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HomeMy WebLinkAboutAgenda Packet 1996/02/15 Abt Sfb..V)'t)ec.L Thursday, February 15, 1996 5:30 p.m. Norman Park Center 270 F street Chula Vista, CA NOTICE OF A COMMUNITY WORKSHOP BY THE CITY OF CHULA VISTA NOTICE IS HEREBY GIVEN that the City Council of the City of Chula Vista will be attending a community workshop on Thursday, February 15, 1996 at 5:30 p.m. at the Norman Park Center, 270 F Avenue, Chula Vista. This special workshop will generate input from key, selected individuals in the community for the new Smart Community project. The City of Chula Vista has recently joined forces with San Diego State University, Caltrans, and others in this exciting opportunity. The City of Chula Vista will serve as a model for planning Smart Communities throughout California. A Smart Community provides information and a way for people to communicate electronically. It employs on-line services (such as through internet's World Wide Web) to promote local participation and cooperation among residents and government, leisure, business, education, health care, tourism, non-prOfits, community organizations and other sectors. DATED: February 8, 1996 Beverly A. Authelet, CMC/AAE city Clerk, city of Chula Vista "I declere un1er penalty of perJury that I am em:<rrej b:' the Cl[}' o'f Chuia Vista in the 0, ;ice 0"1- ,"e ';;c",,', '~n~: tr.:::t'". ""os .nd '-...",., '" -'. .C:'"" i.. ",. tUs Aeen- ~L..;e on t:-te OuHe:::n Board at the PUb;~.-9;Z EuJc;ing an .,at CitlL Hall on DATED,';'?' SIGNED'.';J .. . ~ (. . / COUNCIL WORKSHOP AGENDA STATEMENT Item Meeting Date ,,2. 02/08/96 SUBMITTED BY: Director of M~em1nt & Information service~ City Manager"J' {-f'\ (f G REVIEWED BY: WORKSHOP SUBJECT: Chula Vista SmartCommunity -- Council Visioning Session At the October 24, 1995 City Council Meeting Council approved the SmartCommunity contract with San Diego State University which provides the City with $66,960 to conduct a Community outreach program. For the SmartCommunity project, CalTrans is contracting with San Diego State University, who is the primary contractor, and San Diego State University is contracting with the following subcontractors: City of Chula Vista, University of California at Davis, and the Center for the New West. The SmartCommunity contract between SDSU and the City of Chula Vista allows the City to hire a consultant to assist with the community outreach portion of the project. The outreach will assist the City in determining the vision, needs and demands for on-line services for residents and businesses. At the November 21, 1995 City Council meeting Council approved the contract with Stoorza, Ziegaus and Metzger Inc. to facilitate the City's outreach effort. A SmartCommunity is a community that employs on-line services (for example, the Internet, World Wide Web, America On-Line, Compuserve, Electronic Bulletin Board systems) to promote local participation and cooperation among residents, government, business, education, health care and others. A SmartComrnunity provides information and a way for residents and businesses to communicate electronically with people in local government, schools, businesses, industry, non-profits and other community organizations. Potentially a SmartCommunity could produce benefits such as the following: . access to public information at least regarding City services and potentially other community organizations and interests as well . interactivity between the city's residents/customers and City departments for various items such as permitting, paying fees, etc. . greater community participation in public policy issues, and . accommodation of mobility demand via the information highway. In addition, the Smart Community project would also allow the City to determine what technical improvements would need to be in place to meet the goals of: . Providing better service to residents and serving the needs of the community in a more efficient manner. ,1-/ Page 3,. Item Meeting Date .J.. 02/08/96 discuss this with Council in greater detail at this workshop. 2. Several articles about the usage of eJ ectronic mail by public officials. 