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HomeMy WebLinkAboutIV(b) - Memo Regarding ProceduresAttachment No. 2 Memo Regarding Procedures Community Development Department CITY OF NEWPORT BEACH COMMUNITY DEVELOPMENT DEPARTMENT 100 Civic Center Drive Newport Beach, California 92660 949 644-3200 newportbeachca.gov/communitydevelopment Memorandum To: Chair Gardner and GPUSC Members From: Benjamin M. Zdeba, AICP, Principal Planner Date: December 13, 2023 Re: Agenda Item No. IV(b) – GPAC Subcommittee Procedures ________________________________________________________________ As previously shared with the GPAC, City staff has started working with the team at Dudek to prepare existing conditions and background analysis reports for each of the topical areas or General Plan Elements. These reports are not intended to limit discussions rather they serve as foundational documents for the GPAC and the community to build from when eventually drafting updates to goals and/or policies as needed. At the GPAC meeting on December 6th, it became clear that these reports should be first shared with each of the subcommittees prior to coming to the full GPAC for review and comment. In addition, it was also made apparent that the Subcommittees could be better used to support the overall update effort. Accordingly, City staff is providing the following four key recommendations on how the GPAC, and its various subcommittees could operate to promote more effective, meaningful, and engaging meetings: 1) GPAC Subcommittee Chair and Action Minutes. Each GPAC Subcommittee should identify a chairperson to help serve as liaison between the Subcommittee members and City staff. This person will help to coordinate and run Subcommittee meetings to ensure desired action items or objectives are achieved. This person should also work with City staff to prepare brief action minutes that only cover the topics discussed as well as any outcomes or actions. They will be attached to the next available GPAC agenda as part of the item related to subcommittee updates. Lastly, the chairperson will be responsible for reporting out to the larger GPAC. 2) Draft Document Review and Feedback. After initial review and revision by City staff, any draft documents prepared by Dudek or its subconsultants should be first shared with the respective responsible GPAC Subcommittee for a first review. These documents can be transmitted by email for feedback and, if the Subcommittee deems it necessary, a meeting will be arranged to discuss. It is not expected that the Subcommittees will Agenda Item No. IV(b) – GPAC Subcommittee Procedures December 13, 2023, Page 2 of 2 Tmplt:-02/05/15 wordsmith the documents rather they will provide “big picture” feedback on what resonates with them or what should be stricken. Should it become challenging for the Subcommittees to get through the document, the Subcommittee’s chairperson may opt to form a smaller two- to three-person taskforce to review the document and then report back findings to the Subcommittee. Once the documents are acceptable to the Subcommittee, they should be shared with the GPAC and reported on by Dudek, City staff, and/or the Subcommittee’s chairperson. 3) Timing and Manner of GPAC Subcommittee Meetings. As it is expected that GPAC Subcommittee meetings will ramp up in frequency, City staff would suggest more flexibility in scheduling GPAC Subcommittee meetings. This includes scheduling both virtual meetings and meetings during normal City business hours, generally between 7:30 a.m. and 5:30 p.m., daily. 4) Outreach and Engagement Materials and Events. Prior to any community events, the subject matter and any collateral planned to be shared with the community should also be transmitted to the entire Outreach Subcommittee for feedback and guidance. Feedback from the Outreach Subcommittee should be coordinated, collected, and compiled by the Outreach Subcommittee’s chairperson and provided back to City staff within one week of receipt to ensure adequate lead time for production and preparation. If community events that are deemed appropriate for pop-up engagement fall outside of the GPAC meeting cycle, the entire GPAC should be notified of the upcoming event and invited to participate. Given the pop-up events may occur outside of normal City business hours, City staff may not be able to attend each event. However, Dudek and/or its subconsultants will always be in attendance and City staff will coordinate to ensure that at least one or two GPAC members will attend. This list of key recommendations is not a limiting list. We will look to the GPUSC as the guiding body to identify any modifications or additions to these recommendations. Once procedures are agreed upon by the GPUSC, staff will include them as part of the GPAC’s next agenda in January.