CC Agenda Packet 05-30-18 Work Session

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1.PROJECT INITIATION, WINTER-SPRING 2018 In the first phase, we will develop the Project Charter, Public Involvement Plan, detailed work plan and project budget. We will also receive input on the planning process from decision makers: City and County Planning Commissions and City Council and County Board of Commissioners. Following this initial input, we will introduce the broader public to the project and build a strong base of participation. We will use images, graphics, and words to describe the vision, goals and benefits of Urban Reserves. Following is an overview of major communication methods for the project, which will be implemented during project initiation, and used throughout the planning process: Communications Plan: Working with the PDD Public Information Officer, the project will develop a plan that includes guidelines for communicating with the media and other key communications outlets, and intra-departmental and inter-agency project coordination. Interested Parties List: The project will build off of the Envision Eugene interested parties list, and it will be added to throughout the project. It will contain information including contact information, preferred communication method, and relevant project interests. Project Website: The website will be simple, accurate, up-to-date and uncluttered. It will include regularly updated project updates and frequently asked questions. It will be interactive as much as possible, using mapping and survey tools. The website will link to other communication methods, such as the e-updates, Envision Eugene Facebook page, and project and community events. We will send out regular project updates through a variety of methods: Email Updates: The project will communicate regularly with a wide variety of individuals about upcoming events and project outcomes. Email will be a major method of communication. City Newsletters: The project will use existing City E-Newsletters to provide regular project updates and add to the interested parties list, including: Envision Eugene, City Council Newsletter, Neighborly News and others. Social Media: The project will use existing City accounts on Nextdoor.com, Facebook, Twitter and YouTube to get messages out and advertise engagement opportunities. We will evaluate the effectiveness of different methods and adapt as we proceed. Establish Project Committees and Groups: We will begin establishing three inter-jurisdictional committees comprised of community volunteers, leaders and staff that will advise staff. The three committees will have specific roles related to technical review, policy review, and service provision. They will begin meeting in Phase 2. Envision Eugene Technical Advisory Committee (EETAC)--The scope of the EETAC will include City-wide growth management initiatives related to growth monitoring, including Urban Reserve Planning. The EETAC will review project assumptions, technical analysis, and development of options. They will provide feedback to staff on technical-related issues, maintain institutional memory regarding assumptions and analysis related to long-term growth management-related efforts (monitoring, urban reserves, expansion), and will review technical information used to inform policy decisions. EETAC members will be asked to think about long-term community- wide growth implications, and will represent their areas of interest and/or organizations around Eugene as well as the interests of the community as a whole. EETAC members will be appointed by the City Manager. They will represent varied voices from across the community with diverse 4 | PAGE