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HomeMy WebLinkAbout2015-0915_Public_Forum MRSC - Communication and Citizen Involvement Techniques http://mrsc.org/Home/Ex lore-Topics/Governance/Citizen-Participati... U,b 1. c. I'- a rtw.rx (1ane_ L ) Communication and Citizen Participation Techniques Introduction Our communities are increasingly made up of diverse groups that have diverse interests and obtain information in different ways. A rapidly changing world means that traditional approaches for gathering feedback may be less effective today. Busy schedules mean that citizens will appreciate convenient, comfortable, and quick ways to stay informed about government services and community issues, and also to register their views on them. Technology offers new opportunities for quick and cost-effective ways to distribute information, as well as reaching out and involving citizens. New variations on public meetings and other improved outreach toots can allow a more thorough vetting of issues and exchange of information that results in more widely embraced plans and projects. Local governments will have different communication needs and a varying need for citizen comment or involvement depending on the particular type of situation. At times, local governments will simply want to get information to citizens about a new service or program, an upcoming event, important issues, or a temporary service disruption. At other times, communities may want to gather information or opinions from citizens, or even recruit citizens to study issues in depth and provide advice. At other times, it will be desirable to work directly with the public and even partner with citizens to develop alternatives, creative ideas, and solutions to community-wide concerns. There have been several interesting efforts to categorize a "spectrum" of participation levels and to develop matrices that can be helpful in considering which type of participation technique is best fitted for specific participation needs and specific situations. Probably the first and still one of the best frameworks is the IAP2's Public Participation Toolbox (http://iap2.affiniscape.com/associations/4748/files/06Dec Toolbox pdf) prepared by the International Association for Public Participation. The National Coalition for Dialogue and Deliberation built on this framework to develop its Engagement Streams (http://www.ncdd.org/files/NCDD2010 Engagement Streams. df spectrum and tools matrices with increased emphasis on techniques involving higher levels of engagement. Finally, a draft Portland (OR) Public Involvement Tool Kit (http://www.r)orttandontine.com/shared/cfm/image.cfm?id=137141) (Public Participation Spectrum, and Public Involvement Tools by Category) is a useful local government-developed aid for choosing the right tool for the right participation need. The most effective community involvement programs use a combination of approaches to reach a wide cross section of the community. This Page highlights some of our favorite ideas for getting the word out, for obtaining public feedback and for involving citizens in shaping the plans and programs that significantly affect their lives. Public Meeting Formats that Facilitate Public Participation Public hearings are required in many situations and assure, at a minimum, the rights of interested citizens to attend and/or testify. Even so, format city hall and courthouse settings can be intimidating, and hearings can sometimes be dominated by those who are more comfortable with public speaking. Such hearings may not be the best way to encourage comment from a wide cross-section of community residents and may not fit into citizens' busy schedules. The format of hearings often leaves little, if any, room for reasonable discussion, give or take, or response I of 12 9/12/2015 7:52 AM MRSC - Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... to prior testimony. Instead, it is important to conduct a thoughtful public process in advance of the public hearing. Local governments are trying new approaches to meeting with citizens and make it easier for citizens to express their opinions and for local officials to understand citizen needs. Scheduling convenient times and providing comfortable settings encourages participation. Opportunities for face-to-face exchanges can facilitate understanding and a balancing of diverse interests. This section highlights a number of meeting approaches to supplement required hearings that can be tailored to fit a variety of situations. A combination of these approaches can generate a better understanding of issues, attract a wider spectrum of participation, and involve citizens in shaping better decisions for the community as a whole. Open Houses, Workshops, and Forums • Jefferson County Open House Series and Road Show (http://www.co.mefferson.wa.us/commdevelopment /ShorelinePublicOutreach.htm#SMP Open House Series) to update citizens on Shoreline Master Plan progress, 03/2007 - Impressive series of community outreach meetings around the county. Each drop-in open house event featured poster displays, a repeating slideshow, an interactive digital mapping station, and a comment form. Earlier road show meetings included audience participation activities. • Mountlake Terrace Town Center Planning Gets Citizen Involvement Award (http://www.cityofm[t.com /cityHappenings/pdf/pressReleases/2007 PR/070918 Press Release Award APA TC.pdf) - Mountlake Terrace is the winner of a Citizen Involvement Award from the Washington State Chapter of the American Planning Association to recognize the City's Town Center multi-pronged planning and citizen involvement process. The process included neighborhood roundtables, a developer forum, 3 design workshops and 3 open houses in addition to public hearings. o A Vision for the Mountlake Town Center (http://www.cityofmit.com/cityServices/planning/townCenter /pdf/TC Plan December2009 Fnl.pdf) - See "How the Plan was Created" for further description of the workshops and citizen participation. • Planning Public Forums: Questions to Guide Local Officials (http://www.ca-itg.org/sites/main/files/file- attachments/2007 - planning public forums 0 pdf), Terry Amster, Institute for Local Government, 2007 - Useful questions to ask and design considerations for deciding what type of forum will best provide feedback and information that decision-makers need. • Redmond Overtake Design Charrette (http://www.google.com/urt?sa=t&rct=J&q=&source=web& cd=1&ved=OCFsQF-iAA&url=http%3A%2F %2Fwww ci redmond wa us%2Fcommon%2Fpages%2FUserFile aspx%3Ffileld%3D12455& ei=BOwQUOS3AYGFiAI<t4lGIBQ&usg=AFQJCNFvLDcj4bm8-Ddl5xa2a7olW4NXXw), 05/06/2006 - Two-day workshop utilized visual preference survey, map exercises, developer forum, and small group roundtables to develop a preliminary concept plan for an urban center. • Redmond Involvement (http://www redmond.gov/cms/one.aspx? portalld = 169 &pageld =1 4 0 8 5). See Livable Redmond Final Report: Redmond Livable Redmond: A Community Conversation about Sustainability (http•//www redmond gov/common/pages/UserFile.aspx?fileld=33214),11/03/2010 - The widely publicized Livable Redmond Event included an open house with displays, keynote speaker, dinner buffet, small group discussions, and a wrap-up session. Focus Groups/Small Group Processes Focus group meetings provide particularly fertile ground for understanding the unique needs and interests of various 2 of 12 9/12/2015 7:52 AM MRSC - Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... community or business groups. They are designed to get at the unique perspectives/opinions of specific groups, to benefit from the groups' shared knowledge, and to understand how various groups would be affected by programs or policies. Participants are selected based on what they share in common. Other types of small group approaches may involve a broader cross-section of members. They generally encourage free expression and interaction. The back-and-forth exchange of information can lead to a creative combining of ideas and balancing of interests to refine alternatives or create entirely new solutions. Some communities break a larger audience into small "roundtable" discussion groups to focus on specific issues following a presentation to the entire audience. In either approach, the small group setting offers a more comfortable setting for speaking freely, listening, and interacting to others. Focus Group Articles • Can You Call It a Focus Group? (http://www.extension.iastate.edu/Publications/PM1969A.pdfj, Methodology Brief, Iowa State University Extension, 05/2004 - Useful brief on distinguishing features between focus and other small groups, uses and inappropriate uses of focus groups • Federal Highway Administration Public Involvement Techniques for Transportation Decision-Making: Small Group Discussion Techniques (http://www.fhwa.dot.gov/planning/public involvement/publications/techniques /chapter02.cfm#b4) - Very useful, brief overview of a variety of small group discussion techniques and their uses • Focus Groups: A Guide to Learning the Needs of Those We Serve (http_//oqi.wisc.edu/resourcelibrary/uploads /resources/ Focus Group Guide.pdf), Office of Quality Improvement, University of Wisconsin - Madison, 2007 - Brief and useful guide about interviewing "customers" in groups to get in-depth information about their needs. The groups are generally groups with different interests and needs such as neighborhood residents, business community, developer, and others. Focus Group Examples • Boulder, CO Community Sustainability - Meetings-in-a-Box - Community Dialog - Summary Report (https://documents.bouldercolorado.gov/weblink8/0/doc/20681/Pagel.aspx), 01/2008 -The city supplemented a more broadly distributed survey by creating a hosted meeting process designed to reach underrepresented populations. See especially Introduction: Project Background. See also Community Dialog Meetings-in-a-Box Appendices (https://documents.bouldercolorado.gov/WebLink8/0/doc/20675/Pagel4.aspx) - Includes meetings-in-a-box materials and discussion guide, and verbatim responses • Olympia Solid Waste Focus Group Summary (http://otympiawa.Rov/documents/Zero%20Waste /Append ix%201.pdf), 08/2006 - Olympia devised a particularly fruitful application of this technique. The city convened three focus groups consisting of representatives from three different industrial sectors with different types of waste streams (food, paper, and construction waste) to examine business waste generation and recycling practices and the challenges and possible strategies for reducing waste. • Sammamish Community Center Focus Group Research Executive Summary_(http://www.ci.sammamish.wa.us /files/document/7938.pdf), 06/2011 - Presents results from small group process on community center with clearly defined objectives • Spokane Meeting in a Box (/Co rporate/med ia/Med iaLi b rary/Sam pieDocuments/GovDocs /s71-meetinginabox.pdf), June-July, 1996 - The ultimate in comfort and convenience - a unique, and award- winning self-guided growth management plan workshop designed to be held in living rooms, community clubs or whenever and wherever convenient! Still a great outreach idea! • University Place Resident Focus Group 2011 Report (http://cityofup.com/Media/file/City%20Manager 3 of 12 9/12/2015 7:52 AM NIRSC - Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... /UP%20Focus%2OGroup%2OReport%202011.pdf), 04/24/2011 - Professionally designed small group process to gather citizen perceptions on University Place and gather feedback for developing an effective city performance measurement and communication program. Includes meeting materials. Task Force/Advisory Committees for Specific Plans or Issues Citizen advisory committees are appointed to study and provide comments and advice on a (sometimes ongoing) program, project or set of issues. Members meet regularly to provide ongoing input and advice over the duration of the project. They may represent a cross-section of the community, or may be a set of people with knowledge or concerns about a particular issue. A task force is similar in some respects, but is assigned a specific task, often with a time limit for reaching a conclusion and resolving a difficult issue, subject to ratification by official decision-makers. Task forces are sometimes rather large groups in an effort to include representation from a variety of affected interest groups. The task force is often charged to work toward consensus. • Issaquah Task Force - I<lahanie Study (http://www issaquahwa.gov/index.aspx?NID=1264&ART=3531&ADMIN=1) - City appointed an annexation area advisory task force to advise the city on its annexation study, and on effective communication to the public about the study and proposed annexation • Kent Citizen's Task Force (http://kentwa.iZov/content.aspx?id=5510) - Citizens provide community perspectives and advise city