ATTACHMENT 1 – 1
City of Burbank Rent Increase Cap Public Mee�ng Series
July 1 – September 31
i. Community Mee�ngs:
The City of Burbank will hold five interac�ve community outreach mee�ngs to hear from residents, tenants, and landlords on poten�al changes to rent protec�ons, such as a rent cap, currently available in the City. Each mee�ng will provide the same informa�on to ensure Burbank residents have mul�ple opportuni�es to share their feedback and to learn more about rent protec�on in the City.
To improve par�cipa�on and make it as convenient as possible for all who wish to join, mee�ngs will be held on a variety of days and �mes, and at loca�ons equally distributed throughout the City. This includes holding mee�ngs on weekdays and weekends, as well as in the morning and in the evening, to provide flexibility for people who wish to par�cipate. In addi�on to convenience, loca�ons were selected based on accommoda�ng up to 200 people in a sea�ng format suitable for such events, a capacity not possible at most City facili�es.
Suppor�ng materials for each mee�ng will include: PowerPoint presenta�on, displays, interac�ve polling, infographics, suppor�ng visual aids, par�cipant handouts, and sign-in sheet.
a. In-Person (three total)
i. Mee�ng One – Thursday, August 15 at 6 p.m. at the Los Angeles Marriot Burbank Airport
ii. Mee�ng Three – Saturday, August 31 at 9 a.m. at the Joslyn Adult Center iii. Mee�ng Five – Thursday, September 12 at 6 p.m. at the Hotel Burbank
b. Virtual (two total)
i. Mee�ng Two – Wednesday, August 21 at 6 p.m.
ii. Mee�ng Four – Thursday, September 5 at 12 p.m.
Virtual mee�ngs will be held on Zoom Sessions, an interac�ve event pla�orm with breakout rooms for group facilita�on, and live reac�ons, polls, quizzes, and downloadable resources.
c. Format
i. Opening Presenta�on: (15-20 minutes)
Mee�ngs will open with a short presenta�on by a City staff member reviewing tenant protec�ons currently in affect in the City of Burbank, protec�ons provided by the state through California Tenant Protec�on Act of 2019 (AB 1482), example of rent caps from other local municipali�es, and an overview of the purpose and goals for the mee�ng to beter understand the community’s thoughts on a poten�al rent cap ordinance in the City.
ii. Interac�ve Feedback: (60-90 minutes)
Following the short presenta�on, mee�ng atendees will be divided into roughly ATTACHMENT 1 – 2
equal groups of no more than 20 people per group, and lead by a facilitator who will guide the group through a variety of prompts and ques�ons to solicit an authen�c and honest discussion. Feedback will be recorded transparently and concisely in real �me on large poster boards.
For in-person mee�ngs, par�cipants will also be strongly encouraged to u�lize comment forms provided by the facilita�on team to submit comments in their own wri�ng.
iii. Closing: (5 minutes)
Par�cipants will be invited to provide addi�onal feedback at upcoming mee�ngs or through a project specific website.
ii. Online Feedback
Despite the mul�ple opportuni�es to par�cipate in-person or virtually, the City of Burbank understands that, due to a variety of factors, not all residents can or want to atend a public mee�ng. The City will develop a web-based feedback tool in parallel to the in-person events that will provide a similar level of informa�on and input opportuni�es.
To meet that goal, an online feedback pla�orm, known as Typeform, will be used to collect and share informa�on in a comfortable and conversa�onal format. At their own convenience, residents learn about the poten�al op�ons for rent protec�on in the City and provide feedback similar to what they would be able to do if they were to atend the public mee�ngs. This will be a core engagement tac�c highlighted on the project website and promoted in our outreach material.
iii. Addi�onal In-Person Engagement
Atend a minimum of five pop-up events promo�ng the mee�ngs, project website, and online feedback pla�orm.
