STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of September 27, 2022
TO: The Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: RESOLUTION APPROVING THE FORMATION OF A 7-MEMBER AD-HOC PARKS AND RECREATION MASTER PLAN STEERING COMMITTEE RECOMMENDATION:
Adopt a resolution approving the formation and composition of the Parks and Recreation Master Plan Steering Committee from the advisory boards, commission and committees, and community organizations specified in this report.
BACKGROUND:
There has been a significant growth in the demand for recreation services and facilities that is requiring a thorough assessment. In addition, the scope of recreational programming has been changing such that it is now defined not so much in terms of specific leisure activities, but in terms of meaningful experiences that contrast with work and school obligations, enhance personal skills, and increase awareness of the larger community.
To address this situation, the Hercules City Council authorized an agreement with MIG to complete a Parks and Recreation Master Plan. This plan will provide a foundation for the future development and maintenance of parks, facilities, and amenities. Specifically, the Master Plan will analyze the use of existing facilities, assess their condition, gather community input, provide recommendations for improvement, and suggest funding/implementation strategies. The Master Plan will be based upon the General Plan which set forth specific actions to help implement public facilities and community programs, objectives, and policies. After significant collaboration between the Council, consultant, City staff, and the community, the Master Plan will be a valuable strategic guide and create a roadmap for both current and future development.
DISCUSSION:
Creating a shared vision for our diverse population means executing a multi-pronged community outreach plan. To ensure the project team receives the most feedback from the broadest cross-section of the City, the process will solicit input through community meetings, surveys, and interviews with community stakeholders. The purpose is to collect as much information as possible to create a complete understanding of how our current park and the recreational system are meeting or failing to meet community needs.
For Master Plan initiatives, many cities have developed a model for using “ad-hoc” and/or “steering” committees to maximize public outreach and achieve desired outcomes. In an advisory role to the City Council, a Parks Master Plan Steering Committee could be instrumental in guiding staff and the consultants (the project team) regarding engaging the community and reviewing content before throughout the process. The project team will meet with this group 5-7 times throughout the process. Each meeting will focus on presenting the project team’s research, exploring the City’s history of parks/recreation, and strategizing on how to engage the community during workshops most effectively.
The Steering Committee could potentially include community members who come from diverse backgrounds to get input and feedback from the broadest cross-section throughout the process. The Steering Committee will be the project team’s primary support in spreading the word about engagement and answering questions about local knowledge and City culture. Staff suggests that the makeup of the Steering Committee include the following:
Two (2) Library and Community Services Commissioners
Two (2) Planning Commissioners
Three (3) At-large Community Members to represent stakeholder groups that frequently use park facilities, such as seniors, youth, adult sports advocates, and individuals with disabilities.
The Library and Community Services Commission and the Planning Commission representatives will be selected from their respective memberships, and the At-large members will be selected by the City Council through the existing Committee/Commission application process. While the Steering Committee meetings would be ad-hoc, meeting dates and times will be promoted and the public will be able to attend.
Committee Roles and Expectations
To assure a successful and timely process, it is important to define the role of the Committee. Staff has identified the following roles and responsibilities of potential members:
Be informed, collaborative, and solution oriented.
Be committed to attending meetings, reviewing relevant information, and be prepared to balance individual and special interests for the overall good of the community.
Provide a forum for community discussion.
Actively engage the community in a constructive dialogue about the options for future services and facilities.
Be open to varied comments and viewpoints.
Provide input on draft products as requested by staff by the project team.
Keep their respective commissions informed and up to date regarding Steering Committee activity.
Providing recommendations to the City Council to assure they receive guidance prior to making decisions needed to formally adopt the Parks Master Plan.
OPTIONS:
The City Council has the following options to consider on this matter:
Adopt a resolution approving the formation and composition of the Parks and Recreation Master Plan Steering Committee from the advisory commissions specified in this report and selected by the City Council.
Adopt resolution with modifications.
Do not adopt the resolution and direct staff to return with more information.
Take no action.
ATTACHMENT: 1. Resolution