council on a transportation master plan Making Meetings Fun • Orton Family Foundation (http://www.orton.org/) o Community Planlt (http://www.planningtootexchange.org/toot/community-pianit) - This online, interactive game, built by Emerson Professor Eric Gordon, brings people together over the course of several weeks to complete planning-themed missions. Players walk away with a better understanding of planning, more interest and capacity to change their communities, and great ideas for their communities. o Photography Contests (http://www.planningtoolexchange.org/toot/photography-contests) - Photography contests invite submissions from residents for photography on a certain topic - usually character of community or special places. Generally disposable cameras are distributed to participants. The sponsoring jurisdiction can offer prizes for best/most popular series, but the main objective is to stimulate interest, ideas and broader attendance, particularly for efforts like community visioning. • Renton Benson Hill Community Plan (http://rentonwa.gov/uploadedFiles/Business/CED/planning /2013/BensonPlan Final Adopted 2013-10-14.p4f) (See Part 2 - Public Engagement) - After some initial unsuccessful efforts to grab attention, the city achieved success by piggybacking on neighborhood events, such as picnics, and mixing in some fun with the community plan outreach. A particularly successful mobile workshop was combined with a Moonlight Movie night event that was cross-promoted with the community plan outreach effort. Also see Benson Hill interactive website (https://rentonwa.gov/bensoncommunity/). • Snoqualmie Town Hall Encore at Cascade View Elementary June 30 (http://www.ci.snoquatmie.wa.us /DesktopModules/Bring2mind/DMX/Download aspx?Command=Core Download&Entryld=12963&Portalld=0& Tabld=273), News Release, 06/14/2010 - Root Beer Floats are part of the attraction! Outreach for Diverse Representation at Meetings • Multnomah County, OR - County offers 90-minute brown bag Diversity Outreach Workshops (http://web.mu[tco.us/oci/diversity-outreach-workshops) to train staff in creatively expanding outreach to cultural 4 of 12 9/12/2015 7:52 AM MRSC -.Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... and minority communities. Government and community organizations share outreach experiences, strategies, tools and tips, and evaluate current outreach effectiveness. • Seattle Neighborhood Planning Outreach and Engagement (http://www.seattle.gov/Documents/Departments /SeattlePlanningCommission/SeattleSmartVisionAwardApplication pdf), Governor's 2010 Smart Vision Award - Seattle's planning outreach program (engaging over 6,000 people) included use of bilingual or bicultural liaisons to host and facilitate workshops in its ethnically diverse and historically underrepresented neighborhoods. Polling Devices Hand-held polling devices or "pulse pads" allow citizens to register their opinions and see the instantly tabulated responses of all participants. It is easy for any participant to register an opinion, without being in the spotlight. As one city official noted, in an AWC brief: "It seemed to defuse the very vocal minority in the audience." The polling device can feet empowering and add an element of fun. It is a better tool for gauging reaction to various alternatives or choices, rather than eliciting suggesed changes. Even so, it can provide useful feedback on specific questions and can be combined with other exercises. • Keeping In Touch: Take the Pulse of Your Community (http://www.ci.snoquatmie.wa.us/agenda/previous /02272006/Otherpocuments/PulsePads pdf), AWC - Using individual keypads, audience participants can respond to questions, rank priorities and see automatically tabulated answers displayed immediately in PowerPoint format. • Marysville Special Meeting (http://www.marysvilleglobe.com/news/199629721.htmi) to review downtown and waterfront revitalization - Participants were invited to use pulse pads to register their priorities for short- and long-term revitalizations needs. • Sequim Citizens help to shape Sequim 120 (http://www.sequimgazette.com/news/-articte.exm /2012-03-14 citizens help-shape- sequim 120), Mathew Nash, Sequim Gazette, March 14, 2012 - Sequim conducted a visioning open house and equipped participants with pulse pads to provide instant response to a 53 question survey. The pulse pad polling supplemented a variety of interactive activities including futures mapping exercises; a take-home "word cloud" questionnaire (http://www.sequimwa.gov/DocumentCenter/Home/Vie w /1498); and an activity focused on transportation values/priorities. Telephone Town Hall The telephone town hall (TTH) technology allows a city or county to efficiently call tens of thousands of residents to invite them to participate in a call-in meeting. The TTH technology can connect people from all corners of the community to the public meeting, so, it's a particularly useful way to hear from a cross section of the community on issues that affect people throughout the community. It makes it easier to hear from those who don't always speak up, since all have equal opportunity to speak without the glare of a spotlight. Although there won't be time for everyone to speak, and there isn't much opportunity for give and take, all who call in may leave a comment, and receive a reply later. It's also common to intersperse some polling questions to get a response from all listeners on some important questions. • Telephone Town Halls Gain Popularity (http://www.usatoday.com/news/washington/story/2012-03-07 /telephone-town-halls/ 53402884/1), Brian Tumulty, USA Today, March 7, 2012 - Telephone town halls use technology that allows vendors to call tens of thousands of people in minutes. Over the course of an hour-long telephone town hall, hundreds of thousands of calls can be placed, inviting people to listen in on a live discussion and ask questions. The format allows for prescreening of questions. And it's a convenient way to reach thousands 5 of 12 9/12/2015 7:52 AM MRSC -,Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... of people instead of the dozens who might show up at a municipal building. Used by Obama administration, members of Congress, AARR American Lung Association. • Longmont, CO o Focus on Longmont (http://Iongmontcolorado.gov/departments/departments-a-d/community-services- department/focus-on-Longmont) - City took the priorities that emerged from focus groups to