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HomeMy WebLinkAbout2022 12 06 AIS CCI Annual Report (1)AGENDA ITEM SUMMARY Meeting Date: 12/6/2022 Meeting Type: Regular Meeting Staff Contact/Dept.: Sandy Belson/DPW Staff Phone No: 541-736-7135 Estimated Time: 50 min S P R I N G F I E L D PLANNING COMMISSION Council Goals: Foster an Environment that Values Diversity and Inclusion ITEM TITLE: Annual Review of Community Engagement Activities ACTION REQUESTED: Review the draft report and add or modify any of the reflections on outreach that has occurred this past year. ISSUE STATEMENT: The Committee for Citizen Involvement (CCI) has the same members as the Springfield Planning Commission. Per the City’s adopted Citizen Involvement Program, the CCI’s role is to ensure adequate opportunity for citizens to be involved in all phases of the land use planning process. This meeting of the CCI is an opportunity to present an annual report that summarizes community engagement in land use planning over the past year. The CCI may review, analyze, and evaluate processes used to encourage citizen involvement during the formation and adoption of major policies, legislation, and subsequent involvement when those policies or legislation are implemented. ATTACHMENTS: ATT1 – Annual Report ATT2 – Floodplain Regulations ATT3 – Development Code Update Adoption Process ATT4 – Main Street Safety ATT5 – Natural Resource Inventories and Protections ATT6 – Comprehensive Plan Map Clarification Project ATT7 – Wastewater Master Plan ATT8 – Public Facilities and Services Plan Update ATT9 – FEMA Flood Map Update ATT10 – Housing DISCUSSION: As the City has returned to more in-person activities, staff have continued to make use of new technologies that allow for virtual participation to expand access to the public process. Funding for citizen involvement efforts, including staff time, is incorporated into the Community Development Division’s program and project budgets. The Community Development Division funds a 0.5 FTE Communications Coordinator position to enable communications/public affairs staff to support community engagement for comprehensive planning projects and development code updates, as well as other Division communications. This work session is an opportunity to assess what has worked well this past year, identify areas for improvement, and determine priorities for use of limited financial and staff resources to provide people the opportunity to shape comprehensive land use planning decisions. Staff will make edits to the annual report based on CCI guidance and then share this report with the City Council in a communication packet memorandum. Draft Annual Review of Community Engagement in Land Use Planning prepared for the Committee for Citizen Involvement November 2022 Committee for Citizen Involvement The Committee for Citizen Involvement (CCI) has the same members as the Springfield Planning Commission. Per the City’s adopted Citizen Involvement Program, the CCI’s role is to ensure adequate opportunity for citizens to be involved in all phases of the land use planning process. Planning Commission/CCI Meetings Over the past year, the Planning Commission/CCI transitioned from virtual meetings to meetings in a hybrid environment, offering opportunities to attend both in person and through Zoom. This hybrid option has become the norm, providing flexibility to both Commission members and the public. The Planning Commission/CCI and other committees supported by the Community Development Division continue to utilize Springfield Oregon Speaks as the platform for meeting materials, including pre-recorded videos for certain projects. Purpose of Annual Report This annual report summarizes citizen involvement in land use planning over the past year. The purpose of the review is to help the CCI review, analyze, and evaluate processes used to encourage citizen involvement during the formation and adoption of major policies and legislation, as well as subsequent involvement when those policies or legislation are implemented. This approach is consistent with Council’s goal to Foster an Environment that Values Diversity and Inclusion. Comprehensive Planning Projects Over the past year, the Planning Section of the Community Development Division has managed large and small comprehensive planning projects and processed numerous land use applications that provide opportunities for the public to engage and comment. For each planning project, the CCI approves Community Engagement Plans that identify tactics that will provide the opportunity for the public to participate in the development of technical information, and the preparation and adoption of policies, plans, and implementing ordinances, including amendments to the Springfield Development Code. This report features the outreach and engagement