Resolution Adopting Amended Chapter 11 of the Minneapolis Park and Recreation Board Code of Ordinances and New Policy on Community Engagement 4-2-190PLN

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  • 1. Posted by http://MillCityTimes.com Resolution 2011-190 Resolution Adopting Amended Chapter 11 of the Minneapolis Park and Recreation Board Code of Ordinances and new Policy on Community EngagementWhereas, The Minneapolis Park & Recreation Board ("MPRB") is the steward of theMinneapolis Park System;Whereas, The MPRB desires broad representation and participation for the planning,development, and evaluation of park facilities, services, and programs;Whereas, The MPRB Code of Ordinances, Chapter 11 is the current requirement forpubic participation specific to facility construction and redevelopment projects;Whereas, The MPRB’s 2007-2020 Comprehensive Plan provides the goal of providingrelevant park and recreation services through outreach and research that focuses onidentifying the needs of the city’s dynamic populations;Whereas, The Board of Commissioners have provided strategic direction to improve andenhance community engagement strategies, including communication methods;Whereas, Staff developed a draft amended Chapter 11 ordinance and new policy oncommunity engagement based on information gathered through an extensive communityoutreach and research process for the project;Whereas, The Board authorized a 45-day public review and comment period to provideopportunity for public feedback on the draft amended ordinance and new policy;Whereas, The Board, staff and community feedback has been incorporated into theamended ordinance and new policy;Whereas, The amended Chapter 11 ordinance defines community engagementrequirements for park facility construction and redevelopment projects, and directs thecreation, maintenance and regular evaluation of a policy on community engagement;andWhereas, The new policy on community engagement addresses the amended Chapter11 ordinance requirements and provides a framework for working and communicatingwith the public;RESOLVED, That the Board of Commissioners adopt the amended Chapter 11 of theMinneapolis Park and Recreation Board Code of Ordinances and the new policy oncommunity engagement; and
  • 2. Posted by http://MillCityTimes.comRESOLVED, That the President and Secretary of the Board are authorized to take allnecessary administrative actions to implement this resolution.Adopted by the Park & Recreation BoardIn formal meeting assembled on October 19, 2011 ______________________________ John Erwin, President ______________________________ Karen Robinson, SecretaryApproved:_________________________________R.T. Rybak, Mayor 2
  • 3. Posted by http://MillCityTimes.comTO: Planning CommitteeFROM: Bruce Chamberlain, Assistant Superintendent for Planning ServicesDATE: October 5, 2011SUBJECT: Resolution adopting amended Chapter 11 of the Minneapolis Park and Recreation Board Code of Ordinances and new policy on community engagementBACKGROUNDCurrently, the Minneapolis Park & Recreation Board (MPRB) follows a publicengagement process for facility construction and redevelopment projects as required byChapter 11 of the MPRB Code of Ordinances. Effective January 1, 2000, the ordinancewas adopted to address the City of Minneapolis’ public process for obtaining aconditional use permit. The ordinance is applied almost exclusively to projects that arebudgeted and approved through the MPRB’s Capital Improvement Program (CIP) or thatwould be the result of a third party agreement within the park system.There have been proposals at various times in the past to amend the current ordinanceto attempt to better address such things as the types of projects it addresses, its scopeand its fundamental effectiveness in engaging the community. Those proposals have notbeen approved by the Board.A reorganization of the MPRB into a district-based system in 2004 prompted work toenhance the framework of community outreach, research and engagement. Thisframework was tested in applying a variety of techniques and opportunities forcommunity participation in the development of the 2007-2020 Comprehensive Plan.Approved by the Board in October 2007, the Comprehensive Plan reinforced the need toinvolve residents and park users in identifying the park and recreation needs andinterests of their communities to ensure that the MPRB may best serve the city’sdynamic populations.Guided by the goals of the Comprehensive Plan and the Board’s strategic direction tofocus on new strategies for community engagement, staff developed a timeline andprocess in 2010 to develop a new Board policy. The primary purpose of the policy is to:1) outline and support the existing requirements of the Chapter 11 Ordinance that haveproven to be functional and effective for the organization, and 2) provide consistentpractices and approved methods for working and communicating with the community indecision making processes.An extensive community outreach and research effort gathered feedback throughmultiple opportunities for user engagement. This engagement revealed that community
  • 4. Posted by http://MillCityTimes.commembers had the highest interest and expressed they were most likely to participate inprocesses for capital projects. Development of the policy also examined existing nationaltrends and best practices, including comparison of local agency practice. After analysisof comments received, staff drafted a new policy and simultaneously amended theChapter 11 ordinance to support the policy goals, definitions and procedures. Inpreparation for a public comment period on the draft policy and amended ordinance, thedocuments were discussed by the Board during the April 2011 Committee of the Wholemeeting.From May 1 to June 15, 2011, a 45- day public review and comment period on theamended ordinance and draft policy gave the public the opportunity to provide revisions.Document review from department management, legal review and additional field testingprovided additional refinement post the public review period. Comments gathered duringthis period did not indicate substantive changes to the intent or goal of both documents.Minor revisions were presented to the Board for discussion at the September 2011Committee of the Whole meeting.While the practice of community engagement takes time and resources, the costs ofinvolving the public in decisions can avoid the more significant costs of communityconflict and the need to change decisions that prove to be inadequately informed andunstable. The amended ordinance and policy will provide a consistent framework forprojects within the MPRB’s CIP, and serve as a model for engaging the community forthe multi-faceted projects, services and programs throughout the organization.FUNDING/COST SUMMARYN/ARECOMMENDATIONStaff believes