HomeMy WebLinkAboutCM Community Engagement Action PlanCITY OF M Agenda Item No: 6.a
n. 1� Meeting Date: February 1, 2016
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: CITY MANAGER
Prepared by: Rebecca Woodbury
Senior Management Analyst City Manager Approval:
TOPIC: COMMUNITY ENGAGEMENT
SUBJECT: INFORMATIONAL PROGRESS REPORT FOR COMMUNITY ENGAGEMENT ACTION PLAN
RECOMMENDATION: Accept Informational Report and Provide General Feedback to Staff.
BACKGROUND: On January 20, 2015 the City Council approved a Community Engagement Action Plan—the
result of the City Council's GREAT (Growing Resident Engagement and Transparency) subcommittee's work
over the course of 2013-2014 to address community engagement with City issues as well as City government
transparency. The effort included multiple community surveys and workshops to garner input and feedback.
Based on the extensive input we received as well as staff analysis staff recommends five primary strategies to
pursue in order to increase engagement and transparency. The five primary strategies of the Plan are:
1. Demystify Local Government. Clarify City processes and how to encourage effective participation in
civic affairs. Better communicate the type of engagement that we are seeking on a given topic and how
representative government effectively functions.
2. Engage Earlier. Get the word out early to the community on projects and programs, including items on
board and commission agendas, to increase participation prior to City Council meetings and decisions.
3. Hable Espanol. Improve communication and solicitation of feedback from our Spanish-speaking
community.
4. Enhance Technological Tools. Utilize technology for improved communication, tracking, and online
resources and engagement.
5. Close the Feedback Loop. Communicate better about the engagement process and the feedback that
was received. Let people know about decisions and any follow-up actions or next steps.
Each of these strategies included suggested action items, timeframes and estimated resources that would be
required. As part of the January 20, 2015 report, staff suggested two key action items including: (1) the
formation of a City staff communications committee tasked with prioritization of the Action Plan, and (2)
research into the fiscal possibilities of hiring or contracting out for a public information officer or
communications coordinator, full or part time.
FOR CITY CLERK ONLY
File No.: 9-2-69
Council Meeting: 02/01/2016
Disposition: Accepted Report
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
In May 2015, a Communication Action Team held its first meeting to commence prioritization efforts. The Team
is composed of staff from the Police Department, Fire Department, Department of Public Works, Library,
Community Services and City Manager's Office.
In July 2015 the Management Analyst position in the City Manager's Office was reclassified as a Senior
Management Analyst to take on new communication strategy responsibilities. This new mid -management
position would dedicate approximately 30% of staff time to efforts in the Community Engagement Action Plan
without impacting headcount.
ANALYSIS: The Communication Action Team started meeting in May 2015. They analyzed the Action Plan
and identified the projects outlined in the following table for the initial focus. The top major initiatives are
considered the highest priority, but it also recognized that they are resource intensive.
Initiatives
Top Major Initiatives
Improve the City website
Implement inquiry tracking software (aka constituent relationship
management software or CRM)
Improve Spanish language translation & outreach
Low Effort/ High Priority
■ Create a centralized online media center
■ Use NextDoor to provide information to the community
■ Install bilingual electronic signage at the Boro Community Center
High effort/ Medium Priority
■ Increase the City's participation in open data initiatives by releasing public
data sets online
■ Conduct more community socials and departmental open houses
■ Create guidelines, protocols and training for staff on communications and
engagement
Attachment A includes a status update for each item included in the 2015 Community Engagement Action
Plan.
COMMUNITY OUTREACH: Staff frequently discusses community engagement issues and ideas at the
monthly joint City—Neighborhoods meeting. All of the major initiatives underway include an outreach
component. For example, the procurement effort for a new City website and CRM software will include user
tests with the community. Information about these initiatives as well as the Action Plan is available at
www.citvofsanrafael.ora/enaaae.
FISCAL IMPACT: No direct fiscal impact to accepting this report. Actions with fiscal impacts over the City
Manager's signing authority will be brought to the City Council separately.
RECOMMENDED ACTION: Accept Informational Report and Provide General Feedback to Staff.
ATTACHMENTS:
1. Status updates for Community Engagement Action Plan items
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ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) 4 CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item #
Date of Meeting: 2/11/2016
From: Rebecca Woodbury
Department: City Manager's Office
Date: 1/21/2016
Topic: Community Engagement Action Plan Update
Subject: Informational progress report for the Community Engagement Action Plan
Type: ❑ Resolution ❑ Ordinance
❑ Professional Services Agreement ® Other: Informational report
APPROVALS
® Finance Director
Remarks: NA - MM
® City Attorney
Remarks: NA.ETD 1/21/16
® Author, review and accept City Attorney / Finance changes
Remarks:
® City Manager
Remarks:
