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%
TASK FORCE ON COMMUNITY ENGAGEMENT JANUARY 28, 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 January 14, 2016. b. Review notes from the January 14, 2016 TFCE Regular Meeting. 4. NEW BUSINESS: Discussion and possible action on the following items a. Discussion of global criteria for recommendations to Council. 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. 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 (January 28, 2016) 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, 2016) 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 MEETING MINUTES (January 14, 2015) 1 Task Force on Community Engagement REGULAR MEETING MINUTES January 14, 2016 The Task Force on Community Engagement convened in a regular meeting on January 14, 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 6:04 p.m. Task Force Members in Attendance: Celso Baez III, Michael Clark-Madison, Andrea Hamilton, Claudia Herrington, Chris Howe, Christopher Ledesma, Koreena Malone, Ken Rigsbee, Navvab Taylor, Sara Torres Staff in Attendance: Matthew Chustz, Doug Matthews Facilitators in Attendance: Diane Miller, Julie Fellows 1. OPENING REMARKS a. Diane Miller provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. One citizen spoke. John Woodley, advocate for Americans with disabilities, addressed the group. 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the December 17, 2015 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the December 17, 2015 TFCE Regular Meeting notes provided by the facilitator. 4. NEW BUSINESS a. Global criteria for recommendations to Council. The Task Force members came to consensus on global criteria for their recommendations to Council. The addition of further criteria will be discussed at subsequent meetings. b. 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/topics at the next Task Force Meeting on January 28, 2016. c. Discuss next steps, update to Council, timeline and drafting of report The group developed a final plan of action for the remainder of the Task Force Meetings and agreed to prioritize the recommendations once all recommendations have been developed. The Task Force came to consensus and scheduled four (4) more meetings taking place at the same interval as previous meetings – every other week on Thursday. The additional meeting dates are: TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (January 14, 2015) 2 February 11, 2016 – 6:00 – 9:00 pm February 25, 2016 – 6:00 – 9:00 pm March 10, 2016 – 6:00 – 9:00 pm March 24, 2016 – 6:00 – 9:00 pm d. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of …
Created by Juli Fellows, Diane Miller, Pat Korbus January 15, 2016 Task Force on Community Engagement Meeting Notes: January 14, 2016 1 1/20/2016 TFCE1.14.16Notes_V2.docx Contents Executive Summary ............................................................................................................................................................... 2 Member Attendance List ................................................................................................................................................... 2 Action Items ....................................................................................................................................................................... 3 Meeting Notes ....................................................................................................................................................................... 3 Citizen input ....................................................................................................................................................................... 3 Consensus Process Used by the Group .............................................................................................................................. 3 Global Criteria for Recommendations ............................................................................................................................... 3 Consensus Recommendations for Theme #1 .................................................................................................................... 3 Timeline ............................................................................................................................................................................. 4 Meeting Evaluation ............................................................................................................................................................ 5 2 1/20/2016 TFCE1.14.16Notes_V2.docx Executive Summary On January 14, 2016 ten 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 John Wooley. The group approved the December 17, 2015 minutes with no changes. The group identified global criteria they wanted ALL consensus recommendations to meet. These included: • 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 to do it (money, staff, skills, etc.) The group can ask for reallocation of resources. • The recommendation is quantifiable, measurable. • It produces a good return on investment. • It’s based on data. They decided to begin discussion of recommendations around theme #1 “Make information clear, relevant and easily accessible”. Each member proposed his or her top recommendation that he/she felt met the global criteria. These proposals could be something proposed on Bloomfire or a new idea. Using these as a starting place, the group sought consensus, applying the process shown on page four. The TF was able to reach consensus on seven recommendations for theme #1 (page 3). Consensus recommendations may be prioritized in some way once all the recommendations have been agreed on. The group may also use a legend or other way to categorize the recommendations, to make them easier to understand. They agreed that there were three categories in their recommendations for theme #1 – accessibility, digital communication and the notification system. They discussed the timeline and remaining steps to complete their work. They will meet on January 28, February 11 and February 25 to finalize recommendations. March 10 and March 24 will be held in reserve as meeting dates, if the group agrees that they are needed in order to finish their work. CPIO staff will provide a written update to advise City Council on the …
