Baez III Michael Clark-Madison Margarita Decierdo Richard Fonte Andrea Hamilton Claudia Herrington Chris Howe Christopher Ledesma Koreena Malone Ken Rigsbee Irfan Syed Navvab Taylor Sara Torres AGENDA CALL TO ORDER – 6:00 PM 1. OPENING REMARKS a. Diane Miller, Task Force Facilitator with Civic Collaboration, will discuss the outline of the meeting. 2. CITIZEN COMMUNICATION: GENERAL a. Citizens wishing to speak will need to sign up ten minutes before the meeting is called to order. Citizen communications will be limited to the first five (5) speakers and each citizen communicator will be given three (3) minutes to speak. Everyone will provide a sticky note to write their input which will later be sent to all of the Task Force members. 3. APPROVAL OF MINUTES a. Consider approving the minutes from the Task Force on Community Engagement (TFCE) regular meeting on January 14, 2016. b. Review notes from the January 14, 2016 TFCE Regular Meeting. 4. OLD BUSINESS: a. Facilitators will provide a high-level overview of additional Community Engagement survey results. b. Review of theme 2 recommendations and ensure clarity of online tool recommendations and seek consensus on finalizing recommendations from theme two. 5. NEW BUSINESS: a. Seek consensus on process for responding to request for input on Audit of Neighborhood Planning. b. Draft the recommendations to Council by theme. c. Discuss next steps and evaluate meeting. 6. FUTURE AGENDA ITEMS: a. Discussion of topics for future TFCE Meetings. ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Matthew Chustz at the Communications & Public Information Office, at (512) 974-7270, Matthew.Chustz@austintexas.gov, for additional information; TTY users route through Relay Texas at 711. For more information on the Task Force on Community Engagement, please contact Matthew Chustz at (512) 974-7270, Matthew.Chustz@austintexas.gov.
TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (February 11, 2015) 1 Task Force on Community Engagement REGULAR MEETING MINUTES February 11, 2016 The Task Force on Community Engagement convened in a regular meeting on February 11, 2016 at the Leadership Austin office, 1609 Shoal Creek Blvd., Suite 202, in Austin, Texas. Facilitator Diane Miller, with Civic Collaboration, called the Task Force Meeting to order at 7:40 p.m. and went beyond the 15 minute deadline for cancelling a meeting for lack of quorum at the request of the Task Force Members that were present. Task Force Members in Attendance: Celso Baez III, Richard Fonte, Claudia Herrington, Chris Howe, Koreena Malone (phone), Navvab Taylor, Sara Torres Staff in Attendance: Matthew Chustz, Doug Matthews, Larry Schooler Facilitators in Attendance: Julie Fellows, Diane Miller 1. OPENING REMARKS a. Diane Miller provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. Citizen comment was provided by Jeff Jack. 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the January 28, 2016 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the January 28, 2016 TFCE Regular Meeting notes provided by the facilitator. 4. OLD BUSINESS a. Community Engagement Survey Results Facilitators provided a high-level overview of additional Community Engagement survey results. b. Finalize recommendations from theme two Task Force members reached consensus and finalized the recommendation from theme two. 5. NEW BUSINESS a. Responding to request for input on Audit of Neighborhood Planning Task Force members agreed to send Michael McGill, Senior Auditor with the City of Austin, a written summary of their informal discussion in response to the question proposed. TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (February 11, 2015) 2 b. Seek consensus on recommendations to Council by topic. Task Force members began discussing the recommendations from theme three (3) of the five (5) main themes/topics identified in the needs assessment. The group will continue to develop recommendations on the themes at the next Task Force Meeting on February 25, 2016. c. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of the meeting. 6. Future Agenda Items a. Seek consensus on recommendations to Council on theme three (3) b. Seek consensus on recommendations to Council by topic/theme (remaining 2 themes). c. Discuss amending the Task Force guidelines to lower the number of members needed to make …
Created by Diane Miller, Pat Korbus January 29, 2016 Task Force on Community Engagement Meeting Notes: January 28, 2016 1 2/8/2016 TFCE1.28.16Notes_V3.docx Contents Executive Summary ................................................................................................................................................................. 2 Member Attendance List .................................................................................................................................................... 2 Action Items ........................................................................................................................................................................ 2 Meeting Notes ........................................................................................................................................................................ 3 Citizen input ........................................................................................................................................................................ 3 Consensus Process Used by the Group ............................................................................................................................... 