3. Scope of work from CalTrans - This is the scope of work for the entire SmartCommunity project which will result in the publishing of a guidebook for CalTrans. If Council has any questions prior to the workshop on February, please contact Louie Vignapiano at 476-5319 or Jim Thomson at 691-5031. Attachments: Agenda for this workshop meeting Preliminary list of potential applications Articles concerning electronic mail for public officials Scope of work from CalTrans contract c:\louie\smwkshop.e13 .J.J . COUNCIL VISIONING SESSION AGENDA Thursday, February 8, 1996 4:30 p.m. . 6:00 p.m. . . . . IhDSf pdJJc..secJor senkes alii H tkllvered ~1I1c1ll1y, rmd as Anurk.tI's /lomu let wired, c:it4U11 wU/ /1(11Ie gNater cp,CIIItioM for II luvttn1flDlJ Its! ,'Otraphkally om""'d _ rtiu/rlng II trip to dty ''all, INltor ~'''Ic'u ()r tll, puliUc IlbrlllY _ to " pv.:rnmmt orknnd IUIJUlld ,I<<:lrolllc trllICSoct1tJlU, ocr:uslblt Inm dirys " wed, :u "Olln . day. . Dennis McKc:mla, PubllsherlEdilor ill Chiof GovemmQll Technology Mapzin, 1. IntroductionslProjecl Concept and Goals A. Project Overview B. Status ofChula Vista III a SMARTCommuDity C. Projoct Objective, n. Chula Vw's SMARTCommuDity Nods A. Role of the City Council e. MeeliDg Citizens Neecb nr. Council Discuuion with Staili'Consultmlts ., A. Possible Applications B. CoUaborati vo Efibrts C. Dialogue v. Summary and Next Steps A. Council Member Involvement B. Chula Vista Working Group Participation C. K~ Leader Workshop VI. Adjolllll.ll1cnl Por more !momllioD COIIlIcl LoWI Visnapimo 11151'-476,'319 Visit 0lIl Web Plie II h1!p:llmhlll.tcU\1.odulcleptllllllcommlmw1.lllml Dr ..mIllIl.l1l1vill'llplaao@cl.chuJa.\'ialLCLIlI . . ~ _.. .~.. - -- -..._- - _.. ... . .r ,2:~-'-~'- ... City of Chula Vista SMAR TCommunity Some possible community online information and transaction services: FINANCIAL TRANSACTIONS: pay a parking ticket purchase an animal license purchase a business license purchase a building pennit pay other building fees pay your water/sewer bill make reservations/get tickets for city events make a contribution to the Nature Center buy products from the Nature Center make a contribution to the Library buy products from the Visitor's Center pay library late fees shop locally, check stock at local stores first CO!\1MUNICA TIuN TRANSACTIONS vote voter registration request absentee ballot participate in local issues communicate with elected officials "to make them approachable and accountable - in touch with citizens" sign up for recreation classes, teams, events take a course on sports rules apply for a job take a job related test respond to a Bid Request, an RFP or an RFI obtain sign pennit search for lost property building pennitting library catalog searches for availability, inter-library loans, reserve books, etc. electronic job bids bulletin board chat room. local electronic Town Square. computerized list of "my shopping list" that would print out at the store special interest listservs and newsgroups tutorial on how to use the technology to access the online system price comparison shopping, e.g., te' ,phone localllong distance providers 1 .,2- '} SO!\1E CONCERNS privacy, security equal access, affordable access keep data current keep data accurate cost of implementation freedom of speech vs control of content OTHER ISSUES: single point of access to all community services online use existing technology, too, like TV, telephone, radio to provide information and services coordinate with other organizations that are already involved in these endeavors multi-lingual information Jinks \\ith Tijuana 24 hour access to city services look at WEB models and the means of access from other cities and businesses (don't reinvent the wheel- don't waste dollars) provide information regarding local businesses, churches, restaurants, etc. (involve Chamber of Commerce) role of City as facilitator of this process 3 .,2-7 Monday, JlUIuary 1,1996 E-mail isn't so easy for area lawmakers Only 4 of 22 reply in tuhnology test 'yP~.HUFFSTUTTER SWf Writer Don't expect much of a re- sponse if you send a politician an electronic letter. So say technol- ogy experts. "The most effective way to communicate with government offices right now is through the telephone and fax, because they have mechanisms to deal ",ith those forms of communication already in place; said John Jew- ell. assistant director for infor- mation services with the Califor- nia Research Bw'eau. When the Union-Tribune tried to reach 22 politicians, on- ly four responded. And two of those replies were the e-mail equivalent 01 form letters. The paper queried city. coun- ty, state and national represen- tatives and asked: "What do you think about proposals to begin building a triple-link fence alung the U.S.