Community Involvement Guidebook

City of Redmond Community Involvement Guidebook

2019

Redmond’s decision-making is informed by robust community involvement that meaningfully and effectively engages the community early and often, focusing on key topics of interest in a manner that is equitable, barrier-free, and recognizes the needs and interests of the community.

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Introduction The Community Involvement Guidebook (Guidebook) exists to help Redmond City staff and the community efficiently and effectively provide feedback, plan and implement meaningful community involvement. It is part of the City’s overall three-year Communications, Involvement and Marketing Plan. Community involvement goes beyond communications that simply inform the community about City and regional activities. Important outcomes from well designed and implemented community involvement include:

Elevated community awareness and involvement on City and regional issues

Informed, data-driven decisions

Diversified voices at the table

What We Heard from the Community and Staff experienced during the process of planning for community involvement. The content is informed by the analysis of feedback provided in June-July 2018 by community focus groups and online questionnaires regarding community involvement. This Guidebook was created to reduce confusion and bottlenecks commonly

Community members affected by a decision should have the opportunity to be involved in the decision-making process.

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Community involvement should include awareness of and opportunities to participate in decision-making processes.

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Community members should have input into the community involvement process, including input into strategies that could reduce or eliminate barriers to their participation.

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Community members should recieve timely, objective, and useful project information throughout the duration of the project.

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Community members should be made aware of how a project or proposal may affect their interests.

Community involvement in Redmond is based upon the following core beliefs to be reflected in Redmond community involvement plans.

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Community involvement should influence and improve City decisions.

Community members should know how their input and feedback was used in the decision-making process.

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Monitoring and mid-stream corrections should be made as needed during community involvement processes to maximize process effectiveness and positive outcomes.

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Emphasis on Equity and Inclusion The City of Redmond is committed to inclusive community involvement that reduces language and accessibility barriers (e.g. vision, hearing, mobility) in printed and digital materials, community involvement tools and techniques, and event venues. We are committed to community involvement processes that are equitable (‘level the field’) and inclusive (provide opportunities to learn about and have ‘a seat at the table’) and actively embrace the social, economic, generational and cultural diversity of Redmond.

Guidebook Uses This Guidebook walks through the process of planning and implementing project-level community involvement and provides guidance on best practices. For our purposes, “project-level” refers to project, program, and policy- level problem solving or decision making. Among other benefits, the Guidebook helps the user to:

• Assess whether the project would best benefit from “community outreach” or “community involvement,” (See page 5-6) and what level of community involvement would be most appropriate. (See chart on page 4) • Plan the community involvement strategy with a Community Involvement Worksheet that is a step-by-step guide to successful community involvement. (See page 7–8) • Implement the community involvement strategy with tools, techniques and additional resources. • Understand community involvement purposes, processes and practices, including the roles and responsibilities of City staff, the Communications division and City leadership.

Community involvement planning and implementation is context- specific. While this Guidebook provides a process and tools, it’s important to remember that each situation is unique. Timely consultation with Communications staff will help ensure successful outcomes.

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Level of Community Involvement

Increasing Impact on the Decision

Inform

Consult

Involve

Collaborate

To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solutions.

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.

T o work directly with the public throughout the

process to ensure that public concerns and aspirations are consistently understood and considered.

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 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 look to you for advice and innovation in formulating solutions and incorporate your advice and recommendations into the decisions to the maximum extent possible.

Adapted from the IAP2 Public Participation Spectrum

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Community Involvement: A process that gathers and uses input from the community in a problem-solving or decision-making process. Examples : Focus groups, community meetings, questionnaires, stakeholders, boards and commissions Community Outreach: The communications methods that are utilized to notify the community of upcoming City and regional actions and activities. Examples: Website, press release, print or digital newsletter, advertisement, email, personal contact, social media Community: Those who are either directly or indirectly affected by City or regional actions. Examples: Redmond residents, businesses, schools, employees, visitors Does the Project Community Invol

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eed ement?

Community Involvement

Redmond is a full-service, growing city– there are a multitude of proposals and projects underway at any given time. Not all proposals and projects have the same level of community interest, and it is not a good use of City and community resources to invest in intensive community involvement for each. Consider the following: • Does the project require, or would it benefit from, input from the community? • Is there a high level of community interest in the project? • Is there potential for controversy regarding the project? • Is this a Mayor/Council priority project? • Will the City Council take action on the topic?

Community Outreach

Complexity

Whether community outreach or involvement, to begin a

If you answer “yes” to any of the questions, your project would likely require Community Involvement.

Communications project, reach out to your Communication department contact, or simply enter your project into the Communications Toolbox on the intranet (see page 9).

If you answered “no” to these questions, community outreach is the correct level of communications for your project.

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Planning and Implementation This section of the Guidebook introduces the three phases of planning and implementation of community involvement.

Project Framing •Describe the project/context

•What is the purpose and need? •What is the timeline and budget? •Describe any history or past challenges.

Assessment •Who are the potentially affected people, businesses, organizations, neighborhoods, other jurisdictions, etc.?

•What are the issues/concerns and risks/challenges? •How will they be mitigated? •What is the level of community interest in this project? •What is the level of complexity/controversy?

Set Goals •What do we hope to achieve with this community involvement process?

•What is the City’s target level of community involvement? (See page 4)

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Design Process •What key messages and statements about this project should drive all messaging and collateral?

•What are the appropriate communication outreach tools? (check all that apply) • In what sequence will the tools be used?