efforts for comprehensive planning projects over the past year (October 2021 through November 2022). See attached tables for each of these projects that identify the target audience, tactics used, and participation levels. • Update of Floodplain Regulations • Development Code Update Project • Main Street Safety Project Attachment 1, Page 1 of 4 • Natural Resource Inventories and Protections for Springfield’s UGB Expansion Areas • Comprehensive Plan Map Clarification Project • Wastewater Master Plan • Public Facilities and Services Plan Update • Flood Map Update Staff also included a table focused on outreach efforts of the Housing Team. Although this work is not under the purview of the CCI, it may be helpful to become familiar with the outreach efforts around federally funded housing and community development. This information may be useful as the CCI starts to think about how to engage the public when undertaking Springfield’s Housing Capacity Analysis and Housing Production Strategy in the next year or two. Reflections on Outreach this Past Year Establishing the Scope of Outreach • Recognize resourcing limitations and scale/scope community engagement accordingly. • When considering targeted outreach, complete a demographic analysis of the city and project area to include applicable underserved populations. • It is better to invite people with a broad range of interests and expertise to participate in a project and let them say: “no thanks” than to assume someone will not be interested. However: • Be sensitive to others’ time and recognize that people may lose interest or feel bombarded when consulted for the same type of input again and again. • Approach projects with the question: “Have we identified all of our potentially affected interests?” And conversely: “Who might feel left out of the conversation?” • Partner with other Springfield agencies (for example, Springfield Public Schools, Willamalane Park and Recreation District, Springfield Utility Board) when interests align. The ability to do this can help leverage staff and monetary resources. Unifying efforts also demonstrates coordination and accountability to serving the community in the best way possible. Using Appropriate Tactics • Do not assume that all projects will benefit from using all of the tools in a “toolbox” of community engagement strategies. Each project has its unique set of needs, and the type and extent of community engagement should be commensurate with each project. • Establish Key Messages/talking points for elected/appointed officials, staff, and the public to provide consistent messaging about the project. • Include a masthead in all project materials for recognizable branding. • Use infographics to explain/present information to a lay audience. • Incorporate website anchors to assist in webpage navigation. • Go to civic group and underserved communities to reach them where they are. • Compensate focus groups for their time (i.e. gift cards) and provide refreshments. Along the Way • Have an approved community engagement plan at the outset of the project to guide community outreach. Attachment 1, Page 2 of 4 • Find strengths in other resources when a project team needs expertise and/or needs to fill a gap. Examples of ways to do so include: o Seek insights from other agency staff early on and/or throughout a project. o Plan deliberately and “slow down” to ensure dialogue and activities are culturally appropriate. For example, if there is interest in learning from and working with specific community members in Springfield where trust or personal connections are not yet established, a team’s project manager might not be the right person to reach out with an initial information-share or request. If you know others who have a better connection, they could directly contact other community members and introduce project staff and/or any upcoming events. (This observation follows reflection on a lesson learned in last year’s memo: Consider ways to reach and connect with people in a culturally respectful way. Specifically, “cold call” e-mails may prove ineffective, especially if a relationship might not yet be established.) • Recognizing that the community is unlikely to follow details and nuance as alternatives are developed, evolve, and end up with a recommendation, balance the desire for an iterative process with multiple rounds of community engagement that builds upon prior rounds with the resulting long lag times between community engagement milestones to remain relevant and important to constituents. • Develop Misconceptions Fact Sheets describing what a project is and is not and integrate that messaging into community presentations and other project communications to: o help dispel myths and rumors; o support community members to more easily track the evolution of project decision making; o