In the past, all project communications and outreach were previously handled directly by the department overseeing each project.  In February, the City Manager created the Neighborhood Affairs Division (NAD) with the purpose of increasing the quality and consistency of communications within our community, but also increasing the level of collaboration between city departments — ensuring that our residents are fully informed and educated on everything they need and may want to know.  Since the creation of the NAD team, they have worked to create best standards for keeping the community informed about projects and impacts to neighborhoods. 

The Mayor and Commission previously accepted the External Communications Plan, which includes the creation of a project charter, guidelines for project outreach and states that all outreach for a project be placed on the website for ease of access for all residents.  With the adoption of the external communications plan, any new project that started would follow this guideline.  To date, all active projects are following guidelines provided in the RISE guide, including the creation of a project charter for Public Outreach needs.  Additionally, the NAD also created a new web portal where all city projects are listed.  The new web portal creates a one-stop shop for residents looking to become more engaged with the city. From information on citywide projects to details on new initiatives and resources for residents and stakeholders, the new Neighborhood Affairs Division portal provides residents with yet another avenue to stay up to date with the city.

In addition to the external communications plan, residents are able to stay informed on projects by signing up for automatic email updates when a keyword is mentioned on any commission or committee agenda through the MB Resident Connect portal and are also able to stay informed on anything that triggers a notice by signing up for the Resident Right to Know messages.  Both are available at www.mbresidentconnect.com.  

Currently, when a new project is beginning the design phase, the Neighborhood Affairs Division team is notified by the department overseeing the project and they then begin creating a database for that area and send notices via email and/or conduct door-to-door outreach.  During the design phase, public meetings are triggered at 30% and at 90% for some larger projects.  A project that is in construction would then begin to receive bi-weekly updates about what to expect regarding any neighborhood impact and what is currently being done with the project.  Communication about projects, including meeting notices and project updates may be sent via direct mail, email, door hangers and/or posted on the website. 

Communications to residents and neighborhoods are done through multiple channels.  Most commonly through e-blast. Email databases are created for a neighborhood when a project begins and are typically compiled through door-to-door contact.  Realizing that Miami Beach has a high level of part-time residents or households that don’t have someone at home during the day, this can sometimes yield a limited list.  To remedy this, the city has also built a strong relationship with neighborhood, community and condominium associations that we communicate with on a regular basis, so they are also able to share City information with their residents. 

The pandemic, while it has brought its challenges, has also offered an opportunity to connect with residents in a new way.  Through the use of the Zoom platform we are seeing a drastic increase in resident participation, thus ensuring our residents are better informed on city projects and updates.

The Neighborhood Affairs Division has created a plan to better keep residents informed on projects.  The following tools and guidelines have recently been created and are being implemented by the team:

1.     Creation of project web pages where all project communications are housed

2.     Hold meetings with all departments in August/September of each year where the NAD team will learn of all projects that have been approved in the upcoming fiscal year budget.  This list will then be placed in the fall issue of MB Magazine, which is mailed to every residential household, notifying them of all approved projects for the upcoming year and providing the NAD website for further details. 

3.     The NAD will be working on building resident email databases by working closely with other city departments that may have lists such as:

a.     Water bills

b.     Parking registrations

c.     BTR lists for businesses

4.     Sending direct mail pieces to notify neighborhoods of major project changes or impacts.

a.     Major changes or impacts will be determined per the definition in the Residents Right to Know ordinance.

5.     Continuing the use of Zoom virtual meetings in conjunction with in-person meetings – including post-pandemic – as this has shown a drastic increase in resident participation in meetings.