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LTC 349-2023 AD HOC NEIGHBORHOOD RESILIENCE PROJECTS ADVISORY COMMITTEE MOTIONSMA I A+I BE A CH OFFICE OF THE CITY M ANAGER NO. LTC # 349-2023 LETTER TO COMMISSION TO: Honorable Mayor Dan Gelber and Members of the City Commission a FROM:_ Rafael Granado, City Clerk le REGIS BARBOU DATE: August 3, 2023 SUBJECT: AD HOC NEIGHBORHOOD RESILIENCE PROJECTS ADVISORY COMMITTEE MOTIONS The purpose of this Letter to Commission is to provide you with the motions made at the Ad Hoc Neighborhood Resilience Projects Advisory Committee meeting held on July 27, 2023. For any questions or comments please contact Amy Knowles, Chief Resilience Officer and Committee liaison. Attachment: Ad Hoc Neighborhood Resilience Projects Advisory Committee Motions } A I ;' 3{ /BEACH RISING ABOVE Ad Hoc Neighborhood Resilience Projects Advisory Committee Committee Members Clare McCord, Chair Amy Knowles, Liaison M em bers: Clare McCord (Chair-present), Galen Treuer (Vice Chair-present), Alon Alexander (absent), Curt Dyer (present), Spencer Hennings (present), Jason Koslowe (present), Ronald Starkman (present) TO: FR O M : DATE: SUBJECT: Honorable Mayor Dan Gelber and Members of the City Commission Clare McCord, Ad Hoc Neighborhood Resilience Projects Advisory Committee Chair August 3, 2023 Ad Hoc Neighborhood Resilience Projects Advisory Committee Motions The Ad Hoc Neighborhood Resilience Projects Advisory Committee met on Thursday July 27, 2023 and unanimously passed the following motions: 1) The committee approved the transmittal including the agreed-upon recommendation list (Attachment 1) as a letter to the City Commission. 2) The committee recommends to utilize/ upgrade the existing Ad Hoc Neighborhood Resilience Projects Advisory Committee webpage [MBRisingAbove] to communicate the work of the committee to inform people about projects in progress or upcoming, link to existing projects page [Neighborhood Affairs Link) and create a button for feedback for residents to become more engaged and to ask questions about the projects. 3) The committee recommends, in September, to make a plan to revisit personal engagement such as events/focus groups targeting community and association leaders to explain the priorities of the committee and gather input around what the committee has seen as the key issues around resilience infrastructure projects by making use of the contact list of associations and sending informative email updates. MALANA/BEA CH RISING ABOVE Ad Hoc Neighborhood Resilience Projects Advisory Committee Committee Members Clore McCord, Chair Amy Knowles, Liaison ATTACHMENT 1 Date: August 3, 2023 To: Honorable Mayor Dan Gelber and Members of the City Commission Fr: Clare McCord, Chair Ad Hoc Neighborhood Resilience Projects Advisory Committee Subject: Recommendations to Improve Infrastructure Projects Stakeholder Engagement Honorable Mayor and Commissioners: In keeping with our Committee's charge to provide advisory recommendations and feedback on best approaches and processes to enhance resident/stakeholder education, communication, and engagement, we have met over the past six months with City staff, obtained their input as well as feedback from stakeholders, and discussed specific improvements we feel could be most effectively implemented. At the Committee's July 27, 2023 meeting a motion was unanimously approved to transmit the following list which represents action steps we believe will help improve the quality of important City infrastructure projects through enhanced communication and collaboration with stakeholders by providing more robust information especially regarding process, impacts and timelines. List of Suggestions from Ad Hoc Committee Jan- June How to Improve Communication with Stakeholders is the Primary Focus Area General • Create Projects Page on City Website that provides links to all projects across departments- modeled on G.0. Bond site (and includes this site) o Build on what's working- aim for platform consistency • Provide residents timeframes for major construction projects/ MAPS of projects - where, when, impact areas, etc. • Provide updated info on projects not City-controlled such as FOOT, FPL • High impact weekends/seasons - ensure residents are aware, especially for major thoroughfares like Alton Road • Make sure residents have access to existing Gantt charts and visuals o Direct people to where this information exists - inform and communicate with stakeholders effectively Project Specific • Present Project Overview and timeline/map as early as possible in any project • Vet stakeholder contact database for project - City should ensure PIO info is good +/BA CH ii ii t I RISING ABOVE Ad Hoc Neighborhood Resilience Projects Advisory Committee Committee Members Clare McCord, Chai r Amy Knowles, Liaison • Have strategy for communication to various stakeholder groups- e.g. All residents v. building specific or board specific- general impacts v. specific impacts • Define /clarify role of PIO and vet their project stakeholder data- make sure PIO's plan is effective and implemented optimally and coordinated with City action steps o Clarify why and how stakeholders contact PIOs • Provide residents with clear process for follow-up and how questions are answered as project evolves o Questions that come up in meetings o Questions from individuals or complaints/inquiries to commissioners • Make sure questions are answered at meetings, correct people are present to answer, homework is done on the project background and impacts, and more time is spent on interaction than presentation • Check to make sure all email communications are optimally reader-friendly (use volunteers!) • Add clarification of project impact when sending meeting notices- what is the impact of project on quality of life? Let people know: "Here's why you should participate" o Send "intermediate" communications to stakeholders when City is making changes - don't wait until it's a surprise to those impacted • Use this committee and other volunteer leaders/groups as resources to vet communication strategies, texts, presentations- have a plan that includes feedback from already engaged stakeholders • Actively engage stakeholders for input (this committee could invite association representatives to come each month) We ask that you support the implementation of these measures, and that staff be afforded reasonable support to move forward with these and other new initiatives that further the goals of more effective information and engagement for our residents and all City stakeholders. We appreciate the professionalism, effort, and commitment our City staff brings to all projects, and look forward to continuing to collaborate with them and you to advance these goals within the community, and to provide more valuable input in the coming months. Many thanks for your support and all that you do.