Task Force on Community Engagement Ninth Meeting January 28, 2016 6-9 p.m. Street Jones Bldg, 4th fl conference room 1/20/2016. Created by Diane Miller and Juli Fellows EleventhMeetingDetailsV1.docx Meeting Goals 1. Identify potential recommendations by topic. 2. 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 recommendations by topic 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 JANUARY 14, 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 Joe Green 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 December 17, 2015. b. Review notes from the December 17, 2015 TFCE Regular Meeting. 4. NEW BUSINESS: Discussion and possible action on the following items a. Discussion and possible action on global criteria for recommendations to Council b. Seek consensus on recommendations to Council by topic. c. Discuss next steps, update to Council, timeline and drafting of report. 5. 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 (January 14, 2015) 1 Task Force on Community Engagement REGULAR MEETING MINUTES January 14, 2016 The Task Force on Community Engagement convened in a regular meeting on January 14, 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 6:04 p.m. Task Force Members in Attendance: Celso Baez III, Michael Clark-Madison, Andrea Hamilton, Claudia Herrington, Chris Howe, Christopher Ledesma, Koreena Malone, Ken Rigsbee, Navvab Taylor, Sara Torres Staff in Attendance: Matthew Chustz, Doug Matthews Facilitators in Attendance: Diane Miller, Julie Fellows 1. OPENING REMARKS a. Diane Miller provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. One citizen spoke. John Woodley, advocate for Americans with disabilities, addressed the group. 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the December 17, 2015 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the December 17, 2015 TFCE Regular Meeting notes provided by the facilitator. 4. NEW BUSINESS a. Global criteria for recommendations to Council. The Task Force members came to consensus on global criteria for their recommendations to Council. The addition of further criteria will be discussed at subsequent meetings. b. 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/topics at the next Task Force Meeting on January 28, 2016. c. Discuss next steps, update to Council, timeline and drafting of report The group developed a final plan of action for the remainder of the Task Force Meetings and agreed to prioritize the recommendations once all recommendations have been developed. The Task Force came to consensus and scheduled four (4) more meetings taking place at the same interval as previous meetings – every other week on Thursday. The additional meeting dates are: TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (January 14, 2015) 2 February 11, 2016 – 6:00 – 9:00 pm February 25, 2016 – 6:00 – 9:00 pm March 10, 2016 – 6:00 – 9:00 pm March 24, 2016 – 6:00 – 9:00 pm d. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of …
Task Force on Community Engagement Ninth Meeting January 14, 2016 6-9 p.m. Street Jones Bldg, 4th fl conference room 1/6/2016. Created by Diane Miller and Juli Fellows TenthMeetingDetailsV1.docx Meeting Goals 1. Identify global criteria the group wants to use to help choose quality recommendations. 2. Begin identifying potential recommendations, by topic. 3. Seek consensus on recommendations. 4. Agree on update to Council, whether to ask for a time extension, and how to write the draft final report. Agenda 6:00 Overview – review goals, agenda and discussion guidelines 6:03 Citizen Input 6:10 Approve Minutes 6:15 Explore global criteria for recommendations 6:30 Seek consensus on recommendations by topic 7:30 Break 7:40 Continue working on recommendations 8:35 Discuss next steps, update to City Council, timeline and drafting of report 8:55 Evaluate the meeting 9:00 Adjourn
TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (December 17, 2015) 1 Task Force on Community Engagement REGULAR MEETING MINUTES December 17, 2015 The Task Force on Community Engagement convened in a regular meeting on December 17, 2015 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 6:00 p.m. Task Force Members in Attendance: Celso Baez III, Michael Clark-Madison, Richard Fonte, Andrea Hamilton, Claudia Herrington, Chris Howe, Ken Rigsbee, Navvab Taylor, Sara Torres Staff in Attendance: Matthew Chustz, Larry Schooler, Facilitators in Attendance: Diane Miller 1. OPENING REMARKS a. Diane Miller provided an overview of the meeting agenda. 2. CITIZEN COMMUNICTION: GENERAL a. One citizen spoke. Natalie Gauldin, Director of Friends of Austin Neighborhoods (FAN) addressed the group and encouraged the Task Force to continue to distribute the Community Engagement Survey to renters and other underrepresented populations so that the results more fully represent the diversity of Austin. She advised that FAN would assist the Task Force in the distribution of the survey to attempt to gather a more representative sample of voices. 