a. Events:
i. Magnolia Park Night Out – Friday, July 26 from 6 to 9 p.m. ii. Downtown Burbank Cultural Market – Friday, August 2 from 5 to 9 p.m. iii. Burbank Farmer’s Market – Saturday, August 3 from 8 a.m. to 12 p.m. iv. Na�onal Night Out – Tuesday, August 6 from 5:30 to 7:30 p.m. v. Starlight Bowl – Saturday, August 10 from 5:30 to 10 p.m.
iv. Owned Communica�ons (Material and Outreach Tac�cs)
a. Writen and printed materials made available online and throughout City facili�es b. Project website compa�ble in Spanish and Armenian
c. Social media
ATTACHMENT 1 – 3
d. Press releases
e. Insert into BWP bills
f. Signage at 10 City facili�es
g. 50 yard signs along with placement and removal
h. Eblasts
i. City Website homepage icons and digital calendar
j. City newsleters based on availability:
i. Chamber of Commerce
ii. Burbank Library
iii. Parks and Recrea�on Guide
iv. Police Department e-newsleter
v. Public Library e-newsleter
vi. 55 & Beyond e-newsleter
vii. BWP Currents e-newsleter
k. Burbank channel
l. Mayor’s announcements
m. Announcements at appropriate board and commission mee�ngs n. On-hold messaging
o. Our Burbank 311 ad
v. Paid Adver�sing
At least one adver�sements (digital or print) will be placed for each newspaper listed below announcing mee�ng schedule and promo�ng the project website. In addi�on to ads in local publica�ons, the project website and mee�ng dates will be promoted on various digital pla�orms through paid adver�sements.
a. Los Angeles Times (digital targeted to Burbank zip codes) b. Burbank Leader (print and digital)
c. myBurbank (digital)
d. La Opinión (digital)
e. El Clasificado (print and digital)
f. Asbarez (print and digital)
vi. Inclusivity
a. To ensure as many residents as possible can par�cipate, all community mee�ngs and promo�onal outreach material will be available in Spanish and Armenian. b. Both the in-person and virtual mee�ngs will provide live interpreta�on services for atendees in Spanish and Armenian.
c. The project website will be available in Spanish and Armenian. d. Online feedback pla�orm available in Spanish and Armenian for residents who wish to par�cipate but are unable to atend either in-person or virtual mee�ngs.
ATTACHMENT 1 – 4
e. Paid adver�sements will be placed in local Spanish- and Armenian-speaking publica�ons to promote engagement and par�cipa�on.
vii. Monitoring and Report
Throughout the process, the City will collect input from the community mee�ngs, pop-ups events, and the online-based feedback pla�orm. Reports will include an over-arching summary of key findings, demographic data such as the percentage of par�cipants who are Burbank residents, or if they are a tenant, landlord, or homeowner.
On October 1, 2024, the City staff and its selected vendor will present to Council a report with an overview of the purpose and process, a high-level descrip�on of each ac�vity and event, and a summary of key findings. This will coincide with the informa�on received from the City’s selected survey research vendor who will share sta�s�cally valid research on residents’ opinions on maters related to rent protec�on in Burbank.
viii. Budget
Venue Refreshments Equipment
/Technology
Supplies/
Material
Interpreta�on Professional
Fees *
Mee�ng/
Event
Total
IN-PERSON MEETINGS
1 Hotel
Burbank
$4,925 $1,000 $200 $1,000 $4,720 $12,000 $23,845
2 Joslyn Adult
Center
- $1,000 - $1,000 $4,720 $12,000 $18,720
3 Los Angeles
Marriot
Burbank
Airport
$6,750 $1,000 $500 $1,000 $4,720 $12,000 $25,970
Subtotal $68,535
VIRTUAL MEETINGS
1 Virtual
Mee�ng #1
- - $500 - $2,000 $6,750 $9,250
2 Virtual
Mee�ng #2
- - $500 - $2,000 $6,750 $9,250
Subtotal $18,500
POP-UP COMMUNITY EVENTS
1 Downtown
Burbank
Cultural
Market
- - - $100 - $1,800 $1,900
2 Burbank
Farmer’s
Market
- - - $100 - $2,250 $2,350
3 Na�onal
Night Out
- - - $100 - $1,350 $1,450
4 Starlight
Bowl
- - - $100 - $1,800 $1,900
ATTACHMENT 1 – 5
5 Magnolia
Park Night
Out
- - - $100 - $1,800 $1,900
Subtotal $9,500
*Professional fees include staffing of up to 10 people to facilitate in-person and virtual meetings, and two people at pop-up community events. This is inclusive of all incurred costs including travel time, mileage, parking. Venue fees include pre-paid parking for up to 150 vehicles at Hotel Burbank and the Los Angeles Marriott Burbank Airport.
