Minutes_Long Range Planning Advisory Commission 3 25 19 Copyrighted
April 15, 2019
City of Dubuque Consent Items # 1.
ITEM TITLE: Minutes and Reports Submitted
SUM MARY: Airport Commission of 3/25;Arts and Cultural Affairs
Advisory Commission of 3/22; Catfish Creek Watershed
ManagementAuthority of 3/6; 4/4; City Council
proceedings of 4/1; Community DevelopmentAdvisory
Commission of 3/20; Five Flags Civic Center Commission
of 3/25; Historic Preservation Commission of 3/21 ; Historic
Preservation Commission Fair Committee of 3/21; Library
Board of Trustees Council Update#181 of 3/28; Long
Range Planning Advisory Commission of 3/20; Resilient
CommunityAdvisory Commission of 4/4; Zoning Advisory
Commission of 4/3; Zoning Board of Adjustment of 3/28;
Proof of publication for City Council Proceedings of 3/18.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File
ATTACHMENTS:
Description Type
Airport Commission Minutes of 3/25/19 Supporting Documentation
Arts and Cultural Affairs Advisory Commission Minutes Supporting Documentation
of 3/22/19
Caffish Creek Watershed ManagementAuthority Supporting Documentation
Minutes of 3/6/19
Caffish Creek Watershed ManagementAuthority Supporting Documentation
Minutes of 4/4/19
City Council Proceedings of 4/1/19 Supporting Documentation
Community De�lopmentAdvisory Commission Minutes Supporting Documentation
of 3/20/19
Five Flags Civic Center Commission Minutes of Supporting Documentation
3/25/19
Historic Preservation Commission Minutes of 3/21/19 Supporting Documentation
Historic Preservation Commission - Preservation Fair Supporting Documentation
Committee Minutes of 3/21/19
Library Board of Trustees Council Update#181 of Supporting Documentation
3/28/19
Long Range Planning Advisory Commission Minutes of Supporting Documentation
3/20/19
Resilient Community Advisory Commission Minutes of Supporting Documentation
4/4/19
Zoning Advisory Commission Minutes of 4/3/19 Supporting Documentation
Zoning Board of Adjustrnnet Minutes of 3/28/19 Supporting Documentation
Proof of Publication for City Councl Proceedings of Supporting Documentation
3/18/19
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MINUTES
CITY OF DUBUQUE LONG RANGE PLANNING ADVISORY COMMISSION
REGULAR SESSION
5:30 p.m.
Wednesday, March 25, 2019
City Council Chamber, Historic Federal Building
Commissioners Present: Chairperson John Pregler; Commissioners Ron Collins,
Charlie Winterwood, and Michael Wright.
Commissioners Excused: none
Commissioners Unexcused: Alan Vincent
Staff Members Present: Laura Carstens and Chris Happ Olson.
CALL TO ORDER: The meeting was called to order by Chairperson Pregler at 5:35
p.m.
CERTIFICATION OF COMPLIANCE: Staff presented an Affidavit of Compliance
verifying that the meeting was being held in compliance with the lowa Open Meetings
Law.
MINUTES: Motion by Wright, seconded by Collins, to approve the minutes of the
February 25, 2019, meeting as submitted. Motion carried by the following vote: Aye —
Collins, Pregler, Winterwood, and Wright; Nay — None.
WELCOME:
Chairperson Pregler and Staff Member Carstens welcomed newly appointed
Commissioner Tyler Stoffel, who was present in the audience, and invited him to step
forward. Mr. Stoffel stated his interest in getting involved, and his background as a
formerjournalist. He stated this is the first time he has become involved in government.
Chairperson Pregler noted that this is a good time to join the Commission as it works to
implement the Comprehensive Plan, as the Commission and City are learning during
the process.
PUBLIC HEARINGS: None.
ACTION ITEMS:
Implementation of the Imaqine Dubuaue Comprehensive Plan:
Chairperson Pregler introduced the memo and updated the Commission on the
process, including continuing meetings with the City Manager and request for a work
session between the Commission and the City Council. He stated that the challenge is
to engage the City Departments, City Boards and Commissions as well as the public.