the public through a telephone town hall meeting and had an opportunity for people to participate a Spanish-speaking focus group. o Longmont Telephone Town Hall Attracts 2,000-plus Residents (http://www.dailycamera.com/ci 19991908), John Fryar, Daily Camera, February 17, 2012 • Fort Lauderdale, FL - Telephone Town Hall Meetings (http://www.forttauderdate.gov/departments/city- manager- s-office/public-affairs-office/telephone-town-hall-meetingss) - The city employed a multi-pronged outreach program to engage citizens in a visioning process including a telephone town hall with over 41,000 participants Virtual Meetings Videoconferencing, webinars and other technological tools allow citizens to attend and even participate in meetings without leaving home. • Reinventing the Public Meeting (http://americancity org/daily/entry/reinventing the public meeting), Next American City, April 28, 2010 - Virtual meetings and videoconferencing provide citizens the opportunity to participate more conveniently. • Snoqualmie Webinar Available to Attend Town Hall Meetings Online (http://www.ci.snoquatmie.wa.us /DesktopModules/Bring2mind/DMX/Download aspx?Command=Core Download&Entryld=12941&Portalld=0& Tabld=273), News Release, 05/25/2010 - Snoqualmie residences were given the opportunity to register for a webinar to attend town hall meetings online. • Xenia, OH X-Plan Ideascape Website Virtual Meeting Results (http://www.ci.xenia.oh.us/uptoads /Plan ning%20Department/X-Plan /ideascale%20report. pdf) - This small city hosted a three-month opportunity for residents to post, discuss, and vote on ideas for the comprehensive plan update. Charrettes Charrettes bring together citizen and stakeholder groups with a team design professionals and other experts in intense, creative work sessions over a short time period. They can kick start a planning or design process and lay the foundation for the ultimate plan or project design. Ideally, charrettes provide a climate that stimulates an exchange of ideas, information, and opinions about needs and solutions. The process promotes consensus-building toward a common vision. The process harnesses the talents and energy of design professionals (as well as citizen participants) to help participants visualize alternatives and to recommend design solutions. Charrette Articles and Resources • An Introduction to Charrettes (http://www charretteinstitute org/resources/filesZcharrettes pcj article pdf), Bill Lennertz and Aarin Lutzenhiser, Planning Commissioner's Journal, Summer 2008 - Nice overview • Charrette Center (http://www charrettecenter net/charrettecenter asp?a=spf&pfk=7&gk=243) - Includes definition, case studies, explanation of charrette process, and visualization tools • National Charrette Institute (http://www.charretteinstitute.org) - Offers Webinar and in-house training sessions, 6 of 12 9/12/2015 7:52 AM MRSC -,Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... and other training resources • The Charrette as an Agent for Change (http://www.charretteinstitute.org/resources/NUN-charrette-agent- change.html), article by Bill Lennertz, for New Urbanism: Comprehensive Report & Best Practices Guide, 3rd Ed., 2003 - Provides brief, useful description, including nine principles • What is a Charrette? (http://www.youtube.com/watch?v=VNRglaabeyw), National Charrette Institute - Three minute You-Tube video defining charrettes and describing their use. Also video of a charrette in process • American Institute of Architects (AIA) Design Assistance Team Planning Processes o Sustainable Design Assessment Teams (SDAT)(http://www.aia.org/tiv_sdat) - Describes AIA community assistance program that brings a team of volunteer professionals to help local communities develop a vision and framework for a sustainable future. Includes link to SDAT Guide which details program and process o Regional/Urban Design Assistance Team (R/UDAT) Program (http://www.aia.org/liv rudat - AIA team of volunteer professionals help communities with solutions to specific design problems Charrette Examples • Longview SDAT Program (http://www.aia.org/about/initiatives/AIAS078128), Integrating SmartGrowth and LID into the City of Longview's Municipal Code, and Longview Final Report (http://www.aia.org/about/initiatives /AIAS078145), American Institute of Architects, The Sustainable Design Assessment Team (SDAT), 2006 - Charrette focused on downtown strategies for low impact low-impact stormwater design, multimodal transportation connections, affordable housing, and code enforcement • Port Angeles Downtown Port Angeles and The Gateway Corridor: Reconnecting to the Community: A Sustainable Design Assessment Team Final Report (http://www.aia.org/aiaucmp/groups/aia/documents /pdf/aiab08O869.pdf), 03/2009 - Design team and charrette focused on helping the city improve the vitality of downtown and the gateway corridor • Roslyn Urban Forest Design Charrette (http://www.ci.roslyn.wa.us/commissions/Roslyn-Urban-Forest- RTCA-Summary-Report-07-15-12.pdf), 2011 - The city partnered with several organizations and professional associations to conduct a charrette to move the city forward on a comprehensive trails and recreation plan and program. • Redmond Stakeholder Charrette Summary(https://www.redmond.gov/common/pages /UserFile.aspx?fileld=27529),152nd Avenue NE Corridor Study - Attendees refine, evaluate and then use criteria to rate alignment alternatives in a light rail transit-served corridor Effective Meetings This section offers articles with information and helpful tips for the effective planning and running of public meetings and hearings, meeting facilitation, and dealing with emotions and conflict at public meetings. • Getting the Most out of Public Hearings: Ideas to Improve Public Involvement (http://www.ca-itg.org sites /main/files/file-attachments/2005 - Gettin the Most out of Public Hearings-w.pdf), Institute for Local Government, 2005 - This excellent pamphlet provides practical ideas for making public hearings more effective forums for participants and public officials alike - more inclusive, more informed participants and better results. • Holding Effective Public Meetings (http://ptannersweb com/2014/10/holding-effective-public-meetings/), PlannersWeb,10/2014 - Very useful article on effective public meetings with tips drawn from a survey of planning commission members and staff 7 of 12 9/12/2015 7:52 AM MRSC -.Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... • Be a "Meeting Hero" ( Corporate/media/MediaLibrary/Sam pieDocuments/ArtDocMisc/meetinghero.pdf) - A Guide to Conducting Better Meetings, Kevin Richie, Alaska Municipal League - Although older, this brief guide offers many insightful tips about getting the most out of meetings. • Effective Meeting Facilitation: The Sine Qua Non of Planning (https://engineering.purdue.edu/watersheds /resources/Academy/Effective Meeting Facilitation Sine Qua Non of Planning.pdf), by Miranda Duncan, National Endowment for the Arts, 12/07/2005 - This brief guide offers particularly thoughtful tips about planning and running a meeting from start to finish. • Group Facilitation Primer (/Corporate/media/MediaLibrary/SampleDocuments/ArtDocMisc/groupfacprimer.pdf), Tree Bressen - Very useful and clear discussion of roles, guiding principles, methods, and dealing with conflicts • Office of Quality Improvement, University of Wisconsin-Madison o How to Lead Effective Meetings (http://quatity.wisc.edu/effective-meetings.htm), edited by Nancy Thayer-Hart - Brief, but very useful articles, tools and templates, best practices,and meeting problem help, 2007 o "How To" Guides (http://quality.wisc.edu/howtoguides.htm) - Helpful information on topics of interest is presented in concise, non-technical terms in this series of papers written by Office of Quality Improvement staff. o Facilitator Toolkit: A Guide for Helping Groups Get Results (http://oqi.wisc.edu/resourcetibrary/uploads /resources/Facilitator Tool I<it.pdf) - A comprehensive guide about facilitation including the role of facilitation, group dynamics, useful techniques and decision-making tools, 09/2007 • Meetings and More, Planning Commissioners journal - Series of excellent articles on successful public meetings (Available through MRSC library loan (mailto:libraryomrsc.org?subject=) or for purchase from Planner's Web (http:/Zplannersweb.com/)) Dealing with Emotions and Conflict at Public Meetings • Addressing Disruptions at Public Meetings (/Home/Stay-Informed /MRSC-Insight/April-2012/Add ressing- Disruptions-at-Public-Meetings.aspx), Ramsey Ramerman, Assistant City Attorney, City of Everett, Open Government Advisor, MRSC, April 2012 - Reviews some of the procedural hoops and liability risks associated with remedies for addressing disruptions at public meetings - • Fostering Dialogue Across Divides: A Nuts and Bolts Guide from the Public Conversations Project (http://www publicconversations org/pcp/docs/resources/jams website pdfl, Maggie Herzig and Laura Chasin, Public Conversations Project, 2006 - A comprehensive guide to conducting successful dialogues on the most heated topics. Includes thoughtful tips on listening, well crafted questions, session design, emotional readiness, and facilitation. • Meeting Great Expectations: Dealing With Emotional Audiences (http:/Zwww.westerncity.com/Western- City/October-2009/Meeting-Great-Expectations-Dealing-With-Emotional-Audiences/), Western City Magazine, October 2009 • Responding to Emotions and Conflicts in Public Hearings (http://www.ca-ilg.org/RespondingToConflict), Institute for Local Government Guides to Help Citizens Participate Effectively in Meetings • Bellevue How to Participate in a Land Use Decision (http://bellevuewa.gov/pdf/Development%20Services /L-20 H owTo Prtcpat Land Use. pdf), 07/2006 - Clearly written guide in question and answer format 8 of 12 9/12/2015 7:52 AM MRSC --Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... • Clark County Citizen Participation Guide (http://www.clark.wa.gov/citizen-guide/index.html) - A concise online guide on how to participate and where to get information. Drop down menus provide links to information on participating in land use planning (hearing examiner and planning commission) meetings, and county commissioner meetings. Also includes tips on effective presentations and other information. • Kirkland How to Participate in a Public Meeting (http://www.kirklandwa.gov/Assets /How+To+Participate+DRB.pdf) - Basic ways to participate in the design review board process • Mason County Public Participation: How to Testify Effectively(http://www.co.mason.wa.us/commissioners /testify.php) - Succinct guidelines hit on the key points for effective testimony. • Pinellas County, FL 2014 Citizen's Guide to the Board of County Commissioners Meetings (http://www.co.pinettas.ft.us/bcc/PDF/BCC-Citizen-Guide.pdf) - Particularly well done brochure makes it easy to find information about county commissioners meetings as well as offering clear, sound guidelines for addressing the board • Woodland Citizen Participation Guide (http://www.ci.woodtand.wa.us/documents/planning/planning/permits /citizen -part.pdf) - Land Use and Growth Management Information, 11/02/2007 - Simple two page guide to participating at hearing examiner and planning commission meetings and appealing a decision Speakers Bureaus, Presentations to Existing Groups, and Tours A number of communities have established speakers bureaus with staff, or other effective speakers, that are available to make presentations on local government programs or topics. Since many service organizations, school classrooms, and other community organizations need short programs or speakers on a regular basis, it is a great opportunity for local jurisdictions to get the word out about some great services and programs, emerging issues, or to discuss plans on the horizon. It is also a great way to stay connected with the community in a positive way, and often, to learn of interests or concerns of the community groups. Guided or self-guided tours are also an excellent way to increase citizen understanding of important government services and to show off examples of quality development. Speakers Bureaus • Hernando County, FL Speakers Bureau (http://www.hernandocounty.us/cr/SpeakersBureau.htm) - Local organizations may choose from a long list of prepared topics presented by county staff or may request a speaker on another topic of interest • Richland - Speakers' Bureau (http://www.ci.richland.wa.us/index.aspx?nid=142) - City staff available to speak to community groups or schools on a variety of topics by appointment. Tours of a number of city facilities also available • Snoqualmie City Hosts Speakers Forum: Planning a Green Future (http://www.ci.snoqualmie.wa.us /DesktopModules/Bring2mind/DMX/Down load.aspx?Command=Core Download&Entryld=12417&Portalld=0& Tabld=273), 02/02/2010 - One of a series of free sustainability speakers forums Tours • Fort Collins, CO Fort Collins Plan Van (http://www.fcgov.com/advanceptanning/planvan." - A set of van tours highlighted various projects including recent urban design winners, 1950s neighborhoods, Mountain Vista Subarea, ghost signs, South College Corridor Plan, and the evolution of neighborhood planning. Although this award- winning approach is longer offered for budgetary reasons, the city encourages self-guided tours of these examples • Spokane Infill Housing Self-Guided Tour (https://static.spokanecity.org/documents/projects/infillhousing self- 9 of 12 9/12/2015 7:52 AM MRSC -.Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... guided -infill-tour.pdf) - A collection of local examples to demonstrate how well-designed infill projects can fit different types of areas. • Sammamish The Town Center Bus Rolls Again (http://www.ci.sammamish.wa.us/files/document/3186.pdf), City Views a (Newsletter), 2006, p. 4 - Bus tour of neighboring cities helped citizen committee members visualize town center types and city design issues • Cowlitz-Wahkiakum Council of Governments Cowlitz South Loop Trait Tour (http://www.youtube.com /watch?v=QWUp8aZHbSQ) of the Proposed South Cowlitz River Trail Loop, YouTube via Google Maps Newsletters, Columns, and Flyers • Bellevue It's Your City Newsletter (http://www.bellevuewa.gov/itsyourcity.htm) - Packed with information about city projects, activities, calendar events, resources, and city contacts, and issues. Also see Neighborhood News (http://www.bellevuewa.gov/neighborhood news.htm) • King County Department of Development and Environmental Services Customer Newsletter (http://www kingcounty_gov//property/permits/publications/--/media/property/permits/documents /news/D DESNewsletterMay2010.ashx) - Online newsletter focuses on department permit services and news • Redmond City-Wide Newsletters (http://www.redmond.gov/Government/Communications /CitywideNewsletters/): Focus on Redmond - Attractive quarterly newsletter • Seattle Fremont Bridge Approaches Replacement Project (http://www.ci.seattte.wa.us/Transportation /fremontbridge ffarchive.htm), Frequent Flyer Archive, 2007 - Series of flyers keeping neighborhood residents updated on construction progress and closures • King County Wastewater education and tours (http://www.kingcounty.gov/environment/wtd/Education.aspx), Wastewater Treatment Division - The county offers tours of the county's wastewater treatment plants Citizen Surveys Citizen surveys have frequently been used to gather citizen feedback and gauge public opinion. See MRSC's Citizen Surveys (/getdoc/b3e60a74-ld56-490c-b3d0-b492a96ld9b5/Community-Surveys.aspx) page for more information. Community Image/Visual Preference Surveys The Visual Preference Survey (VPS) was developed by architect Anton Nelessen (http://anetessen.com/) and is an effective tool for educating and involving community members in land use planning. The process involves members of the community in ranking images of a community or region, including photographs of streets, houses, stores, office buildings, parks, open space, and other key civic features. The tool helps citizens to visualize, compare and react to various design treatments, which is a difficult topic to communicate in words. The results of the VPS are particularly useful in developing comprehensive plans, redevelopment plans, and other plans and projects that relate to future development. Overview Articles • Public Participation and Visual Surveys (http://www.tgc.org/visuat-survey), Local Government Commission - Good explanation of this tool for helping citizens visualize choices about community appearance. Link to Community Image Survey LGC's version that consists of 40-60 slides presenting contrasting images from a community. 10 of 12 9/12/2015 7:52 AM 1MRSC -.Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... • Snapshots of a Community's Preferences (http://www charrettecenter net/charrettecenter.asp?a=spf&pfk=7& k=83 , by Jeff Schommer, and Visualization Tools (http://www.charrettecenter.net/charrettecenter.asp?a=spf& pfk=7&gk=101), The Charrette Center Community Image/Visual Preference Surveys • Bellevue Eastgate/1-90 Land Use and Transportation Project Visual Preference Survey Summary Report (http://www.believuewa.gov/pdf/PCD/VPS Narrative v2.pdfl, 06/2011 - Shows image rated most and least desirable for various land use categories, signage, parking, trails and other elements • Clark County Synopsis of Public Comments (http://www.clark.wa.gov/planning/hwy99/documents /TR2 VPS FINAL.pdf), Highway 99 Subarea Plan Visual Preference Survey • Martha's Vineyard, MA Visual Preference Survey (http://www.istandptan.org/doc.php /VPS%20-%20Report.pdf?id=565),12/2005 - This survey was structured in a unique way with 20 Vineyarders given disposable cameras to take photos of images that responded to questions about visual character. Then a sampling of the photos were used in a larger survey of both permanent residents and seasonal visitors to gauge preferences. • Mukilteo Downtown Business District Subarea Plan Visual Preference Survey (http://www.ci.mukitteo.wa.us/files /db-vizprefresults.pdf), Results Summary, 07/01/2008 • Sammamish Town Center Signage: Visual Preference Survey (http://www.ci.sammamish.wa.us/files/document 5392. df , 02/19/2009 - Objective is to promote signage that contributes to the desired character of the Town Center, and to consider appropriate signage citywide Reaching Citizens through Technology • Reaching Citizens through Technology (/Home/ Explore-Topics/Governance/Citizen- Participation- and -Engagement/ Effective-Comm unication-and- Pu blic- Participation/ Reaching-Citizens-Through- 1, MRSC Technology.aspx Local Government Education for Youth • Youth Participation in Local Government (/Home/Explore-Topics/Governance/Citizen-Participation- and -Engagement/Yo uth-Participation-in-Local- Govern ment.aspx), MRSC Citizen Education • Alachua County, FL Civic Education Series (http://www.alachuacounty.us/Depts/Communications/Pages /ACCESS.aspx) - The program is designed to explain and clarify the complex nature of County government and to show citizens how their tax dollars are spent. The goal in this effort is to foster an informed citizenry. Ambitious agenda, although daytime hours may limit who can attend. • Bellingham o Planning Academy I for Neighborhoods (http://www cob org/services/planning/neighborhoods/planning- academy/academy-i.aspx) - Multiday