TASK FORCE ON COMMUNITY ENGAGEMENT MARCH 24, 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 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 March 10, 2016. b. Review notes from the March 10, 2016 TFCE Regular Meeting. 4. NEW BUSINESS: a. Discussion and possible action on briefing from Communications and Public Information Office staff of fiscal implications of recommendations thus far. b. Discussion and possible action on top three recommendations from each Task Force member. c. Discussion and possible action of the approach and timeframe for each recommendation within the report. d. Discussion and possible action of the remaining work and timeline. Determine if another Task Force meeting is required and schedule future meetings if necessary. e. Discuss and evaluate the entire Task Force Process. 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 24, 2016) 1 Task Force on Community Engagement REGULAR MEETING MINUTES March 24, 2016 The Task Force on Community Engagement convened in a regular meeting on March 24, 2016 at Street-Jones Building, Room 400A, 1000 E. 11th Street, in Austin, Texas. Facilitator Diane Miller, with Civic Collaboration, called the Task Force Meeting to order at 6:08 p.m. Task Force Members in Attendance: Michael Clark-Madison, Richard Fonte, Chris Howe, Christopher Ledesma, Sara Torres, Navvab Taylor, Ken Rigsbee Staff in Attendance: Matthew Chustz, Doug Matthews, Larry Schooler 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 March 10, 2016 Task Force on Community Engagement (TFCE) Regular Meeting. b. The Task Force reviewed the March 10, 2016 TFCE Regular Meeting notes provided by the facilitator. 4. NEW BUSINESS a. Fiscal Implication of Recommendations Task Force members discussed with staff from the Communications & Public Information Office the fiscal implications of the recommendations. b. Recommendations from each Task Force Member Task Force members discussed the top three recommendations from each task force member. c. Timeframe and Approach for each recommendation within report Task Force members discussed the approach and timeframe for each recommendation within the report. d. Discussion of Remaining Workload and future meetings The task force members reviewed the remaining work and determined that it was not necessary to hold another task force meeting. TASK FORCE ON COMMUNITY ENGAGEMENT MEETING MINUTES (March 24, 2016) 2 e. Task Force Process Evaluation The facilitators lead the TFCE members in an evaluation of overall process of the task force. f. Meeting Evaluation (standing agenda item) The facilitators lead the TFCE members in an evaluation of the meeting. 6. ADJOURNMENT Facilitator, Diane Miller adjourned the meeting at 9:00 p.m. without objection.
Compilation of consensus recommendations of Task Force on Community Engagement Draft dated 3/10/16 Compiled by Diane Miller TFCE Consensus Recommendations as of 3-10-16.docx Page 1 of 4 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 MEETING MINUTES (March 10, 2015) 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, 2015) 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.
Created by Juli Fellows, Diane Miller March 11, 2016 Task Force on Community Engagement Meeting Notes: March 10, 2016 1 Created 3/14/2016 TFCE3.10.16_V2MeetingNotes.docx Contents Executive Summary ............................................................................................................................................................... 2 Member Attendance List ................................................................................................................................................... 3 Action Items ........................................................................................................................................................................... 3 Detailed Meeting Notes ......................................................................................................................................................... 3 Citizen Input ....................................................................................................................................................................... 3 Discussion of Content for Executive Summary .................................................................................................................. 3 Discussion of Theme 5 ....................................................................................................................................................... 3 Consensus Recommendations, Theme #5: Ensure that City staff have the support, training, tools and resources to do engagement well. .............................................................................................................................................................. 3 Meeting Evaluation ............................................................................................................................................................... 4 2 Created 3/14/2016 TFCE3.10.16_V2MeetingNotes.docx Executive Summary The meeting convened on March 10, 2016, at 6:30 p.m. with a quorum of six members. This meeting was conducted at Leadership Austin. There was no citizen comment. The February 25, 2016 minutes were approved with no changes. The task force completed their recommendations on Theme #5 – Ensure that City staff have the support, training, tools and resources to do engagement well. 5A. Provide ongoing training to public-facing city staff who engage with the public so they can provide useful feedback and capture public input. • There should be tiers of training by role, with the greatest depth of training being delivered to communications or community engagement-specific roles and project managers, planners and others who do Departmental community engagement. Training for these roles should include how to design and facilitate community engagement. 