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Planning Commission –Comprehensive Plan Update <br />Minutes –Wednesday, January 25, 2017 <br /> <br />Page 6 <br />subcommittee, if one or more could make it, at least they would have been <br />191 <br />informed. <br />192 <br />Ms. Collins reiterated that, to the extent possible, staff would do so. <br />193 <br />Member Bull opined that if staff and the consultant could schedule themselves, it <br />194 <br />was up to the liaisons to schedule themselves, depending on their flexibility. <br />195 <br />Ms. Collins advised that staff would continue to coordinate with the City Manager <br />196 <br />and Planning Commission Chair. <br />197 <br />Chair Boguszewski suggested that for clarification, staff should notice the entire <br />198 <br />Commission on ALL meetings to avoid any omissions. <br />199 <br />Member Murphy suggested that the Planning Commission mailing list be <br />200 <br />included on all meeting notices, allowing him to track the activities and ask <br />201 <br />questions after they’re held. Member Murphy noted that if he didn’t know, he <br />202 <br />wouldn’t know what to ask; and suggested staff “bury them” in email notices. <br />203 <br />Ms. Perduadvised that they would coordinate with staff accordingly. <br />204 <br />Member Daire expressed appreciation to Chair Boguszewski for “hanging tough” <br />205 <br />on that since the Planning Commission had been tasked to serve as the steering <br />206 <br />committee for this plan update; he opined that the communication has to be very <br />207 <br />clear. <br />208 <br />With the remaining meetings scheduled, Ms. Perduadvised that she didn’t <br />209 <br />anticipate this short of a notice in the future; but assured the Commission that they <br />210 <br />would get their act together in that regard. <br />211 <br />Regarding the remainder of engagement options, Ms. Perduadvised that they <br />212 <br />mostly consisted of online surveys for visioning and directions respectively; and <br />213 <br />reviewed intended media notices and mailings, flyers at key locations, and social <br />214 <br />media and website announcements. <br />215 <br />Regarding intercept boards, Ms. Perdunoted that 10-12 locations were being <br />216 <br />considered (e.g. schools, cafeterias, libraries, community centers, Nature Center, <br />217 <br />malls, grocery stores, Target store, and various events at multi-family housing and <br />218 <br />service sites). <br />219 <br />Ms. Perduadvised that “meetings in a box” options would be prepared and <br />220 <br />available for project teams to put together materials and a script for check-out of a <br />221 <br />box for small gatherings wherever and whenever convenient and would be <br />222 <br />advertised and scheduled as the process moves forward. If people from <br />223 <br />community organizations took on such an option, Ms. Perdunoted that they often <br />224 <br />had more success in reaching their group than a city official would. <br />225 <br />Member Murphy sought clarification on the “meeting in a box” concept with <br />226 <br />content and assembly done as needed, with Ms. Perdunoting one set of questions <br />227 <br />would be provided and run as often as there appeared interest in doing so, and <br />228 <br />replicated for check-out as needed. Regarding the need for training of a facilitator, <br />229 <br /> <br />