HomeMy WebLinkAboutAgenda - 10-16-2012-13 (4)1111•I. •,0"I
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Department of Environment,,
Agriculture, Parks & Recreation
Memorandum
To: Frank W. Clifton, County Manager
From: David Stancil, Director of Environment, Agriculture, Parks and Recreation
Date: October 16, 2012
Re: Comprehensive Parks and Recreation Master Plan - Update
The purpose of this memorandum is to provide an update on the Comprehensive
Parks and Recreation Master Plan project.
In April 2011, the Board approved moving forward with creation of a new Parks
and Recreation Master Plan to update the adopted 1988 Master Plan. A process
for creation of a new plan was considered, and work toward this end began in the
summer /fall of 2011 with a timetable of activities and the solicitation of a
consultant to assist in the preparation and administration of a scientific random -
sample "Community Needs Assessment" survey of County residents.
These surveys are a staple of parks and recreation master plans, and are
required in order for the plan to be considered for future grant funds by state
agencies. After an initial lack of response to the RFP, two UNC- Greensboro
professors were hired as consultants in spring 2012 for this component of the
project, as well as for reports on other Plan subject matter. A technical writer was
also hired to work on two additional sections of the Plan. Funding for the
consultants and other project activities was previously approved as part of the
existing budget.
Since the spring of 2012, work has progressed on the new Master Plan. A status
report on the project was presented to the Board in February, and this item
serves as follow -up to that memorandum.
There are three groups currently formally involved in the master plan process:
• The Parks and Recreation Council, an advisory board of currently 9
residents;
• A Master Plan Team, comprised of five DEAPR staff which are working on
the writing of draft background sections, and coordinating with other
groups on the components of the Plan; and
Orange County Department of Environment, Agriculture, Parks & Recreation
PO Box 8181
Hillsborough, NC 27278
Phone: (919) 245 -2510
Fax: (919) 644 -3351
1111•I. •,0"I
• A Staff Resources Group, with representatives from several other County
departments which work in areas related to the topics in the master plan,
or have subject matter expertise or advice for the effort.
Additionally, an intern from the UNC Masters of Public Administration program
developed and implemented a Youth Survey this summer to serve as a parallel
feedback mechanism from a group that comprises much of the program clientele
for Orange County recreation activities.
The creation of the Community Needs Assessment has been the most
substantial area of work to date, although other work has been done in writing
background sections of the plan and envisioning community outreach. The
Needs Assessment was carefully crafted over three months to ensure scientific
validity and as much simplicity as possible. Based on the County's population
and other factors (including expected return rates), a random sample size of
4,200 households was selected to receive the mailed (postage -paid return)
survey — which went out to residents on September 27. The survey is expected
to take 15 minutes to complete. A reminder postcard was just sent to all
recipients asking them to fill out and return the confidential survey, if not already
completed. The collation, tabulation and evaluation of the surveys will shortly
begin by the consultants, with preliminary results in December and a final report
with survey results in January.
The other major new initiative is planning for the first round of public input
sessions. The approach for these sessions has been developed by the Parks
and Recreation Council and staff and is attached. The first round of sessions is
slated for mid - November, with three meetings planned for the northern, central
and southern parts of the county. The planned agenda for these meetings is also
shown in the attachment. This is the first of three planned rounds of public input
sessions. Other mechanisms for public feedback have been or also will be
created, including focus groups, non - scientific surveys, and social media efforts.
Staff will keep the Board and the public informed of activities through
informational items and other means between now and January, when survey
results and the initial draft of a Plan will be available.
Please let me know if I may provide any additional information.
Copies: Michael Talbert, Assistant County Manager
Parks and Recreation Council
Orange County Department of Environment, Agriculture, Parks & Recreation
PO Box 8181
Hillsborough, NC 27278
Phone: (919) 245 -2510
Fax: (919) 644 -3351
3
Orange County Parks and Recreation Master Plan 2030
Public Outreach and Input Process
Overall
Goals / Global Strategies:
1. Strive to make sure that as many County residents as possible are aware of the Master Plan
project, and that they have opportunities to provide input.
2. Ensure that input is multi- faceted, utilizing traditional and electronic (including social media)
methods, and that the opportunities for interaction occur at different stages of the project
(from early initial idea stages to review of draft plan).
3. Try to reach all segments of the community, especially youth, minorities, disabled, and other
under - represented groups.
4. Strive for transparency in the process of creating the plan, using web updates, wiki pages and
blogs to share information.
Outreach Measures:
1. Community Needs Assessment (4,200 surveys mailed, return postage paid)
2. Youth Survey (summer camps, counselors, school classes)
3. Non - scientific electronic survey (Survey Monkey)
4. Focus Groups
5. Public Input Sessions
6. Regular emails, website updates, Facebook and Twitter postings, wiki pages and possibly blogs.
7. Public hearing (spring 2013)
Evaluation Methodology: TBD
Public Input Session #1 (November 12 -19, 2012)
• Two or three meetings (Option 1- northern Orange and southern Orange; or
Option 2 - northern Orange, central Orange /Hillsborough /Mebane, and southern
Orange /Chapel Hill and Carrboro)
• Identical meeting formats, all within same week or so
• Sufficient locations — ensure room is adequate
Purpose:
• To educate and explain the purpose and rationale of the Master Plan
• To present a synopsis of planned activities and ways citizens can be involved
• To create a master list of interested residents for future meetings and subsequent parks and
recreation issues (email master list)
Meeting Overview:
• Welcome and Overview of This Session — Who we are and what we are doing?
Why we do master plans, what they are used for? Show the old plan, and show the new survey.
Explanation of the process and timetable for the new plan.
4
• Why we Need Public Involvement —
Show and discuss briefly what we have now (facilities and programs). Explain the goal of this
public input — to help us to learn and consider the views of all interested citizens. What should
our parks facilities and recreation programs look like? Do we need more /less? Do we need to
do things differently? How should we work with and coordinate with the municipalities?
Schools? Non - profit or private recreation providers? How can new ideas be implemented and
paid for? We want to know what you (members of the public) think about our future.
• Conduct Small Group Discussions —
Divide into groups, with two staff /PRC - facilitator and note taker. Either assign themes to each
group (1- low- impact parks, nature areas, trails; 2- active or sports parks; 3- recreation
programs) or have mirror -image groups on key target questions. Review some survey questions
related to the theme.
• Small Group Reports — Facilitator takes notes. He or a group member reports back to the whole
group on main points of their discussion.
• Open to reflection on other group ideas, general questions, other ideas and comments.
• Thanks and Adjourn
Tools and Illustrations /Materials:
• Map of existing Parks with facilities listing - orient
• 1988 Parks Map —explain and compare
• Master Plans for existing Parks with photos
• Master Plans for Future Parks
• Program Guides
• Parks Locator Map running on Laptop with Screen and Projector
• Copy of survey
• Refreshments
• Notepads and large pads /pens for group reports
Publicize Meeting Through:
• Newspaper (PSA, ad if necessary)
• Websites (OC, Chapelboro, News of Orange, other)
• Social Media (Facebook, Twitter)
• PSA on WCHL. Orange County TWC channel
• Emails on Recreation list serve, others?
• Flyers to Civic Groups, churches, etc.
• Mailing to previous Master Plan lists
Location of Meetings:
• North and South — or North, South and Central?
Public Input Session #2 (January 2013)
• To be developed
• Survey findings and results, consultant evaluation will be in
• Some sections of plan developed, go over outline and selected sections
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