Agenda - Council - 07/09/2013 - Laserfiche WebLink

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Based on discussion at the June Council meeting, Staff is proposing the use of a study group to re-engage surrounding property owners. It is proposed a Study group would consist of ten (10) total participants: one (1) Councilmember, one (1) EDA member, one (1) Planning Commission member, five (5) adjacent property owners and two (2) at large property owners. It is estimated, a study group will need to meet 4-6 times. This process can be conducted with existing Staff, consultant services, or a combination of both. Study Group Goal: The purpose of the Study Group is to better understand under what circumstances would a data center development be an acceptable use for the Subject Property. The key outcome of this process is a proposal for Council consideration; which will include (1) further documentation/information addressing specific concerns (2) mitigation proposals addressing specific concerns (3) updated site concept maps. NOTE: The purpose of a study group is IDENTIFY and CONSIDER compromises/ solutions; it is possible the focus group may conclude certain concerns cannot be mitigated. Staff would recommend a hybrid format for the facilitation of the process. Staff would host an initial scoping meeting to review current assumptions and purpose of the study group. Participants would then be responsible for formulating the schedule and content of the remainder of the sessions and be active in coordinating the individual sessions. Due to current Staff workload and service level demands, Staff would recommend that the City Council utilize the assistance of existing professional services/contracted employees to assist with the technical aspects of the process. Staff would recommend that Staff could facilitate the process itself by moderating the sessions. As this parcel is owned by the City, the City Council may want to consider the utilization of an outside, third -party entity/individual for purposes of transparencies and perceptions of conflicts (being both Owner and regulatory authority). This may not be necessary at this stage, but will become more important to consider if an official amendment is to be considered. Listed below are three general alternatives that have been explored to re-engage surrounding property owners. The options range from a traditional approach in which the City lays out the framework and content for each meeting/session to an approach in which the City simply lays out the policy question at hand and allows the participants to set the agenda and facilitate individual sessions. The alternatives to follow are in no particular order in terms of recommended approach. The alternatives are all similar, the main difference being the manner in which the agenda is prepared and how individual sessions are convened. Alternative 1: Structured Process A structured process calls for a specific agenda at each study group meeting. Staff will provide the study group information/ documentation regarding each discussion point before each meeting. Additionally, Staff will allow study group members to submit information they have collected before meetings. At meetings, Staff will provide a brief presentation on specific talking points; then, the study group will discuss and develop comments and mitigation strategies. Every major concern raised by the public to -date will be documented and addressed. The first meeting will outline a list of concerns that will be addressed by the study group; at which time, study group members may make amendments/additions. If certain discussion topics need more or less time than allocated by Staff; adjustments may be made during a meeting. This alternative would entail that the agenda for the process would be set ahead of time by the City and individual sessions coordinated by Staff. See attached outline for detail. Benefits: This process is clear and consistent; and easy to understand and follow. This will provide the City Council with specific/detailed feedback regarding each concern. This will provide efficiencies from an execution/preparation perspective (i.e. the City Council will know the exact content matter that will be discussed at each meeting prior to commencing the process). This will increase the opportunity that the study group will remain on track with the policy question to answer, thereby reducing the possibility of the need for