HomeMy WebLinkAbout2018-03-06 City Council Work Session PacketAgenda
City Cou n cil Work Session
City of Edina, Minnesota
Edina City Hall Community Room
Tuesday, March 6, 2018
5:30 PM
I.Call To Order
II.Roll Call
III.Community Engagement
IV.Adjournment
The City of Edina wants all res idents to be c om fortable being part of the public
proc ess . If you need as sistance in the way of hearing ampli c ation, an
interpreter, large-print documents or s om ething els e, pleas e c all 952-927-8861
72 hours in advanc e of the m eeting.
Date: Marc h 6, 2018 Agenda Item #: I I I.
To:Mayor and C ity C ouncil Item Type:
O ther
F rom:Lis a A S chaefer, As s is tant C ity Manager
Item Activity:
Subject:C ommunity Engagement Information
C ITY O F E D IN A
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
A C TI O N R EQ U ES TED:
None.
I N TR O D U C TI O N:
T he 2018 - 2019 B udget Work P lan contains the Strategy: "D evelop community engagement protocols based on
I AP 2 S pectrum Model of Inform, C onsult, I nvolve, Collaborate, Empower or other by Q 4 2018."
I n support of this strategy, Assistant C ity M anager L isa Schaefer and P roject Coordinator M J L amon recently
attended a week-long training program regarding the design of effective public participation processes. T hey will
share information from that training.
AT TAC HME N T S:
Description
Community Engagement Presentation
Council Work Session
Community Engagement
March 06, 2018
2018 –2019 Budget Work Plan
Goal: Foster an inclusive and engaged community.
Objectives:
•Develop a more strategic approach to
Community Engagement
•Advance racial equity within City Government
•Increase the number of affordable housing units
within the City
Related Strategy:
•Develop community engagement protocols
based on IAP2 Spectrum Model of Inform,
Consult, Involve, Collaborate, Empower or
other by the end of 2018.
Community Engagement
1.Background
•Definitions
•Public Participation Outcomes
2.Top 5 Lessons from “IAP2”
3.Next Steps
-Community Engagement
-Public Participation
-Communication
Background
Community Engagement
Community
Engagement
Neighborhoods
Volunteers
Boards & Commissions
Communications
Public
Participation
Events
Communication
Community engagement is
anyway in which people
are INVOLVED with the
City.
Public Participation
Public Participation is involving the public in DECISIONS that affect them.
Objective:
•Receive information
•Bring people together
Examples:
•Workshops
•Surveys
•Written comments
•Public hearings
•Advisory Groups
One Way
Communication
Communication refers to the methods we use to INFORM the
public.
Objective:
•Inform
•Invite
•Motivate to participate
•Community
Engagement
•Public Participation
•Communications
Neighborhoods
Public
Participation
EventsInformation
Seeker
Volunteer
C
o
m
m
u
n
i
c
a
t
i
o
n
P
l
a
n
a
n
d
M
e
t
h
o
d
s
Co
m
m
u
n
i
c
a
t
i
o
n
P
l
a
n
a
n
d
M
e
t
h
o
d
s
Public Participation Outcomes
When it works…
•Increases understanding of community needs
•Ensure all voices and perspectives are heard and considered
•Serves as an early warning system for public concerns and needs
•Reduces delays and additional costs
•Increases understanding for support for City goals
•Contributes to sustainable decision-making
Better DecisionsReinforces Trust
•Not all stakeholders can participate or know how to participate
•Some voices monopolize the dialogue –drowning out others
•Changing or unclear timelines or parameters
•Reasons for decisions are not clearly communicated to
participants.
When it doesn’t work….
Process viewed as unfair
Reduces trust
Top 5 Lessons from IAP2
1)Focus on values, not interests
2)Define the specific decision to be made
3)Make a promise to the public –(and keep it)
4)Recognize “more” doesn’t mean “better”
5)Close the feedback-loop
www.EdinaMN.gov 12
Lesson 1:
Focus on values, not interests.
www.EdinaMN.gov 13
Focus on values, not interests
Meaningful participation is focused on talking to people about what
matters most to them.
1.City
2.Process
3.Individual
4.Community
City Values
City Values
Vision Edina Budget Work Plan
•Inclusive & connected
•Build-to-scale development
•Sustainable environment
•Community of learning
•Future-oriented
1.Maintain physical assets and
infrastructure
2.Maintain service levels that best
meet the needs of the community
3.Plan for connected and sustainable
development
4.Foster inclusive and engaged
community
Process Values (from IAP2)
Public participation…
1.Is based on the belief that those who are affected by a decision have a right to
be involved in the decision-making process
2.Includes the promise that the public’s contribution will influence the decision
3.Promotes sustainable decisions by recognizing needs/interests of all
participants, including decision-makers
4.Seeks out and facilitates the involvement of those potentially affected by or
interested in a decision
5.Seeks input from participants in designing how they participate
6.Provides participants with the information they need to participate in a
meaningful way
7.Communicates to participants how their input affected the decision
Individual & Community Values
Individual Community
Finding Commonality
Positions
Interests
Values
Low
Commonality
More
Opportunity
for Common
Values
Little Space
for
Agreement
Positions:
•What they say they
want
Interests:
•Why they want it
Values:
•Deeply held beliefs
Lesson 2:
Define the specific
decision to be made
(and stick to it)
www.EdinaMN.gov 20
Define the specific decision 1.What is the decision to
be made?
