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13 Staff Report - Debrief and Discussion of "Town Hall in the Neighborhood Meetings"MEETING DATE: 11/17/03 ITEM NO. I 3 COUNCIL AGENDA REPORT DATE: NOVEMBER 14, 2003 TO: MAYOR AND TOWN COUNCIL FROM: DEBRA J. FIGONE, TOWN MANAGER SUBJECT: DEBRIEF AND DISCUSSION OF "TOWN HALL IN THE NEIGHBORHOOD" MEETINGS RECOMMENDATION: Debrief, discuss, and provide direction for future Town Hall in the Neighborhood meetings. PURPOSE: The purpose of this report is to provide a debrief of previous Town Hall in the Neighborhood meetings and discuss future neighborhood meetings. BACKGROUND: During its January 2003 Council Retreat, the Council expressed an interest to further enhance the Town's community communication and outreach efforts. In Spring 2003, Council directed staff to coordinate two Town Hall in the Neighborhood meetings. Using the Town's existing business outreach model, the Town Hall in the Neighborhood meetings were structured as posted, special Council meetings designed to educate residents and businesses about Town services and discuss neighborhood and community concerns. Participants also had an opportunity to meet and interact with key Town staff. DISCUSSION Prior to the coordination of the first two neighborhood meetings, staff advised that it would report back to Council to discuss and evaluate the effectiveness of the meetings, as well as the need for any PREPARED BY: JENNY HARUYAM Administrative Analyst N:\MGRUHaruyama\Staff Reports\Town Hall Neighborhood Debrief.wpd Reviewed by: p5S Assistant Town Manager S,4 Town Attorney Clerk Community Development Revised: 11/13/03 9:49 am Finance Reformatted: 5/30/01 PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: DEBRIEF AND DISCUSSION OF "TOWN HALL IN THE NEIGHBORHOOD" MEETINGS November 14, 2003 structural or logistical changes. This would also serve as an opportunity for Council to determine the interest in and the frequency of future neighborhood meetings. The following information provides a debrief of the June and September neighborhood meetings, including a review of required meeting logistics and suggested discussion topics should Council wish to schedule future meetings. Town Hall in the Neighborhood Debrief Summary The first neighborhood meeting was held on Monday, June 30, 2003 at the Belwood Gateway Cabana Club. This meeting targeted residents and neighborhood -serving businesses in the Belgatos/Blossom Hill area. It is estimated that 25 residents attended the meeting. A variety of issues were raised, including blighted trees, traffic calming, condition of street signs, and park safety. The second neighborhood meeting was held on Monday, September 29, 2003 at the Community Hospital of Los Gatos. This meeting targeted Rinconada area residents and local neighborhood businesses, and attracted more than 50 people. Several issues were raised, including pedestrian and bicycle safety, flooding and sanitary sewer back up, speeding, street lighting, and beautification needs. With respect to the business community, on a case by case basis, staff considered if there was a business district in the neighborhood, its size, and whether it warranted a separate meeting as the Town had already initiated targeted business outreach meetings. Previous meetings had been held with the Los Gatos Boulevard businesses and north side area businesses. Downtown business outreach had occurred as a result of the Downtown Streetscape Project. It was determined that for these two areas meetings for residents and businesses together would be appropriate. To ensure that resident concerns are addressed, staff has developed an internal work management tool to track key discussion issues, community contacts, follow-up actions, and the status of those actions. Understanding that these neighborhood concerns and issues may evolve over time, staff t will continue to use and enhance this work management tool to monitor issues and requests raised at future neighborhood meetings. Prioritization will be needed to ensure neighborhood needs can be addressed within existing resources. As practical, staff will seek the assistance of affected residents in helping to set priorities. Required Meeting Logistics Preparing for community or neighborhood meetings requires the coordination of various logistical issues. Logistical activities required for the Town Hall in the Neighborhood meetings included: • Agenda development • Assessment of neighborhood issues and concerns/input from the neighborhood on issues and PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: DEBRIEF AND DISCUSSION OF "TOWN HALL IN THE NEIGHBORHOOD" MEETINGS November 14, 2003 • concerns Meeting location identification and set up Coordination with applicable government, community, and school district agencies and/or home owners' associations Collection of Town service literature for display purposes Development and dissemination of marketing tools, including flyers, postcards, notices, web site information, newsletters, and/or press releases Coordination of Town Department representation While the coordination of neighborhood meetings can be staff intensive, logistical