5B. Department heads and administrators should promote and encourage best practices in community engagement and should participate in trainings in order to lead by example. 5C. It should be equally important to every Department that the people they serve should BE meaningfully engaged and should FEEL meaningfully engaged in developing and implementing Department programs and services. 5D. Help staff reach deeper into communities and get the word out by having a database of local grassroots leaders that all staff can access. (See recommendation 1C.) 5E. All community engagement efforts should be evaluated on the basis of three factors – participant demographics mirror that of the city, all districts are equally represented and participants are satisfied with the engagement. The results of these evaluations should be part of the overall evaluation of each Department. (Note: Communications and Public Information Office can help, as can independent third parties.) The group made decisions about how to organize the recommendations. They will continue to be organized by theme, with symbols that indicate the approach (technology, methods or culture), the RELATIVE …
Created by Diane Miller, Pat Korbus March 25, 2016 Task Force on Community Engagement Meeting Notes: March 24, 2016 1 3/30/16 TFCE3.24.16_V4MeetingNotes.docx Contents Executive Summary ............................................................................................................................................................... 2 Member Attendance List ................................................................................................................................................... 4 Action Items ........................................................................................................................................................................... 4 Meeting Notes ....................................................................................................................................................................... 4 Citizen Input ....................................................................................................................................................................... 4 Recommendations Meriting Special Attention in the Final Report ................................................................................... 4 Clarification in Recommendations language: .................................................................................................................... 3 Fiscal Implications .............................................................................................................................................................. 4 Fiscal, Type of Approach and Time Frame Descriptors ...................................................................................................... 4 Miscellaneous .................................................................................................................................................................... 5 Future Meetings ................................................................................................................................................................ 5 Overall Evaluation of the Task Force Experience ............................................................................................................... 6 2 3/30/16 TFCE3.24.16_V4MeetingNotes.docx Executive Summary The meeting convened on March 24, 2016, at 6:30pm with nine members in attendance. This meeting was conducted at the 1000 E. 11th Street, Austin. There was no citizen comment. The March 10, 2016 meeting minutes were approved with no changes. The Task Force reached consensus on their “recommendations meriting special attention” in the following order of importance: Theme Recommendation 1 - Make information clear, relevant and easily accessible 1A – Implement a website redesign 4 - Ensure that everyone who cares about an issue or is impacted has the opportunity to engage 4A - Invest in creating capacity and trust with under-represented communities. 5 - Ensure that City staff have the support, training, tools and resources to do engagement well 5A - Provide ongoing training to public-facing city staff who engage with the public so they can provide useful feedback and capture public input. 2 - Make it easier for people to give input in ways that are convenient, accessible and appropriate for them. 2F – Sufficiently fund, prioritize, and implement during FY2017 on-line agenda commenting system for community members to give input to Council, Commissions, Boards, and Task Forces on city issues. 3 - Explain how input will be used and show how that input had an impact on the decision made 3A – When the City designs an engagement opportunity, provide feedback in a timely manner to participants on what was heard and how the input is being used to inform future decisions. Also make this information easily available to the general public. 2 - Make it easier for people to give input in ways that are convenient, accessible and appropriate for them. 2G – Sufficiently fund, prioritize and implement during FY2017 an online engagement platform that has the following (listed in recommendation) capabilities. 1 - Make information clear, relevant and easily …
