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Home My WebLink AboutPUBLIC INVOLVEMENT STRATEGIES MEMORANDUM 04.02.2007 - 08-00292 - Comprehensive Plan - 2020 Adoptions MEMORANDUM C \Documents and Sett1ngs\garyftL=a1 Settmgs\Temporary Inlemet FileslContent.OtdlooktBP5M464G\070402 memo on public outraach.doo To: Brent McFadden From: Laura Hanson CC: Soren Simonsen Date: April 2, 2007 RE: Public Involvement Strategies Madison County Joint Planning Project (B07-015) Hello Brent, Thanks for your call the other day. As we discussed, I have prepared this memo outlining our proposed approach to public involvement and outreach for the Madison County Joint Planning Project. We have found that some methods of public outreach are more effective than others in certain applications. Based on this experience, we have the following recommendations for the Joint planning project. That said, we are happy to use whatever public involvement/outreach strategies the County decides would be valuable and can add or subtract elements as needed. 1) Advisory/Steering Committee We recommend that an advisory committee be established to review work products and provide periodic input to the consulting team as we proceed through the planning process. This advisory committee should be comprised of one or two representatives from each jurisdiction (e.g. one staff member and one elected/appointed official). They will be responsible for reporting back to their jurisdictions with project updates, and will work with the consulting team throughout the planning process to: • Gather necessary background information • Identify key stakeholders • Provide feedback on public outreach materials • Publish and distribute public outreach materials and notices • Review Charette products and help develop and evaluate alternatives • Review draft Madison County Comprehensive Plan Updates • Help prepare recommendations for incorporating and implementing the new decision making framework in each jurisdiction 2) Two Day Charette We propose to hold a two-day work session with representatives of each jurisdiction and other key stakeholders (such as BYU-Idaho). The objective of the charette is to get all issues out on the table for discussion and resolution. We will work with participants through facilitated discussions to first identify common goals for the process. We will then help participants work together to identify specific issues and problems with the current decision making process. The final sessions of the charette will be focused on identifying potential solutions. At the end of the charette, we propose holding a public workshop focused on the Madison County Comprehensive Plan Update process. 700 NORTH 200 WEST, SALT LAKE CITY, UTAH 84103 PHONE (801) 355-5915 . FAX (801) 355-9885 . www.crsa-us.com MEMORANDUM C:\Documents and S.Uiles garyl\Looel SettingWemporary Internet Files\Content.Outlook6P5M464G1070402 memo on public outreach.doc Proposed Charette Schedule: Day One 12:00 — 1:00 Welcome, Introduction, Charette Schedule Overview, Ground Rules (Working Lunch) 1:00 — 2:00 Identify common inter -jurisdictional framework goals and objectives 2:00 — 5:00 Issue Identification Product: Comprehensive list of issues with current decision making processes Day Two 8:00 — 9:00 Summary/recap of Ground Rules and Issue Identification 10:00 — 12:00 Brainstorming session 12:00 — 1:00 Lunch Break 1:00 — 3:00 Brainstorming session Product: List of ideas and potential alternatives for future decision making processes 5:00 — 7:00 Public workshop set-up 7:00 — 9:00 Public workshop (see format outline below) Product: List of issues, comments, and ideas to be considered in the update of the Madison County Comprehensive Plan Proposed Public Workshop Format: 7:00 — 7:10 Welcome and Project Introduction 7:10 — 7:40 Presentation on why we plan our communities 7:40 — 7:50 Break into small groups of 8-12 7:50 — 8:50 Rotating issue topic discussions (Issue topics may include: Land Use, Transportation, Economic Development, Housing, Open Space and Agriculture, etc) 8:50 — 9:00 Next Steps, and Thank you A comment form/survey will be available for members of the public to fill out at the workshop, or to take home and then mail in. 3) Public Open House Nearing the completion of the Madison County Comprehensive Plan update process, we proposed to hold a public open house to present the Draft Comprehensive Plan to the community. Comments and feedback collected at the open house would be used to refine the Draft Comprehensive Plan. For the open house, we would print off large format copies of key plan maps and graphics for the public to view at their own pace. The open house would not include any format presentation, but the consulting team and County staff would be available to answer questions and explain plan components to attendees. Printed summary materials would be available for members of the public to take home and share with their neighbors. A comment form/survey would also be available for people to fill out while at the open house, or to take home and mail in later. 700 NORTH 200 WEST. SALT LAKE CITY, UTAH 84103 PHONE(801)355-5915 . FAX(801)355-9885 . www.crsa-us.com MEMORANDUM CADocuments and SetlingstgaryllLocal SeHingsWempoiary Internet Files\ContenLOutlookWP5M464G1070402 memo on public oulreech.doc 4) Website and Online Comment Form As the County seat, the public workshop and open house will likely be held in Rexburg. This location may not be convenient for some residents of the County. To ensure that all members of the public have equal opportunity to comment on the Draft Madison County Comprehensive Plan, we propose to set up a project website. The website, which may be a page on the Madison County website, or a link to the CRSA FTP site, will contain: • Updated project information — schedule, plan elements, key maps and graphics, etc. • Contact numbers for those looking for further information • Email addresses for providing comments on the draft plan 5) Other Outreach efforts If the County has a regular newsletter that is circulated across the County, we would work with the newsletter editor to ensure current project information is included. The newsletter could point residents of the more remote areas of the County towards the project website for more information and opportunities to comment online. As part of any comprehensive plan update process, there are some legal noticing and public comment requirements. CRSA will work with the Advisory Committee to ensure that appropriate notice is given for all public meetings and the public hearings associated with the adoption process. There was a question about why we did not include mailing out a survey to residents of the County as part of our approach. Comment forms/survey will be available at the public workshop and open house, but we did not propose a survey mailing. If the County would like to include a survey as part of the process, we would be happy to add it. In our experience, however, we have not found this to be the most effective means for gathering public input. While a mass mailing of surveys reaches a lot of people, the response rate is typically very low. Mailing costs are quite high, and it is easy to bias the responses if survey questions are not worded very carefully. Most importantly, surveys do not provide any opportunity for back -and -forth dialogue with the public. It is easy to misinterpret a comment, and we have limited opportunity to correct misinformation. Thank you again for the opportunity to provide our services to the County. We look forward to a discussion with you about public involvement and kicking off the Joint planning project. Sincerely, Laura Hanson, AICP Cooper Roberts Simonsen Associates 700 NORTH 200 WEST. SALT LAKE CITY, UTAH 84103 PHONE (801) 355-5915 . FAX (801) 355-9885 . www.crsa-us.com