HomeMy WebLinkAboutStaff Report 5.A 09/09/2019DATE: September 9, 2019
TO: Honorable Mayor and Members of the City Council
FROM: Ingrid Alverde, Economic Development Manager
Peggy Flynn, City Manager4P
SUBJECT: Temporary Advisory Committee to Discuss Fairgrounds Community Outreach
RECOMMENDATION
It is recommended that the City Council appoint two Councilmembers to a temporary advisory
committee that will interact with a similar subcommittee of the Sonoma Marin Fair Board, to
achieve consensus on the overarching objectives and community engagement approach for a
public launch for the planning of the City -owned property, most commonly known as the
Fairgrounds. The outreach plan, and subsequent outreach, will help to inform future development
and use of the city -owned property currently leased to the 4th Agricultural District for
agricultural programs.
BACKGROUND
In March 1973, the City leased the property located at 175 Fairgrounds Dr., comprised of 55
acres to the 4th Agricultural District (District). The City wanted to support the District's
agricultural and educational events such as the annual fair and Agriculture Day for school
children. The City entered into a 25 -year lease with the District, which included one, 25 -year
option to extend the lease under its original terms. Subsequent to the first 25 -year term, the
District extended the lease for an additional 25 years, through January 2023. The District wants
to further extend the lease.
DISCUSSION
Over the last five years, the City has met several times with District to discuss their request to
extend the lease. Both the City and the District want to improve the property by replacing
buildings which have exceeded their useful life and to also support the District's programs. Staff
recommends a temporary advisory committee of City Council to meet with members of the
District to discuss shared goals and objectives for community outreach.
The reason for this subcommittee's formation is to discuss an outreach plan with the District so
that a robust and fruitful community conversation can identify community perspectives, priorities
and concerns about the property. This is the first step in determining the guiding principles, base
assumptions, and outreach approaches for the master -planning process for the property.
This preliminary work by the subcommittee would include a day -and -a -half workshop that
includes a listening session with the each of the ad hoc committees, followed by a joint meeting
of both committees, to develop a plan for a community outreach that will inform future plans for
the property. The shared plan, developed jointly by both subcommittees, will be the platform for
the future planning process.
For this initial phase of committee discussion, staff is recommending that these meetings be
internal to allow for ideation and relationship building. Subsequent meetings can be open to the
public, and the planning process will rely heavily upon the engagement of our community.
PUBLIC OUTREACH
This subcommittee, in discussion with the District, will identify the goals and objectives of a
future community outreach campaign. The input from the community outreach will guide a
masterplan for the City property.
FINANCIAL IMPACTS
The first phase of the subcommittee's discussions will be facilitated by an experienced
consultant. The meetings and related staff and consultant work will take place over three days
and primarily involve working with the subcommittees to articulate goals and with the District to
better understand their goals. The work will cost approximately $12,000. There are enough
funds in the FY 2019/20 Economic Development Program budget to cover the cost.
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