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HomeMy WebLinkAbout2024-04-18 CEC Regular Meeting Agenda Packet CIVIC ENGAGEMENT COMMITTEE CITY OF PALM DESERT REGULAR MEETING POST-MEETING AGENDA Thursday, April 18, 2024 11:00 a.m. Administrative Conference Room, City Hall 73-510 Fred Waring Drive Palm Desert, CA 92260 Pursuant to Assembly Bill 2449, this meeting will be conducted as a hybrid meeting and there will be in-person access to this location. To participate via Zoom, use the following link: https://palmdesert.zoom.us/j/85179360325 or call (213) 338-8477, Zoom Meeting ID: 851 7936 0325 • Written public comment may also be submitted to cityclerk@palmdesert.gov. E-mails received by 9:00 a.m. prior to the meeting will be distributed to the Committee. Any correspondence received during or after the meeting will be distributed to the Committee as soon as practicable and retained for the official record. Emails will not be read aloud except as an ADA accommodation. • Pages 1.CALL TO ORDER 2.ROLL CALL 3.NONAGENDA PUBLIC COMMENTS This time has been set aside for the public to address the Civic Engagement Committee on issues that are not on the agenda for up to three minutes. Speakers may utilize one of the three options listed on the first page of the agenda. Because the Brown Act does not allow the Civic Engagement Committee to act on items not listed on the agenda, members may briefly respond or refer the matter to staff for a report and recommendation at a future meeting. 4.CONSENT CALENDAR All matters listed on the Consent Calendar are considered routine and may be approved by one motion. The public may comment on any items on the Consent Agenda within the three-minute time limit. Individual items may be removed by the Civic Engagement Committee for a separate discussion. RECOMMENDATION: To approve the consent calendar as presented. 4.a APPROVAL OF MINUTES 5 RECOMMENDATION: Approve the Minutes of January 18, 2024. 5.CONSENT ITEMS HELD OVER 6.ACTION CALENDAR The public may comment on individual Action Items within the three-minute time limit. Speakers may utilize one of the three options listed on the first page of the agenda. 6.a PRESENTATION AND DISCUSSION OF EXISTING AND NEW ENGAGEMENT METHODS 9 RECOMMENDATION: Discuss how City of Palm Desert staff can better reach diverse communities. 1. Recommend methods or tools to increase attendance at community meetings, gain more online survey responses, and collect stakeholder feedback. 2. 6.b APPROVAL OF 2024 CIVIC ENGAGEMENT COMMITTEE WORK PLAN 11 RECOMMENDATION: Approve the 2024 Civic Engagement Committee Work Plan. 7.INFORMATIONAL REPORTS & COMMENTS 7.a CIVIC ENGAGEMENT COMMITTEE MEMBERS 7.b CITY COUNCIL LIAISON 7.c CITY STAFF 7.c.1 PRESENTATION ON THE STATUS AND POTENTIAL PROGRAMMING OF THE NEW MUNICIPAL LIBRARY 13 RECOMMENDATION: Receive and file. 7.c.2 UPDATE AND DISCUSSION ON THE CITY OF PALM DESERT HOMEOWNER ASSOCIATION (HOA) OUTREACH STRATEGY 29 RECOMMENDATION: Receive and file a staff presentation on the City of Palm Desert’s current HOA outreach strategy. 1. Discuss how the City can build upon our HOA outreach strategy and apply this method to non-HOA neighborhoods. 2. Civic Engagement Committee Meeting Page 2 of 30 7.d ATTENDANCE REPORT 8.ADJOURNMENT The next Regular Meeting will be held on July 18, 2024, at 11:00 a.m. 9.PUBLIC NOTICES Agenda Related Materials: Pursuant to Government Code §54957.5(b)(2) the designated office for inspection of records in connection with this meeting is the Office of the City Clerk, Palm Desert Civic Center, 73-510 Fred Waring Drive, Palm Desert. Staff reports for all agenda items considered in open session, and documents provided to a majority of the legislative bodies are available for public inspection at City Hall and on the City’s website at www.palmdesert.gov. Americans with Disabilities Act: It is the intention of the City of Palm Desert to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, or in meetings on a regular basis, you will need special assistance beyond what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please contact the Office of the City Clerk, (760) 346-0611, at least 48 hours prior to the meeting to inform us of your needs and to determine if accommodation is feasible. AFFIDAVIT OF POSTING I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda for the Civic Engagement Committee was posted on the City Hall bulletin board and City website not less than 72 hours prior to the meeting. /S/ Monique Lomeli Senior Deputy Clerk Civic Engagement Committee Meeting Page 3 of 30 Page 4 of 29 City of Palm Desert Page 1 CIVIC ENGAGEMENT COMMITTEE CITY OF PALM DESERT, CALIFORNIA MINUTES Click HERE to review the meeting audio. Click HERE to access the meeting agenda packet. 