HomeMy WebLinkAboutAgenda Packet - CC - 2015.03.07 City Council Meeting Agenda-Final March 7,2015
c. Break(10-Minutes)
d. Discussion and Review of the City Council's Expectations of the Planning Commission-
Led by Mayor Terry Nagel(40-Minutes)
6. MEETING RECAP(20-Minutes)
7. ADJOURNMENT
Notice. Any attendees wishing accommodations for disabilities, please contact the City Clerk at (650)
558-7203 at least 24-hours in advance of the meeting. A copy of the Agenda Packet is available for
public review at the City Clerk's Office, City Hall, 501 Primrose Road, from 8:00 a.m. to 5:00 p.m.
weekdays and at the meeting. Visit the City's website at www.burtingame.org to view the agenda
materials and minutes on-line.
Next Regular Meeting of the Burlingame City Council-Monday,March 16,2015
Next Regular Meeting of the Burlingame Planning Commission-Monday,March 9,2015
City of Burlingame Page 2 Printed on 3/3/2015
general plan and zoning ordinance update
BURLINGAME DRAFT COMMUNITY PARTICIPATION
00
AND OUTREACH PLAN
Updated March 3, 2015
NOTE: This draft plan includes questions/options for consideration by the City Council and
Planning Commission, which are highlighted throughout the document in callout boxes.
Overview
This Community Participation and Outreach Plan describes and outlines the strategies, tools,
and tactics that will inform stakeholders about the General Plan update process, solicit
community input, and ensure that the General Plan and Zoning Ordinance reflect the
community vision for Burlingame. This plan details the outreach goals, target audiences,
outreach methods, tools, and events. The plan is presented in phases that correspond to the
scope of work and allows iterative and ongoing stakeholder and community participation. MIG
will regularly review and update (as necessary) the plan with City staff to address any needed
refinements to the outreach approach during the project.
Outreach Goals
The public outreach process for the General Plan and Zoning Ordinance Update is intended to
engage a broad range of individuals in the planning process by providing information on
current needs, issues, and opportunities; encouraging ideas regarding a clear vision for
Burlingame's future; and receiving specific input on alternatives and policy concepts. The
outreach goals are to:
1 . Increase community awareness of the General Plan and Zoning Ordinance update;
2. Provide high-quality, meaningful information to the public regarding the planning
process;
3. Engage the public in meaningful dialogue on the future collective vision(s) for growth
and development;
4. Understand current planning needs through public engagement to prioritize future
projects;
5. Provide ample and accessible opportunities for participation to a wide variety of
stakeholders to accurately capture diverse interests;
6. Use a range of engagement tools to facilitate participation by stakeholders with different
levels of interest and awareness, available time, and communications preferences; and
7. Meet State requirements pertaining to required outreach.
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Target Audiences
The City invites participation and input from all interested community members and wishes to
ensure diverse and balanced perspectives are heard. The public will be engaged throughout
the planning process though a range of outreach and engagement activities. The following is a
list of target audience members for the General Plan and Zoning Ordinance Update:
o City residents
o Local business owners and workers
o Major employers
o Property owners
o Visitors
o Community-based and non-profit organizations
o Advocacy organizations and interest groups
o Youth and seniors
o Faith-based groups
o Social service providers
o Private housing developers
o Affordable housing development providers
o Community development groups
o Economic development groups
o Construction industry professionals
o Homeowner's associations
o Historic preservation groups
o Neighborhood and resident groups
o Public service and utility providers
o Public health officials
o City Council members
o Planning Commissioners
o City Staff
o Staff from adjacent jurisdictions
Outreach Methods and Tools
A robust, extensive, and effectiv= outreach strategy needs to include a variety of engagement
tools and tactics to reach out to the broad public and inform community members of the
various opportunities to provide input. Several tools will be used throughout the entire project,
while others will be used at strategic points in the process. The following summarizes outreach
methods and tools. Community workshops and committee meetings will occur at regular
intervals to facilitate in-depth engagement and to provide input at key project milestones.
