Task Force on Community Engagement - Feb. 11, 2016
Task Force on Community Engagement Regular Meeting of the Task Force on Community Engagement - Leadership Austin Conference Room 1609 Shoal Creek Blvd., Suite 202 Austin, Texas 78701
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%