-Mexico border neat San Diego?" The question, written from a private on-line account, did not identify the author as a reporter. Some offices, such as state Sens. Ray Haynes' and Lucy Kil. lea's, sent an automated re- sponse acknowledging that the mail had 'been received. Others sent nothing at all. After two weeks, the Union. Tribune had received only two direct answers - one from Scott Tillson, chief of staff for San Diego Councilman Harry Mathis, and one from county Su- pervisor Gregory Cox. Tillson, who wrote back one business day later, said Mathis "does not take positions regard- ing legislation by other bodies auch as the state Legislature and Congress, unless that legis. Iation directly affects the city of San Diego. . . . In general, Harry aupports measures to increase the ability of the Border Patrol to deter illegal immigration be- cause of the indirect burden placed on the city." Mathis and his staff like e- mail, according to Tillson, since "it aUows people to respond to us quic1uy, maybe to something they've read in the mominll or heard on the radio." Cox, who took four business days to answer his message. de- nounced the three-fence propos- al, citing that "numerous U.S. Border Patrol agents have ex- pressed their opposition to such a fence out of fear lor their per- sonal safety." The staff at county Supervi- sor Dianne Jacob's office reCOil- nized the author's name as a Union, Tribune staff writer. Some offices, like Supervisor Ron Roberts', just passed the letter around in-house and never sent an answer. Josep~ Farrage, senior legis- lative assistant for Roberts, for. warded a message he sent to a fellow staff member. "We should respond to every e-mail. . . , Ask Dwayne (Crenshaw) to respond. Thanks." Crenshaw. who hanclJes bor. der issues for Roberts, never did. Such delays and nontesponses are common, said Jewell of the California Research Bureau. Experts say most political 01- fices don't respond to electronic messages electronically. In. stead, constituents must ioclude their street address in their e- mail and staff members will send a form letter by regular post. Advocates of on-line democ. ncy suggest that people stick to more traditional modes. "E.mail doesn't create the perception of noise that you want when you do a phone cam. paign; s,"d Shabbir Safdar with the government ",'atchdog or. ganization Voters Telecommu. nications W- ,ch. "If the .taff," doesn't like your positiJn, ',t can del'.e it and no one k'loWS the 'uffer. enc:e.- r .)-/ / Lawmakers, Internet fail to click .1P~.HUFFSTUTTER SLaffWriter In 1992, Ross Perot did more than just push the conventional politi~1 bound- aries when he ran for president. He . stirred the imagination with talk of a futuris- tic democracy powered by electronic town- hall meetings. After all, he pointed out, each generation has used its emerging technologies to find new ways to communi~te. The telephone. The radio. The television. Why not the personal computer? Everyone from city council members to civil libertarians is touting e-mail. the World Wide Web and electronic bulletin boards as the<:ure for public apathy in the politi~1 pro- cess. ,? -/,7 . Most locallewmekers queried lailto answer reporter', e-mailletter.-A.20 Thanks to the computer, they promise, in- dividuals again have the power to partici- pate. In fact, I recent poll found that more than one in four California registered voters said they would like to go on-line to get election information in the future. Despite all this Internet cheerleading. electronic democracy remains an elusive dream. Though politicians glibly talk about e-mail and the Web, very few use these tools See E.mlll on Page A-20 ,. " - Contract 1151 X717 Sman Communities -- Work Plan Page I of 9 GliIDELL'lES FOR DEVELOPING "SMARr C01'.1MUNlTIES IN CALIFORNIA EXHIBIT.F no WORK PLAN San Diego State L'niversity. the contractor. is responsible for the completion at' all work described herem. There are live groups oi tasks which conSl1tute the work: snual10n analysis. community outreach. gUidebook. dissemination of results, and project administration and coordi..ation. l SITUATION ANALYSIS This task grou!, provides the foundation ior the remaining tasks. It is intended that the inventory and analYSIS for this project be based on lessons learned irom Caltrans' \VorkSman project and DaVIS Communny Network projects