these documents provide a consistent mode of practice to engage thecommunity for projects approved and budgeted through the MPRB’s CIP or through thirdparty agreement. Community research data indicates these projects are of high interestand have broad potential to shape future development and operation of the park system.Resources provided by the new policy will allow for increased awareness of communityimpact for projects undertaken within the park system, and diversify the methods used tointerface and build relationships with the Minneapolis community.Staff recommends that the Board adopt a resolution to amended Chapter 11 of theMinneapolis Park and Recreation Board Code of Ordinances and new policy oncommunity engagement.RELATED BOARD ACTIONS9/15/99 Minneapolis Park and Recreation Board Code of Ordinances, Amendment to Chapter 11: Park Facility Construction and Redevelopment – Public Participation4/20/2011 Resolution Authorizing a Forty-Five Day Public Review and Comment period for Amended Chapter 11 Ordinance and New Policy 4
  • 5. Posted by http://MillCityTimes.comATTACHMENTSMPRB Code of Ordinances, Chapter 11, AmendedCurrent MPRB Code of Ordinances, Chapter 11MPRB Policy on Community EngagementPrepared by: Ginger Cannon, PlannerReviewed by: Bruce Chamberlain, Assistant Superintendent for Planning ServicesApproved by: Jayne Miller, Superintendent 5
  • 6. Posted by http://MillCityTimes.com ORDINANCE 99-101 AMENDING THE ORDINANCES OF THE MINNEAPOLIS PARK AND RECREATION BOARD RELATING TO PROPOSALS TO CONSTRUCT OR REDEVELOP PARK FACILITIES BY ADDING NEW CHAPTER 11 RELATING TO PUBLIC PARTICIPATION AND APPEALS. The Minneapolis Park and Recreation Board does ordain as follows: Section 1. That the Minneapolis Park and Recreation Board Code of Ordinances beamended by adding thereto a new Chapter 11 to read as follows: Chapter 11 PARK FACILITY CONSTRUCTION AND REDEVELOPMENT – PUBLIC PARTICIPATION PB11-1. Citizens Advisory Committee – Creation and Authority. The Park Boardshall cause a citizen advisory committee to be created when park facility construction orredevelopment projects are proposed. The citizen advisory committee shall be balanced andrepresentative of the interests impacted by the proposed park facility construction orredevelopment. The citizen advisory committee shall have the authority to makerecommendations to the Park Board’s Planning Committee on the proposed construction andredevelopment of park facilities. PB11-2. Citizen Advisory Committee – Meeting Notice. The citizen advisorycommittee shall hold one or more meetings on proposed park facility construction orredevelopment projects. The Park Board shall publish notice of the time, place and purpose ofthe initial meeting at least once, not less than ten (10) days before the meeting, in a newspaper ofgeneral circulation. The Park Board shall also mail notice of the time, place and purpose of themeeting to all park councils and registered neighborhood groups potentially impacted by theproposed construction or redevelopment of the park facility. The Park Board shall also mailnotice of the time, place and purpose of the meeting to all owners of record of property located inwhole or in part within three (3) city blocks of the park facility being proposed to be constructedor redeveloped. PB11-3. Citizens Advisory Committee – Meetings and Recommendation. Allmeetings shall be open to the public. Any person may appear and speak at a meeting either inperson or by a duly appointed representative. Upon conclusion of public input, the citizenadvisory committee shall announce its recommendation or shall lay the proposal over to asubsequent meeting. Records shall be kept on file at the Park Board office of attendance,meetings, agendas, handouts and committee actions. All recommendations of the CitizenAdvisory Committee shall be presented at the public hearing of the Planning Committee. PB11-4. Planning Committee – Notice. The Planning Committee shall hold a publichearing on all proposed park facility construction or redevelopment projects. The committeeshall publish notice of the time, place and purpose of the public hearing at least once, not lessthan ten (10) days before the hearing, in a newspaper of general circulation. The PlanningCommittee shall also notify the voting members of the citizen’s advisory committee and ownersof record of property located in whole or in part within three (3) city blocks of the park facility
  • 7. Posted by http://MillCityTimes.combeing proposed to be constructed or redeveloped of the time and place of the public hearing. ThePlanning Committee shall also comply with all other notice requirements of Minnesota’s OpenMeeting Law. PB11-5. Planning Committee – Appeal of Citizen Advisory Committee. Any personmay appeal and object to the recommendations of a citizen advisory committee at the publichearing held by the Planning Committee. PB11-6. Planning Committee – Hearing. All hearings conducted shall be open to thepublic. The chair or acting chair may set the parameters of testimony to be received frominterested parties. Any person may appear and testify at a hearing either in person or by dulyappointed representative. After reviewing the citizen advisory committee’s recommendations,appeals and objections thereto, and the conclusion of other public testimony, the PlanningCommittee shall announce its decision or shall lay the matter over to a subsequent meeting. ThePlanning Committee shall keep minutes of its public hearings, and shall also keep records of itsofficial actions. Decisions of the Planning Committee shall be dated and forwarded to the fullPark Board. PB11-7. Appeal to Full Park Board Filing. All findings and decisions of the PlanningCommittee shall be subject to appeal to the full Park Board. Appeals may be initiated by anyaffected person by filing an appeal with the Superintendent’s office on a form approved by thePark Board. All appeals must be received within ten (10) calendar days of the date of decisionby the Planning Committee and must be accompanied at the time of filing with payment of thefee specified in Minneapolis Code § 525.150. Timely filing of an appeal shall stay the decisionof the Planning Committee until a decision is made by the Park Board. PB11-8. Full Park Board Hearing Notice. Not less than ten (10) days before thepublic hearing of the Park Board to consider the appeal, the Park Board shall publish notice ofthe time, place and purpose of the public hearing at least once in a newspaper of generalcirculation. The Park Board shall also comply with all notice requirements of Minnesota’s OpenMeeting Law. Failure to give mailed notice to all affected parties, or defects in the notice, shallnot invalidate the proceedings provided a bona fide attempt to comply with this section has beenmade. PB11-9. Public Hearing of Appeal. The Park Board shall hold the public hearing onany appeal. All hearings conducted on the appeal shall be open to the public. The chair or theacting chair may set the parameters of testimony to be received from interested parties. The ParkBoard shall keep minutes of its public hearing and shall also keep records of its official actions. Section 2. That this Ordinance shall take effect and be in force January 1, 2000.Passed and adopted on this 15th day of September, 1999. Bob Fine, PresidentApproved: Norman C. Merrifield, SecretarySharon Sayles Belton, Mayor