demonstrate hearing the community; and o create a communication piece specifically to respond to what was heard. • Overtly communicate the project decisions or changes that are made that are directly influenced by input (both support and concerns) provided by stakeholders to build trust and so they can see what was done, heard, considered and/or used during the planning process. Involving Elected and Appointed Officials • Engage with the appointed and elected officials “early and often”, regardless of project status. This regular communication seems to build trust in a project and process. • Engage decision-makers in deliberate conversations regarding the inherent tradeoffs between flexibility and certainty in planning documents. For example: o Flexibility can add complexity and make it more challenging for people engaging later in the process to understand the details of the recommendations. o Having a broad problem statement that is responsive to wide-ranging stakeholder input can be interpreted differently by various stakeholders over time. • Have an established internal Governance Team/Committee (Mayor and Councilor for the Main Street Safety Project; 2 Councilors and 2 Planning Commissioners for the Development Code Update) to convene on an as needed basis to address critical issues as they arise. • Schedule meetings/public hearings with Planning Commission and City Council early in the process. Agenda times fill up fast and often must be scheduled out months (3-6 months) in advance, particularly when involving Lane County in co-adoption processes. Have multiple concurrent schedules, short-term, mid-term, and long-term that respond to various outcomes in order to successfully complete the project. Attachment 1, Page 3 of 4 Technical Considerations • For projects that are likely to generate extensive public comment, utilize a customer resource management tool like Highrise to document/track all stakeholder interactions. Other Considerations • Programs or other opportunities the City can offer for training community members to be better-prepared for leadership positions on City Boards, Commissions, and Committees is of interest Project-specific Development Code Update - Getting out in front of the state rule making process for implementing the new state middle housing statute resulted in some setback/lost time in having to go back and re-write some code. However, this also allowed the community to see how the state process limited the local decision-making process. Natural Resource Inventories & Protections - The American Indian/Alaskan Native community is present and active in Springfield, and they have interest in participating in City and Willamalane projects, working collaboratively with the City, and in making its presence known. Staff are committed to building this relationship through conversation and action. Main Street Safety Project – It is important to balance the desire for an iterative process with multiple rounds of community engagement that build upon prior rounds with the resulting long lag times between community engagement milestones in order for the project to remain relevant and important to constituents. Attachment 1, Page 4 of 4 Outreach & Engagement Floodplain Regulations Oct. ’21 – Feb. ‘22 The City of Springfield participates in the National Flood Insurance Program (NFIP) and must adopt and enforce a floodplain management ordinance regulating development in the community’s floodplain. The City adopted an updated ordinance that complied with and in some areas exceeded the NFIP minimum standards. The Committee for Citizen Involvement Strategy on August 3, 2021. Because only minor updates were proposed to ensure alignment with NFIP regulating language, the focus of community engagement is to inform people of the opportunity to participate in the two public hearings, the first of which was held by the Planning Commission on Sept. 8, 2021. Target Audience Tactic Outreach Participation Notes Elected Officials City Council and Lane County Board meetings 12 members 1 new commenter (2 people submitted comments to the Planning Commission) 11/30/21 Board first reading of ordinance 12/13/21 joint public hearing 1/3/22 Council deliberations and adoption 2/8/22 Board deliberations and adoption Interested Parties Public Hearing Notice Mailed or emailed notice 9 people The City mailed notice to affected property owners prior to the Planning Commission public hearing (not part of this year’s report). Notice of Adoption Mailed or emailed notice 12 people and the Department of Land Conservation & Development Notice mailed/emailed on Feb. 15, 2022 Broader Community Website Updated during hearing process Managed and updated project information with information about the public hearing. Newspaper Notice Legal notice Published in Register-Guard on Nov 23, 2021 