HomeMy WebLinkAbout042021-05.4
ADMINISTRATIVE STAFF REPORT 5.4
TO: Mayor and Town Council April 20, 2021
SUBJECT: Resolution No. 14-2021, appropriating funds and authorizing the Town
Manager to execute contracts for community engagement software
BACKGROUND
Since the enactment of State Housing Law in 1969, all cities and counties in California are
required to update their Housing Elements in 8-year cycles. The Housing Element is one of
seven mandated elements of the Town’s General Plan and is required to contain policies
and programs that encourage housing development. It must also identify ‘opportunity
sites’ to accommodate assigned housing targets, at specific affordability levels.
In June 2020, the State Department of Housing and Community Development (State HCD)
assigned the San Francisco Bay Area region a housing target of 441,176 new homes over the
next 8-year housing cycle. Of this total, the region’s Association of Bay Area Governments
(ABAG) assigned Danville a minimum of 2,241 units in January 2021. Danville’s housing
target represents a 4-fold increase from the prior housing element cycle and is mandated to
be accommodated in the 2022-2030 Housing Element Update.
At its Study Session on March 9, 2021, the Danville Town Council directed staff to embark
upon a three-phased community outreach effort as soon as practicable.
Phase 1: General education and engagement by providing factual information about the
Housing Element on all Town platforms (underway).
Phase 2: Community engagement on Housing Opportunity Sites (Summer/Fall 2021).
Phase 3: Community input during the adoption process (Spring 2022-Winter 2023).
Community Engagement Software 2 April 20, 2021
DISCUSSION
With the initial phase of the outreach effort underway, staff has evaluated a range of options
to undertake a robust community engagement process in Phases 2 and 3. With the
recognition that virtual public hearings allowed for greater community access and
participation, the outreach team focused on online engagement platforms.
The guiding objective is to select platforms that would provide easy access to complex
information and facilitate greater understanding through interactive tools, allowing the
community to provide meaningful and informed responses. Based on an in-depth review,
it is recommended that the Town secure the services of two vendors:
1. Bang the Table: Provider of online tools purposefully designed for digital community
engagement in both the public and private sectors. This service provider was
selected for their reputation in the engagement field, intuitive online tools, and
administrative security measures. The contract cost for a single project is $15,000.
2. Balancing Act: Provider of an online budget simulation tool, used by both the public
and private sectors. This service provider was selected for their adaptation of this
tool to engage residents on siting assigned housing units. The contract cost for a one-
year license is $8,500.
The cost of these two software license contracts of $23,500, with a $1,500 contingency, would
result in a total cost of $25,000.
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public.
FISCAL IMPACT
Costs associated with the housing element would be appropriated from the Town’s existing
Comprehensive Planning Fee Fund and sufficient funds are available for these costs.
Community Engagement Software 3 April 20, 2021
RECOMMENDATION
Adopt Resolution No. 14-2021, appropriating funds and authorizing the Town Manager to
execute contracts for community engagement software.
Prepared and Reviewed by:
Tai J. Williams
Assistant Town Manager
Attachment: Resolution No. 14-2021
RESOLUTION NO. 14-2021
APPROPRIATING FUNDS AND AUTHORIZING THE TOWN MANAGER TO
EXECUTE CONTRACTS FOR COMMUNITY ENGAGEMENT SOFTWARE
WHEREAS, all cities and counties in California must maintain a General Plan Housing
Element which plans for the housing needs and affordability levels established by the
State Department of Housing and Community Development (State HCD) for each region;
and
WHEREAS, all cities and counties must update their Housing Element on typically 8-
year cycles; and
WHEREAS, the Town adopted the current 2014-2022 Housing Element in 2013. The
process for the 2022-2030 Housing Element is now underway and is required to be
adopted by the Town by January 2023; and
WHEREAS, the Town desires to engage in a robust community education, outreach and
engagement process; and
WHEREAS, online engagement platforms allow for broader, more convenient,
community access and participation; and
WHEREAS, online engagement platforms provide services unique to the public sector
and Housing Element related needs; and
WHEREAS, the Town desires to enter into contracts with Bang the Table and Balancing
Act for software licensing; now, therefore, be it
RESOLVED, that the Danville Town Council hereby authorizes the Town Manager to
execute contract agreements with Bang the Table and Balancing Act to procure software
licensing; and, be it further
RESOLVED, that $25,000 is appropriated from the Town’s Comprehensive Planning Fee
Fund for these purposes.
DocuSign Envelope ID: 1C1A22C5-872B-4268-BBB3-C3BD5E863BC6
ATTACHMENT A
PAGE 2 OF RESOLUTION NO. 14-2021
APPROVED by the Danville Town Council at a regular meeting on April 20, 2021 by the
following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
______________________________
MAYOR
APPROVED AS TO FORM: ATTEST:
_______________________________ ______________________________
CITY ATTORNEY CITY CLERK
DocuSign Envelope ID: 1C1A22C5-872B-4268-BBB3-C3BD5E863BC6