Welcome to the Public Outreach Planner

Public Outreach Planner - Public Concerns and Community Initiatives

Public involvement strategies and activities to assess and address community issues related to citizen safety, economic development, citizen representation, diversity/equity or any other concerns relating to the well-being and quality of life of City residents.

1. Select Appropriate Track

2. Answer Questions and get POP Score

3. Save POP worksheet

4. See POP Project Descriptions

5. Review POP Reference Guide and Outreach Tools

6. Fill out and save POP Reference Guide and Workbook

When filling out this worksheet, consider all City departments who may be involved in this project/effort. Filling out this worksheet collaboratively, in person, with all departments that might be involved will help in developing a more accurate POP score.

Project Name/Number:__ __ __ __ __ __ __ __ _______________________________________________________

How would you define the interested/impacted population/community?

? Understanding the impacted/interested community can be just as valuable as understanding your issue/community concern. Issues/concerns with a high potential for interest and impact in a community that is historically disinterested and unengaged could minimize the necessary level of public involvement, whereas a project with perceived low potential for interest and impact in an engaged and informed community, could require a higher level of public involvement than original anticipated.

Historically, how has the public reacted to similar issues, impacts or concerns?

? Over time, project teams come to know and recognize geographic areas or special groups of people who have a history of particular reactions to similar issues, impacts or concerns. This historical perspective is vital to consider in planning for public involvement and outreach. Reviewing history and conversing with past department managers or team members is useful in finding out which areas or groups have strong opinions about the City in general or about specific issues, concerns and impacts. Should this consider what we know about how something similar went over in a different community?

What is the potential for stakeholder interest and conflict surrounding this issue?

? Many factors are indicators for potential stakeholder conflict: homelessness, policing, politics, racial equity, youth issues, private property, economic development, taxes, etc. All of these provide ingredients for conflict with stakeholders. Taking these less technical - but no less important - considerations into account can guide project teams in planning appropriate public involvement and outreach.

How much outside agency and special interest involvement do you anticipate?

? Closely related to political considerations is the level of interest and coordination necessary with affected agencies and special interest groups. Care should also be taken to consider non- and quasi-governmental agencies (such as school districts), environmental and other special interest groups, and neighborhood and other citizen/community groups. Close coordination with existing groups will provide a strong foundation upon which other outreach activities can be built, be it coordination with one neighborhood and one city or multiple agencies and organizations.

How much media (social and traditional) attention do you anticipate/are you already receiving regarding this issue?

? Considering the history of the issues surrounding your community initiative and similar issues in your community, determining the level of interest it produced in newspapers (traditional and online), radio, television, and social media sites can be a good indicator of the public's overall interest. Also, researching the level of media attention a concern, initiative or similar issue from a different community garnered can be a good indicator of what the reaction to your initiative might be.

What level of impact do you anticipate to minority or low-income populations?

? From a public involvement perspective, outreach to minority and low-income populations often require efforts and resources beyond what might be considered traditional means. For example, low-income populations may not subscribe to the newspaper or have internet, therefore additional outreach in the form of mailers and door-to-door visits may be necessary to effectively involve this public. For many minority populations, English is not a primary language, therefore bi-lingual materials/translators may be necessary. Care also needs to be given to cultural customs and norms.

How long do you plan to conduct outreach on this?

? The length of calendar time you plan on conducting outreach can be a strong indicator of communication need. When outreach is stretched over years rather than months, a more rigorous public involvement and outreach campaign is typically warranted, in order to keep the public's attention and keep them focused on the desired outcomes and outreach goals. Longer outreach efforts can also bring rise to changing staff for all parties (project team, stakeholder groups, partner organizations, etc.) This change in staff can oftentimes require more effort to bring people up to speed and keep project/initiatives moving along.

How many people do you anticipate being interested and engaged?

? Considering the amount affected/engaged stakeholders and the likely impacts to them is a sound measure for analyzing outreach need. Care should be taken, however, not to assume too much based solely on the amount of affected/interested properties. While a larger number provides a good case for a larger effort, often intense impacts directly to a small number of stakeholders can be just as demanding in terms of public outreach and involvement.

Which of the following best represents the level of participation you are planning?

? The IAP2 Spectrum of Public involvement was designed to assist with the selection of the level of participation that defines the public's role in any public participation process. This can be a good tool in assessing how much public involvement you may conduct. Click here to view the IAP2 Spectrum of Public Participation

Additional Scoring Consideration:

Do the populations affected by this concern/issue have limited access to electronic notification systems and online resources? Adds 0.5 to the score.

Additional Scoring Consideration:

Does this concern/effort result in the increase of property taxes or fees of other city services? Adds 0.5 to the score.

POP SCORE

POP LEVEL

CLEAR FORM

Print this worksheet to PDF once completed. Consider adding the date to your file name and saving in your project folder.

Knowing your recommended POP level, please proceed to the following pages to help you answer these questions:

Is this the appropriate POP level?

The POP Level Typical Descriptions page describes typical impacts at each POP level to better help you determine the appropriate level of public outreach.

How do I actually reach out to the public?

The Tools and Techniques page will help you determine what tools and techniques would be appropriate and effective for your POP level.

POP Reference Guide and Tracking workbook

Click here to download the POP Reference Guide and Tracking workbook. This document contains all information needed to design your public outreach plan as well as the opportunity to track activities and trends.