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Eighteen -Month Assessment of Sunshine Ordinance <br />April 1, 2014 <br />Page 3 <br />Assessment — The Planning Division required notification to property owners within 500 -feet <br />administratively prior to the Sunshine Ordinance. The adoption of the ordinance formalized this <br />requirement and added occupants as well as property owners. Similar to the enhanced noticing <br />requirements for Community Meetings, producing notices for both owners and occupants was <br />initially challenging for applicants who were not required to hold a community meeting. The <br />identification of several qualified vendors who can produce the required mailing lists has <br />effectively eliminated issues with this requirement. The City is also in the process of integrating <br />its addressing and mapping databases which potentially will allow the City to generate these lists <br />in the future. The initial phase of this integration process is complete and staff has begun testing <br />mailing label creation for use on future projects. No changes or additions are recommended for <br />this provision. <br />Access to Contract, Bids and Proposals (section 2 -154) <br />Description — All Requests for Proposals are to be maintained in a central repository and <br />available for public inspection <br />Assessment — The documents are all maintained on the Finance Department Purchasing <br />Division website (http: / /www.santa- ana.org /bids - rfps /default.asp). There were some changes in <br />processes that needed to occur to ensure coordination of all City Department. The operating <br />procedures are being updated as the Purchasing Division moves towards eProcurement services <br />with PlanetBids. There are no changes to this section of the ordinance recommended at this <br />time. <br />Postina of Calendars of Citv Officials (Section 2 -155 <br />Description — Calendars of City Council and key City staff are to be available on the City's <br />website on the tenth business day of the month. <br />Assessment— By Council action on June 17, 2013, the date that the calendars are required to <br />be available on the website was changed from the first of the month to the tenth of the month. <br />This change provides staff with the time necessary to complete and post the calendars in <br />accordance with the provisions of the Ordinance. There are no changes recommended for this <br />provision. <br />5 -year Strategic Plan (Section 2 -157) <br />Description — On October 15, 2012, the Mayor and the City Council adopted the Sunshine <br />Ordinance to enhance transparency and foster community engagement. An element of the <br />Sunshine Ordinance is the development of a five -year Strategic Plan to re- establish the City's <br />mission, vision and goals to guide the City's future. In early 2013, the City Council established a <br />Strategic Planning Ad Hoc Council Committee to provide guidance in the strategic planning <br />process. The 5 -year Strategic Plan is to be prepared and submitted to the City Council no later <br />than the end of Fiscal Year 2013/14 and at least every five years thereafter. <br />65A -3 <br />