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HomeMy WebLinkAboutAgenda_HAB_11.16.2020Notice of Meeting for the Housing Adv isory B oard of the City of Georgetown Nov ember 16, 2020 at 3:30 P M at Teleconference T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay Texas at 711. The r e gular me e ting wil l conve ne at 3:30pm on N ove mber 16, 2020 via te le confe re nc e. To participate , ple ase c opy and paste the we blink into your browse r: Weblink: https://bit.ly/3lyzY Cl Webinar I D: 995-5934-8886 P assword: 884527 To participate by phone: Call in numbe r: (301)715-8592 or Toll-F re e: 877-853-5257 P assword: 884527 Citizen comme nts are acc epted in thr ee differ ent for mats: 1. Submit written comme nts to pl anning@geor getown.or g by 2:30p.m. on the date of the mee ting and the Re cor ding S ec re tary will r e ad your c omments into the r ec ording during the item that is being discussed. 2. L og onto the me e ting at the link above and "r aise your hand" dur ing the item 3. Use your home /mobile phone to call the toll-fre e numbe r To join a Zoom mee ting, c li ck on the l ink pr ovi de d and join as an attende e. You wil l be asked to e nte r your name and e mail addr ess (this is so we c an ide ntify you whe n you are c all e d upon). To spe ak on an ite m, c li ck on the "R aise your H and" option at the bottom of the Zoom me eti ng webpage onc e that i tem has opened. Whe n you ar e cal le d upon by the R e cor di ng Se cr etar y, your de vi ce wil l be re mote ly un-mute d by the Administr ator and you may spe ak for thre e minute s. P l e ase state your name c le arl y, and whe n your time is over, your de vice will be muted again. Use of pr ofanity, thr eate ning language, slande rous r emarks or thr eats of Page 1 of 27 harm are not allowed and wil l re sult i n you be ing imme di atel y r emove d fr om the mee ting. Regular Session (T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose authorized by the O pen Meetings Act, Texas G overnment C ode 551.) A Discussion on how the H ousing Advisory B oard virtual conference will be conducted, to include options for public comments and how the public may address the Commission -- Sofia Nelson, C N U-A, P lanning Director P ublic Wishing to Address the B oard O n a s ubjec t that is posted on this agenda: P lease fill out a speaker regis tration form whic h can be found at the Board meeting. C learly print your name, the letter of the item on which you wish to speak, and pres ent it to the S taff Liais on, preferably prior to the start of the meeting. You will be c alled forward to speak when the Board cons iders that item. O n a s ubjec t not posted on the agenda: P ersons may add an item to a future Board agenda by filing a written request with the S taff Liais on no later than one week prior to the Board meeting. T he reques t must include the s peaker's name and the spec ific topic to be addres s ed with sufficient information to inform the board and the public . F or Board Liaison c ontact information, pleas e logon to http://government.georgetown.org/c ategory/boards -commissions /. B At the time of posting, no persons had signed up to speak on items not on the agenda. L egislativ e Regular Agenda C C ons ideration and possible action to approve the minutes from the O ctober 19, 2020 meeting. - Mirna G arcia, Management Analys t D P resentation and dis cus s ion on neighborhood assoc iation programs . S usan Watkins, AI C P, Hous ing C oordinator E P resentation and dis cus s ion of planning activities for the S an Jose and Track R idge G ras s hopper neighborhood plans -- Nat Waggoner, P MP, AI C P Long R ange P lanning Manager and S usan Watkins, AI C P, Housing C oordinator F Update from the Hous ing Advisory Board C hair. Lou S nead, C hairperson. Adjournment Ce rtificate of Posting I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily acc es s ible to the general public as required by law, on the _____ day of _________________, 2020, at Page 2 of 27 __________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said meeting. __________________________________ R obyn Dens more, C ity S ec retary Page 3 of 27 City of Georgetown, Texas Housing Advisory Board November 16, 2020 S UB J E C T: D iscussion on how the Housing Advisory Board virtual conference will be conducted, to include options for public