workshop with presentations, hands on exercises, and homework assignments to facilitate understanding of planning, land use issues, and regulation, and to develop skills for effectively participating in the process o Planning Academy 11• Green Bellingham (http://www.cob.org/services/ptanning/`neighborhoods/planning- I I of 12 9/12/2015 7:52 AM MRSC -.Communication and Citizen Involvement Techniques http://mrsc.org/Home/Explore-Topics/Governance/Citizen-Participati... academy/academy-ii.aspx) - Achieving Hill, Enhancing Character - Explores alternative housing types that may be integrated into appropriate areas of existing and new neighborhoods • Citizen Academies Citizens Police Academies Home/ Explore-To pics/ Pu blic-Safety/ Law- Enforcement/ Police- and - Law- Enforcement-Services/Citizen -Academies,-Citizen -Police-Academies.aspx), MRSC • Citizen Academies (http://www.sog.unc.edu/programs/citizensacademies), University of North Carolina School of Government - Clearinghouse of information on citizens' academies, information, and innovative practices culled from dozens of successful programs across the country. • Planning Association of Washington and Washington State Department of Commerce o The Short Course on Local Planning (http://www.commerce.wa.gov/Services/iocalgovernment /GrowthManagement/Short-Course-on-Local-Planning/Pages/default.aspx) -Three-hour workshop which covers the legal basis for planning in Washington, comprehensive plan and development regulation basics, and role of the planning commission. Includes videos on a variety of planning topics o Land Use Boot Camp - Basic Training (http://www pllanningpaw org/wp-content/uploads/2011/02/Land- Use-Boot-Camp-Program-Sammamish3.pdf 02/29/2012 Agenda - More intensive workshop designed for cadet elected and appointed officials, planning professionals or those seeking a refresher in core planning essentials on legal issues and processes encountered in local land use permitting. Last Modified: June 24, 2015 © 2015 MRSC of Washington. Alt rights reserved. Privacy & Terms (/getdoc/18b60bOa-f09d-4b7a-972f-2fcde5149c02/Privacy- and-Terms.aspx). 12 of 12 9/12/2015 7:52 AM ~/~i~rr.;-~► ~ 'I / ~ S P~.r rte,/ Nancy Parker, 456 Euclid St., Ashland - Statement in Open Forum I wish to speak tonight about representative government and human nature. It was Thomas Jefferson who said, in essence, we get the government we deserve. It is human nature to want to "install them and forget them," to borrow a term from the computer world. Most of us pay attention to candidates while they're running for office. We read their literature, maybe consult a neighbor who seems better informed than we are. Then we vote for the people who seem to best represent our interests, and imagine our job is done. Back to our busy lives. Let ones we've elected serve as they've promised. Install them and forget them. Human nature, and the first piece in the breakdown of representative government. The people we've elected bring high ideals of constituency responsiveness to office. But then someone with experience in government says, well, that's not quite how we do things. We have processes for planning or approving budgets. We offer plenty of opportunity for the public to give input. If we aren't hearing from them, it must mean they approve of what we're doing. A reasonable assumption. Another law of human nature is that the squeaky wheel gets the grease. So if the electorate isn't squeaking, it must mean all is well out there in voter-land. But this is the second piece in the breakdown of representative government. Next, an elected official might decide that, with the public so ill-informed there's not much point in asking for their input. That official assumes he is more enlightened on the issues than his constituents - probably true - so getting their feedback isn't a productive use of his time. The constituents don't really understand these complex issues. Who can blame the official if he decides that engaging in a real dialogue with constituents is a waste of time? Human nature. But this is the point where representative government has failed. The electorate is tuned out and officials have lost the public's pulse. Then an issue comes along like the Visitors Center or the Normal Neighborhood Plan or the Road Diet. The voters are shocked that such a plan is being considered, let alone about to be approved. What happened they wonder, to the promises these people made, the ones we installed and forgot? They've turned their backs on us! And city officials are shocked when 100 citizens show up at a city council meeting to oppose an issue. They don't understand the issue, and they're too late to the party anyway. It's a done deal. So, voters, hush up and go away. I plead guilty: I'm one of the "install them and forget them" voters. Until now. I'm learning a bitter lesson. We've got the government we deserve. We can't just install them and forget them. I call on Ashlanders, if you love your town and want to see it retain its character, get involved. Pick one topic that captures your interest and study it. Come to city council meetings, speak out, write letters, spread the word. Form an action committee, and learn how the process works. Because you can be sure the people with money, power, and influence are familiar with how the game is played and how to finesse the game to their benefit. And I call on you, the ones we elected, to make a greater effort to engage in a real two-way dialogue with us around such matters as the Council's Strategic Plan. Convince us the goals and objectives you're putting forth are the best ones for our city's future. Make a greater effort to build trust and integrate our concerns and ideas into the plan, and in all your decisions. Your service will be much the wiser for it and your decisions will be met with more widespread approval. The handout I've given you is a resource-rich document that addresses the second goal in your Strategic Plan, to "Promote effective citizen communication and engagement." A sub-goal under this is to evaluate and expand communication tools. This document offers a wide range of ways to engage with and inform the public using today's technology, and it offers resources for implementing these tools. Thomas Jefferson said, "I know no safe depositary of the ultimate powers of the society but the people themselves; and if we think them not enlightened enough to exercise their control with a wholesome discretion, then the remedy is not to take it from them, but rather to inform their discretion by education. This is the true corrective of abuses of constitutional power." --Thomas Jefferson 1820. 