Media notice on Dec. 3 1 notice Springfield Chamber of Commerce publication Published article in Dec. 6, 2021 edition of the Bottom Line (included links to Frequently Asked Questions & Key Changes) Social Media 1 post Announced joint public hearing Attachment 2, Page 1 of 1 Outreach & Engagement Springfield Development Code Update Project Oct ’21 – July ‘22 The Community Engagement Plan for the Development Code Update Project was first approved on December 18, 2018, with revisions in October 2019 and March 2021. The adoption process for the Development Code Update Project launched in December 2021 with the first public hearing notices. Target Audience Tactic Outreach Participation Notes PC/Council & Board Planning Commission (PC) 1 joint public hearing (5 meetings) 7 members Springfield PC 9 members Lane Co. PC 8 members of the public testified 1/4/22 Joint (with Lane County PC) Work Session and Public Hearing 1/18/22 Continued Joint deliberations 2/1/22 Springfield PC continued deliberations 2/23/22 Springfield final deliberations and recommendation 3/15/22 Lane County PC final deliberations and recommendation City Council (CC) and Board of County Commissioners (BCC) 1 joint public hearing (5 meetings) 7 City Councilors 5 County Commissioners 6 members of the public testified in person on 4/25/22 4 people provided written comments 4/12/22 BCC Work Session and First Reading, 4/25/22 Joint BCC/CC Public Hearing 5/3/22 BCC continued public hearing (no testimony) 5/16/22 CC continued deliberations and adoption 6/7/22 BCC adoption Ballot Measure 56 Notice Public Hearing/BM56 Notice Mailer 1343 mailed notices 12/14/22 mailer announced Planning Commission public hearing Broader Community Project webpage Managed and updated project information with opportunities to communicate with project team (was on-going through project). Fact Sheets 3 fact sheets Information focused on Middle Housing and House Bill 2001 E-Updates 8 emails More than 400 recipients Provided notice of upcoming hearings and key project information. Social Media 2 posts 2 Social media posts Attachment 3, Page 1 of 1 Outreach & Engagement Main Street Safety Project Oct. ’21 – Nov ‘22 The Main Street Safety Project’s Community Engagement Plan, adopted in September 2018, describes activities the City and ODOT will implement to assure that interested and affected parties have adequate opportunities to provide meaningful input to the Facility Plan. The last year included one major round of community engagement covering the ‘adoption’ stage of the project. The table below provides an overview of community outreach and participation during this timeframe. Target Audience Tactic Outreach Participation Notes Committees/Council Planning Commission (PC) 3 meetings 7 members 13 speakers 76 formal comments received from 64 commenters 25 additional inquiries 11/2/21 Work Session 2/15/22 Public Hearing 4/5/22 Deliberate/Recommend Governance Team (GT) 1 meeting 6 members 11/15/21 Meeting City Council (CC) 4 meetings 7 members 169 commenters (4/6-6/20) 45 commenters (6/20-11/7) 12/6/21, 6/6/22, 6/13/22, 6/20/2022 Work Sessions 6/20/22 Resolution Adjacent Owners Public Hearing/BM56 Notice Mailer 328 mailers 1/24/22 mailer announced Planning Commission public hearing Broader Community Website Managed and updated project information with opportunities to communicate with project team (on-going). Fact Sheets 3 fact sheets Updated Fact Sheets #5 and #6. Created and disseminated Public Hearing Notice FAQs. E-Updates 6 emails Approx. 800 recipients each Provided notice of draft Plan, upcoming meetings, feedback summaries, and other key project information. Social Media 12 posts 4,343 engagements 2/9/22, 3/10/22, 4/19/22, 6/21/22, 6/28/22 Facebook, Twitter, and Instagram posts announcing project updates Civic Groups 1 meeting 18 participants 2/28/22 Springfield Lions Club presentation Media Releases 3 releases 7 news articles/stories 2/7/22, 4/19/22, 6/21/22 media releases Attachment 4, Page 1 of 1 Outreach & Engagement Natural Resource Inventories & Protections for Urban Growth Boundary Expansion Areas Oct. ’21 – Nov. ‘22 *Sign-in sheets may not reflect the actual number of Native American/Alaskan Native community members in attendance. An interview occurred after the event with one person who could not attend (conducted by the project’s consultant). This estimate does not include several agency staff attended to welcome, introduce themselves, and to listen/take notes. Since the State’s acknowledgement of Springfield’s urban growth boundary (UGB) expansion in 2019, Springfield is putting plans into action for its UGB expansion areas. One of the first steps is to identify, evaluate, and protect locally significant natural resources in these areas. In 2020, this project set out to address locally significant wetlands and riparian