efforts tend to become somewhat less complex after a series of meetings have been coordinated successfully. Future Town Hall in the Neighborhood Meetings Following the review of the first two neighborhood meetings and necessary logistics, Council may wish to determine the interest in and frequency of future meetings. Council may wish to discuss these issues at the Monday, November 17 Council meeting or at the Council Retreat, anticipated to be held in January 2004. When determining the need for future neighborhood meetings, Council may want to discuss and evaluate the current meeting approach and style, geographic boundaries/neighborhoods, and time frame for future neighborhood meetings. Confirmation of meeting approach and style. As indicated earlier in this report, the Town Hall in the Neighborhood meetings were structured as posted, special Council meetings, similar to the Town's existing business outreach model. The meetings were designed to inform residents and neighborhood -serving businesses about Town services through an "open house" approach and allow participants to discuss neighborhood and community concerns through an informal meeting structure. The meetings provided an opportunity for neighborhoods to better understand their Town government. To ensure a high level of participation, staff employed a variety of communication and outreach methods using available resources. Existing communication methods, including but not limited to the Town's web site, email, press releases, KCAT Community Bulletin Board, and applicable community newsletters were used to announce the special Council neighborhood meetings. Residents were asked to submit questions and issues ahead of time to the Town by e-mail or phone. Geographic boundaries. In a previous report, staff suggested that for purposes of the neighborhood meetings, Council may wish to divide the Town into various sections to ensure a geographically - balanced meeting approach. Given that meetings have already been held in the Belgatos/Blossom Hill and Rinconada neighborhoods, Council may wish to consider other areas such as Lark/Winchester/Los Gatos Boulevard, Kennedy/Shannon/Los Gatos Boulevard, and the Downtown PAGE 4 MAYOR AND TOWN COUNCIL SUBJECT: DEBRIEF AND DISCUSSION OF "TOWN HALL IN THE NEIGHBORHOOD" MEETINGS November 14, 2003 core. The combination of these suggested areas, or others identified by Council, would help to balance the neighborhoods areas targeted for meetings throughout Town. Staffs suggested geographical breakdown of the Town for these meetings is shown in Attachment 1. Time frame for future neighborhood meetings. If Council chooses to schedule future Town Hall in the Neighborhood meetings, staff suggests that a meeting be held in June and September 2004. These meetings could cover the Lark/Winchester/Los Gatos Boulevard and Kennedy/Shannon/Los Gatos Boulevard neighborhoods, or other areas determined by the Council. A Downtown neighborhood meeting would be scheduled in 2005. CONCLUSION: In June and September 2003, two successful Town Hall in the Neighborhood meetings were held in the Belgatos/Blossom Hill and Rinconada areas. A variety of neighborhood issues and concerns were raised at each of the meetings and are currently being tracked and addressed by staff as resources allow have and will be communicated back to neighborhood leadership contacts. If Council chooses to schedule future neighborhood meetings, it is suggested that the meetings be held in June and September 2004 in the Lark/Winchester/Los Gatos Boulevard and Kennedy/Shannon/Los Gatos Boulevard neighborhood areas. A Downtown neighborhood meeting could be held in 2005. FISCAL IMPACT: The fiscal impact of the Town Hall in the Neighborhood meetings would be minimal, assuming that the previously implemented neighborhood meeting format is used. Costs of staff attendance are kept down as long as management/salaried staff attend who do not receive overtime pay. The cost and fiscal impact of the meetings would be driven by the frequency and complexity of the meeting structure. Follow up actions to issues raised by neighborhoods will require further evaluation as it relates to funding and prioritization in the context of other Town services. Attachments Attachment 1: Suggested Town Hall in the Neighborhood Target Areas Kennedy/Shannon/Los Gatos BBCvd. Legend Sphere of Influence Town Limits .* •..Urban Service Boundary * Historic Sites lin Zoning Boundaries %// Prezoned Parcels HR - Hillside Residential R-1 - Single Family Residential R-1 D - Single Family Residential Downtown RD - Residential Duplex CM - Controlled Manufacturing 0 - Office RM-5:12 - Multi -Family Residential RM-12:20 - Multi -Family Residential RMH - Residential Mobile Home C-1 - Neighborhood Commercial C-2 - Central Business District CH - Restricted Commercial Highway RI RC - Resource Conservation LM - Commercial Industrial RPD - Residential Planned Development PD - Planned Development LHP - Landmark & Historic Preservation Overlay PD - Planned Development Overlay PS - Public School Overlay Amendments Ordinance No. Date 0 0.25 %Nes Att \.r irif t i t'S Ir4<I.1 Adopted on December 4, 2000 ATTACHMENT 1 i"\