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Ongoing Outreach
The tools described in this section will be used throughout the planning process and updated
regularly to provide accurate, timely information to target audiences.
1. Project Website Development and Maintenance
MIG will work with City staff to create a unique project website that links to and from the
City's website. This will include incorporating the project logo, fonts, and colors to make the
page easily identifiable with the General Plan Update project. The website will include
various features through MIG's suite of proprietary web-based tools known as
TownScluare'. This software will allow the webpage to host a moderated blog, online
survey, and interactive mapping and visualization tools. MIG will work with City staff to
determine final website features and content. However, we anticipate using some
combination of the following tools:
o Comment Publisher: This tool can be used for registered users to provide web-
based comments on planning topics and draft documents.
o Virtual Meeting:This is an interactive tool to engage community members online,
utilizing the same materials developed for main workshops
o Interactive Survey: This can include mapping exercises, virtual tours, and visual
preference surveys.
o Google Translate Toolbar: To enable users to easily translate the website into over
60 different languages.
o Calendar and Event Manager: An at-a-glance list of upcoming and past project
meetings and milestones, with links to meeting agendas, materials, and summaries.
o Document Library: This is an accessible online depository for draft and final work
products, project collateral, and meeting materials.
The website and associated features will be used throughout the process for 20-30 months
or longer as needed and mutually agreed to. City staff will be responsible for hosting the
website, maintaining City webpage html, CSS or other code language, coordinating with
MIG on all external TownsquareT'features, reviewing and approving all content, and
assisting the MIG Team in preparing responses to digitally submitted community
comments. A selection of MIG and City staff will have administrator privileges to ensure
updates can be made in a timely manner.
2. Email Notifications (e-Blasts)
Email notifications are a relatively simple and cost-effective tool for disseminating project
information to large groups of people. MIG will work with City staff to develop a
comprehensive list of email addresses for people interested in the project. MIG will prepare
and send regular email updates to maintain interest in the project and generate
participation. Throughout the process, anyone can sign up to receive the notifications.
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The primary function of email notifications will be to:
o Notify relevant stakeholders of the launch of the Speaker Series;
o Encourage participation in General Plan and Zoning Ordinance Update process;
o Provide advance notice (at least three to four weeks), invitations and reminders to
residents and stakeholders regarding engagement opportunities;
o Solicit feedback on draft documents or policy concepts;
o Announce the release of milestone documents and share links to related materials;
and
o Promote the web-based survey.
3. Project Newsletters
MIG will prepare a series of five newsletters throughout the project to provide updates to
the community. Each newsletter will reflect the project look for graphic consistency and
include a short overview of the project, a project schedule, and notice of upcoming
meetings and/or hearings and summary of recently produced materials. The newsletters will
include a combination of graphics and narrative text. MIG will post each newsletter on the
project website, distribute them via email blast, and provide hard copies to the City for
distribution.
The proposed general topics for each newsletter are:
o Newsletter#1 —General Plan Update Introduction and Overview
o Newsletter#2— Existing Conditions Summary
o Newsletter#3—Vision and Transformative Strategies
o Newsletter#4—Concept Alternatives and Major Policy Concepts
o Newsletter#5— Public Review and Adoption Process
4. Postcards
MIG will prepare five highly graphic postcards that will be used to promote the project,
community workshops, and public hearings. The postcards will be 4 x 5 inch, double-sided
pieces designed to drive public participation. The postcards will be available for distribution
at City offices, libraries and other public places, distributed at community events, and mass-
mailed to residents and businesses throughout Burlingame. The City will be responsible for
printing and mailing the postcards.
5. Media Relations
Media relations will primarily involve the development and distribution of press releases,
letters to the editor, and Op-Ed pieces to media that would be interested in the General
Plan and Zoning Ordinance Update. MIG will develop media content that targets key
audiences, raises awareness of the plan updates, informs them of key project elements, and
provides opportunities for meaningful input into the process. Outreach to local media will
be regularly tracked to allow for evaluation and adjustment of the media relations strategy.