2.Can the public
contribute to the
decision?
3.If so, what is the public’s
role?
Universe of
interests and
concerns
important to
various
stakeholders Concerns and
interests that
can be
addressed in
this process
Lesson 3:
Make a promise to the
public –(and keep it)
www.EdinaMN.gov 22
Promise = Public Participation Goal
INFORM CONSULT INVOLVE COLLABORATE EMPOWER
EdinaMN.gov 23
INFORM CONSULT INVOLVE COLLABORATE EMPOWER
GOAL
To provide the
public with
balanced and
objective
information to
assist them in
understanding the
problem,
alternatives,
opportunities
and/or solutions.
To obtain public
feedback on analysis,
alternatives and/or
decisions.
To work directly
with the public
throughout the
process to ensure
the public concerns
and aspirations are
consistently
understood and
considered.
To partner with the
public in each
aspect of the
decision including
the development of
alternatives and the
identification of the
preferred solution.
To place final
decision making in
the hands of the
public.
PROMISE
We will keep you
informed.
We will keep you
informed, listen to
and acknowledge
concerns and
aspirations, and
provide feedback on
how public input
influenced the
decision. We will
seek your feedback
on drafts and
proposals.
We will work with
you to ensure that
your concerns and
aspirations are
directly reflected in
the alternatives
developed and
provide feedback on
how public input
influenced the
decision.
We will work
together with you
to formulate
solutions and
incorporate your
advice and
recommendations
into the decisions to
the maximum
extent possible.
We will implement
what you decide.
EdinaMN.gov 24
Lesson 4 :
Recognize “more”
doesn’t mean “better”
When more isn’t better…
•More process doesn’t mean more people are heard
•Not all stakeholders can participate or know how to participate
•Some voices monopolize the dialogue –drowning out others
•Changing scope or rules
Loss of public trust –even if they agree with the decision.
What is better?
•Matching techniques to the participation goal.
•Actively seek out harder to reach stakeholders.
•Do what you say you are going to do.
INFORM CONSULT INVOLVE COLLABORATE EMPOWER
Match the Technique to the Goal
Share information Collect Input Bring People Together
EdinaMN.gov 28
Technique Examples on the Spectrum
Increasing Impact on the Decision
Inform Consult Involve Collaborate Empower
SHARE COLLECT BRING TOGETHER
Board & Commissions
Task Forces
Website
Open House
Public Hearing
Workshop
Survey
Focus Groups
Public Meetings
Publications
City Extra
Correspondence Stakeholder Interviews
Fact Sheets
Comment FormsFairs/Events
Tours & Field Trips
Public Hearings
(Inform/Consult)
Workshops
(Involve/Collaborate)
Advisory Commissions
Consult/
Good for..•Meeting legal
requirements
•Collecting feedback on
positions
•Early warning signs
•Identifying values
•Problem-solving
•Analyzing alternatives
•Having a dialogue
•Ensuring all voices are
heard
•Creating ownership
•Early warning signs
•Defining the problem
•Identifying values
•Understanding different
perspectives
•Analyzing alternatives
•Regular community
communication
Not as
good for..
•Creating public
ownership
•Identifying values
•Maximizing feedback
•Analyzing alternatives
•Early warning signs
•Broad, inclusive
participation
•People with little time
or support to
participate
•Organizations with limited
resources –staff or time
Lesson 5:
Close the Loop
www.EdinaMN.gov 31
DECISION
Notify all
stakeholders &
those impacted
Clarify the
decision
making process
Reiterate project
trade-offs to
reinforce decision-
making being
multifaceted
Acknowledge
ALL Issues
Close the Loop
Reporting back builds
1.Feedback that was
able to be addressed
and integrated
2.Feedback that was
considered but not
integrated and why.
Recap: Effective Public
Participation
www.EdinaMN.gov 33
Lessons Learned:
1)Focus on values, not interests
2)Define the specific decision to be made
3)Make a promise to the public –(and keep it)
4)Recognize “more” doesn’t mean “better”
5)Close the feedback-loop
Recap: Effective Public
Participation
Lessons Learned:
•Make a plan
•Do what you say you are going to do
•Don’t change the rules
•Make a decision
•Tell people why
www.EdinaMN.gov 34
Potential Opportunities:
•Staff will develop community engagement plan templates to be
used for public participation processes.
•Techniques to re-evaluate?
•Opportunities for greater inclusion?
www.EdinaMN.gov 35