3 Global Criteria for Recommendations ................................................................................................................................ 3 Consensus Recommendations for Theme #2: Make it easier for community/public to give input ................................... 3 Recommendation for Theme #5 ......................................................................................................................................... 4 Notes to include in Executive Summary of Recommendations Report .............................................................................. 5 Meeting Evaluation ............................................................................................................................................................. 5 2 2/8/2016 TFCE1.28.16Notes_V3.docx Executive Summary On January 28, 2016 eight of the thirteen members of the Task Force on Community Engagement (TFCE) attended the meeting at the Street-Jones Building. Citizen comment was provided by Mateo Clarke of Open Austin which is requesting that the Task Force consider their recommendations related to open data and the use of technology for open governance. They will provide a written summary of their recommendations to be shared with Task Force members via the Bloomfire site. The group approved the January14, 2015 minutes with no changes. Recommendations continue to be based on the group’s previously identified global criteria they wanted their consensus recommendations to meet: It’s legal. It’s an improvement. It’s easy enough to implement (in our view). Whenever possible, it addresses a problem presented to the TF. The City has the resources, or it may involve the reasonable allocation of resources, to do it (money, staff, skills, etc.). The recommendation is quantifiable, measurable. It produces a good return on investment. It’s based on data. The group worked on Theme 2 from the needs assessment: “Make it easier for people to give input in ways that are convenient, accessible and appropriate for them.” Recommendations on this topic fell into three major categories: meeting community members where they usually gather, using mobile options (e.g., in-district office hours, frequent in-district town halls, a roaming “engagement” bus, kiosks) partnering with existing community organizations to better reach community residents robust, current, easy-to-use, on-line technology that is made widely available The group agreed to come to the February 11, 2016 meeting prepared to propose their top recommendation in each of the remaining three theme areas and that they will start with Theme 3: “Explain how input will be used and show how that input had …
TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (January 28, 2015) 1 Task Force on Community Engagement REGULAR MEETING MINUTES January 28, 2016 The Task Force on Community Engagement convened in a regular meeting on January 28, 2016 at the Street-Jones Building, 1000 E 11th Street, Room 400A, in Austin, Texas. Facilitator Diane Miller, with Civic Collaboration, called the Task Force Meeting to order at 6:14 p.m. Task Force Members in Attendance: Richard Fonte, Andrea Hamilton, Claudia Herrington, Chris Howe, Koreena Malone, Ken Rigsbee, Navvab Taylor, Sara Torres Staff in Attendance: Matthew Chustz, Doug Matthews, Larry Schooler Facilitators in Attendance: Pat Korbus, Diane Miller 1. OPENING REMARKS a. Diane Miller provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. One citizen spoke. Mateo Clarke of Open Austin requested that the Task Force consider their recommendations related to open data and the use of technology for open governance. Mr. Clark will provide a written summary of their recommendations to be shared with Task Force members via the Bloomfire site. 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the January 14, 2016 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the January 14, 2016 TFCE Regular Meeting notes provided by the facilitator. 4. NEW BUSINESS a. Seek consensus on recommendations to Council by topic. Task Force members reached consensus on the recommendations to Council for one (1) of the five (5) main themes/topics identified in the needs assessment. The group will continue to develop recommendations on the themes at the next Task Force Meeting on February 11, 2016. b. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of the meeting. TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (January 28, 2015) 2 5. Future Agenda Items a. Seek consensus on recommendations to Council by topic/theme (remaining 3 themes). 6. ADJOURNMENT Facilitator, Diane Miller adjourned the meeting at 9:00 p.m. without objection.
Task Force on Community Engagement Ninth Meeting February 11, 2016 6-9 p.m. Leadership Austin 1609 Shoal Creek Blvd., Suite 202 2/8/2016. Created by Diane Miller and Juli Fellows TwelfthMeetingDetailsV1.docx Meeting Goals 1. Seek consensus on process for responding to request for input on audit of neighborhood planning. 2. Identify potential recommendations by topic. 3. Seek consensus on recommendations. Agenda 6:00 Overview – review goals, agenda and discussion guidelines 6:03 Citizen Input 6:10 Approve Minutes 6:15 Seek consensus on process for responding to request for input on Audit of Neighborhood Planning 6:30 Provide update on individual survey responses 6:35 Seek consensus on recommendations by topic – finalize theme 2 and work on theme 3 7:35 Break 7:45 Continue working on recommendations 8:55 Discuss next steps and evaluate the meeting 9:00 Adjourn