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6. Press Releases
The City will periodically distribute strategic press releases announcing newsworthy
information and events. Releases will be distributed to targeted local media outlets and aim
to inform key stakeholder audiences of pertinent activities and updates. Press releases will
also be posted on the City's website.
7. Social Media Proaram
MIG will identify key social media platforms and constituent segments to share project
messaging and promote outreach activities. MIG will develop a social media strategy that
establishes and leverages different social media audiences by demographics and/or
interests. The strategy could include publishing posts to established City and other agency
social media accounts, starting a new social media account, supplying posts to social
media accounts targeted at key audiences, and/or promoting a hashtag.
The social media program will enhance communications with educational content,
community-building incentives, and calls-to-action. Social media touch-points could
include City and community organization social media feeds (Facebook,YouTube, Twitter,
NextDoor, free or paid advertising) and blog articles. City staff will review all social media
content prior to posting.
Other Engagement Tools
These engagement tools will be used at specific points in the process to gather targeted input
and/or inform key deliverables and milestones.
1. Stakeholder Interviews
At the project outset, the MIG Team will conduct three days of stakeholder interviews
(approximately 20 one-on-one and small group interviews). This will include interviews with
each City Council member, Planning Commissioner, chairs of other City commissions, and
local stakeholders (e.g., community group leaders, major business/property owners, school
districts, etc.). The interviews will be informal and will provide an opportunity to better
understand key issues and opportunities, as well as desired project outcomes and
perspectives of key decision-makers and stakeholders. The final list of interviewees will be
developed by MIG in close coordination with City staff. MIG will conduct the interviews
absent the presence of City staff to allow those participating to be forthright. The interview
conversations will be summarized, but no comments will be attributed directly to any
individual.
2. Web-based Community Survey
MIG will develop a survey to gather input on community opinions and ideas for the General
Plan and Zoning Ordinance Update. The survey will be primarily distributed electronically,
and paper versions of the survey will be distributed at community events and visioning
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workshops. Using Metroquest, or a similar eye-catching and user-friendly interface, MIG will
conduct a web-based survey designed to collect input on goals, priorities, and trade-offs.
Metroquest is notable for its easy of use and its ability to simplify complex policy and
planning questions into more accessible question formats and multiple languages.
Participants can take the survey using the web, smart phones, tablets, or desktop
computers.
MIG and Metroquest will also provide attractive touch-screen kiosks (3-4 total)that will host
the online survey and link to the project website. These will be located in high-traffic areas
(e.g., shopping and recreational centers) in Burlingame to allow people to participate during
their day-to-day activities. The kiosks can be very effective in reaching participants who
might not normally get involved; in the right location, kiosks can attract 100 to 300
participants daily.
City staff will assist with distribution of the electronic and paper versions of the
questionnaire. The survey link will be included in any online communication (e-Blasts,
postcards, or newsletters) and will be announced at all workshops. The results of the survey
will be collected and analyzed by MIG and will assist in the development of the Vision and
Transformative Strategies.
Questions/Options for Council and Commission Consideration
1. In Burlingame, what online survey tools and distribution methods have worked the
best in the past, what has not worked as well, and what were the lessons learned?
2. Item#1 Stakeholder Interviews above includes a detailed list of potential
stakeholders. Are there key stakeholders missing from this list? Please help
identify.
3. What locations would be suitable for kiosks and/or tablet surveys?
4. What community events should host kiosks and/or tablets?
5. What locations and distribution methods are best for printed surveys?
3. Outreach Toolkit and Volunteer Training
MIG will design and develop an Outreach Toolkit to be used by trained community
volunteers and City staff to lead participatory sessions with community groups,
organizations, and individual citizens to collect community input. These can be used in a
variety of settings, such as regular meetings of community organizations or at a gathering of
interested neighbors. Each toolkit will include a discussion guide, recording forms,
Frequently Asked Questions (FAQs), current project newsletter and/or postcard, comment
cards, and a PowerPoint presentation as necessary. MIG will develop two kits: 1) one for use
at the beginning of the process and 2) one updated midway through the project to get
feedback as the draft General Plan develops. MIG will conduct two training sessions for
community volunteers and City staff on how to use the Outreach Toolkits. City staff will be
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responsible for collecting and summarizing the results of these efforts for the MIG Team.