3. APPROVAL OF MINUTES a. The Task Force approved, by consensus, the minutes from the November 19, 2015 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the November 19, 2015 TFCE Regular Meeting notes provided by the facilitator. 4. OLD BUSINESS a. Mike Clark-Madison reported on the preliminary results of the English-language community engagement survey, including toplines from all respondents and cross-tabs for each of the stakeholder groups identified in question one. Task Force members reviewed and discussed the survey data and identified the specific needs that the responses revealed. TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (December 17, 2015) 2 5. NEW BUSINESS a. Workgroups report on what interests and unmet needs were heard. Each of the Task Force Workgroups then provided a summary of the methods used and the input gathered from their specific focus area groups, which included business, civic and nonprofit groups, under-represented populations, neighborhoods, city department staff and Boards and Commissions. b. Review survey data and identification of unmet needs. The group discussed their major take-aways from this input process and identified the needs that should be addressed to improve the City’s community engagement efforts. The group decided to extend all of the online surveys to allow for further distribution …
Created by Diane Miller December 21, 2015 Task Force on Community Engagement Meeting Notes: December 17, 2015 1 12/23/2015 TFCE12.17.15Notes_V1.docx Contents Executive Summary ............................................................................................................................................................... 2 Members in Attendance .................................................................................................................................................... 2 Decisions Made ..................................................................................................................................................................... 3 Action Items ........................................................................................................................................................................... 3 Citizen Comment ............................................................................................................................................................... 3 Themes/Discussion of Survey Data ................................................................................................................................... 3 Themes/Discussion of Workgroup Input ........................................................................................................................... 4 Additional reflections on potential recommendations ..................................................................................................... 6 Meeting Evaluation ............................................................................................................................................................ 6 2 12/23/2015 TFCE12.17.15Notes_V1.docx Executive Summary On December 17, 2015 nine of the currently 12 appointed members of the Task Force on Community Engagement (TFCE) members attended the regularly scheduled TF meeting at the Street-Jones Building. Natalie Gauldin, Director of Friends of Austin Neighborhoods (FAN) addressed the group and encouraged the Task Force to continue to distribute the Community Engagement Survey to renters and other underrepresented populations so that the results more fully represent the diversity of Austin. She advised that FAN would assist the Task Force in the distribution of the survey to attempt to gather a more representative sample of voices. The group approved the November 19, 2015 meeting minutes. Mike Clark-Madison reported on the preliminary results of the English-language community engagement survey, including toplines from all respondents and cross-tabs for each of the stakeholder groups identified in question one, plus for respondents whose race/ethnicity is not “Caucasian or White” and those under 45. He also presented the data from the coding of responses to open-text questions based on “nodes” identified in the Task Force’s key elements of effective community engagement “bridge” diagram. Additional nodes were created to capture other recurring themes in the data and in total, 15 were used. The group reviewed and discussed the survey data and identified the specific needs that the responses revealed. Each of the Task Force Workgroups then provided a summary of the methods used and the input gathered from their specific focus area groups, which included business, civic and nonprofit groups, under-represented populations, neighborhoods, city department staff and Boards and Commissions. The group discussed their major take-aways from this input process and identified the needs identified through this process. Based on Task Force review of the input gathered, to follow are the major themes of the needs that should be addressed to improve the City’s community engagement efforts: 1) Make information clear, relevant and easily accessible. 2) Make it easier for people to give input in ways that are convenient, accessible and appropriate for them. 3) …
