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HomeMy WebLinkAbout11 Public Outreach Policy Agenda Item # 1� Staff Report To: Board of Directors From: Peter Holzmeister Date: June 28, 2005 Subject: Public outreach policy Why this matter is before the board: Pat Davison, Executive Director of the Contractors Association of Truckee Tahoe, made a proposal to the board that the District adopt a policy instituting a public outreach program. The board asked that the matter be agendized for a workshop. History: Attached is a letter and draft Public Outreach Policy suggested by CATT. At different times we have discussed and enacted policies or ordinances that have an impact on CATT wherein CATT felt that they were not given sufficient advance notice to attend board meetings and voice their position. At different times other groups have expressed similar concerns. For example, the Glenshire Homeowners Association has wanted greater notice of actions we consider that impact the Glenshire water system. A Donner Lake Advisory Committee was set up to provide a vehicle for Donner Lake residents to provide input on Donner Lake water issues. Clearly various groups are interested in being included in the public discussion of significant issues impacting them. New information: I suggest there is a need for balance. We have participated in governance workshops that stressed the fact that the board of directors of the District has responsibility to make decisions on behalf of the twelve thousand residents of the community. Those workshops also stressed the need to let the public know what we are doing and why. This sounds like the board studies a matter, makes a decision and then, after the fact, tells the public. A prudent person would want to get input from impacted parties as part of the early study process. So I suggest that some process of inviting public input is a good thing. I also suggest that the process must result in decisions being made in a timely manner. With the above principles in mind I reviewed the proposal from CATT and offer thoughts for your discussion. Inviting pubic involvement is generally a good idea, but I have some concerns. The draft policy calls for implementation of the public outreach process when significant issues of concern are being considered. It lists fee increases, expanded service areas and changing levels of service as examples of significant issues. This needs further discussion. The policy asks that staff involve public groups in discussion of an issue before the matter is presented to the board at a public meeting. I think staff needs to present the matter to the board before a public group is involved. If staff works with a public group before the board is involved staff is more likely to get cross-wise with the board. The method of outreach suggested by CATT needs further discussion. Some methods are very time consuming. The two required public group notifications, one at least a month before an item is agendized for board consideration and the second being two weeks before the item is agendized, needs further discussion. Recommendation: This item is a workshop, so no formal board decision is contemplated. I have no recommendation other than we talk about the issue and give it a full discussion. C@A,T contpactors Association of Tpockee Tahoe Post Office Box 10570,Truckee CA 96162 530-550-9999 April 27, 2005 Ron Hemig President, Truckee Donner Public Utility District PO Box 309 Truckee, CA 96160 President Hemig and Members of the Board: Thanks again for allowing me to make a presentation to you on Saturday, April 30. it is with all due respect that we offer the following language to use as an example or basis for discussion on the topic of "Public Outreach" at Saturday's special meeting. Please let me know if you have any questions. Sincerely, Pat Davison Executive Director _ - . .. . . .. .. ..... .........._ .... ................,.... . ............... . DRAFT — DRAFT — DRAFT — DRAFT — DRAFT Public Outreach Policy It is the goal of the Truckee Donner Public Utility District to maintain open lines of communication with the public on all significant issues of concern such as fee increases, expanded service areas, changing levels of service, etc. It is the policy of the Truckee Donner Public Utility District that some type of public outreach will occur in addition to required legal notice before the issue of concern is heard at a public meeting. The TDPUD will make every effort to identify key stakeholders in the issue and proactively reach out to them for participation in the decision-making process. TDPUD stakeholders include but are not limited to: seniors/fixed/low income residents the business community the construction profession developers realtors affordable housing representatives water quality/water supply advocates Types of public outreach include but are not limited to: Phone calls Email or fax contact Paid ads in local print media, TV, or radio Presentations to Homeowner groups or service clubs Direct mail to targeted groups or households Web access with updated information Outreach to other governmental agencies and special districts, i.e. Town of Truckee, TTSA, TSD Implementing Actions: General Manager and/or staff person responsible for the specific issue will make primary contact to stakeholders by phone or email at least one month before the issue is agendized for workshop, hearing, or decision. At their next meeting, the Board will be told when General Manager and/or staff person has made the contact to stakeholders in advance of the agendized item. Additional public contact performed through targeted mailings, written display ad, or other paid means will occur at least two weeks before the issue is agendized for workshop, hearing, or decision. The Annual Budget will include an Expense line item for public outreach to cover the estimated cost of display advertising, targeted mailers, and web site maintenance not covered as part of routine operations.