4. Mobile Outreach —The "Plan Van"
MIG can design graphic materials that highlight the project and can be printed on vinyl and
used to cover an existing City fleet vehicle (a van, truck, or hybrid car). The Plan Van would
be used to bring attention to the project and as a mobile workshop tool. City staff can park
the van at major gathering places during event times and invite people to learn more about
the project and fill out surveys.The vehicle itself could carry outreach toolkits, boards, and
kiosks that can be set up to collect input at various locations. While MIG would prepare the
graphics and organize the application of vinyl materials with a third-party vendor, MIG
would not provide or drive the vehicle. It is assumed the City would cover the costs for the
vinyl materials (production and application).
Questions/Options for Council and Commission Consideration
1. Is the Plan Van concept something of interest to the Council and Commission?
2. Would a van/truck or other fleet vehicle be most appropriate? Or, does the City
have hybrids or electric vehicles that can be used (The "Plan Prius" )?
3. What locations would be ideal for parking and holding mobile outreach?
Community Events and Recurring Meetings
The work plan and budget account for a large number of meetings, allowing City staff and
consultant team support for regular meetings throughout the 20-30 month planning period, as
well as offering the potential to be flexible and responsive to changing conditions and
emerging issues. MIG can also plan meetings and workshops in specific geographical areas of
the City, around particular issues, and/or with targeted groups as deemed appropriate and
advisable by City Council members, Commissioners, and staff. The following outlines the type
of meetings that are proposed for the General Plan and Zoning Ordinance Update.
1. Community Workshops and Open Houses
MIG will facilitate multiple community workshops and open houses to provide updates on
the planning process, address questions and conce::is, and solicit community input. Many of
these will address the overall General Plan update, while several will focus on the Zoning
Ordinance component.
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Community Workshop #1 — General Plan
The agenda for this workshop will include: 1) General Plan project introduction and status, 2)
summary of work to date, and 3) an interactive exercise to refine an overall vision for the City
and identify major urban design, land use, mobility, community health, and sustainability
objectives. We will utilize the specific plan work the City has conducted as a starting point
for developing the General Plan vision by asking participants to confirm, refine, or revisit
concepts included in those plans. We will also make it clear to participants that not all of
Burlingame will be subject to change as part of this process. We will work with the
community to define "areas of stability" and "areas of change."
Community Workshop #2 - Concept Alternatives
MIG will facilitate a community workshop to solicit input on the Concept Alternatives
Summary, developed by MIG to show land use, mobility, and policy options for the future.
The Concept Alternatives will be highly graphical and include descriptive text with,
diagrams and images (including photo simulations and sketches), and will be displayed on
large boards or posters. The agenda for this workshop will include a project update,
summary of work to date, and an interactive exercise to review and discuss the various
alternatives. The objective of this workshop will be to gain direct feedback from the
community regarding which concepts they support. This feedback will help inform the
selection of a preferred concept that will be used as the basis for the updated General Plan.
Citywide Open House — General Plan Update
The citywide open house on the draft General Plan will provide an opportunity for members
of the public to provide feedback on the draft elements, including the vision, goals, policies,
and programs. MIG will prepare large boards or posters that describe each of the draft
elements, highlighting new policy concepts and major changes from the existing General
Plan. MIG, in coordination with City staff and the project team, will be responsible for
developing the content, printing materials and facilitating each workshop.
Focused Workshop— Proposed Zoning Changes
Prior to formal public hearings on the Draft Zoning Ordinance, MIG proposes to conduct a
series of workshops with the Planning Commission, to which the public will be specifically
invited to attend and participate. These will be informal sessions that will allow the
consultant team and City staff to present the draft Ordinance and Zoning Map to policy
makers and the public, to highlight key revisions and new provisions, to discuss mixed-use
provisions in a focused manner, to describe development review processes, and otherwisc
review important sections of the updated Ordinance. Additionally, focused outreach should
be conducted to property owners likely to be affected by any zoning changes. The
workshop will be an opportunity to addresses specific issues and concerns of affected
property owners and as a method to lay the groundwork for subsequent public hearings.
