2 1 16 Work Session_Community Engagement Copyright 2014
City of Dubuque Work Session # 1.
ITEM TITLE: 5:00 PM- Community Engagement Work Session
SUMMARY: The Human Rights Department will present a progress
report on planning, implementing, and evaluating staff's
community engagement work.
SUGGESTED DISPOSITION:
ATTACHMENTS:
Description Type
Community Engagement Work Session-MVM Memo City Manager Memo
Staff Memo Community Engagement Work Session Staff Memo
Community Engagement Definitions Supporting Documentation
Communitiy Engagement Guiding Principles Supporting Documentation
Community Engagement Types Supporting Documentation
PowerPoint Presentation Community Engagement Supporting Documentation
Work Session
THE CITY OF Dubuque
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Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Community Engagement Work Session February 1, 2016
DATE: January 25, 2016
Human Rights Director Kelly Larson is transmitting information for the City Council Work
Session on Community Engagement.
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Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Kelly Larson, Human Rights Director
THE CITY OF Dubuque
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Masterpiece on the Mississippi 2009.2012.2013
TO: Michael C. Van Milligen, City Manager
FROM: Kelly Larson, Human Rights Director
DATE: January 20, 2016
RE: Community Engagement Work Session February 1 , 2016
The purpose of this memorandum is to forward information for the City Council Work
Session on Community Engagement scheduled for February 1 , 2016.
Discussion
The goal for the work session is to provide a progress report on planning, implementing,
and evaluating staff's community engagement work, answer questions City Council
members may have, and receive Council member feedback on the progress being
made. A copy of the PowerPoint presentation that we will use for the work session is
attached to this memo.
Our presentation will include a review of the definitions staff has created to ensure we
have shared understanding of what we mean by certain terms we use as we carry out
this work. While the term "community engagement" has many potential meanings, we
are referring specifically to the work that local government does to involve the public in
decision making. In addition, we have developed a set of guiding principles that we will
seek to align our work around.
We also will briefly review the importance of the planning process. Effective public
involvement in decision making requires that we clearly outline the goals we hope to
achieve through engagement, the type of engagement we intend to do, the audience(s)
we need to reach, the risks of engagement and how we might mitigate those risks, and
how we will communicate the opportunities to be involved and the results of the
engagement efforts. It also is best implemented through a team approach that includes
staff with expertise in the subject matter, staff with expertise in process, staff with
expertise in communication, and staff who can be available to assist with facilitation.
To help staff be more effective in this planning, we have created a community
engagement toolkit that can be used to work through each of these steps. One of the
core tools in the toolkit is a chart that explains the different types of community
engagement that may be chosen for any particular project. The chart is attached to this
memo. Determining what type of engagement is most appropriate for the issue at hand
helps staff with the remainder of the engagement design so that the impact the
engagement process has matches the intent behind our decision to involve the public.
This clarity of design is important to maintaining public trust in the integrity of our
process.
At the work session, we will explain our proposal for how we might evaluate our
community engagement efforts on an ongoing basis. The effectiveness and efficiency
of our engagement processes can continue to improve only if we take the time to
regularly evaluate how our engagement efforts are proceeding and determine what
lessons we are learning and what adjustments we need to make. It is similar to the
post-incident reviews we conduct in our public safety work, and is part and parcel of
what it means to be effective in our governance role. The guiding principles we have
developed also will serve a role in helping us to evaluate our success.
Finally, we will move into the details of the projects that have been part of our
engagement work over the past year. We will provide a more detailed review of some
recently completed projects so that the Council might see what this looks like in action
and the results that have been achieved. We will also update the Council on how
community engagement is playing a role in the Resilient Community Advisory
Commission work.
Action Requested
This is background information for the work session. No action is requested at this time.
cc: Nikola Pavelic, Community Engagement Coordinator
Teri Goodman, Assistant City Manager
Cori Burbach, Sustainability Coordinator
Jerelyn O'Connor, Neighborhood Development Specialist
Dan Kroger, Recreation Division Manager
2
Governance is the development, implementation, and/or revision of ordinances, policy,
programs, services, comprehensive plan, budget, City Council goal setting, and needs
assessments and other small-to-regional plans.
Community Engagement: a process to involve residents in necessary decision making prior
to a final decision or action being taken.