  • 8. Posted by http://MillCityTimes.com ORDINANCE 99-101 AMENDING CHAPTER 11 OF THE ORDINANCES OF THE MINNEAPOLIS PARK AND RECREATION BOARD RELATING TO PUBLIC PARTICIPATIONCOMMUNITY ENGAGEMENT FOR PROPOSALS TO CONSTRUCT OR REDEVELOP PARK FACILITIES. BY ADDING NEW CHAPTER 11 RELATING TO PUBLIC PARTICIPATION AND APPEALS. The Minneapolis Park and Recreation Board does ordain as follows: Section 1. That the Minneapolis Park and Recreation Board Code of Ordinances chapter11 be amended by adding thereto a new Chapter 11 to read as follows: Chapter 11 PARK FACILITY CONSTRUCTION AND REDEVELOPMENT – PUBLIC PARTICIPATIONCOMMUNITY INVOLVEMENTCOMMUNITY ENGAGEMENT PB11-1. Definitions. As used in this chapter the following terms shall mean: Community InvolvementEngagement: The opportunity for stakeholders to influence decisions that shape the park system, including the intentional effort to create public understanding of MRPB projects, programs, and services, and to make certain the MPRB is aware of and responsive to stakeholder needs, concerns and industry trends. Interchangeable terms include: public participation, community involvement, and citizen participation. Park facility construction and redevelopment: t: The development of new or redevelopment of existing facilities as approved and budgetedapproved in a Capital Improvement Program for the Minneapolis Park and Recreation Boardd, including construction and redevelopment of facilities approved and budgeted through third party agreement.. PB11-2 Community InvolvementEngagement Policy. The Minneapolis Park andRecreation Board shall create, maintain, and regularly evaluate (every three (3) years) acommunity involvement engagement policy that requires that requires allall park facilityconstruction and redevelopment projects approved and budgeted through the CapitalImprovement Program to have a have a community involvementengagement plan. PB11-3 Community InvolvementEngagement Plan. All park facility construction andredevelopment projects approved and budgeted by the Board within the Capital ImprovementProgram require a community involvementengagement plan. The community engagement planshall be developed in consultation with established neighborhood organizations. When possible,other representative community groups and under-represented groups shall be involved in thedevelopment of the plan.
  • 9. Posted by http://MillCityTimes.com PB11-4 Citizens Community Advisory Committee – Creation and Authority. ThePark BoardMinneapolis Park and Recreation Board shall cause a citizen community advisorycommittee to be created whenas park facility construction or redevelopment projects areproposed. recommended inwithin a a community engagementnvolvement plan.n for a project.The citizen community advisory committee shall be balanced and representative of the interestsimpacted by the proposed park facility construction and redevelopment facility construction orredevelopmentproject. The citizen community advisory committee shall have the authority tomake recommendations to thethe designated Committee of the Board Park Board’s PlanningCommittee on the proposed park facility construction and redevelopment construction andredevelopment of park facilitiesproject. The Board of Commissioners shall have the authority tocause the creation and approve the charge and composition of a community advisory committeesfor topics of its choosing. PB11-2. Citizen Advisory Committee – Meeting Notice. The citizen advisorycommittee shall hold one or more meetings on proposed park facility construction orredevelopment projects. The Park Board shall publish notice of the time, place and purpose ofthe initial meeting at least once, not less than ten (10) days before the meeting, in a newspaper ofgeneral circulation. The Park Board shall also mail notice of the time, place and purpose of themeeting to all park councils and registered neighborhood groups potentially impacted by theproposed construction or redevelopment of the park facility. The Park Board shall also mailnotice of the time, place and purpose of the meeting to all owners of record of property located inwhole or in part within three (3) city blocks of the park facility being proposed to be constructedor redeveloped. PB11-5. Citizens Community Advisory Committee – Meetings andRecommendation. All meetings shall be open to the public. Any person may appear and speakat a meeting either in person or by a duly appointed representative. Upon conclusion of publicinput, the citizen community advisory committee shall announce its recommendation or shall laythe proposal over to a subsequent meeting. Records shall be kept on file at the Park Board officeof attendance, meetings, agendas, handouts and committee actions. All recommendations of theCitizen community aAdvisory cCommittee shall be presented at the public hearing of thePlanning Committeeof the designated Committee of the Board. PB11-6. Planning CommitteeCommittee of the Board Public Hearing. – Notice. ThePlanning CommitteeA Committee of the Board shall hold a public hearing on all projects thatinclude recommendations of a community advisory committee. The chair or acting chair may setthe parameters of testimony to be received from interested parties. Any person may appear andtestify at a hearing either in person or by duly appointed representative. After reviewing thecommunity advisory committee’s recommendations and after the conclusion of public testimony,the Committee of the Board shall announce its decision or shall lay the matter over to asubsequent meeting. The Committee of the Board shall keep records of its public hearings andofficial actions. Decisions of the Committee of the Board shall be dated and forwarded to the fullBoard.all proposed park facility construction or redevelopment projects. The committee shall publishnotice of the time, place and purpose of the public hearing at least once, not less than ten (10)days before the hearing, in a newspaper of general circulation. The Planning Committee shallalso notify the voting members of the citizen’s advisory committee and owners of record ofproperty located in whole or in part within three (3) city blocks of the park facility beingproposed to be constructed or redeveloped of the time and place of the public hearing.