1. CALL TO ORDER A Regular Meeting of the Civic Engagement Committee was called to order by Chair Vogt on Thursday, January 18, 2024, at 11:00 a.m. held in the Administrative Conference Room, City Hall, located at 73-510 Fred Waring Drive, Palm Desert, California. 2. ROLL CALL Present: Committee Members Jon Holan, Franchon-Marie Siddiq, Robin Stewart, Vice Chair Gregg Akkerman, and Chair Emily Vogt. Absent: Committee Member Brooke Beare Stjerne Liaison(s) Present: Kathleen Kelly, City Council Liaison Staff Present: Ryland Penta, Community Relations Supervisor; Vanessa Mager, Management Analyst II; and Monique Lomeli, Recording Secretary. 3. NON-AGENDA PUBLIC COMMENT None. 4. CONSENT CALENDAR: A. APPROVAL OF MINUTES MOTION BY COMMITTEE MEMBER SIDDIQ, SECOND BY COMMITTEE MEMBER STEWART, CARRIED 5-0, to approve the Civic Engagement Committee Regular Meeting minutes of October 19, 2023. Thursday January 18, 2024 11:00 a.m. Regular Meeting Page 5 of 29 Civic Engagement Committee Minutes January 18, 2024 City of Palm Desert Page 2 5. DISCUSSION ITEMS A. UPDATE ON COMMUNITY RELATIONS Community Relations Supervisor Penta provided an update on the addition of a Community Relations division to the City organization; introduced Management Analyst II Vanessa Mager; and responded to Committee inquiries. B. CIVIC ENGAGEMENT COMMITTEE WORK PLAN DISCUSSION Community Relations Supervisor Penta provided information regarding the development of a committee workplan and encouraged members to consider and contribute additional goals to be discussed and prioritized at the next meeting. C. CIVIC ACADEMY PARTICIPANT SELECTION CRITERIA & PROCESS Community Relations Supervisor Penta provided information regarding the upcoming Spring Civic Academy and requested feedback regarding the selection criteria and process. Individual Committee Members offered commentary as follows. The below points do not necessarily reflect a consensus:  Consider making Civic Academy attendance a requirement for volunteers and City Council candidates.  Solicit interest through community events and utilize existing Committee Members to recruit new participants.  Prioritize residents, employees, and students with connections to Palm Desert communities.  Consider limiting the number of participants.  Add to Facebook as a shareable event. D. PALM DESERT SPEAKER SERIES Community Relations Supervisor Penta provided information regarding the potential for a speaker series and requested Committee feedback. Individual Committee Members offered commentary as follows. The below suggestions do not necessarily reflect a consensus:  Coachella Valley Water District  Burrtec  Vector Control  Higher Learning  Utilities and other regional groups and partner organizations (water, air quality, solar, etc.).  Implications of climate changes  CERT representatives or other options focused on public safety and preparation.  Law Enforcement  Desert Recreation District  The Living Desert Page 6 of 29 Civic Engagement Committee Minutes January 18, 2024 City of Palm Desert Page 3 INFORMATIONAL REPORTS & COMMENTS A. CIVIC ENGAGEMENT COMMITTEE MEMBERS No requests for action. B. CITY COUNTIL LIAISON Mayor Quintanilla provided a welcome message via YouTube recording. Councilmember Kelly acknowledged the need to better promote the City Council’s active presence in various organizations that influence grants and funding opportunities; reported the City recently secured $8M grant through Southern California Association of Governments to enhance flood control particularly along the mid valley channel and north end of the city. C. CITY STAFF Community Relations Supervisor Penta provided information regarding upcoming events and community engagements. Recording Secretary Monique Lomeli announced Committee Member Warmuth’s resignation. D. ATTENDANCE REPORT Report provided; no action taken on this item. 6. ADJOURNMENT The Civic Engagement Committee adjourned at 12:07 p.m. Respectfully submitted, Michelle Nance, Deputy Clerk Recording Secretary ATTEST: Ryland Penta, Community Relations Supervisor Staff Liaison APPROVED BY THE PUBLIC SAFETY COMMITTEE: __/__/2024. Page 7 of 29 Page 8 of 29 Page 1 of 1 CIVIC ENGAGEMENT COMMITTEE CITY OF PALM DESERT STAFF REPORT MEETING DATE: April 18, 2024 PREPARED BY: Ryland Penta, Community Relations Supervisor REQUEST: PRESENTATION AND DISCUSSION OF EXISTING AND NEW ENGAGEMENT METHODS RECOMMENDATION: 1. Discuss how City of Palm Desert staff can better reach diverse communities. 