Community Engagement focus area: department(s) project; policy/ordinance; city wide
planning (budget, comp plan, goals, zoning); needs assessment; service/program; response
to community needs
Community Engagement type: inform, consult, involve, collaborate or empower
City of Dubuque guiding principles for planning, implementing and evaluation of community
engagement.
Inclusion means:
• Reaching out to and encouraging the participation of those who will be affected by the
issues including those who may be marginalized or those who have had limited
participation in the past
• We strive to hear and acknowledge all views on the topic at hand
• Cultivating and leveraging networks to reach community members
• Honoring cultural practices and using culturally relevant facilitators when possible
Accountability means
• Ongoing communication with participants through each phase of engagement process
• Reporting back to engagement participants on how we used their input
• Considering community member input during final decision(s) making
• Commitment to allocating sufficient time and resources for planning, implementing and
evaluating the engagement in accordance with our principles.
Transparency means
• Intentional consideration given to involving community members in the process of
defining the issue/topic at hand.
• Clearly stating at the outset the specific objectives, milestones and endpoints as well as
known constrains or boundaries.
• Using community input as one key source of information and expertise on which to
draw for the purposes of decision-making.
• Providing timely access to clear and accurate information, including the reasoning that
leads to and supports the policy conclusion;
Easy Participation means
• Participants will have the flexibility to participate in a variety of ways, including online
and in person.
• Venue is accessible, time of engagement accounts for the needs of audience members,
printed material is easily understood and readily available. Based on the needs of the
audience, additional accommodations which staff strives to coordinate are: language
assistance, childcare, and transportation.
• Engagement opportunities are widely marked so community members are aware of the
ways to contribute.
Learning Oriented means
• Measuring whether our community engagement efforts are meeting established CE
goals and guiding principles; and sharing the lessons learned with city staff in order to
improve future engagement practices.
• City staff assesses the application of civic engagement principles with community
members.
• Using CE to improve government outcomes
11 Page
City of Dubuque guiding principles for planning, implementing and evaluation of community
engagement.
Adequately Resourced means:
• Having appropriate guidance, tools and trainings to plan, implement and evaluate
community engagement.
• Investing in long-term working relationships, having opportunities and ongoing open
collaboration between community members, community groups, elected officials and
city staff.
• Coordinated community engagement across boards, commissions, and departments.
• Allocation of time and financial resources to plan, implement and evaluate community
engagement.
21 Page
Below are the 5 types of Community Engagement approaches you can apply to your project. Please note that the "Inform" type is no
better than "empower". What matters is what is needed for the project at hand and the people involved and impacted. Please
familiarize yourself with this key and then continue below.
Inform Consult Involve Collaborate Empower
Goal:To provide the Goal:To obtain public Goal:To work directly with Goal:To partner with the Goal:To partner with the
public with balanced and feedback on analysis, the public throughout the public in each aspect of the public in every aspect of
objective information to alternatives,and/or process to ensure that decision including the co-creating around the
assist them in decisions. public concerns and development of project and provide
understanding the aspirations are consistently alternatives and the flexibility for shared
problem, alternatives, understood and identification of the ownership of action.
opportunities, and/or considered. preferred solution.
solutions.
Our promise to those Our promise to those Our promise to those Our promise to those Our promise to those
involved: involved: involved: involved: involved:
We will keep you We will keep you We will work with you to We will partner with you in We will present unbiased
informed. informed, listen and ensure that your concerns each aspect of decision. information to decision
acknowledge concerns are directly reflected in the makers, co-create possible
and aspirations, and alternatives developed and options with you to present
provide feedback on how provide feedback on how to the decision-makers and
your input influenced the your input influenced the support your leadership in
decision. decision. implementation.
In this type of In this type of In this type of engagement In this type of engagement In this type of engagement
engagement the engagement the the community: Gets the community: Partners the community: Decides
community: Gets community: Shares input involved early on from the start with us
information
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2/ 1 /2016 Community Engagement Work-Session
" Democracy is about working together
to accomplish more than we can as
individuals. It is about bringing all
stakeholders to the table so everyone
can get what they need . When
democracy functions as it should, we
are all winners." — Wayne Smith
GOALS FOR TONIGHT'S WORK-SESSION :
1 . Provide a progress report on planning,
implementing and evaluating community
engagement work
2 . Gathering City Council input on the progress
Tonight's agenda
Word definitions
❑ Reminder of the community engagement planning
❑ Explanation of community engagement evaluation
proposal
❑ Overview of 2 recently finished community
engagement projects
❑ Resilient Community Advisory Commission update
❑ "Value to Residents"
❑ City Council input and questions
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What do we really mean ?