  • 10. Posted by http://MillCityTimes.comThe Planning Committee shall also comply with all other notice requirements of Minnesota’sOpen Meeting Law PB11-7. Community Advisory Committee Meeting and Public Hearing Notice. TheMinneapolis Park and Recreation Board shall create and maintain a notification process thataddresses all community advisory committee meetings and public hearings for the project. Thisprocess shall require a ten (10) day notice of the first meeting in a newspaper of generalcirculation, of park councils and registered neighborhood groups and of all owners of record ofproperty located in whole or in part within three (3) city blocks of the project area. The noticeshall comply with all other notice requirements of Minnesota’s Open Meeting Law. Failure togive mailed notice to all affected parties, or defects in the notice, shall not invalidate the processor proceedings provided a bona fide attempt to comply with this section has been made. PB11-5. Planning Committee – Appeal of Citizen Advisory Committee. Anyperson may appeal and object to the recommendations of a citizen advisory committee at thepublic hearing held by the Planning Committee. PB11-6. Planning Committee – Hearing. All hearings conducted shall be opento the public. The chair or acting chair may set the parameters of testimony to be received frominterested parties. Any person may appear and testify at a hearing either in person or by dulyappointed representative. After reviewing the citizen advisory committee’s recommendations,appeals and objections thereto, and the conclusion of other public testimony, the PlanningCommittee shall announce its decision or shall lay the matter over to a subsequent meeting. ThePlanning Committee shall keep minutes of its public hearings, and shall also keep records of itsofficial actions. Decisions of the Planning Committee shall be dated and forwarded to the fullPark Board. PB11-7. Appeal to Full Park Board Filing. All findings and decisions of thePlanning Committee shall be subject to appeal to the full Park Board. Appeals may be initiatedby any affected person by filing an appeal with the Superintendent’s office on a form approvedby the Park Board. All appeals must be received within ten (10) calendar days of the date ofdecision by the Planning Committee and must be accompanied at the time of filing with paymentof the fee specified in Minneapolis Code § 525.150. Timely filing of an appeal shall stay thedecision of the Planning Committee until a decision is made by the Park Board. PB11-8. Full Park Board Hearing Notice. Not less than ten (10) days beforethe public hearing of the Park Board to consider the appeal, the Park Board shall publish noticeof the time, place and purpose of the public hearing at least once in a newspaper of generalcirculation. The Park Board shall also comply with all notice requirements of Minnesota’s OpenMeeting Law. Failure to give mailed notice to all affected parties, or defects in the notice, shallnot invalidate the proceedings provided a bona fide attempt to comply with this section has beenmade. PB11-9. Public Hearing of Appeal. The Park Board shall hold the publichearing on any appeal. All hearings conducted on the appeal shall be open to the public. Thechair or the acting chair may set the parameters of testimony to be received from interestedparties. The Park Board shall keep minutes of its public hearing and shall also keep records ofits official actions.
  • 11. Posted by http://MillCityTimes.com Section 2. That this Ordinance shall take effect and be in force January 1, 2000XX30days after approval by the Board.Passed and adopted on this 15th ___day of Septembermonth, year, 1999____. Bob Fine, PresidentApproved: Norman C. Merrifield, SecretarySharon Sayles Belton, Mayor
  • 12. Posted by http://MillCityTimes.comPolicy on Community EngagementDISCUSSIONA well-designed and consistently implemented community engagement process aligns agencydecisions with the interests and priorities of Minneapolis residents and park users. The keys toengaging communities include visibility, transparency of process, the use of multiple channelsof communication, respect for all points of view and ensuring the opportunity for everystakeholder to voice his or her opinion during a decision making process. The measure ofcommunity engagement is the level of participation - through increased participation theMinneapolis Park and Recreation Board (MPRB) is better able to successfully deliver projectsrepresentative of community needs, interests and resources.Perspectives of Minneapolis residents, community groups, park users, staff, and the Board ofCommissioners have informed the development of the following policy on communityengagement. Research on best practices, current trends, and national and local governmentpolicies in working with communities have contributed to policy framework.The MPRB Board of Commissioners recognizes the organizational commitment necessary tostay engaged with and relevant to Minneapolis residents and users of the park system. Thispolicy and procedure will guide the MPRB in authentically involving residents and park users indeveloping and delivering park projects that promote health, well-being, community, and theenvironment.Goals of Effective Community EngagementThe following policy goals establish the expectations of effective community engagement forthe MPRB and complement the core principles of community engagement adopted by theMinneapolis City Council. 1. Promote a culture of openness and learning in which consistent outreach and research methods increase community interest and participation. 2. Develop and sustain relationships that encourage the MPRB and the community to work together to advance the common good. 3. Provide opportunities for diverse people, ideas, and information to influence the development and implementation of park projects. 4. Enhance communication and outreach methods using available and emerging technology, including social media.