and conducted as an early outgrowth of the Caltrans strategic plan to develop the "Electronic Highway alternal1ve". The contractor will conduct the following actiVllies: A. Literature Review To establL,h basis for prototype "Sman" corrununity developed from lessons le'rned in WorkS mart project. Davis Corrununity Network project, and related projects by Caltrans and others working to develop the "electrOnic highway alternal1ve". The following tasks will be reqUired to complete the literature review process: I. Conduct on-line searches and identify resources. dat?bases. and exisl1ng inventories. ~ Identify and review white papers. legislation. etc. a. Caltrans projects b. CommunllY networks and BBS c. Components of sman corrununities d. Educational institutions 3. Review funded smart community projects: a. Federal I:-ITIA. NSF. etcl b. States c. Foundations d. Private sector projects 4. Summarize. repon and make repon available through the World Wide Web. ,2 -/...5'" ..... Contract #51X717 Sman Communities -- Work Plan Page 3 of 9 PRODL'CT: Cpon approval from Caltrans. wnnen document and World Wide Web postmg that lists programs. projects and initiatives concernmg the Information Highway. Reproducible briefi!1g materials I text. overheads and handouts I for oral presentation and leave-behind events. C. Analvsis of Situation Assess the opponunies for the creation of "sman" communlIles in California: 1. Assess the following aspects of "sman" communities: a. Individuals' needs b. Tools c. Technical infrastructure d. Institutional infrastructure , Coordination with Caluans TDM strategies 3. Value of smart communltles for California 4. Summarize. write repon and make repon available through the World Wide Web. The analysis task will be initiated in the 20th week of the project and continue until the 34th week of the project. The following specific assignments will culminate m an assessment of the silUatior.. Task Area Tools T ~chnical Infrastructure Individual Needs Institutional Infrastructure Caluans Stratel!les Smart Communnies Documents and World Wide Web posting Institution Lead SDSU / UC DaVIS SDSU / UC DaVIS UC Davis UC Davis SDSU / UC Davis Center for New West SDSU I UC DaVIS PRODUCT: Upon approval from Caltrans. wrinen document and World Wide Web posting assessing snuation. Reproducible briefing materials (text. overheads and handouts I for oral presentation and leave-behind events. The Situation Analysis task group will represent 10 percent of the total project budget. II. COMMUNIlY OUTREACH Through another contract. Cahrans is looking at community telecommunications mobility when the drivers are forces other than the municipality itself. In that proJect. the community groups have taken the lead and the local govenment is a belated panicipant. Through this task group a companion model will be explored wherem the driving force is the muniCipality. which must seek out the diverse groups in the community for panicipation. These twO mode ISm one from the grassroots up and one from the top down---bracketthe spectrum for creation of "sman" communities. The results from this "I-I? - - Contract #51X717 Sman Communities .- Work Plan Page 5 of 9 .t. Pursuant to I1.A.3. administer subcontract ior outreach consultant services and ensure full coordinallon oi said consultant' s work wllh work oi rest of project tearn. B. Conduct community needs assessment per the plan. including: 1. Public workshops 1. Scenario building workshops 3. Council Visioning workshops C. Evaluate community response for va;ue added to City/community, addressing: I. Technical issues and feasibility 2. Economic feasibility 3. Local public policy issues .t. Estimated mobility beneiit D. Prepare financing strategy and implementation recommendallons for subminal [0 the City Council. E. Summarize. write report and make report available through the World Wide Web. The Community Outreach task will be initiated in the first wc.ek of the project and continue until the 39th week of the project. The following specific assignments will culminate in a document detailing the community outreach process performed in Chula Vista: Task Area Task group plan Community Facilitation anri community contacts Local and Internal Coordination and City Council approval Analysis Action Strategy Documentation and World Wide Web posting Institution Lead Chula Vista / SDSU Chula Vista I Outreach sub / Center for the New West/SLlSU