During the workshops, the Planning Commission and the public can identify any issues they
may have with draft Ordinance provisions, and the staff/consultant team can prepare
responses/options to bring back to the Planning Commission as part of the formal public
hearing process.
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Questions/Options for Council and Commission Consideration
1. What community workshops formats, promotional strategies, locations, and
exercises have been successful for the City?What are some lessons learned?
2. The first and second community workshops discussed above currently are
conceived of each being a single, community-wide meeting held at a large venue.
Would it instead be preferable or more effective to hold two or three smaller
workshops at different locations in Burlingame?
3. Is there a need or demand for Spanish and/or Mandarin translation services at
these meetings?
2. Speaker Series
The Speaker Series will be open to the public and is intended to share best practices
relevant to Burlingame and the General Plan/Zoning Ordinance Update. Leaders in
community involvement, commercial district planning, sustainability, and other relevant
fields will give keynote presentations to inform and inspire community members to actively
participate in the development of the plan. MIG will coordinate with City Staff to develop a
list of the most appropriate keynote speakers to attend two to three events.
Questions/Options for Council and Commission Consideration
1. What topics would be best addressed by these events?
2. What speakers or organizations should be highlighted?
3. Study Sessions
MIG will conduct periodic study sessions with the City Council and Planning Commission to
review the status of the program, present milestone documents and reports, and solicit
input on major issues and opportunities for Burlingame that need to be addressed during
the General Plan and Zoning Ordinance process.
Questions/Options or Council and Commission Consideration
1. Could these be joint study sessions with the City Council and Planning
Commission, or should these remain as separate check-ins with each?
2. At which points in the process should study sessions be held?
3. Are there ad hoc or subcommittees the project team could work with between
study sessions to address specific items?
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4. Community Advisory Committee Meetings (20)
The MIG Team will plan and facilitate up to 20 meetings of a Community Advisory
Committee, or CAC, that will represent a range of community interests to advise the project
team during the development of the General Plan Update and Zoning Ordinance. Members
may include representatives from neighborhoods (both owners and renters), business
groups,transportation and housing advocacy groups, and environmental organizations, as
well as residents representing a range of perspectives, including youth and seniors. MIG will
consult with City staff to develop the CAC roster. MIG will plan, facilitate, and summarize
each CAC meeting to inform the work of the project team. The CAC will be active
participants in the planning process at each stage, from visioning through adoption, and will
serve as liaisons to their constituent groups, inviting input into the process and encouraging
community participation in public events, community workshops, and online surveys. All
CAC meetings will be open to the public and may include public comment periods. City
staff will be responsible for finalizing the list of CAC members and inviting them to
participate.
Question s/Option s for Council and Commission Consideration
1. What is the preferred method of selecting CAC members (appointment or
application)?
2. How can the project team best ensure a diversity of perspectives is represented?
This includes geographic and demographic diversity as well as a balance of
interest groups.
3. What level of time commitment(number of meetings and months) is reasonable?
5. Plannina Commission Sub-committee Meetings (10)
A sub-committee of the Planning Commission will be convened to work closely with the
project team during the General Plan and Zoning Ordinance updates. This group will advise
the project team and provide informational updates to the Planning Commission. MIG will
plan, facilitate and briefly summarize each meeting to inform the work of the project team.
Questions/Options for Council and Commission Consideration
1. Are there specific issues or items to which this group might be best suited?
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6. Other Agency and Community Group Coordination
The MIG Team will coordinate with other public agencies throughout the General Plan and
Zoning Ordinance Update processes. This task includes up to five meetings with other
agencies during the course of the project, and ongoing phone and email coordination. This
task wil I allow MIG to have flexible and timely engagement with key groups that may have
specific issues or require in-depth conversations with the project team. These meetings will
help keep other community workshops focused and ensure the project remains on topic
and schedule.
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