  • 13. Posted by http://MillCityTimes.comDEFINITIONSStakeholder(s): Any segment of a community that is impacted by, or has direct interest in adecision. This may include elected officials, residents, community groups or organizations,underrepresented communities, communities of color, MPRB staff, neighborhoodorganizations, developers, business owners, etc.Community Engagement: The opportunity for stakeholders to influence decisions that shapethe park system, including the intentional effort to create public understanding of MRPBprojects, programs, and services, and to make certain the MPRB is aware of and responsive tostakeholder needs, concerns and industry trends. Interchangeable terms include: publicparticipation, community involvement, and citizen participation.Community Outreach: The practice of communicating with or gathering information fromstakeholders to inform a specific project, impending decision or strategic planning effort. Avariety of methods, tools, and strategies may be used to share information and obtainstakeholder perspectives. Examples of outreach include surveys, meetings, and focus groups.Community Research: The practice of gathering data from primary or secondary sources toinform a specific project, impending decision, or strategic planning effort.Primary Research: Any original research performed by MPRB staff. Examples includecommunity surveys or aggregated data about program and services offered.Secondary Research: Any existing research performed by another entity that has application toMinneapolis. This includes regional or national trend information; research completed byregional or state agencies, general industry, or market research.Project: An intentional effort to achieve specific goals or outcomes in the development of newor redevelopment of existing facilities as approved and budgeted in a Capital ImprovementProgram (CIP) for the Minneapolis Park and Recreation Board, including construction andredevelopment of facilities approved and budgeted through third party agreement.Project Manager: Any MPRB staff member or consultant responsible for following currentpolicy and procedures on community engagement in development of new or redevelopment ofexisting facilities as approved and budgeted in a Capital Improvement Program for theMinneapolis Park and Recreation Board.Board: Reference to the nine-member Park Board of Commissioners that are theindependently elected, semi-autonomous body responsible for maintaining and developing theMinneapolis park system.Committee of the Board: Reference to any committee that is comprised of two (2) or moreCommissioners and established by the Board.
  • 14. Posted by http://MillCityTimes.comPOLICYThis policy applies to all Minneapolis Park and Recreation Board divisions and departments andoutlines the implementation of Chapter 11 of the Minneapolis Park and Recreation Board Codeof Ordinances. The policy outlines requirements for community engagement relative toprojects for the Minneapolis Park and Recreation Board, including projects approved andbudgeted through third party agreement.All Minneapolis Park and Recreation Board divisions and departments are encouraged to followthis policy in working and communicating with stakeholders on initiatives outside of theapproved and budgeted Capital Improvement Program (CIP).1. The Board is to purposefully seek the participation of a broad representation of stakeholders to ensure that diverse community needs, interests, and resources inform decisions for a project.2. The Board is to evaluate this policy and procedure every four-year period, with the first evaluation conducted in 2015.3. Project managers are to perform project assessment and develop community engagement plans. 3.1. Project managers are to provide public notice of opportunities for community engagement as defined by Chapter 11 of the Minneapolis Park and Recreation Board Code of Ordinances and current policy and procedure. 3.2. Project managers are to coordinate with the Communications and Marketing Department to ensure strategies are consistent with current policy. 3.3. Project managers are to share community research and retain project records in accordance with the current MPRB Records Retention Schedule. 3.4. Project managers are to oversee consultant adherence to the requirements of Chapter 11 of the Minneapolis Park and Recreation Board Code of Ordinances and current policy and procedure.4. All projects require a community engagement plan. The Board is to be informed of community engagement plans and resulting plan recommendations. 4.1. Staff will consult with neighborhood organizations and other representative community groups and individuals in developing community engagement plans. 4.2. The Board and staff are to utilize approved methods to involve stakeholders. New outreach and research methods may be introduced and reviewed by the Board as part of a community engagement plan. 4.3. A community advisory committee (CAC) is recommended within a community engagement plan and must be conducted in compliance with Chapter 11 of the Minneapolis Park and Recreation Board Code of Ordinances. 4.3.1. A CAC may be a non-appointed or appointed group of stakeholders.
  • 15. Posted by http://MillCityTimes.com 4.3.2. The Board is to approve the final composition and charge for an appointed CAC, conduct public hearings on committee recommendations, and make final decisions regarding recommendations. 4.3.2.1. An appointed CAC is required within a community engagement plan if the project outcomes may result in a change that is not specified in an approved master plan for a regional park. 4.3.3. The Board is to review the charge for a non-appointed CAC, conduct public hearings for committee recommendations, and make final decisions regarding recommendations. 4.3.3.1. A non-appointed CAC is required within a community engagement plan if the project outcomes may result in a change in public use of park land.5. The Board is to allocate staff and financial resources to provide for implementation and evaluation of community engagement plans.6. This policy shall take effect and be in force thirty (30) days after adopted by the Board. Once in force, this policy will be in effect for projects that do not have an in-process or already established CAC as required or recommended.Draft Page 4 9/26/2011
  • 16. Posted by http://MillCityTimes.comPROCEDUREA. Project AssessmentUpon determination of a project, project managers are to:1. Complete and retain the project assessment form to determine the recommended level of community engagement for a project. 1.1. Be aware that substantial degrees of change to a program, facility or level of service increase potential impact to the community and highlight the importance of a predetermined engagement strategy. 1.2. Approach project stakeholders to discuss and complete the form as a collaborative effort.2. Consult the community engagement grid to select approved outreach and research methods according to the recommended level of community engagement. 2.1. A combination of approved methods may be used to form a comprehensive outreach strategy or community engagement plan (see section B, Community Engagement Plans).The project assessment form and grid are tools to assist in process design and represent the minimumrequirements for project managers in developing a community engagement plan. These tools aredirectly associated and designed to be used in combination with each other.Determining the appropriate approach in working and communicating with the community is notscientific practice; there is no one formula for determining the most effective strategy. Projectmanagers are to be aware of requirements for community engagement based on funding source orother project characteristics. Methods to engage the stakeholder are defined through projectassessment, Board action and/or implementation of a community engagement plan.B. Community Engagement PlansAll projects require a community engagement plan, even if the plan is simply a timeline for appropriatenotice and communication to the community for a project. The community engagement plan mayintroduce new methods of outreach, research and engagement for Board approval through ideasgenerated by stakeholders and the project manager during plan development.At a minimum, the community engagement plan is to include the following information:1. Identification of stakeholders that may be affected by the project.2. Definition of stakeholder roles and responsibilities for the project.3. Identification of approved outreach and research methods that will provide information to best inform the project outcome.4. Identification of public notice and timely communication strategies for the project.5. Identification of resources needed to implement the plan.6. Timeline for implementation.