STAFF RESPONSE TO TASK FORCE ON COMMUNITY ENGAGEMENT RECOMMENDATIONS 1) Make information clear, relevant and easily accessible. a. Implement a website redesign. This work is currently funded and underway. CPIO has been working with Communications and Technology Management (CTM) on the migration of both the employee Intranet and the external-facing website to a third-party provider that has deep experience hosting sites that use our current Content Management System (CMS). The redesign will provide an opportunity to address concerns regarding mobile compatibility, ADA accessibility, site search, improved calendars and dynamic content. CPIO hired a specialist with user interface design experience in February, and is currently recruiting for a digitally-focused design professional to assist with this work. Providing natural-language translation of the website is not funded, but would be a priority for CPIO given the resources to do so. We estimate, based on the current site content, a contract cost of $300,000 to $400,000 for initial translation and annual costs of $70,000 to maintain, add and alter translated content over time. b. Publish content in a standardized machine-readable format to an open data portal in real-time. Discussions with the Task Force centered on publishing content related to the proceedings of Council and related boards and commissions. Some of this may become possible as we evaluate new agenda management systems this year. In addition, CPIO has begun to experiment with publishing aggregated feedback from engagement activities on the data portal. If this proves successful, we hope to make it a matter of practice for future engagement activities. c. Recreate the Community Registry. As it currently exists, the Community Registry fulfills a core requirement (development notifications) but falls short as a tool for capacity building, general notifications or opt-in notifications for interested groups or individuals. Part of this could be the lack of specific guidelines regarding the Community Registry, either in the code, by local resolution or through administrative policy. This presents a compelling opportunity for innovation and possible local development partnerships. Our best estimate to develop a more robust online resource is $30,000 to $50,000 using a combination of internal talent, open data and local partners. d. Aspire to effective, useful, consistent accommodations for those with disabilities. Some of the items mentioned have already been addressed (like captioning during presentations). The estimated cost to provide closed captioning for all ATXN videos (meetings, original programming, press conferences, etc.) is an additional $120,000 annually. Staff …
TASK FORCE ON COMMUNITYENGAGEMENTREPORT 2CITY OF AUSTIN TASK FORCE ON COMMUNITY ENGAGEMENTFinal Report | May 6, 2016Executive Summary3Summary narrativePriority recommendationsThe Formation and Foundations of the Task Force6Task Force composition and scope of workKey Elements of Community Engagement Identified by the Task ForceProcess and Input GatheringWhat the Task Force Learned Through Its Efforts13Needs Assessment ThemesRecommendations18Task Force recommendations at a glanceRecommendations in depth for each theme:Theme 1: Make information clear, relevant and easily accessible.Theme 2: Make it easier for people to give input in ways that are convenient, accessible and appropriate for them.Theme 3: Explain how input will be used and show how that input has an impact on the decisions made.Theme 4: Ensure that everyone who cares about an issue or is impacted has the opportunity to engage.Theme 5: Ensure that City staff has the support, training, tools and resources to do engagement well.Appendix 33Task Force MembersCity Council Resolutions Survey QuestionsSurvey ResultsWorkgroup DataOutreach ListsPromotional FliersCity of Austin Community Engagement Current Practices DocumentSpecial Request Report on Public Engagement in Peer CitiesResources Reviewed 3EXECUTIVE SUMMARYAs Austin moved into its new era of 10-1 district representation at City Hall, members of the public, community leaders, candidates, and eventually the newly elected City Council identified both unmet needs and new opportunities to improve Austin’s community engagement. At its first meeting in January 2015, the new Council created by resolution the Task Force on Community Engagement. Over the next few months, the scope of the Task Force was further refined and structured and appointments were made by each Council office and the Mayor’s office.The Task Force formally began its work in July 2015 and, assisted by City staff support from the Communications and Public Information Office and a team of facilitators, met through March 2016 to develop the findings and recommendations presented in this report. This work proceeded through four stages:1. Understanding and defining key elements of effective community engagement the Task Force thought should shape its recommendations for Austin.2. Conducting original research and gathering input from the public, key external community stakeholders, and internal City stakeholders, using a variety of methods including surveys, focus groups, interviews, Conversation Corps sessions and direct testimony to the (public) meetings of the Task Force.3. Using its key elements and the input gathered, developing a needs assessment that included five key themes.4. Making specific recommendations for programs, policies, practices and strategies that could address the identified themes.All decisions made by …
