[bouldercouncilhotline] Hotline: RE: P&DS Advisors

[cmosupport at bouldercolorado.gov]

Sender: Rait, Maureen

Hi Lisa,

Thank you for your comments and questions.   I will follow up and provide responses in early January. 

Please let me know if there are any concerns with the proposed timing.

Best wishes during the holidays!

Mo 


-----Original Message-----
From: Lisa Morzel [mailto:lisamorzel at gmail.com] 
Sent: Tuesday, December 23, 2014 8:25 AM
To: HOTLINE
Subject: Re: P&DS Advisors


Hi Mo,

Thanks so much for the detailed responses. The response prompts a few comments and questions which I raise in the order of the responses. 

First, I am surprised to learn, as a long-time council member, that this group even exists. I do not recall being informed of its existence. What other "advisory" groups exist in the city?  Why has not council been informed of these groups?  How many are there?

Second, staff responds that:
> As mentioned previously, P&DS Advisors are a customer / stakeholder group that is convened by staff on a quarterly basis.  The group was originally formed as part of the efforts to better integrate the city's services related to the development process over ten years ago when the Planning and Development Services Center was created. The group's mission is to:
> 
> ".. advise the P&DS management team on administrative improvements to the development review, technical document, building permit and inspection processes.   Meetings provide the opportunity for customers to offer suggestions about improvements and provide feedback on changes proposed by staff."

Key word here is "stakeholder" and how it is defined. Stakeholder: a person, group, or organization that has interest or concern in an organization.  Stakeholders can affect or be affected by the organization's actions, objectives, and policies.

I remember over 20 years ago arguing the term stakeholders when north Boulder planning attempts were underway in the early 1990's.  At first, only property owners of large parcels, developers, architects, and others associated with development/redevelopment were considered to be the only stakeholders.  The residents argued successfully and rightly so that residents indeed were the primary stakeholders given the fact that the number of residents potentially affected is several orders of magnitude greater than the "seated" stakeholders and had several orders of magnitude greater investment collectively invested in their properties, etc.  So I am amazed that  still after all these years of arguing who should be included in that term, staff still does not consider residents to be stakeholders. This has to change.

Third, should not the tax-paying residents of Boulder be considered the city's primary customers?  Residents pay hard-earned taxes for city services, right?

Fourth, staff states: "We maintain a list of customers who have expressed interest in participating in these meetings.  We send out emails in advance to confirm the meeting date and time.   We meet in the community room of Alfalfa's."  
How have these  meetings been noticed?  How do people learn that these meetings exist, in case they may want to attend?  Many residents have expressed long-time interests in the space developed in our public realm. Key word here is PUBLIC. 

Fifth, "The meetings are not considered public meetings and are neither noticed nor recorded.  Staff maintain notes of meetings and structure agendas to focus on topics of potential interest and we provide general updates, such as the status of filling vacant staff positions."
Since city staff is attending these meetings and I assume are being paid their salaries (paid for by the taxpayers) during these meetings, why would these meetings not be considered public?  Certainly a group of 40+ individuals is large enough to be public.  Certainly interested members of the public should be able to attend these meetings.
When was the last meeting? What was the topic(s) of discussion?
Please send City Council members notes and agenda structure of the meetings from the past year so we are able to understand more about this group. 

Sixth, "As you may recall, the city is in the process of replacing several key systems including its development tracking software.  Stakeholder feedback has been used to inform the business process updates that relate to that software replacement.   Additionally, the city's website and GIS systems support all customers and have been updated and improved in response to customer feedback.   In particular, staff is working to roll out a more effective online tool/map for the public on current development review projects."
This is all good and I am certain our interested residents also could provide important feedback that would additionally inform improvement to our key systems. 

I would like to see the rest of Councilmember Young's questions answered in detail:
1. how are advisors selected?  Who selects them?
2. What kind of business and/or process improvements/suggestions have resulted from these meetings?