Summary of TFCE Needs Assessment Discussions Needs assessment summary.docx Compiled from TFCE Discussions by D Miller 12-22-15 1) Make information clear, relevant and easily accessible. a. Disability accommodations i. Make the information accessible to those with special needs. b. Foreign-language access c. Notification of public hearings at Council meetings d. District / Neighborhood-centered engagement alternatives. i. People want information about what is happening in their district or what directly affects them. e. Virtual/online participation i. There is not an online tool that meets everyone’s needs and the City’s website is not meeting needs. f. People are not aware of communication and engagement tools. g. People want multiple channels and the City as a whole needs to provide multiple channels. h. Being able to filter for information on issues you care about, having curated information, not a “fire hose”. i. Find ways to maximize the impact of City communication that is put out by our strategic partners, e.g. neighbors and other organizations j. A decentralized system results in inconsistency, information being scattered and hard to find, reinventing the wheel each time and no city-wide database of people who engage and what they care about. k. There is a need for localization of information and sources need to be trustworthy. l. There is an issue with the timeliness, consistency and accuracy of information. m. The community registry could be a good tool but it is not. 2) Make it easier for people to give input in ways that are convenient, accessible and appropriate for them. a. Disability accommodations b. Foreign-language access i. Spanish translation needs vary – need to train more people so there is more capacity for translation and interpretation. ii. Use culturally relevant methods including multiple language access c. District / Neighborhood-centered engagement alternatives. i. Every district is different. District-based outreach plans would help. d. Virtual/online participation i. Create opportunities for participation that don’t require people to physically attend meetings and events. e. Need to meet people where they are at and with groups they are already involved with. a. Shouldn’t always have to have them come to the City. f. We need to offer a variety of methods and times for people to engage. i. In some cultures, the mom needs to be home in the evening. ii. It takes too much time to participate, especially for those with families. g. Choose tools and techniques that fit the norms, …
1 Created by Juli Fellows, 1/14/2016 Initial summary on Recommendations from Bloomfire.docx Brief Summaries of Initial Thinking on Recommendations as of Jan 13, 2016 Theme 1: Make information clear… 1. Redesign the City website to make it easier to find information, including working well in a mobile interface. Improve the search function. Perhaps Salt Lake could be a model. 2. Move the "connect with the city" tab on the front page to the top right, and get rid of the "best managed city" tab. Add City Council tab. 3. Improve the community registry - work with Code for America volunteer brigade to develop a better interface for this data. 4. Provide closed captioning for ATXN (public access tv) live streaming service. Make ATXN available on an over-the-air channel. 5. Real website translation into Spanish. Set an appropriate population percentage threshold for translating the main pages of the website into other languages. Documents posted to website could be translated on request. Promote Austin311 heavier in Spanish speaking neighborhoods, 6. Expand the role of neighborhoods in City Government, perhaps making a Department of Neighborhoods, like Seattle. 7. Utilize re-usable meeting signs to get the word out, where there is a community meeting. 8. Designate public places in each community where public meetings can be held, that are properly equipped for such the purpose. Whenever possible, these locations should have bus service. 9. Introduction to Austin City Government for newcomers, perhaps a "Welcome to Austin" video that is easy to find on the website. 10. The map of agenda items prototype posted to Bloomfire could be really cool and useful, but more physical addresses would have to be included to make it really useful. It would be cool if the map generated emails to the Community Registry, using a similar radius as the Public Notices require. 11. Expand CityWorks Academy to include online and virtual classes and modules. Request each department that participates in the program to do a video presentation for their department, or perhaps film the presentations at CityWorks 2016. 12. City staff who deal with the public should also be more familiar with how the city works. 13. Develop a Community Engagement Handbook for both staff and residents to use. Clearly outline when community engagement is needed, provide guidelines to set expectations for both sides, and help ensure more consistency and measurable results across departments . 14. Create a central …
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 Liz Jambor at Austin Energy Department, 513-322-6353, for additional information; TTY users route through Relay Texas at 711. For more information on the Low Income Consumer Advisory Task Force, please contact Liz Jambor at 512-322-6353 LOW INCOME CONSUMER ADVISORY TASK FORCE SPECIAL CALLED MEETING SEPTEMBER 25, 2015 9:00AM – 12:00 PM TOWN LAKE CENTER – ROOM 100 721 BARTON SPRINGS ROAD AUSTIN, TEXAS 78704 For more information: http://www.austintexas.gov/content/low-income-consumer-advisory-task- force AGENDA CALL TO ORDER 1. CITIZEN COMMUNICATIONS The first 5 speakers signed up prior to the meeting being called to order will each be allowed a three-minute allotment to address their concerns regarding items not posted on the agenda. 2. APPROVAL OF MINUTES a. Approve minutes from the September 18, 2015 meeting 3. OLD BUSINESS a. Discussion and possible action on final report. 4. BRIEFINGS & REPORTS a. Austin Energy staff update on the weatherization program job status b. Status of data requests c. Committee Reports – possible reports from the Low Income Energy Efficiency Program Committee, Low-Moderate Income Energy Efficiency Program Committee, and/or Affordable Rental Property Committee 5. FUTURE AGENDA ITEMS a. Discussion regarding future agenda items including a schedule of topics and issues and topics raised during briefings and citizen communications 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 Liz Jambor at Austin Energy Department, 513-322-6353, for additional information; TTY users route through Relay Texas at 711. For more information on the Low Income Consumer Advisory Task Force, please contact Liz Jambor at 512-322-6353