corridors. The scope broadened in 2021 to include wildlife habitat assessments and Water Quality Limited Watercourses. The project’s Community Engagement Plan, provides a framework for: (1) learning from experts with local and technical knowledge and from the general community, and (2) incorporating that input into work products and decisions as appropriate. The primary activity for sharing results of the next phase of the project, which will be about protection options for these resources, will not occur in 2022. While awaiting completion of inventory results, staff focused on ways to build knowledge-based capacity for working with specific needs in the community in anticipation of future engagement. Target Audience Tactic Outreach Participation Notes Broader Community Project webpage Updated content 78 users, 179 views Updated scope description, latest news, and timeline. Data on overall webpage use are general and may skew interpretation of level of use, as staff also use the site. E-update One e-mail 54 recipients Shared project progress and confirmed ways to reach staff. The number of recipients represents the current subscription list. Meeting with the Springfield Committee for Inclusion, Diversity, Equity & Access (staff committee) Discussion item on agenda 10 Committee members in attendance for a 30- minute item Staff shared updates on the project and outlined questions for the Committee. Questions focused on how to make a culturally appropriate connection with Springfield’s Native American/Alaskan Native community members and on any resources or experiences they could share on working with people to make maps and documents more accessible to people with visual impairments. The Committee confirmed staff’s proposed next steps were sound and provided input/advice to consider when taking those next steps. In-depth learning on how to make maps and documents more accessible/readable for people with visual impairments E-mail to Lane Independent Living Alliance (LILA) with request to meet Online meeting with follow up feedback via e-mail LILA’s Work Incentive Coordinator shared the “DOs” and “DON’Ts” for providing documents online. This person also knows these perspectives first-hand, as this person is legally blind. This person tested Springfield’s MapSpring (online interactive map), reviewed PDF maps, and provided feedback on their experience. Time with LILA followed staffs’ attendance at a “Making Planning More Accessible” webinar hosted by the Oregon Chapter of the American Planning Association. In-depth learning from Springfield’s Native American/Alaskan Native community Gathering and dialogue At least 20 attendees* The City and Willamalane co-hosted a round-table conversation and lunch to learn about what this specific community values and wants to prioritize when working with our agencies and when thinking about their day-to-day experiences living in Springfield. The consultant prepared a written report about the meeting, its outcomes, and recommendations for next steps. Property Owners in Project Area Direct contact via e- mail or mailed letter 6 letters/ 4 e-mails 9 responses Sent a renewed request to a subset of owners in the study area for property access to conduct field work due to time lapse between previous field work (2020) on their properties. Only certain properties were of interest for follow-up field work. Follow-up conversation with staff as requested Phone calls 1 conversation As part of the request for permission to access property, invited property owners to connect with staff to ask questions and get specific updates of interest. Attachment 5, Page 1 of 1 Outreach & Engagement Comprehensive Plan Map Clarification Project Oct. ’21 – Nov. ‘22 The Springfield Committee for Citizen Involvement (CCI) approved the Community Engagement Plan for this project on March 1, 2022. This year, engagement with the community focused on substantial outreach to recruit and work with a Project Advisory Committee, ways to prepare for later stages of engagement, and on specific properties where research for the map will benefit from these property owners’ review ahead of sharing a draft map with the entire Springfield community in 2023. Target Audience Tactic Outreach Participation Notes Broader Community Project webpage Updates ongoing 151 users, 326 views Data is general and may skew interpretation of level of use, as staff also use the site. News release 2 announcements - Early spring news release to announce recruitment of Project Advisory Committee (PAC) members. Second news release to announce upcoming PAC meeting. Project Advisory Committee (PAC) 3 meetings (more to come) 8 members Recruitment involved a news release, features in partners’ newsletters, e-mail invitations to a range of interests, fliers placed at various locations (e.g., library, Willamalane