Currently when the city begins a project, a department will either assign an internal PIS or contract with an approved list of vendors to assign one to act as the external point-person for the project. The External Communications Plan now includes standardized outlines pertaining to when during a project the PIS should engage with the community.
From time to time project timelines get off track because the public process is re-opened after decisions have been made at previous public forums. When additional meetings with the public are held after decisions are made, after the 30 % design, delays occur and generally costs increase. By including the details ahead of time as to what residents will be communicated with during each public engagement opportunity, we believe this could significantly reduce or eliminate this.
The following is the analysis and recommendation for defined public engagement tollgates:
Goals
· Document all questions and responses.
· Teach residents/stakeholders how/when they will be engaged in the process.
o In what capacity would the public feedback be requested.
· Provide Administration and Commission with a clear understanding of controversial items in the early stages.
· Create clear guidelines for gathering community feedback on city projects.
Challenges
· Stakeholders can change
o Staff, Property Owners, Neighborhood Leadership.
· Programs change
o Residents/stakeholders may not be aware of changes in programs/ city policies.
· “Blank Check” expectations
o Residents/stakeholders may expect the city to spend more than what is budgeted.
o Scope Creep
· “Commissioner Override”
o When the Commission interferes in the eleventh hour, it can cause significant delays.
o Commission override can lead to public distrust.
Recommended Road Map for Neighborhood Improvement Projects
Engagement Defined at Budget Process
Final list of projects approved in the capital plan including timeline.
Outreach would include:
· Flyer
· Dedicated email
· Social
· Public Open Houses similar to G.O. Bond with different areas
Engagement Defined at Planning Phase
In the Planning Phase of any future Neighborhood Improvement Project, the Jacobs Engineering Group will be tasked with preparing the Design Criteria Package (DCP.)
· In the development of the DCP an initial public meeting will be held to present the scope of the work that may have an impact, such as:
o Undergrounding of the electrical poles
o Height of the roadway
o On-street parking impacts
o Utility relocations (i.e, water, sanitary sewer)
o Stormwater
o Sidewalk impacts
o Blue/Green Infrastructure
· In the initial meeting, the project team will provide the public an opportunity to comment on the following topics:
o Landscaping
o Street ends improvements
o Multi-modal transportation options (i.e: bike lanes)
Engagement Defined at Design Phase
During the Design Phase of a future Neighborhood Improvement Project, the project team will host a second public meeting to present the conceptual design. The team will present the following:
· Pump station locations
· Width of the roadway
· Number of lanes
· Swale impacts
· Typical roadway cross section
· Roadway elevation
· Impacts to on-street parking
· Sidewalks
· Streets ends
· Plant selection for landscaping
· Phasing and construction sequencing
During the final design, the team will discuss harmonization needs with each property and provide all property owner with an opportunity to make minor changes including the location of the stormwater drains and landscaping placements.
Engagement Defined at Pre-Construction
The pre-construction public meeting will take place to present the following:
· Discuss the Construction Schedule
· What to expect during construction
Engagement Defined During Construction
The project team will provide updates and advisories on a regular basis to the community as well as meet with stakeholders.