Pla�orm Direct Costs Pla�orm Direct
Costs
Transla�on
Services
Professional
Fees
Total
Cost
WEB-BASED ENGAGEMENT
Project Website Crea�on and Maintenance $300 $1,500 $5,000 $6,800 Online Feedback Pla�orm $400 $1,500 $2,000 $3,900
Subtotal $10,700
Pla�orm Direct Costs Print Digital Total
Cost
PAID ADVERTISEMENTS
Los Angeles Times
(Digital: Two weeks of leaderboard and large box ads)
- $2,000 $2,000
Burbank Leader
(Print: Two half page print ads; Digital: Two weeks of large box ads)
$1,995 $500 $1,495
myBurbank
(Print: One month of ads including top placement for
leaderboard and large box ads)
- $1,500 $1,500
La Opinión
(Digital: Two weeks of leaderboard and large box
advertisements)
- $1,800 $1,800
El Clasificado
(Print: Two half page print ads; Digital: Two weeks of
leaderboard and large box ads)
$744 $625 $1,369
Asbarez
(Print: Two half page print ads; Digital: One month of
leaderboard and large box ads)
$500 $1,000 $1,500
A markup of 10% will be assessed to cover professional
services including administra�ve, produc�on, and transla�on of crea�ve material. $966
Subtotal $10,630
Pla�orm Direct Costs Direct Cost Professional
Services
Total
Cost
MATERIALS
Event materials (poster boards, easels, markers, handouts, etc.)
$4,000 $500 $4,500
50 lawn signs including produc�on, placement, and
removal
$800 $2,475 $3,275
Signage at 10 City facili�es $700 $450 $1,500
Various printed materials and signage for pop-up events $500 $115 $615 Subtotal $9,890
ATTACHMENT 1 – 6
Pla�orm Direct Costs Hours Reduced
Government
Hourly Rate
(Blended)
Total
Cost
PROFESSIONAL & ADMINISTRATIVE SERVICES
Scope of work includes:
• Project ini�a�on mee�ng
• Strategic counsel
• Project coordina�on mee�ngs and administra�on
• Framework for mee�ng – purpose, tac�cs, goal
se�ng
• Collabora�ng with survey firm on survey and
interpreta�on of results
• Outreach material to promote mee�ngs, as needed
to assist PIO
• Material for mee�ngs
• Mee�ng prepara�on
• Messaging to be used by staff to open and close the
mee�ng
• Logis�cs (venue, material/supplies, vendors
including venue host, AV operator and live
interpreta�on provider)
• Mee�ng summary, analysis, and repor�ng of
findings from mee�ngs and online feedback
85 $225 $19,125
Subtotal $19,125
Pla�orm Direct Costs Cost
BUDGET SUMMARY
Three In-Person Community Mee�ngs $68,535
Two Virtual Community Mee�ngs $18,500
Community Pop-Up Events $9,500
Web-Based Engagement $10,700
Paid Adver�sements $10,630
Materials $8,765
Professional and Administra�ve Services $19,125
Project Total $145,755
The proposed budget is a not-to-exceed, firm, fixed price for the dura�on of the project. The three in- person mee�ng include, without limita�on, all cost items such as venue space, equipment, furniture or AV system rentals, refreshments (water, so� drinks, light snacks), general and administra�ve expenses, live interpreta�on, incidentals, and supplies. This also includes all associated costs with web pla�orms for virtual mee�ngs, project website, online feedback pla�orm, and paid adver�sing.