Open Space Advisory Board Agenda and Packet 2019 04 22

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Open Space Advisory Board Minutes February 13, 2019 Page 3 of 4 A. Personalized letters which include specific actions for the property owner are much more effective than a general form letter, as they drastically reduce the number of calls to Rangers to clarify the encroachment & remediation. B. Compliance thank -you letters were much appreciated. Cody and Ember noted that mitigation will be periodically assessed for success (e.g., seeding may not have sprouted/covered the damaged area as planned). Additional restoration will need to be done. David asked if neighboring communities have done this type of project. Cody noted that some communities don't have staff to run this kind of project; Jefferson County rangers sent out letters, but were not as collaborative in tone (e.g., did not offer to work with property owners on inherited encroachments). Ember noted that Lafayette tried to do this kind of campaign several years ago but dropped the effort. Many communities who have had rangers for many years do this on an on -going basis, as Louisville plans to do going forward. 12. Discussion Item: Strategy for Developing and Implementing Key Indicator Surveys A. There are 4 Key Indicators that Council has asked OSAB members to perform directly: (1) OSAB Ranked and Council Reviewed Candidate Parcels; (2) Trail Conditions; (3) Trash Containers rating; and (4) Maintenance of Open Space rating. B. For "OSAB Ranked and Council Reviewed Candidate Parcels", Laura proposed establishing a Tiger Team to develop and recommend a new procedure, and report back to OSAB at March meeting (in preparation for OSAB field -day viewing the properties in early summer). There was general agreement that the current process of rating properties does not need to be revised at this point, and no Tiger Team was designated. Missy noted that the last assessment was done in 2016 and it's probably time to re -do all property assessments, which is an OSAB responsibility. Peter requested written guidelines on how to perform these assessments. Laura noted that the larger spreadsheet with all indices for evaluation will be distributed to new board members, along with maps which show where is property on the list is located. Missy asked if there are additional properties to put on the list, if any properties have been sold, and if any properties can be removed from the list. Laura will draft a work plan for this project, to include pre -requisite information plus Field Day day -of -assessment planning) for review & finalization at the March meeting. C. Laura clarified that the reason Council is asking OSAB to assess the other three key indicators (Trail Conditions, Trash Containers rating, and Maintenance of Open Space rating) is that Council is interested in the public's perception of these items - rather than establishing a community task force to generate perception information, OSAB is being asked to be a "proxy" for the general public. As such, a high-level overview is indicated, rather than the comprehensive, detailed view that staff provides. OSAB consensus is to perform these three surveys, at a general level and not as a substitute for staff work. Mike proposed communicating better ways to assess these topics to the Finance Committee, and Missy and Mike volunteered to establish a short-term Tiger Team to draft this memo for review at March meeting. 4