2. Recommend methods or tools to increase attendance at community meetings, gain more online survey responses, and collect stakeholder feedback. BACKGROUND/ANALYSIS: The City of Palm Desert actively utilizes a diverse range of civic engagement methods and tools to foster community involvement and feedback. These approaches encompass :  Hosting community events tailored to specific projects.  Maintaining an interactive online platform called Engage Palm Desert.  Sharing updates and information across social media platforms.  Leveraging online survey tools to gather valuable insights. While our engagement efforts have shown promising signs of growth, our aim is to further optimize our strategies to effectively connect with residents and involve community stakeholders (businesses, students, and visitors) on a deeper level. FINANCIAL IMPACT: There is no financial impact associated with this verbal update. Page 9 of 29 Page 10 of 29 Page 1 of 1 CIVIC ENGAGEMENT COMMITTEE CITY OF PALM DESERT STAFF REPORT MEETING DATE: April 18, 2024 PREPARED BY: Ryland Penta, Community Relations Supervisor REQUEST: APPROVAL OF 2024 CIVIC ENGAGEMENT COMMITTEE WORK PLAN RECOMMENDATION: Approve the 2024 Civic Engagement Committee Work Plan. BACKGROUND/ANALYSIS: At the October 19, 2023, meeting, members of the Civic Engagement Committee (Committee) expressed interest in determining new engagement projects and programs now that the Palm Desert Civic Academy is up and running. This yearly work plan identifies several focus areas for the Committee in 2024. Committee members reviewed these items at the January 18, 2024, meeting and were asked to contribute additional items when discussing the work plan or afterward by email to the Committee staff liaison. Committee Members recommended no further items. Work Plan Items  Identify a comprehensive method for reviewing Civic Academy applications.  Evaluate a Palm Desert speaker series program that features organizations in our community.  Identify Palm Desert and regional organizations to enhance outreach and engagement. Next Steps Once approved by the Civic Engagement Committee, this work plan will be brought to the Palm Desert City Council for review and approval. FINANCIAL IMPACT: There is no financial impact from this work plan. Page 11 of 29 Page 12 of 29 Page 1 of 1 CIVIC ENGAGEMENT COMMITTEE CITY OF PALM DESERT STAFF REPORT MEETING DATE: April 18, 2024 PREPARED BY: Ryland Penta, Community Relations Supervisor REQUEST: PRESENTATION ON THE STATUS AND POTENTIAL PROGRAMMING OF THE NEW MUNICIPAL LIBRARY RECOMMENDATION: Receive and file. BACKGROUND/ANALYSIS: The City of Palm Desert has made the decision to end its partnership with the Riverside County Library System. While this partnership has brought valuable resources and services to our residents for many years, libraries have evolved from serving primarily as book warehouses to a place where people convene, collaborate, and create. They are places where individuals come to learn and discover and where people with similar interests come together to learn from one another and build community. The City of Palm Desert will open a municipal library in July 2024 after a two-month closure for renovations. This change is an opportunity to implement more flexible and responsive strategies to address our growing community's diverse educational and cultural needs, ensuring that our residents have access to the most relevant and efficient library services available. FINANCIAL IMPACT: There is no financial impact associated with this presentation. ATTACHMENTS: 1. Library presentation Page 13 of 29 Page 14 of 29 CIVIC ENGAGEMENT COMMITTEE Gary Shaffer & Shannon Vonnegut Library Services April 18, 2024 Page 15 of 29 AGENDA •Introduction •Overview of Library Services •Transition Timeline •Future of Palm Desert Library 2 Page 16 of 29 THE ROLE OF THE LIBRARY The Palm Desert Library will: •Be open and a welcoming gathering place for all. •Offer free access to educational and entertainment materials (e.g. Books, DVDs, eBooks, Magazines, eMagazines, business resources, health information, etc.). •Make available in-person and online programs and classes. •Provide resources and connectivity. 