Comprehensive Plan ‐ City Council Ad Hoc Committee

Comprehensive Plan - City Council Ad Hoc Committee Monday, December 11, 2023 @ 5:30 p.m. Location: ZOOM Meeting Type: Posted with General Participation Members: Alyssa Garza, Jane Hughson, Shane Scott MEETING NOTES 1. Call to Order The meeting was called to order by Mayor Hughson at 5:37 pm. 2. Establish a Purpose Statement for the Committee Staff presented the Purpose Statement: Review and discuss the proposed VisionSMTX Comprehensive Plan Document. Assess the need for additional outreach and mechanisms for soliciting additional public input on the Plan. Provide recommendations for consideration by the full City Council at the time of adoption. Councilmember Garza made a motion to approve the Purpose Statement, seconded by Mayor Hughson. The motion carried 3-0. 3. Citizen Input There were no speakers. 4. Receive a staff presentation and hold discussion on the 2023 timeline for adoption of the Comprehensive Plan. Amanda Hernandez provided a high-level overview of the timeline. The Committee gave direction to staff to update the timeline and add a link to the agenda and meeting video for each meeting in the timeline and to add the timeline to the www.visionsmtx.com website. 5. Receive a staff presentation and hold discussion on the proposed outreach campaign and methods for gathering public input on the Comprehensive Plan including a timeline and possible recommendation resolution to City Council. Amanda Hernandez provided an overview of the Outreach Campaign. Councilmember Garza requested to go back to discuss Item 4 after discussing Item 5. The committee gave direction to revise the survey questions as follows:  Question 1: Please review the Summary of Changes Table and provide the number of the item about which you have concerns.  Question 2: Please provide specific changes you would like to propose.  Question 31: Do you have any comments on the Comprehensive Plan (please provide specific page number, section title, or topic from the Plan document, as applicable)?  New Question added at the end of the survey: Do you have any comments or suggestions on the process? The Committee voted 3-0 to use the following survey options: 1. Hard Copy / Written responses 2. Online Survey 3. Konveio The Committee provided direction for staff to use the Outreach Campaign presented along with the following additions:  Use the communications department to reach community partners.  Staff to determine utility billing cycles for a direct mailer option. Utility billers are mailed on the 16th, 24th, 1st, and 8th of the month.  To provide flyers for organization events.  Any other methods determined. The committee gave direction to launch the survey after the January 16 City Council Meeting and to update the timeline as necessary to accommodate utility billing inserts. Staff to include this and the survey close date to the Committee prior to the January 16 City Council packet. 6. Approval of the December 11, 2023, Meeting Notes. Mayor Hughson made a motion to approve the minutes, seconded by Councilmember Garza. The motion carried 3-0. 7. Citizen Input The following citizens spoke:  Diana Baker  Lisa Marie Coppoletta (LMC) Councilmember Scott requested a list of members who were on the Comprehensive Plan Steering Committee.  8. Determine meeting type and future agenda item(s) for next meeting, if necessary, establish a date and time for the next meeting, if appropriate, and name subject matter experts, if any, for inclusion in said meeting. The Committee discussed that at the January 16, 2024, City Council meeting, the Council can direct the Committee on what should be discussed at their next meeting. The committee provided the following direction:  Meeting Type: General Participation  Meeting Date: Staff and the Committee will work together to determine the meeting date and time. 9. Adjourn. This meeting was adjourned at 7:47 p.m.