9/15/2015 (no subject) - gardengriotashland@gmail.com - Gmail t^ y~.' ` ®f L~~ L." . A ~GeI YSS Questions concerning UPRR clean up of Ashland Railyard Was the CH2MHill Remedial Action Work Plan "approved" by Council as presented in January of 2013? If not, why not? Did UPRR withdraw from approval of this plan beforehand? What initiated a new plan that is not as comprehensive and removes excavation material by truck instead of rail? Will UPRR receive government(EPA?)funds to excavate the 2 acre site, but not the entire site? Does this make the cost of this small part of the project so much lower that DEQ will accept the limited clean up? Are CORP's tracks available to use for transport of excavated material from Ashland to a railyard owned by UP? If so, why would UP transport excavated material by truck to load onto rail at some other point north, or will they be transporting the material to Arlington,OR or Utah entirely by truck? Even by UP's own estimates, "Freight trains,on average, are four times more fuel efficient than trucks. That means moving freight by rail instead of trucks reduces greenhouse gas emissions by an average of 75 percent. Union Pacific can move one ton of freight 475 miles on a single gallon of diesel fuel and is working to develop new technology to improve fuel efficiency." Omaha, Neb., July 31,2015. Has DEQ determined the carbon emissions differential between truck and train removal of the entire site? Wouldn't this be a$ "cost" to the entire project? What is the the 20 acre property's market value currently? What is the projected cost of the clean up.? What other property is affected by the lack of clean up? Are there any developers currently interested in purchasing this site or property abutting this site that have deed restrictions because of the contamination? Is the June 2001 Master Plan for the Railroad District still in effect? Linda Peterson Adams 642 Oak Street data:text/html;charset=utf-8,%3C span%20style%3D%22color%3A%20rgb(34%2C°/x2034%2C%2034)%3B%20font-family%3A%20arial %2C%20sans-serif%3... 1/1 s r' BUILDING AMERICA Union Pacific Reports Second Quarter Results Second Quarter Diluted Earnings per Share down 3 Percent FOR IMMEDIATE RELEASE Second Quarter Results • Diluted earnings per share of $1.38 declined 3 percent. • Operating income totaled $1.9 billion, down 11 percent. • Operating ratio of 64.1 percent, up 0.6 points. Omaha,_Neb., July 23; 2015 - Union Pacific Corporation (NYSE: UNP) today reported 2015 second quarter net income of 1.2 billion,`or $1.38 per diluted share, compared to $1.3 billion, or $1.43 per diluted share, in the second quarter 2014. "Solid core pricing gains were not enough to overcome a significant decrease in demand," said Lance Fritz, Union Pacific president and chief executive officer. "Total volumes in the second quarter were down 6 percent, led by a sharp decline in coal Industrial products and agricultural products also posted significant volume decreases. However, we made meaningful progress right sizing our resources to current volumes, and I am encouraged to report that we made these improvements while posting strong safety performance." -more- S'I RE LT CONNI CIIONS Currently, the Railroad property is very isolated, with only two connections to the surrounding streets. In order to promote a network of streets (which will allow each street to be smaller so that no one street bears the burden of all the new traffic), connections through existing properties are needed. There are several opportunities to get connections through the large industrial sites to the north, and possibly several connections through the large lot residences to Historic round house the east. RF AIL. ARl.1 FAS 1 01Tl IF SITE. ON OAK S I R1 _F 1 Several factors indicate that Oak Street might be a good location for a retail main street. First, Oak Street bears fairly high traffic volumes and moderate speeds. This would help any retail locating there to flourish. An encouraging sign of the viability of this location is that new retail businesses have recently 7 ,7 - 1 located on the comer of Oak and Hersey. Second, this area is within walking t - (or short commuting) distance of many residential areas to the north, east, and south. Neighborhood-serving retail on this small section of Oak Road L would benefit the surrounding communities as well as the new district. Finally, Clear Creek Drive is the gateway for the western edge of the new Connecting the new district with the existing cin street grid will be a primary objective district, and retail would be a highly desirable use in such a location. Existing commercial uses, such as the lumber yard, are encouraged in this area. IIIS I-ORI( MINI) 11()t!SL.: Several compelling photos of the historic roundhouse inspired participants to incorporate its memory into the plan. Concrete and brick foundations from p the building still exist on the site, which raises the possibility of transforming them into a plaza or possibly constructing a new building in that shape. SOIL CON 1A\11NATION While soil contamination was initially a constraint for the site design, the Plaza City has been assured by the Department of Environmental Quality that the site will be cleaned up to the highest residential standards possible. Thus, the holding ponds on the west side of the property will be drained and cleaned, and will not be a constraint in the planning process. All contaminated soil will be removed from the site. Lithia DR I\Vd,CIi\WA 10 IAS1 OF IIIF S,III Park : Currently a drainage runs from the Railroad District downhill to the north, The downtov,,, plaza was studied to help determine the.size and scale q(mrn new public fonning the border between the Railroad property and the large lot residences plaza at the new district bordering North Mountain Avenue. Many residents expressed a desire to see the drainage turned into an amenity, as now it is used for strolls and dog- walking. It could form an important buffer between the existing and possibly future residences on the large lots, and the more dense, commercial uses toward the interior of the site. . . . . . . . . . . . . . . . Ashland Railroad Prop rty Master Plan Ashland, Oregon The Site - 41 `7