  • 17. Posted by http://MillCityTimes.com7. An evaluation summary examining the efficacy of the community engagement process including a statement indicating how the process advanced policy goals (see section F, Evaluation).Project managers are to:1. Consult with established neighborhood organizations in developing community engagement plans. Interfacing with neighborhood organizations will support the effort to ensure participation is broad based and inclusive, and build consistency between City supported participation programs and practices of the MPRB.2. Consult with representative community groups or community leaders, and work with under- represented groups to develop and implement the plan.3. Review the community engagement plan with the Board of Commissioners, and obtain approvals as necessary.4. Modify the plan if circumstance warrants, and communicate substantial modifications to stakeholders and the Board.C. Establishment of Advisory CommitteesAdvisory committees provide an opportunity for stakeholder groups to share insight and resources,and serve to build and sustain relationships between the community, partner agencies and the MPRB.Members of different types of advisory committees work collaboratively to provide comprehensiveproject recommendations to the Board.Project Advisory Committee1. Criteria for Creation 1.1. The project advisory committee (PAC) is comprised of a MPRB project manager and a cross- functional team of staff from departments affected by or involved in the project. The PAC allows for full information sharing for the community on options and implications for project development and implementation. 1.2. The Superintendent or Assistant Superintendent recommends MPRB staff for a PAC; the PAC may include individuals representing a consultant group.2. Responsibilities 2.1. Manage all phases of the project to completion, ensuring that diverse stakeholder needs, interests, and resources are shared and inform decision making throughout the project phases. 2.2. Develop, execute and evaluate the community engagement plan. 2.3. Provide professional expertise on topics related to work responsibility. 2.4. Maintain records of the process and make these records available for public review. 2.5. Attend all scheduled committee meetings or assign a representative from their work specialty in case of absence. 2.6. Regularly communicate project information to appropriate stakeholders, including MPRB staff.Technical Advisory Committee1. Criteria for CreationDraft Page 6 9/26/2011
  • 18. Posted by http://MillCityTimes.com 1.1. The technical advisory committee (TAC) is comprised of individuals representing public agencies that are affected by or involved in the proposed project, including representatives of the MPRB, City Council, school board, City departments, state agencies, groups of professional industry expertise, established partners or partner groups, and other surrounding jurisdictions. A TAC is typically formed for projects of regional or city-wide significance involving multiple layers of complexity.2. Responsibilities 2.1. Inform other advisory committees of inter-jurisdictional policies, professional recommendations, timelines, budgets, and political realities related to the project. 2.2. Attend all scheduled committee meetings or assign a representative from their work specialty in case of meeting absence. 2.3. Led by the PAC, the TAC will work collaboratively with other advisory committees to provide comprehensive recommendations to the Board.Community Advisory Committee1. Criteria for Creation and Responsibilities 1.1. The establishment of a community advisory committee (CAC) is recommended within a community engagement plan. 1.2. A CAC is one of two types: non-appointed or appointed. 1.3. The Board approves the final composition and duties, or charge, of an appointed CAC. 1.4. An appointed CAC is required if the project outcomes may result in a change that is not specified in an approved master plan for a regional park. An appointed CAC is typically used for projects of regional or citywide significance. 1.5. The Board reviews the duties, or charge, for a non-appointed CAC. 1.6. A non-appointed CAC is required if the project outcomes may result in a change in public use of park land. A non-appointed CAC is typically used for projects of neighborhood or community level significance and/or a project that replaces an existing and well used amenity, such as a playground, athletic field, trail segment, or wading pool. 1.7. A CAC will work collaboratively with other advisory committees to provide comprehensive project recommendations. Once complete, the CAC recommendations are presented before the Board in conjunction with a public hearing.2. Committee Structure 2.1. Appointed - Appointed CACs shall be representative of stakeholder groups impacted by the project. An individual may be nominated for appointment by a Board Commissioner, City or State elected officials, neighborhood organizations, nearby cities or jurisdictions, or other community group representative of affected stakeholders. The project manager in consultation with the Board and management will review the appointees to ensure equitable representation from stakeholder groups. The total number of appointed members will amount to an odd number. 2.1.1. A CAC chairperson is appointed by the Board President.Draft Page 7 9/26/2011
  • 19. Posted by http://MillCityTimes.com 2.1.2. The CAC chairperson is to assist the facilitation of public proceedings, act as spokesperson, and assist in presenting recommendations to the appropriate Committee of the Board or full Board. 2.2. Non-appointed – Any stakeholder attending a public meeting or indicating interest in a project is considered a member of a non-appointed CAC. MPRB staff or a duly appointed representative will facilitate meetings and present the CAC recommendations before the Board. 2.2.1. No CAC chairperson is required. 2.2.2. Any amount of individual members may comprise a non-appointed CAC.3. Meeting Requirements 3.1. Either type of CAC is required to hold one or more meetings as necessary to determine project recommendations appropriate to the committee charge as approved or reviewed by the Board. Meeting agendas and discussion will focus on fulfillment of the committee charge. 3.2. All meetings are open to the public. 3.3. Expectations for all proceedings are that participants will engage in respectful civil discourse in an effort to enhance mutual understanding and promote collaborative decision making. 3.4. The PAC is to maintain and keep on file records of meeting attendance, notices, agendas, minutes, and committee actions. Stakeholder feedback gathered through approved tools and methods outside of a public meeting forum is information to be considered by the CAC. 3.5. The PAC is to make records available for review at each CAC meeting and throughout the course of the project upon stakeholder request.4. Voting Requirements 4.1. CAC members are to attend all scheduled meetings in order to ensure full, fair, and informed participation and decision-making. Ideally, consensus is the preferred form of decision- making. 