comments and how the public may address the C ommission -- S ofia N elson, C N U -A, P lanning D irector IT E M S UMMARY: F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: Andreina Dávila-Q uintero, AI C P, C urrent P lanning Manager Page 4 of 27 City of Georgetown, Texas Housing Advisory Board November 16, 2020 S UB J E C T: C onsideration and pos s ible ac tion to approve the minutes from the O c tober 19, 2020 meeting. - Mirna G arc ia, Management Analyst IT E M S UMMARY: F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Mirna G arcia, Management Analys t AT TAC H ME N T S: Description Type Meeting Minutes Exhibit Page 5 of 27 Housing Advisory Board Page 1 Minutes October 19, 2020 City of Georgetown, Texas Housing Advisory Board Minutes October 19, 2020, at 3:30 p.m. Teleconference: https://bit.ly/32zfvqo The regular meeting convened at 3:30PM on October 19, 2020 via teleconference at https://bit.ly/32zfvqo. Webinar ID: 955-8310-4911. To participate by phone: Call-In number: (312)626-6799 or Toll-Free 833-548-0282. Password: 667440. Public Comment was allowed via the teleconference option; no in-person input was allowed. Board Members present: Lou Snead, Chair; Mary Calixtro; Wendy Cash; Linda Sloan; Charles Collins Board Members absent: Nikki Brennan; Grayson Smith Staff present in-person: Susan Watkins, AICP, Housing Coordinator; Nat Waggoner, AICP, Long Range Planning Manager; Sofia Nelson, Planning Director; Mirna Garcia, Management Analyst The Meeting was opened by Chair Snead at 3:32 p.m. Regular Session A. Discussion on how the Housing Advisory Board virtual conference will be conducted, to include options for public comments and how they public may address the Commission – Sofia Nelson, Planning Director Public Wishing to Address the Board B. As of the deadline, no persons were signed up to speak on items other than those posted on the agenda. Legislative Regular Agenda C. Consideration and possible action to approve the minutes from the September 21, 2020 meeting. - Mirna Garcia, Management Analyst Motion to approve Item C as presented by Calixtro. Second by Collins. Approved (5–0). D. Update from the Housing Advisory Board Chair. – Lou Snead, Chairperson. No updates at this time. E. Presentation and discussion on neighborhood association programs. – Susan Watkins, Housing Coordinator Watkins updated the Board; there will not be a meeting held in December due to the holidays, but there will be a meeting in November. Page 6 of 27 Housing Advisory Board Page 2 Minutes October 19, 2020 Staff provided the Board background and the purpose of developing a program to support interested neighborhoods in developing a neighborhood association. The Board reviewed examples of neighborhood association programs from several cities in Texas, including Bryan, Amarillo, Plano and San Antonio. Feedback requested from the Board is: 1. What is the most important service we can provide to neighborhoods interested in establishing an association? 2. Do you have additional ideas for how City can support establishment of neighborhood associations? 3. Are there neighborhoods you can identify that would benefit from creation of a neighborhood association? The Board stated that communication was the most important service the City can provide to neighborhood associations. The Board stated it was important to get information to neighborhoods not only through the website, but also through direct outreach to residents. The Board asked if there were funds for covering costs for creating flyers or sending mailers. The Board noted the importance of highlighting the differences between Neighborhood Associations and Homeowner’s Associations since some residents in older neighborhoods are not interested in a mandatory association that can regulate property and that some residents purposefully move into neighborhoods without that type of regulation. The Board recommended talking to established neighborhood associations to learn what has worked well. The Board discussed language on the current Housing.Georgetown.org website regarding the benefits of neighborhood associations and asked that more specificity and possibly examples be provided for the listed benefits. The Board also asked questions about the neighborhood association notification process, and asked staff to explain how residents are notified of