centers, Development Center counter), and social media posts. The CCI appointed members on June 7 and approved the PAC bylaws on August 16. PAC meetings were open to public and posted on the City’s website. Technical Advisory Group 3 meetings (more to come) 9 members This group represents 7 agencies: Springfield Public Schools, Springfield Utility Board, Willamalane Park and Recreation District, City of Eugene, Lane County, Lane Council of Governments, Oregon Department of Land Conservation & Development. Their perspectives represent experiences working with the public. Meeting with the Springfield Committee for Inclusion, Diversity, Equity & Access Discussion item on agenda 10 Committee members (staff) in attendance for a 30-minute item Staff shared project updates and outlined questions focused on any resources or experiences the Committee could share on how to make maps and documents more accessible to people with visual impairments. The Committee confirmed staff’s proposed next steps were sound and provided input/advice to consider. Learning how to make maps and documents more accessible for people with visual impairments E-mail and Meeting with Lane Independent Living Alliance (LILA) Online meeting with follow up feedback via e- mail LILA’s Work Incentive Coordinator shared the “DOs” and “DON’Ts” for providing documents online. This person also knows these perspectives first-hand, as this person is legally blind. This person tested Springfield’s MapSpring, reviewed PDF maps, and provided feedback on their experience. Translate project content into Spanish - - Spanish translation of the project’s Frequently Asked Questions will be shared on the project webpage and become part of upcoming outreach materials in 2023. Commission /Council Planning Commission 2 meetings (more to come) 7 members 3/1/22 Work Session for approval of project’s Community Engagement Plan 11/1/22 Work Session to provide guidance on key policy questions for draft map City Council 2 meetings (more to come) 7 members 4/5/22 Work session to initiate the project 11/28/22 Work Session to provide guidance on key policy questions for draft map Property Owners Direct contact Letters - (letters drafted but not yet sent) Letters seek confirmation from property owners of staffs’ interpretation of the appropriate Comprehensive Plan designation, specifically for properties where questions remain. The letters offer opportunities to respond in writing on a response form with prepaid postage or online via SurveyMonkey. They also note the City’s Spanish-speaking staff contact. Attachment 6, Page 1 of 1 Outreach & Engagement Wastewater Master Plan Feb. ’22 – Nov. ‘22 The Wastewater Master Plan’s Community Engagement Plan, reviewed by Springfield’s Committee for Citizen Involvement in April 2022, describes activities the City of Springfield will implement to assure that interested and affected parties, together with the project team, have adequate opportunities to provide meaningful input and feedback to one another. The table below provides an overview of community outreach and participation during this timeframe. Target Audience Tactic Outreach Participation Notes Broader Community Website Launched to provide project information in a visual and easy-to understand way in one location (on-going). Frequently Asked Questions (FAQs) Created and posted initial FAQs to share key messages, project information, and answer common questions (on-going). Newsletter Articles 2 articles 486 recipients October 2022 MWMC newsletter 200 recipients 11/25/22 Development & Public Works newsletter Rate Brochure Insert 32,000 print copies 2,213 digital copies Project information included in annual rate brochure inserted into July 2022 SUB bill. Attachment 7, Page 1 of 1 Outreach & Engagement Eugene-Springfield Public Facilities and Services Plan Jan. ’22 – Nov. ‘22 The Eugene-Springfield Public Facilities and Services (PFSP) Community Engagement Plan, adopted by Springfield’s Committee for Citizen Involvement in May 2022, describes activities the jurisdictions and Lane Council of Governments will implement to inform the public of the project and provide opportunities for their input. The table below provides an overview of community outreach and participation during this timeframe. Target Audience Tactic Outreach Participation Notes Committees Technical Advisory Committee (TAC) 3 meetings 8 members Held meetings on 2/23/2022, 5/13/2022, 10/22/2022 Broader Community E-Updates 1 email 7 recipients Emailed stakeholder groups announcing availability of draft plan for review Newsletter Articles 1 article 200 recipients 11/25/22 Development & Public Works newsletter Website Launched to provide project information in a visual and easy-to understand way in one location with links from jurisdictions’ webpages (on-going). Attachment 8, Page 