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Key Terms:
❑ Governance
❑ Community Engagement
Community Engagement Focus Area
Community Engagement Type
` ENGAGEMENT
TEAM TYPE
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GOALS 0 '� COMMUNICATION
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Do we know how to Have we named the Have we identified Do we have a Do we have an
engage community CE process goals the risks and ways to communication evaluation process
members in and aligned them manage them? plan? in place?
meaningful and with project
relevant ways to them objectives? Tool: Project Risk Tools: Content Tool: Evaluation
and us? Management and Material Type
Tools: Type of CE, Development,
Tools: Community CEgoals, Communication
Members Map, Techniques Channels
Connections, &
Levels of Impact
Project updates
❑ 19 projects picked for 6 on horizon
Community Engagement ■ Consolidated Plan
planning process ■ Comiskey Park
14 chosen because resources ■ Bee Keepers
and timing were sufficient for ■ Comprehensive Plan
planning and implementing ■ ADA programing and services
CE ■ Aquatic Center
❑ Out of the 14 chosen projects:
6 completed 2 Planning,/implementing,
■ City Life redesign ■ FY2018 budget
■ FY2016 budget ■ Resilient Community Advisory
■ FY2017 budget Commission
■ Equity Profile Community
Engagement
■ Health Needs Assessment
■ ADA city facilities
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Return on investment
Engaged 43 alumni and newcomers to reshape the
program
Returned program participant numbers back to 15 +
per program offering
Now have 95 program alumni
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50 49 Pre agree
40 41 ■ Post agree
■ Pre neutral
30 ■ Post neutral
20 Pre disagree
10 Post disagree
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Understand how to Understand how to
access services influence government
Evaluation of Community Engagement
Measures:
• Met Community Engagement goals
• # of residents engaged based on
demographics
• Which CE type was used the most Community Engagement guiding
• Where did we involve the public the most principles:
• Cost • Inclusive
• Time • Accountable
• Managed risks • Transparent
• Accommodations made • Easy participation
• Communication channels used • Learning oriented
• Participant evaluation • Adequately resourced
• Barriers to planning and implementation of
Community Engagement with their impact
Annual Evaluation of
Community En agement
Report created and sent to:
City manager and
Department managers
➢ Done once a year before
Council Goal setting
➢ Completed by the Input/discussion session
Community with City manager &/or
Engagement Core Group Departments &/or
community around report
findings.
Recommendations made to
City Council for
consideration.
Staff act on the recommendations City Council considers the
City Council puts forth. recommendations
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HEALTH IMPROVEMENT
PLAN
Health Improvement Plan
Community Engagement Plan was created very late
in process by a couple key partners.
Health Improvement Plan
Barriers
❑ Time Constraints created challenges in making the
engagement more meaningful to participants
❑ Lack of time to plan and design community
engagement
❑ Not enough staff to fulfill the different roles
Health Improvement Plan
Lessons Learned
❑ Start early
Help task force members see value and provide
support/resources
❑ Having key champions in each steering committee is
important
The Cafes worked — it was interactive and allowed
people to talk.
What is next: Resiliency Advisory
Commission
Cori Burbach, Sustainability Coordinator
Resilient Community Advisory Commission
City Council priority to develop a process to create
a RCAC
Why develop a community engagement action
plan?
Impact of a new commission on organization and
community
Variety of stakeholders
Need for all stakeholders to understand the role and
working processes of a commission
Need to develop a shared understanding of the
"resiliency"
Developing a Community Engagement Action Plan
Engagement of multiple departments
Definition of staff roles and resources needed
Identify project goals, timelines, and parameters,
key definitions so all stakeholders have shared
understanding of expectations
Identify stakeholders
Identify evaluation metrics early in the process so
that we can objectively critique our work at the end
of the process
Why Community Engagement?
Teri Goodmann, Assistant City Manager
Thank you .
Questions?