LOW INCOME CONSUMER ADVISORY TASK FORCE FINAL REPORT Council Resolution No. 20140828-158 Submitted to the City Council by: Carol Biedrzycki, Chair Timothy Arndt, Vice Chair Lanetta Cooper Karen Hadden Richard Halpin Dan Pruett Cyrus Reed Chris Strand Michael WongSeptember 30, 2015 i Executive Summary This is the final report of The Low Income Consumer Advisory Task Force, created in November 2014 by the seven member at-large Austin City Council. The focus of the Task Force was directed at making recommendations to improve energy efficiency programs for low and low moderate income households served by Austin Energy. Over half of Austin households have low and low moderate incomes. Over a majority of Austin households live in rental property and census data show that renters have lower incomes than homeowners. Therefore, programs for multifamily properties are essential to serving the low and low moderate income community. In our many meetings we never failed to hear comments about the prevalence of high unaffordable utility bills renters struggle to pay. Low and low moderate income customers contribute to the support and financial stability of our utility to a greater degree than they are credited. At the request of the Task Force Austin Energy estimated the amount paid by Customer Assistance Program (CAP) customers in Fiscal Year 2014 to be $52.2 million. CAP customers, a small portion of the low and low moderate income customers and renters served by Austin Energy, paid nearly $1.6 million toward the total costs of energy efficiency and solar programs. The Task Force estimates that together CAP and non-CAP low and low moderate income customers contribute about $10 million a year toward the programs. Thus, equity is an issue that has inspired our recommendations to City Council. In the eleven months the Task Force was convened we did our best to focus on needs and solutions to better serve the broad base of customers we were assigned. Austin Energy has worked diligently with us embracing some of our ideas that are already moving forward while others are still being studied. Overall, while Austin Energy is making efforts to reach low and low moderate income customers, the information and data reviewed by the Task Force shows that more can be done to deliver energy efficiency benefits to these customer groups. We believe our recommendations would improve the delivery of services and hope the City Council finds merit in them. The following …
Page 1 of 2 LOW INCOME CONSUMER ADVISORY TASK FORCE MEETING MINUTES SEPTEMBER 18, 2015 The Low Income Consumer Advisory Task Force convened in a regular meeting at Town Lake Center, 721 Barton Springs Road, Room 100, in Austin, Texas. Chairperson, Carol Biedrzycki called the meeting to order at 9:05 a.m. Task Force Members in Attendance: Carol Biedrzycki (Chair), Tim Arndt (Vice Chair), Lanetta Cooper, Richard Halpin, Dan Pruett, Cyrus Reed, and Chris Strand. Karen Hadden was not present at the call to order, but arrived later. Michael Wong was absent. Staff in Attendance: Austin Energy (AE) staff included Debbie Kimberly, Liz Jambor, Denise Kuehn (by phone), and Hayden Migl. Neighborhood Housing and Community Development Department (NHCD) staff included Letitia Brown. 1. CITIZEN COMMUNICATIONS: GENERAL There were no citizens signed up for Citizen Communications. 2. APPROVAL OF MINUTES a. Approve minutes from the September 4, 2015 meeting- A motion was made by Member Richard Halpin to approve the September 4, 2015 meeting minutes and seconded by Member Dan Pruett. Two amendments were proposed: Under Item 3a, add the phrase, “”At least 15% of the solar budget for new projects should be….” Under Item 3c, add the phrase, “Member Cyrus Reed withdrew sections regarding the demand reduction goal, and Member Dan Pruett moved…” Member Halpin and Member Pruett accepted the amendments and the motion passed on a 6-0-1 vote, with Vice Chair Tim Arndt abstaining and Member Karen Hadden not yet in attendance. 3. OLD BUSINESS a. Discussion and possible action on final report. - Members went through the draft of the final report page by page, discussed the sections of the document amongst themselves and with Austin Energy staff, and suggested revisions that were accepted and will be reflected in the next draft of the report. The final vote on the report is scheduled to take place at a special called meeting on September 25, 2015. 4. BRIEFINGS & REPORTS a. Austin Energy staff update on the weatherization program job status – This item was not discussed. b. Status of data requests – This item was not discussed. c. Committee Reports – possible reports from the Low Income Energy Efficiency Program Committee, Low-Moderate Income Energy Efficiency Program Committee, and/or Affordable Rental Property Committee - This item was not discussed. Page 2 of 2 5. FUTURE AGENDA ITEMS a. Discussion regarding future agenda items including a schedule of topics and issues …