Digital

Print/Graphics Poster Flyer

Interactive

redmond.gov eNews letter Designed email Social media

Board/commissions Interest groups Form stakeholders Event/promotion Open house Door-to-door In person poll/survey

Fact sheet, brochure Ads Focus magazine Direct mail Signage

Video/photography Poll or questionnaire Press release

Inclusive Outreach

• How will you ensure that the community involvement process is inclusive of people of diverse races, cultures, languages, socioeconomic status, abilities, etc.

Implement •Does this plan provide for timely access to useful information?

•How will you provide opportunities for the community to give feedback? •How will you demonstrate how community feedback will influence decision?

Monitor, Evaluate and Adapt • How will you collect and evaluate data? • How will you share outcomes with the community? • What triggers will you use to determine whether there is a need to adapt the process?

• What criteria and metrics will you use to evaluate your success in implementing the community involvement process? • Remember to evaluate lessons learned from the process for future projects.

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Communication Toolbox City Staff, visit the Communications Toolbox on the intranet (redweb/Communications) to access the following resources.

To begin a Communications project • Reach out to your department contact (visit the toolbox if you are unsure who your Communication Liaison is) or; • Enter your project into the Request Form in the Communications Toolbox Please plan for a minimum of 2-weeks to complete your request. Larger projects may take longer depending on the scope.

NEW! Have a community conversation using the new online open house tool. Share project information and collect community input using questionnaires, Q&A, idea boards, maps and more at LetsConnectRedmond.com.

City Logo Need to use a City logo? Download several options and formats from the Toolbox.

Equipment Check-out Check out cameras, video cameras, ipads, PA system, and more through the Toolbox.

redweb/Communications

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Presentation Templates Use the PowerPoint templates to create well- designed and highly affective professional presentations.

Signature for External Use: We recommend using this signature on emails sent to external recipients (not City of Redmond employees)

Email Signature Find an email signature template and how-to video in the toolbox. Using the City standard signature ensures that our contact information is readily available along with the public discloser statement.

Name Last Name Title │City of Redmond

( : 425.556.2424 | * : email@redmond.gov | Redmond.gov MS: 4SCC │ 15670 NE 85 th St │ Redmond, WA 98052

NOTICEOFPUBLICDISCLOSURE: Thise-mailaccount ispublicdomain. Any correspondence from or to thise-mailaccount isapublic record.Accordingly, thise-mail, inwholeor inpart,maybe subject todisclosurepursuant toRCW 42.56, regardlessofany claim of confidentialityorprivilegeassertedbyanexternalparty.

Signature for Internal Use: We recommend using this signature on emails sent to internal recipients (City of Redmond employees). Using this simplified version (without any images on it) helps save space on the City’s network.

Name Last Name Title │City of Redmond

Press Releases Find a template in the toolbox to help you draft an effective press release. Press releases are distributed on Monday and Tuesdays. Please plan 2-weeks for the Communication’s team to complete the editing process.

Working with the Media All media relations are managed through Redmond’s Communication Manager. Visit the toolbox to learn: What TO DO if the media contacts you; and What NOT TO DO if the media contacts you. ( : 425.556.2424 | * : email@redmond.gov | Redmond.gov MS: 4SCC │ 15670 NE 85 th St │ Redmond, WA 98052 NOTICEOFPUBLICDISCLOSURE: Thise-mailaccount ispublicdomain. Any correspondence from or to thise-mailaccount isapublic record.Accordingly, thise-mail, inwholeor inpart,maybe subject todisclosurepursuant toRCW 42.56, regardlessofany claim of confidentialityorprivilegeassertedbyanexternalparty.

Writing Resources Find the City’s writing best practices for topics such as punctuation, capitalization, and how to write time, dollars, percentages, numbers, etc.

WebWriting 101

Web readers: • Scanpages • Pickout keywords&phrases • Read quick, short bursts • Are action oriented • Click& forage in searchofbitsof information that leads them towardsagoal When writing for the web: • Catch your readersattention in the first fewwords • Startwith theconclusion , followwith thedetails • Remember:who,what,when,where,why,andhow • Only one ideaperparagraph • Use half thewordcount of traditionalwriting • Write tobe found ina search –usewords that your targetaudienceuseswhen searching Be clear, concise, and direct.

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1. Use the active voice

Everyone Has a Stake in Downtown Park

What’s Yours?

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Grab a marker

Find a stake

Write an idea about what YOU want to see in Downtown Park!

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Don’t forget to return the markers!

Wander through the wooden stakes Share your ideas for the future Explore the ideas from others The City of Redmond partnered with a team of landscape architects, planners and an artist who will develop three design concepts based on ideas from the community. These concepts will be presented at Derby Days, where you can vote on your favorite. The Story Behind the Stakes The “stake” idea was developed by Jill Anholt, the project artist. Stakes were painted by students from Redmond Elementary and the Old Firehouse Teen Center. City of Redmond staff from the following departments assisted in the planning, painting, installation, and public notification of the project: Park Operations, Park Planning & Arts and Culture, Recreation, Natural Resources, and Communications. Thanks everyone!

www.redmond.gov/DowntownPark

redweb/Communications

The City of Redmond assures that no person shall, on the grounds of race, color, national origin, or gender, as provided by Title VI of the Civil Rights Act of 1964 and the Civil Rights Restoration Act of 1987, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimina- tion under any program or activity. For more information about Title VI, please visit redmond.gov/TitleVI. 无歧视声明可在本市的网址 redmond.gov/TitleVI 上查阅 | El aviso contra la discriminación está disponible en redmond.gov/TitleVI.

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