Chula Vista Chula Vista /UC DaVIS / Center ior the New West Chula Vista / SDSU UC Davis I Center for the New West/ Chula Vista PRODUCT: Upon approval from Caltrans. wriuen document and World Wide Web posting that details the community outreach process and identifies the services required by the residents and businesses oi Chula Vista. Reproducible bnefing materials (text. overheads and handouts) for oral presentation and leave-behind events. The Community Outreach task group will represent 50 percent of the total project budget. ,2--11 -.' . ~ j Task Area CommunllY Networks Sman Communities Community Preparation Government Services Educational Services Communitv and Social Services Work and Commerce Marketing (including Community Relations and Development) Communitv Orsranization and Involvement Document'assemblv. validation. revision. completion and World Wide Web posting ,',j. Contract #51 )(717 Sman CommUnllles .- \Vork Plan Page 7 of 9 Institution Lead UC DavIs SDSU ; Center for the New West UC Davis CC Davis; Chula Vista SDSU ; UC Davis SDSU Center for the New West SDSU ; Chula Vista; UC Davis UC Davis; Chula Vista SDSU ; Center for the New West; UC DavIs. Chula Vista PRODCCT: L'pon approval from Caltrans. WrItten document and World \Vide Web posting of first-cut draft gUIdebook. ReprodUCIble briefing materials (text. overheads and handouts I for oral presentation and leave-behind events. The Guidebook task group will represent 25 percent of the total project budget. IV. DISSEMINATION OF RESULTS Tr:s task group will document the lessons learned from the project and prOVide recommendations for further action. It will enable Caltrans to communicate the results [0 others In a document for publication and via the World Wide Web. It will also provide Caltrans with information on whether to supplement with a conference. video or CD/ROM to announce the results and explain the project to local officials and other panies interested in "Sman" communities for Califorr.ia. Submit press release to house organs of regional and statewide organizations serving cities. counties. and special districts. with goal of stimulating anicles in their publications. The contractor will conduct the following activities: A. PreDare final reno" 1. Circulate draft document to appropriate reviewers for input and submit report to Caltrans for review and comment. 2. Make changes as necessary and create final report. Obtain Caltrans approval to issue tinal report document for public consumption. B. Dissemination Methods Recommend means and cost estimates of on-going information dissemination (to be funded laterl including. but not limited to the following alternatives: Announce project results at conferencel s l. Determine '.vhether the Froject can suPPOrt a one-day Issues conlerence and wh~ther to partiCipate (piggyback) In the conferences of key players. e.g. Chambers ot Commerce. CSAC. League of Cities. special district associations. regional cO'lncil meetings. etc. -2-..2/ . - Contract #51 X717 Sman Comrnunllies -- Work Plan Page 9 of 9 B. Coordination tasks 1. Provide information to Caltrans districts and other interested pames as project progresses. using audio and video conferencmg whenever pracucal. , Establish communications and full coordinauon with related Caltrans TDM and telecommunications mobility projects mcluding statewide strategic plan for TDM marketing (and reglOnal partnershIps for TDM marketing), TDM elements of regional overall work plans I OWPs) implemented through Metropolitan Plannmg Organizations, the statewide strategic plan for telecommunications mobility and subsequent projects. and all telecommunications mobility contracts being managed by the Caltrans Office of Transponation Demand Management or Caltrans district offices. :1. Hold a proJect-concluding briefing for Caltrans distrIcls and selected headquarters program representauves (list to be supphed by Caltrans J. Task Area Principal Investigator I Project Administration Project management. coordination and reponing Institution Lead SDSU SDSU I Center for the New West PRODUCT: Fully managed. coordinated and documented proje~' pursuant to contract documents, including administration of subcontractors. status repon and invoice submittals. delivery of products and adherence to project schedule. The Project Administration and Coordination task group will represent 5 percent of the total project budget. . .' eJ~4