3 Page 17 of 29 LIBRARY SERVICES MATERIALS Books, DVDs, Magazines, Databases, Business resources, Health Information, etc. 1 PROGRAMS StoryTime, Author Talks, Summer Reading, virtual and in -person classes and popular topic discussions. 2 CONNECTIVITY Fast Wi -Fi, in - library Laptops f or checkout. Connect with folks with similar interests 3 GATHERING PLACE Nonprofit & community group meeting space 4 SAFE PLACE Quiet spaces to contemplate and read. 5 4 Page 18 of 29 PALM DESERT LIBRARY VISION •A Palm Desert filled with promise, progress, play, and prosperity. MISSION •The Palm Desert Library nurtures community well -being through social, cultural and learning experience. VALUES •Curiosity •Discovery •Exploration •Imagination •Health & Happiness 5 Page 19 of 29 TIMELINE City Council moves to separate from the County & forms library task force June 2023 County BOS approves withdrawal City enters into COD lease City establishes library ordinance Feb -Mar 2024 Library closes for a 2 month remodel. Staff to begin community outreach. May 2024 Soft -opening of library. JULY 1, 2024 Grand -reopening. MID -AUGUST 2024 6 Page 20 of 29 Transitioning from County Library to a City Library Riverside County Key Dates 1/3/2024:City Library Director meets with Library Friends & Staff. 3/12/2024: County Board of Supervisors approval of separation 3/15/2024: City Library staff met with the current County Library Branch Staff 4/1/2024:County Circulation limits will begin 4/30/2024: Palm Desert Library closes to the public Frequently Asked Questions (FAQs) Page 21 of 29 PLANNED PROGRAMMING •Weekly Storytimes starting in May •Little Free Libraries launched in May •1 Book/1 Palm Desert Community Read The Library Book launches in May •Summer Reading Kick -Off week of June 10, 2024 •Susan Orlean author of The Library Book appears Tuesday, June 18, 2024 at the UC Riverside -Palm Desert campus 8 Page 22 of 29 OUTREACH OPPORTUNTIES Partner with city marketing to cross - promote future library events and educate the public on the next phase of the renovation plan Partner with youth serving organizations to promote summer reading Possible outreach event opportunities: Farmers Markets Concert in the Park College of the Desert Street Fair Southwest Foodfest 9 Page 23 of 29 JOIN US! Ø The Library Book by Susan Orlean Ø Tuesday, June 18, 2024 Ø Palm Desert, CA Ø Location:UC Riverside, Palm Desert Campus Page 24 of 29 11 FREE LITTLE LIBRARIES •Portola Community Center •Ironwood Park •Palma Village Park •University Dog Park •Joe Mann Park Locations: Page 25 of 29 Library Outreach Vehicle 12Page 26 of 29 “ ” Business opportunities are like buses. There's always another one coming. Richard Branson 13 Library Outreach Vehicle Page 27 of 29 THANK YOU GARY SHAFFER SHANNON VONNEGUT Libraryinfo@palmdesert.gov Page 28 of 29 Page 1 of 1 CIVIC ENGAGEMENT COMMITTEE CITY OF PALM DESERT STAFF REPORT MEETING DATE: April 18, 2024 PREPARED BY: Ryland Penta, Community Relations Supervisor REQUEST: UPDATE AND DISCUSSION ON THE CITY OF PALM DESERT HOMEOWNER ASSOCIATION (HOA) OUTREACH STRATEGY RECOMMENDATION: 1. Receive and file a staff presentation on the City of Palm Desert’s current HOA outreach strategy. 2. Discuss how the City can build upon our HOA outreach strategy and apply this method to non-HOA neighborhoods. BACKGROUND/ANALYSIS: Palm Desert has over 170 HOA communities, ranging from three households to several hundreds of homes. HOAs contribute to the diverse tapestry of our city and play a vital role in shaping large sections of our community. Deepening our collaboration with these organizations is essential to ensure compliance with municipal regulations, increase coordination on issues like disaster preparedness, and ensure that the City is aware and can address the concerns of these communities. On March 26, 2024, the City of Palm Desert held its first City-Wide HOA Community Meeting. The event's attendance included 70 participants in person (plus ten city staff members) and 28 who joined on Zoom. The success of this event speaks to the need for ongoing engagement for HOAs and non-HOA neighborhoods across the City. FINANCIAL IMPACT: There is no financial impact associated with this verbal update. Page 29 of 29