Is the list provided by Charles Ferro the most current?  I notice Kirsten Snobeck is listed as the liaison to Landmarks Board yet she no longer serves on that board. 
When is the next meeting scheduled?

I request Council discuss the role of this group at our upcoming retreat under planning issues.

Thank you in advance for responses to my comments and questions. 

Lisa
303-815-6723

720-530-4080

A republic is a political order in which the supreme power lies in a body of citizens who are entitled to vote for officers and representatives responsible to them.
Also a group of people working as equals in the same sphere or field.

"Politics is what we create by what we do, what we hope for, and what we dare to imagine."  Paul Wellstone 1944-2002

On Dec 22, 2014, at 10:20 AM, "Rait, Maureen" <RaitM at bouldercolorado.gov> wrote:

> 
> Hi Mary,
> 
> Charles Ferro is taking some well-deserved vacation over the holidays.   Provided below are responses to your questions about the P&DS Advisors' group.
> 
> As mentioned previously, P&DS Advisors are a customer / stakeholder group that is convened by staff on a quarterly basis.  The group was originally formed as part of the efforts to better integrate the city's services related to the development process over ten years ago when the Planning and Development Services Center was created. The group's mission is to:
> 
> ".. advise the P&DS management team on administrative improvements to the development review, technical document, building permit and inspection processes.   Meetings provide the opportunity for customers to offer suggestions about improvements and provide feedback on changes proposed by staff." 
> 
> We serve a wide array of customers and this group includes advisory board members, architects, attorneys, contractors, civil engineers, commercial and residential developers, representatives from Boulder Housing Partners, neighborhoods and property management companies and local businesses.  
> 
> We maintain a list of customers who have expressed interest in participating in these meetings.  We send out emails in advance to confirm the meeting date and time.   We meet in the community room of Alfalfa's.      
> 
> The meetings are not considered public meetings and are neither noticed nor recorded.  Staff maintain notes of meetings and structure agendas to focus on topics of potential interest and we provide general updates, such as the status of filling vacant staff positions.
> 
> As you may recall, the city is in the process of replacing several key systems including its development tracking software.  Stakeholder feedback has been used to inform the business process updates that relate to that software replacement.   Additionally, the city's website and GIS systems support all customers and have been updated and improved in response to customer feedback.   In particular, staff is working to roll out a more effective online tool/map for the public on current development review projects.   
> 
> The Information Resources Manager, Administrative Services Manager, Chief Building Official, Development Review Manager for Public Works (PW), Development Review Manager for Community Planning & Sustainability (CP&S), the Deputy Director of CP&S, the Executive Director of PW and the Executive Director of CP&S typically attend these meetings.   
> 
> 
> Please let us know if additional information would be helpful.
> 
> Susan Richstone
> Deputy Director of Community Planning & Sustainability 
> 
> Maureen Rait
> Executive Director of Public Works 
> 
> 
> 
> -----Original Message-----
> From: Young, Mary 
> Sent: Thursday, December 18, 2014 10:25 AM
> To: Ferro, Charles
> Cc: HOTLINE
> Subject: RE: P&DS Advisors
> 
> Hi Charles, 
> 
> A few questions have come to mind:
> 
> 1. How are advisors selected?
> 
> 2. Can a non-industry professional member of the public become an advisor?
> 
> 3. Are the meetings noticed?
> 
> 4. Are the meetings open to the public?
> 
> 5. Are they recorded, and if they are, where can the public find the audio?
> 
> 6. Are meeting minutes kept? If they are, please provide links to the minutes.
> 
> 7. What kind of business and/or process improvements/suggestions have resulted from these meetings?
> 
> 8. Who from staff attends the meetings?
> 
> Thank you.
> 
> Wishing you the best for a happy holiday season,
> 
> Mary Dolores Young
> Boulder City Council Member
> 303-501-2439
> ________________________________________