4.2. When a vote is appropriate or necessary to produce final recommendations to the Board, participating CAC members attending two-thirds of public meetings are eligible to vote. Voting results are determined by majority rule, or more than half the votes of eligible members. 4.3. The CAC may submit resolutions to the Board indicating preferences for future improvements related to the project or project area that are outside the scope of the committee charge.5. Board Procedure on Community Advisory Committees 5.1. The designated Committee of the Board is to hold a public hearing for the review of recommendations of an appointed or non-appointed CAC (see section D, Public Notice). 5.2. The chair or acting chair may set the parameters of testimony to be received from interested parties. 5.3. Any person may testify at the public hearing regarding the CAC recommendations. 5.4. The project manager or consultant is responsible for presenting the full range of stakeholder recommendations to the Board, including any alternative recommendations or concerns identified by committee members. 5.5. After review of the recommendations and public testimony, the designated Committee of the Board will announce its decision to approve the recommendations or lay the matter over to aDraft Page 8 9/26/2011
  • 20. Posted by http://MillCityTimes.com subsequent committee meeting. Decisions of the Committee of the Board will be dated and forwarded to the full Board.D. Public NoticeThe purpose of public notice is to inform stakeholders of the opportunity for participation and providetimely, factual information on projects or proceedings. Notice may be provided to an individual byrequest, or delivered to a geographical area or target audience. Failure to give adequate notice to allaffected stakeholders or defects in public notice shall not invalidate the process or projectproceedings.Staff is to:1. Identify methods and strategies for public notification and communication as part of a community engagement plan.2. Maintain records of public notice.3. Notify MPRB internal customers, such as affected departments and individual staff in advance or concurrent with public notification.4. Consult with the Communications and Marketing Department to ensure public notice procedure is consistent with current policy.5. Utilize technology and distribution formats that effectively and economically communicate public information.The minimum requirements for public notice are as follows:1. For city-wide notification, staff is to: 1.1. Publish notice of the time, place, and purpose of a subject at least once, not less than ten (10) calendar days before the occurrence date in a newspaper of general circulation. 1.2. Issue a news release indicating the time, place, and purpose of a subject at least once, not less than ten (10) calendar days before the occurrence date. 1.3. Post notice of the time, place, and purpose of the subject not less than ten (10) calendar days before the occurrence date on the MPRB’s website.2. For notice of public meeting(s) for a project or a public hearing, staff is to: 2.1. Publish notice of the time, place, and purpose of the public meeting or hearing at least once, not less than ten (10) calendar days before the public meeting or hearing date in a newspaper of general circulation. 2.2. Issue a news release indicating the time, place, and purpose of a public meeting or hearing date at least once, not less than ten (10) calendar days before the public meeting or hearing date. 2.3. Mail notification to registered property owners within a three (3) block radius of the affected service area not less than ten (10) calendar days before the scheduled public meeting date or the first date in a series of public meetings.Draft Page 9 9/26/2011
  • 21. Posted by http://MillCityTimes.com 2.4. Post notice of the time, place, and purpose of the public meeting, not less than ten (10) calendar days before the public meeting on the MPRB’s website and at park facilities on or near the project area.3. For any items subject to public review and comment, a minimum forty-five (45) calendar day review period is required. For notice of items, staff is to: 3.1. Publish notice of the time, place, and purpose of the item for public review and comment before or concurrent to the date the review period is to begin in a newspaper of general circulation. 3.2. Issue a news release indicating the schedule and purpose of the item for public review and comment before or concurrent to the date the review period is to begin. 3.3. Provide a print copy of the item for public review and comment at MPRB recreation centers and the main customer service desk. 3.4. Post the electronic copy of the item for public review and comment on the MPRB website and archive for one (1) calendar year after the closing date at this location.Project managers are to comply with additional requirements for notification as indicated by outsideagency policy, agreement or funding source.E. Outreach and ResearchThe MPRB supports the use of a variety of techniques to interact with and obtain information fromstakeholders. Outreach and research tools and methods can be applied for a variety of reasons,including but not limited to the following:1. To evaluate the success and measure the community impact of existing programs, services or facilities.2. To gain stakeholder insight and perspective regarding the development of a new program, service or facility.3. To proactively identify or explore park and recreation trends or ideas.4. To determine the essential services to be provided for a community or park area.5. To query stakeholders when proposing or revising policy.6. To resolve persistent conflicts or problems.Stakeholders are empowered to generate new ideas as to how they would like to be communicatedwith, involved or engaged for a project. All new methods will be reviewed by the MPRB projectmanager prior to implementation. New methods can be added to the community engagement gridthrough feedback provided to the Board within an evaluation summary.The purpose of community research is to collect data that will best inform specific project decisions orstrategic direction and support the policy goals of effective community engagement. Researchcompleted in advance of and during project development may include review of previously completeddirectives or mandates, master plans, community studies, industry trends, historical and demographicDraft Page 10 9/26/2011