Minutes — Long Range Planning Advisory Commission Page 2
The hiring of Teska Associates to help implement the plan is a key strategy to help
follow the Call to Action.
Staff Member Carstens referred to the budget memo and informed the Commission that
City Council has approved a $20,000 budget for FY 2020, extending the Teska
Associates contract for the Implementation of the Comprehensive Plan for an additional
year. Of that, $5,000 is reserved for marketing to help educate the public.
Chairperson Pregler added that this allows the City to develop a framework and process
for the implementation, and that outreach follows the steps of framework and process.
He stressed the importance of building the tools and framework being developed to help
manage the process.
Commissioner Collins asked if Teska is subcontracting the marketing component, to
which Staff Member Carstens replied it would be a mix of both the City's and Teska's
responsibility. She clarified that the City's role is production, while Teska develops
content and framework during the process.
Chairperson Pregler asked staff for an update on the City organizational side of the
process. Staff Member Olson provided an update on the development of internal
communication systems, outreach to partners, and development of the systems for
collecting and managing data. She stated that in order for our Technical Team, which
includes representation from the Commission and the Resiliency Commission as well as
outside organizations to be prepared, there needs to be background work prior. That
work has included the development of a Communication Systems working group for
both internal communication and outreach. The creation of a Data Types working group
helps with identification, collection and integration of data systems. This in turn helps us
to address the plan's Call to Action's categories, subcategories and individual
recommendations. She stated that we are using the Socrata open data collection
system within the City, the STAR community rating indicators, and drawing on other
partners' data systems to inform the process.
Staff Member Carstens added that the Equity Indicators align with each of the City
Council goals. She mentioned that staff will arrange a demonstration in April on the
open data and communication systems.
Chairperson Pregler shared that at the Data Types meeting it was determined that
Microsoft SharePoint was an ideal platform to use for collecting information and
managing communications for the plan's implementation. This can help us manage the
reporting dashboards and organize the information.
Chairperson Pregler stated it was suggested that we utilize one subcategory to model to
demonstrate what the systems can do and if it works, then we can build out for each
category of the plan. He suggested using Food (referring to the Call to Action page
10.13) as a mockup of how the SharePoint site can work as a management tool. Food
has action items, interest from the community, working partners, and data available.
Information Services Manager Chris Kohlmann started building out this section to show
what is possible.
Minutes — Long Range Planning Advisory Commission Page 3
Commissioner Winterwood suggested outreaching to the Community Board of Health
which is leading the Community Health Planning and Assessment which would be a
good partner with synergy. Additional suggestions were Dubuque Eats Well and the
Dubuque Food Policy Council as potential partners. Discussion followed, including a
consensus among Commissioners to use Food as a model for the SharePoint site.
General discussion followed regarding the capabilities of the SharePoint site and the
complexities of engaging external partners and the Collective Impact Model.
Chairperson Pregler stressed that it is a long-term plan, and that we should not expect
to take on all parts of the plan immediately.
Staff Member Carstens informed the Commission that Chairperson Pregler is taking the
lead with engaging the City Manager in the process, and that a schedule is being
developed for updates through the year. Chairperson Pregler relayed that the City
Manager stressed the importance of:
. Respecting the policy and priorities role of City Council;
. Respecting the City Manager form of government, with the Commission in an
advisory role, understanding the City Manager is in tune with departments, City
Council and the budget; and
. Ensuring that the Commission request is practical and actionable.
Discussion of the potential work session followed.
ITEMS FROM PUBLIC: None.
ITEMS FROM COMMISSION: None.
ITEMS FROM STAFF: None.
ADJOURNMENT: Motion by Winterwood, seconded by Collins, to adjourn the March
25, 2019 Long Range Planning Advisory Commission meeting. Motion carried by the
following vote: Aye —Winterwood, Wright, Collins, and Pregler; Nay — None.
The meeting adjourned at 625 p.m.
Respectfully submitted,
Laura Carstens, Planning Services Manager Adopted