1 of 1 Outreach & Engagement FEMA Flood Map Update Aug. ‘22 – Nov. ‘22 The Federal Emergency Management Agency (FEMA) prepared new/updated flood maps based on currently available data. FEMA is currently seeking input on these maps to ensure that they reflect local data/knowledge. The Committee for Citizen Involvement adopted a Community Engagement Plan on August 16, 2022 to serve as the guide for outreach and community engagement activities for the FEMA map updates and Springfield’s adoption of the new maps as the basis for the Floodplain Overlay District. Target Audience Tactic Outreach Participation Notes Elected Officials Communication memo Memo Oct. 17 Communication Packet Property Owners & Occupants Direct mail 2 mailings 51 occupant addresses 66 property owner addresses Mailed a postcard followed by a letter to property owners and occupants of property that would be added to or removed from the 100-year floodplain Open House1 In person presentation & conversations 98 attendees (includes those from Eugene and rural Lane County) Open House held Oct. 20 in Eugene. A similar Open House was held in Cottage Grove on Oct. 19. Interested Parties Emails Email with links to & Story Map and other information Sent to 16 people in partner agencies & environmental groups & Springfield Board of Realtors Sent to those who attended the Open House Springfield emailed interested parties on Oct. 5 FEMA emailed Open House attendees on Nov. 8 and included local contact information for those wanting to submit a comment or appeal. Broader Community Website Provided access to Frequently Asked Questions, FEMA’s Story Map, Flood Map Comparison tool, and information about the Open House, including information in Spanish. Media notice 1 notice Released on Oct. 7 Newspaper Ad for Open House 1 ad Published in Register-Guard on Oct. 16 Poster & flyers at City Hall 1 poster Flyers at Library and Development Center Announced joint public hearing and provided a QR code and links to additional information Department newsletter 1 article Emailed Nov. 25 1 Most attendees indicated how they found out about the Open House: direct mail (64), Facebook (6), newspaper (5), email (4), word of mouth (3), Next Door (2), flyer (1), Instagram (1) Attachment 9, Page 1 of 1 Outreach & Engagement Housing Team Projects Oct. ’21 – Nov. ‘22 The Housing Team engages with the community on how best to Springfield’s allocation of dollars from the US Department of Housing and Urban Development. Target Audience Tactic Outreach Participation Notes Affordable Housing Developers Informational Interviews 7 meetings Approximately 13 participants Informational interviews with local affordable housing developers to understand the types of development they are interested in, barriers faced in creating more affordable housing, and to solicit feedback to inform current housing projects. Broader Community Housing Newsletter 4 emails Oct ‘21- 252 recipients March ‘22- 265 recipients June ‘22- 290 recipients Sept. ‘22- 306 recipients Quarterly newsletter to interested parties, includes updates on the City’s current housing projects, development data, affordable housing funding, other related information. City Council, Broader Community Housing Strategy Handout 1 handout - Handout summarizes the work the City is currently doing to address housing needs and includes data highlighting aspects of Springfield’s housing market. The handout will be available online and in print for staff and Council use in outreach to partners and the public. Project Specific Work: Eugene-Springfield HOME-ARP Plan Housing & Social Services Providers, Broader Community Online interviews 12 meetings 28 staff (12 organizations & groups associated with housing services and development) Through the American Rescue Plan Act of 2021, Congress approved new funding to serve people experiencing homelessness and at risk of homelessness. The Eugene- Springfield HOME Consortium received $4,728,637 from HUD for the new program. In order to access those funds, the Consortium was required to engage in public participation and consultation processes as it developed a plan for allocating funding. The tactics described in this section were conducted in fulfillment of this requirement. The allocation plan, including further explanation of outreach and engagement conducted, can be viewed here: HOME-ARP Allocation Plan. Online survey 106 email contacts (72 groups represented) 71 responses (43+ housing and social service agencies, organizations, and businesses) Virtual open house -Emails -City of Eugene webpage 29 participants (24 organizations/agencies) Public Comment Period & Public Hearing -2 Newspaper Notices (English & Spanish) -City of Eugene webpage No comments received E-updates 120+ organizations, regular updates 1000+ individuals (estimated) Attachment 10, Page 1 of 1