  • 22. Posted by http://MillCityTimes.comdata. The project manager is responsible for determining the research data necessary to support anddocument decision making for a project.The project manager is to retain community research data gathered for a project. The MPRB RecordsRetention Schedule establishes minimum retention periods for records based on their administrative,fiscal, legal and historical value and identifies how long to retain them. Project managers are to retainproject records as indicated by the current MPRB Records Retention Schedule.The department supervisor is to establish a management system to capture and retain researchinformation in a shared repository, in either electronic or print form. The shared repository is toinclude primary and secondary research work or studies, including any data obtained through researchpartnerships, academic, or volunteer studies completed on behalf of the MPRB or contracted by theMPRB.F. EvaluationThe Board is responsible for evaluating community engagement policy and procedure within theorganization. Every four year cycle, the Board will review the community engagement policy andprocedures to determine:1. Overall compliance and alignment with the policy goals of effective community engagement.2. Overall satisfaction and efficacy of methods from a stakeholder and organization point of view.3. Addition of new tools and methods.Data gathered from this review will determine policy revisions or budget allocation, and help to alignthe community engagement process with evolving stakeholder expectations. Ideally, this informationwould be captured as part of a citywide, statistically valid survey of overall resident and park visitorsatisfaction and prioritization conducted on a periodic basis.As required by a community engagement plan, the project manager is to provide an evaluationsummary analyzing the effectiveness of the process from both stakeholder and organization points ofview. The summary requires a brief statement indicating how the process advanced policy goals. Theevaluation summary will assist the Board and staff in evaluating and informing an ongoing communityengagement process.G. Roles and ResponsibilitiesEvery individual involved in a project is responsible for upholding excellent standards for communityengagement by following approved policy and practicing consistent procedure. All persons have a rightto be informed of projects of interest, be involved, and contribute to project goals and outcomes.1. Stakeholder Role 1.1. Contribute feedback and remain informed on a project; encourage other stakeholders to participate in the process.Draft Page 11 9/26/2011
  • 23. Posted by http://MillCityTimes.com 1.2. Participate in the process in a manner that promotes respectful civil discourse and enhances mutual understanding of all stakeholder viewpoints. 1.3. Work collaboratively with all stakeholders toward a common goal or project outcome. 1.4. Report project progress to community members, including businesses and interest groups. 1.5. Direct requests for information to the designated project manager.2. Board of Commissioners Role 2.1. Provide policy level support and resources to maintain an ongoing and effective community engagement process for the organization. 2.2. Understand and communicate the opportunities available for community engagement to stakeholders. 2.3. When recommended or approved, ensure a CAC process is conducted in compliance with Chapter 11 of the MPRB Code of Ordinances. 2.4. Share information obtained from stakeholders with project managers through the office of the Superintendent. 2.5. Be available to and communicate with stakeholders in a timely, consistent, and respectful manner.3. Staff Role 3.1. Provide assessment and determine approved methods to engage stakeholders; develop a community engagement plan and provide evaluation of the process. 3.2. Establish advisory committees as identified within a community engagement plan and manage the work of all advisory committee proceedings. 3.3. Provide stakeholders with feedback on how their input influenced a project decision and remain productively engaged with stakeholders throughout project phases. 3.4. Incorporate multiple sets of stakeholder considerations in order to present the most equitable and collaborative options for project decisions. 3.5. Be available to and communicate with stakeholders in a timely, consistent, and respectful manner. 3.6. Retain and share community research information. 3.7. Manage consultant adherence to current requirements of ordinance, policy, and procedure.FormsMinneapolis Park and Recreation Board: Project Assessment FormMinneapolis Park and Recreation Board: Community Engagement GridDraft Page 12 9/26/2011
  • 24. Posted by http://MillCityTimes.com Minneapolis Park & Recreation Board: Project Assessment Form Project Name: _________________________________________________________ Project Manager: _________________________________________________________ Instructions: Select one response for each question. Total the corresponding numerical value of all responses. Match the total numerical value with the corresponding level on the community engagement grid. Use the grid to select approved methods to form a community engagement plan or strategy for involving the community for a project.1. What is the anticipated level of community interest or 5. How significant are the possible benefits of involving the concern for this project? community in decision making processes for this project? Low Moderate High Extremely High Low Moderate High Extremely High 1 2 3 4 1 2 3 42. What is the anticipated level of complexity of the project 6. How serious are the potential ramifications of not involving the (consider factors beyond design, including but not limited to community in decision making processes for this project? inter-agency overlap and interest, environmental and Low Moderate High Extremely High operational issues, etc)? 1 2 3 4 Low Moderate High Extremely High 1 2 3 4 7. What level of community engagement does the Board desire or expect for this type of project (consider previous Board decisions,3. How significant are the project’s potential impacts to the history of similar projects, Board directives and priorities, policy community (consider such impacts as service interruption, requirements, etc.)? residential proximity, equity, quality of life, etc.)? Low Moderate High Extremely High Low Moderate High Extremely High 1 2 3 4 1 2 3 44. What degree of involvement does the community appear to expect for this project (consider factors such as previous levels of stakeholder participation, current partnerships, profiles of community leadership, etc.)? Low Moderate High Extremely High Total Numerical Value: _______________ 1 2 3 4
  • 25. Posted by http://MillCityTimes.comMinneapolis Park & Recreation Board: Community Engagement GridRecommended Level: Inform Consult Collaborate Partner (Total 7-14) (Total 14-21) (Total 21-28) (Total 25-28)Commitment of the The MPRB will keep The MPRB will keep The MPRB will look to The MPRB and partnerMPRB: stakeholders informed. stakeholders informed, stakeholders for input and entity will be listen to and innovation in formulating accountable to their acknowledge project decisions and roles as negotiated in feedback, and work to incorporate those the partnership and ensure stakeholder decisions to the maximum regularly evaluate perspectives are extent possible. overall success of the reflected in project partnership. decisions.Approved Methods: • News Release • Surveys: Internet, • Advisory Committee • Contract • Staffed information Exit/Follow-up, In • Public meeting • Partnership display Person, Intercept, • Workshop agreement • Information Mailed, Telephone • Study group • Friends Groups meeting • Comment Card • Design Charrette • Grant Agreement • Open house • Public Hearing • Memorandum of • News conference • Focus Group Understanding • Postings in parks • Public Meeting • Memorandum of and recreation • Interview Agreement facilities • Field Intervention • Website • In-person • Email subscription conversationA combination of approved methods may be used to form an outreach strategy or community engagement plan.