Task Force on Community Engagement - March 10, 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 MARCH 10, 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 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 25, 2016. b. Review notes from the February 25, 2016 TFCE Regular Meeting. 4. NEW BUSINESS: a. Draft the recommendations to Council for Theme 5. b. Discussion and possible action on organizing the recommendations within the final report. c. Discussion and possible action on the Fiscal Implications within the final report. d. Discussion and possible action on prioritizing recommendations within the final report. e. 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 (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 …