The City of Austin is committed to compliance with the Americans with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. MEMORANDUM TO: Mayor and City Council FROM: Doug Matthews, Chief Communications Director DATE: May 11, 2016 RE: Final Report & Staff Analysis of Task Force Recommendations The final recommendations of the Task Force on Community Engagement are attached. This is the culmination of nine months of work by a remarkable group of Austin residents. We felt that providing the recommendations document in advance of the Task Force presentation on Tuesday would help ensure a productive discussion at Work Session. To help in your discussion of these recommendations from the Task Force on Community Engagement, we have reviewed all recommendations and provided some additional context, observations and, where possible, cost estimates. In general, the Communications and Public Information Office (CPIO) agrees with many, if not most, of the recommendations included in the report. In fact, the office has been working to implement a number of these recommendations already – or were working on solutions prior to the convening of the Task Force. From a staff perspective, there are several key opportunities in the recommendations that could have measurable short- and medium-term impacts if supported and funded. Those with the most potential for transformative impact: - Natural-language translation of the City website as part of the current redesign effort. - Development of a more comprehensive and robust community registry/notification system. - Purchase and/or development of a replacement virtual/online engagement system. - Resourcing the Community Engagement division to be able to more effectively “close the loop” by providing timely, public feedback and updates on engagement activities. Many of these items require resourcing to implement, which we are happy to discuss during or after the Task Force presentation on May 17. This is an excellent starting point for discussion and we are extremely thankful for the time, thought and effort the Task Force put in to their work. By The City of Austin is committed to compliance with the Americans with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. our observation, each member truly cares about the future of engagement in Austin and was fully committed to the conversations. We look forward to continued discussion of our future engagement activities, and thank you all for making this dialogue a priority. Please let …
Task Force on Community EngagementReport to City CouncilMay 17, 2016 The Task Force1MemberAppointed byMargarita DecierdoCouncilmember HoustonSara TorresCouncilmember GarzaClaudia Herrington *Councilmember RenteriaChristopher LedesmaCouncilmember CasarNavvabTaylorCouncilmember KitchenChris HoweCouncilmember ZimmermanMike Clark-Madison (Chair)Councilmember PoolKen Rigsbee**Councilmember TroxclairKoreenaMaloneMayorPro-TemTovoRichard FontéCouncilmember GalloCelsoBaez IIIMayor Adler Andrea HamiltonMayor AdlerIrfanSyedMayor Adler* Replaced Joseph Green as D3 appointee** Replaced Jason Bram as D8 appointee The Assignment•Existing City engagement tools and practices•Innovative techniques used elsewhere•Fiscal implications•Specific considerations:–Disability accommodations–Foreign language access–Virtual/online participation–District/neighborhood-centered alternatives–Public hearing notification process2 Key Elements of Effective Engagement3 Key Elements of Effective Engagement4 The Timeline•Biweekly meetings July 2015 -March 2016 (384 in-meeting volunteer hours):–Fall 2015: Input and data gathering•Workgroups and focus groups•Community surveys•Testimony before the Task Force–Winter 2016: Needs assessment and key themes•Based on input•Reflecting innovative approaches/best practices–Spring 2016: Development of final recommendations 5 The Working Groups•Neighbors and neighborhoods•Businesses (including chambers/trade groups)•Civic volunteers and nonprofits, including:–Environmental community–Human/social services•Underrepresented populations•Boards and commissions•City departments6 Community Feedback•Focus groups with community leaders•Conversation Corps (September 2015)•Community surveys (General public; Organizational leaders; Boards and commissions; English, Spanish, Asian languages)•In-depth interviews/feedback from members of the City Council and City engagement specialists•Testimony before the Task Force7 Five Key Themes1.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.Explain how input will be used and show how that input had an impact on the decision made.8 Five Key Themes4.Ensure that everyone who cares about an issue or is impacted has the opportunity to engage.5.Ensure that City staff have the support, training, tools and resources to do engagement well.9 Theme One:Making information clear10 Theme One: Selected Comments•“Make information accessible to those with special needs.”•“People want information about what is happening in their district or what directly affects them.”•“… [no] online tool that meets everyone’s needs and the City’s website is not meeting needs.•“People are not aware of communication and engagement tools.”•“People want multiple channels and the City as a whole needs to provide multiple channels.”•“Being able to filter for information on issues you care about…not a ‘fire hose.’”•“Find ways to maximize the impact of City communication that is put out by our strategic partners, e.g. neighbors and other organizations.”11 Theme One: Selected Comments•“A decentralized system results in inconsistency, information being scattered and hard to find, reinventing the wheel each time and no citywide database of people who engage and what they care about.”•“There is a need for localization of information and sources need to be trustworthy.”•“There is an …
