SOUTHERN CA ASSOCIATION OF GOV'T (SCAG)

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PS5. Community Engagement adequately consulted and considered in decisions that will ultimately shape land use changes In their neighborhoods and corridors. SCOPE OF SERVICES TASK 1. PEER REVIEW OF COMMUNITY ENGAGEMENT PLAN We understand that the City will be facilitating all community outreach meetings and that our role will be to provide materials to support that effort. We will collaborate with staff to make suggestions about the outreach materials that could garner the largest response or solicit feedback, they will likely be very different between groups such as the Neighborhood Wards, GPAC, and City Council. It is also a priority of the City to identify ways to engage underserved or underrepresented groups in the City so that the proposed General Plan changes are truly reflective of community sentiment and the materials produced will respond to that approach. PlaceWorks will provide a high-level peer review of the City's Community Engagement Plan that serves as an outreach manual to communicate with the public during key milestones of the General Plan process. Peer review of the Community Engagement Plan will enable the City and consultant team to make decisions about and fine-tune the public involvement process and materials to be generated at various milestones in the process. Review of the Community Engagement Plan and subsequent discussions with staff will: ® Identify relationship between the public engagement efforts requiring support materials and the General Plan Update planning tasks. Provide feedback on the stakeholders that should be included when gathering input for the effort, including advisory groups (GPAG, Com-Link), special interest groups (Neighborhood Wards), and other community organizations and ambassadors that could be consulted during the process for input or to help get the word out about meetings/workshops. Identify what the City needs assistance preparing (e.g., meeting notices, flyers, fact sheets, agendas, announcements/notices, memorandums, FACs, maps and posters, project website information) and who will be responsible for generating content, printing, and distribution m Establish protocols for who is responsible for preparing specific products (e.g., final review and approval of deliverables, meeting materials, digital communications, social media posts, website content, printing, press release preparation and distribution, etc.). a Confirm communication and meeting format techniques (open house, pop -ups, town halls, etc.) associated with key milestones and branding or messaging requirements to ensure products produced are consistent with established City protocols. Since community engagement Is an ongoing effort throughout all stages of the General Plan process, it will be important to integrate key deliverables and milestones with the other PS tasks the City is undertaking concurrently. Review of the Community Engagement Plan will clearly Identify timeframes and key decision points where it will be essential for PlaceWorks to develop the materials that will be needed for various outreach efforts to maximize participation and transparency and to gain the feedback of the community. Deliverables: - Peer review of Community Engagement Plan (digital memorandum) - In -person meeting (or conference call) to review Plan and clarify refinements TASK 2. CREATING CONTENT: OUTREACH MEETING MATERIALS There are numerous types of meeting materials requiring review and approval by the City prior to sharing at an outreach event— e.g., posters, maps, PowerPoint presentations, surveys, social media posts, email notifications, and handouts. Per the RFP, the consultant, in coordination with the City, will create community outreach materials that will be distributed to local business groups, religious organizations, residents, local schools, etc. PlaceWorks will prepare draft text that can be used for digital notifications, and the City will post information about workshops and applicable Information on the City website and social media. 6 CITY OF SANTA ANA I REP 17-082: GENERAL PLAN UPDATE AND SUSTAINABILITY- PS5: COMMUNITY ENGAGEMENT