Compiled by Diane Miller TFCE Consensus Recommendations as of 2-10-16.docx Page 1 of 2 Compilation of consensus recommendations of Task Force on Community Engagement Draft dated 2/10/16 Consensus Recommendations for Theme #1: Make information clear, relevant and easily accessible. A. Implement a website redesign that includes the following: 1. mobile friendly 2. multi-lingual with professional translation [Open question remains about what pages and what languages] with attention to limited English proficiency users for pages that deal with city services, events or that seek engagement. 3. accessibility for those who are visually impaired 4. an enhanced search function that works and search engine optimization. 5. a centralized community calendar with filters by topic and/or district. Examine the criteria for inclusion of events on the calendar. 6. Use analytics to develop the home page and use a User Experience professional for the redesign. 7. Dynamic, timely content on the home page 8. Prominent invitation to engage on the home page. B. Publish content in a standardized machine-readable format to a data portal in real time. C. Recreate the Community Registry to: 1. create an easier way to ensure it stays current. 2. Allow people to use the registry to choose what they want information about. 3. Link the Registry to other City communication channels with ways to opt in and out. 4. Consider moving management of the Registry to the Neighborhood Assistance Center. 5. Include information about the type or category of each group (e.g. neighborhood, non-profit, etc.) 6. Include a way to find groups that operate in your area. 7. Use a map-based interface as well as a list. D. Aspire to effective, useful, consistent accommodations for those with disabilities. 1. Provide onscreen closed captioning for all videos on ATXN (both published and streaming). 2. Include closed captioning during presentation (i.e. slide show) portions. 3. Include a scroll function on the website for transcripts. 4. Review ADA requirements and ensure that the City meets them. E. Create an Austin 101 to provide high-level information about how the City works. 1. Expand City Works Academy to include online and virtual classes and modules that are available to everyone. F. Implement a content-creation policy that helps ensure: 1. Clear communication in everyday language across all media types. 2. Improve the clarity of legal public notices regarding land use cases. 3. Create explanatory pieces (e.g. glossary) about the topics being discussed. G. Create better …
Previous Individual Survey Responses = 661 respondents New Individual Survey Responses = 223 respondents Created by Juli Fellows, 2/8/2016 DataComparison_PreviousNew_v1 Responses with a 5% or more difference between previous and new are highlighted Question Response Previous Percentage New Data Percentage A. Stakeholder Group Neighbors/neighborhoods 75.9 68.6 Business 19.2 19.3 Underrepresented Pop 15.4 13.5 Civic/comm volunteers 35.6 29.1 Bd, commission members 6.1 4.03 None of these 14.5 19.3 2. How usually learn about opportunities to engage Neighborhood newsletter 43.6 48.4 Neighborhood web/Next Door 61.9 55.6 School folders 4.5 6.27 Other newsletters/email 21.9 26.9 City web site, email, social media 39.8 36.8 Other web, social 39.2 35.4 Formal mailed notices 27.4 31.8 Signs, public notices 22.2 21.5 Word of mouth 40.7 41.2 Other 15.1 20.2 3. Which of the above is most useful? Neighborhood newsletter 25.0 35.7 Neighborhood web/Next Door 53.1 44.8 School folders 2.1 3.1 City web site, email, social media 8.2 17.0 Other web, social 30.0 26.4 Formal mailed notices 27.8 26.4 Signs, public notices 18.0 21.5 Word of mouth 7.1 11.2 Other 16.8 17.0 4. How well does the City inform you about issues you care about? 1 (low) 20.0 23.7 2 23.0 28.7 (median) 3 37.4 (median) 34.1 4 16.3 11.6 5 (high) 3.3 .89 Previous Individual Survey Responses = 661 respondents New Individual Survey Responses = 223 respondents Created by Juli Fellows, 2/8/2016 DataComparison_PreviousNew_v1 5. How well does the City tell you how to get involved? 1 (low) 24.8 28.7 2 24.1 (median) 33.6 (median) 3 31.6 25.5 4 15.4 10.3 5 (high) 4.1 .89 7. How frequently do you take advantage of opportunities … 1 (low) 17.4 12.0 2 21.9 26.9 3 30.6 (median) 34.5(median) 4 21.0 18.4 5 (high) 9.1 7.2 11. How satisfied that you have fair, transparent and sufficient ability to engage… 1 (low) 24.4 25.1 2 19.4 22.4 3 31.9 (median) 33.6 (median) 4 18.0 14.3 5 (high) 6.4 3.1 12. How satisfied with outcomes of engagement? 1 (low) 24.5 30.9 2 23.8 23.3 (median) 3 35.1 (median) 34.0 4 13.2 12.1 5 (high) 3.5 1.8
Created by Juli Fellows, 2/8/2016 Demographics_IndivSurvey_NewOld_v1 Comparisons – Previous data with January data: Demographics Zip Code (214 nonblank responses) Previous New # New 786* 0.9% 3 1.4% 7870* 19.3% 47 22.2% 7872* 13.0% 15 7.1% 7873* 6.7% 38 18.0% 7874* 29.1% 27 12.8% 7875* 30.9% 81 38.4% Race/ethnicity New data had 211 persons who made some response to this question, including “other” Previous % New # New % White 79.0% 168 79.6% 2 or more races 5.7% 0 0 Hispanic 8.6% 17 8.05% Native American 1.2% 0 0 African American /Black 3.1% 0 0 Asian 2.4% 2 0.94% Other ? 13 6.16% Education Previous % New # New % High school 0 4 1.90% Some college 15% 20 9.52% Bachelor’s 42.1% 99 47.1% Graduate degree 43.0% 87 41.4% Children at Home Previous % New # New % Yes 27.5% 53 25.2% No 72.5% 157 74.7% Own/rent Previous % New # New % Own 83.1% 171 81.0% Rent 16.9% 40 19.9%