projects. Waggoner explained the notification process, including notification to residents that live within the 300-foot boundary of proposed projects. F. Presentation and discussion of planning activities for the San Jose and Track Ridge Grasshopper neighborhood plans – Nat Waggoner, PMP, AICP Long Range Planning Manager and Susan Watkins, AICP, Housing Coordinator Staff provided an overview of the presentation given at the October 13th City Council Workshop where the Council was updated on the outreach and project plan activities completed with neighborhood representatives since the August 11th workshop. Neighborhood representatives partnered with City staff to survey both the San Jose and Track Ridge Grasshopper (TRG) neighborhoods to gather resident concerns and expectations for a neighborhood plan. Survey results for each neighborhood were reviewed Page 7 of 27 Housing Advisory Board Page 3 Minutes October 19, 2020 with the Boards. The resident input was used to develop objective statements for each neighborhood and inform the plan scope. The proposed scope was reviewed by the neighborhood leader core teams. The San Jose Neighborhood Plan Scope includes the following objectives: - Preserve and promote San Jose as a safe, quiet neighborhood with caring neighbors, through information sharing and intentional engagement - Celebrate San Jose as a place of culture and history - Support access to homes, San Jose Park and Annie Purl Elementary through improve traffic, parking and sidewalk solutions - Enable San Jose residents to stay in the neighborhood and promote compatible development and investments in rehabilitation and infrastructure TRG Neighborhood Plan Scope includes the following objectives: - Protect TRG long term residents by reducing and removing challenges to staying within the neighborhood - Identify and preserve the key character defining components of the neighborhood and ensuring compatible new development - Improve mobility including transportation and parking, sidewalks and streetlights - Maintain and promote TRG as a place of culture and history - Maintain and promote TRG as a safe place to live - Maintain public space and infrastructure Based on preliminary discussions with planning professionals, it is estimated that a budget of $60-90k per plan would address the outlined objectives with a qualified team and complete the planning activities below: - Engagement of neighborhood - Document existing conditions - Evaluate alternatives - Develop a layered implementation plan - Implementation of high impact, short term recommendations Council gave direction for staff to move forward with a Request for Proposals for both plans and return to Council on December 8, 2020. Adjournment Motion to Adjourn by Collins. Second by Snead. Approved (5-0). The meeting was adjourned at 4:55 p.m. __________________________________ _______________________________________ Approved, Lou Snead, Chair Attest, Linda Sloan, Secretary Page 8 of 27 City of Georgetown, Texas Housing Advisory Board November 16, 2020 S UB J E C T: P res entation and disc ussion on neighborhood as s ociation programs. S us an Watkins , AI C P, Housing C oordinator IT E M S UMMARY: S taff will provide an update from the O ctober Board feedbac k on developing a program to support interes ted neighborhoods in developing a neighborhood assoc iation. F ollow up from O ctober HAB meeting O utreac h to recommended neighborhoods Learning from establis hed NAs C larified webs ite language on NA benefits R enter involvement researc h R eview possible pilot program F eedback reques ted from the Board is : 1. Do you have rec ommendations or c onc erns for possible pilot program? F IN AN C IAL IMPAC T: None at this time. S UB MIT T E D B Y: S usan Watkins, AI C P, Hous ing C oordinator AT TAC H ME N T S: Description Type Pres entation Pres entation Page 9 of 27 NEIGHBORHOOD ASSOCIATION PROGRAMS HOUSING ADVISORY BOARD: NOVEMBER 16, 2020 Page 10 of 27 PRESENTATION AGENDA •Follow up from October HAB meeting •Review potential pilot program Page 11 of 27 FEEDBACK REQUESTED Do you have recommendations or concerns for potential pilot program? Page 12 of 27 FOLLOW UP FROM OCTOBER HAB MEETING •Outreach to recommended neighborhoods •Learn from established NAs •Clarified website language on NA benefits •Renter involvement research Page 13 of 27 NEIGHBORHOOD OUTREACH •Different needs/levels of needed assistance expressed •Discussed potential partnership with SEGCC for neighborhoods needing assistance Page 14 of 27 LEARN FROM ESTABLISHED ASSOCIATIONS •Talking to neighborhood roundtable 12/10 •Q1 neighborhood roundtable on best practices from NA Page 15 of 27 CLARIFY NEIGHBORHOOD ASSOCIATION BENEFITS •Keeping informed of news/decisions that affect the neighborhood. •Platform for distributing information (for example, periodic newsletters) •Creating a unified voice (a collective voice is a stronger voice). •Communicate concerns around development, public improvements, public safety •Providing an effective communication link with the City of Georgetown. •Registration for Neighborhood Roundtables (communication quarterly meetings) •Registration for land use change notifications •Building relationships and strengthen communication among neighbors. •Creates a sense of community among residents •Capacity to resolve neighborhood issues together •Host community events Page 16 of 27 RENTER RESEARCH •Renters can participate in voluntary associations •In Plano, Multi -Family communities can register with the City in same way as single -family neighborhoods •Same communication, access to programs Page 17 of 27 WEBSITE RESOURCE “How to start a neighborhood association” for the website includes: •What is a Neighborhood Association? •Initial steps •Formalizing the Neighborhood Association •FAQs Page 18 of 27 POTENTIAL PILOT PROGRAM Program can help with: 1.Outreach to residents •A group of neighbors can receive assistance with greater neighborhood outreach either through door hangers like the survey or possibly through utility billing inserts 2.Assist neighborhood with identifying organization’s purpose, mission, structure and roles 3.Provide example bylaws (rules the neighborhood agrees to for their organization) •how often meetings are held, how the meetings are conducted, how many people are on the board, the duties of the various offices of the board 4.Assist with registering with the city (i.e. creating a boundary map) 5.Partnership with SEGCC where appropriate Page 19 of 27 FEEDBACK REQUESTED Do you have recommendations or concerns for potential pilot program? Page 20 of 27 NEXT STEPS •Continued outreach and further work on pilot program Page 21 of 27 City of Georgetown, Texas Housing Advisory Board November 16, 2020 S UB J E C T: P res entation and disc ussion of planning ac tivities for the S an Jos e and Trac k R idge G rasshopper neighborhood plans -- Nat Waggoner, P MP, AI C P Long R ange P lanning Manager and S us an Watkins , AI C P, Hous ing C oordinator IT E M S UMMARY: S taff will provide an update on the progress s inc e the O c tober 13th C ity C ouncil Works hop when s taff was directed to move forward with a R equest for P ropos als for both neighborhood plans and return to C ouncil with a budget estimate on December 8, 2020. 1. R F P releas ed 10/23/20 2. P re-bid meeting 11/4/20 3. Q ues tions submitted on 11/6, answers on 11/9 4. R F P close date 11/16/20 F IN AN C IAL IMPAC T: T he sc ope of the neighborhood plans will drive the c os t to prepare both plans. P reliminary es timates identify a need for $200,000 to c omplete both neighborhood plans. S UB MIT T E D B Y: S usan Watkins, AI C P, Hous ing C oordinator AT TAC H ME N T S: Description Type Pres entation Pres entation Page 22 of 27 SMALL AREA PLAN UPDATE TRACK RIDGE GRASSHOPPER (TRG) & SAN JOSE NEIGHBORHOODS HOUSING ADVISORY BOARD: NOVEMBER 16, 2020 Page 23 of 27 AGENDA 1.Recap 10/13/20 Council direction 2.Review RFP schedule 3.Next Steps Page 24 of 27 10/13 COUNCIL DIRECTION Release RFP and come back with firmer cost estimates Page 25 of 27 REQUEST FOR PROPOSALS https://gtowntx.ionwave.net/PublicDetail.aspx?bidID=1548&ret=OPEN&pg=0&bidNumber=&title=&type=&org= o Released RFP OCTOBER 23, 2020 o Pre -proposal meeting will begin at 2PM central time on November 4, 2020. o Deadline for Questions and Inquiries 5PM CST NOVEMBER 6, 2020 o Proposals Closing Date and Time 2PM CST NOVEMBER 16, 2020 o City’s Review of Proposals NOVEMBER 17 –20, 2020 o Council Workshop December 8, 2020 o Date for Finalist Virtual Interviews or Presentations DECEMBER 14, 2020 o Earliest Award by City JANUARY 2021 Page 26 of 27 NEXT STEPS •12/8 Council Workshop –review budget estimates from RFP Page 27 of 27