This section provides line-by-line instructions to guide you through filling out the City’s Financial Impact & Public Involvement Statement for Council Action Items.
For help on specific questions, please click on the link below. Or scroll down for full instructions.
Instructions: Cut and paste in the same Council item “title” used on the other documents in the ordinance/resolution/report packet for City Council.
The Council Clerk’s Drafting Manual states: “The title of a document submitted for Council action is listed in the Agenda and is used to information the public of the proposed action.”
Instructions: Add any additional, brief explanation that you believe would help someone understand the purpose of this item going before City Council—beyond what you stated in the “legislation title.”
3) Which area(s) of the city are affected by this Council item (areas based on neighborhood coalition boundaries)? (Check all that apply.)
¨ City-wide/Regional ¨ Northeast ¨ Northwest ¨ North
¨ Central Northeast ¨ Southeast ¨ Southwest ¨ East
¨ Central City
¨Internal City Government Services
Instructions: Check the box or boxes for the area(s) of the city that are affected by your item. The geographic area options correspond to Portland’s seven neighborhood district coalitions.
Intent: This information is intended to allow sorting of the data by geographic area. Elected officials, City staff, and community members will be able to look at the types of public involvement and who is being involved for different parts of the city. Knowing the area of the city affected also will help elected officials, City staff, and community members focus on the community groups they believe would have an interest in the project.
Guidance: If the effect of an item is primarily on a particular location (e.g. a street repaving project) or area of the city, check the area(s) affected.
A project may occur in a particular location but may affect a broader area. For instance, a project that requires closing a bridge over the Willamette likely would affect residents, commuters, and businesses some distance away on both sides of the river. Check all areas that apply.
If the item going before council doesn’t affect any particular area of the city or has a general impact across the city, check “City-wide/Regional”.
Clearly, many city bureaus have established their own districts or boundaries (e.g. BPA “planning districts,” Park Bureau “zones,” Water Bureau “service districts", Police “precincts,” etc.). The neighborhood coalition boundaries are used for the purposes of this form because they represent Portland’s formal, geographically-based community involvement structure. Maps of the neighborhood coalition boundaries are available at: http://www.portlandonline.com/oni/index.cfm?c=28388
To find out which neighborhood association or neighborhood district coalition a specific address falls under, visit: http://www.portlandonline.com/oni/index.cfm?c=28386&a=370224
The "Central City" designation overlaps with multiple neighborhood coalition areas. The boundaries of the Central City can be found at: http://www.portlandonline.com/bps/index.cfm?c=52836&a=321430
"Internal City Government Services" is listed as an option for when the impacts of the legislation affect internal City operations and do not affect a specific geographic location.
Instructions: List the amount and source of any current or future revenue that will be generated by this action.
If no additional revenue will be generated, please state that. Do not leave the section blank.
Intent: The intent of this question is to provide information about existing versus new resources available to the bureau and highlights if the bureau is in partnership with another entity. The degree to which a project or action is dependent upon external funding is important for Council (and others) to understand in terms of the relative weight or importance this funding leverages.
For example, if the total estimate cost for a project is $20 million and the bureau is entering into an agreement with an external partner for $10 million or 50% of project costs, that level of support indicates that the project as described could not move forward without the full funding from the partner. On the other hand, if the external funding only made up 1%, or $200,000 it indicates that bureau may be able to proceed even without outside funding if the partnership were to dissolve. The amount of external funding being leveraged and its relative significance is dependent upon the bureau’s overall budget, level of confidence in the project cost estimates and the amount of discretion or flexibility in the bureau’s existing resources.
Guidance: This section is to highlight NEW revenue sources and does not describe existing funding. Examples include:
the application for or acceptance of a grant
the approval of an intergovernmental agreement (IGA) with one of our regional partners [e.g. Metro, PDC, TriMet, HAP etc.]
the increase in an interagency (IA) with another city bureau
the Local Improvement District (LID) payments
Instructions: Please describe what the estimated total costs are for the project or action being referenced. If the Council action is impacting just one portion or phase of an overall larger action, indicate both the total cost and the immediate cost that this legislation is promulgating.
Also describe the funding source whether internal or external to the bureau.
Intent: To provide Council and members of the public the most clear and comprehensive financial data available regarding current (direct) or potential/future (indirect) costs to help in the decision making process.
Council may be providing support to a program, project or plan in the form of a resolution or acceptance of a report. Even though the passage of this type of document may not result in an immediate or direct cost to the City, it will signal Council’s intent to implement an action that will result in costs. With that in mind, it is critical to provide Council with potential future costs should Council approve the program, plan, or project.
The clearest example of this is with approval of a master plan. The plan itself does not incur much cost and does not bind the Council to particular costs, however it does set the City down a particular path that that will lead to costs in the future. The bureau should convey any information that it can in terms of estimated and projected costs.
Guidance: An expense impact could be a new or planned expense and often already has offsetting resources budgeted. There is still a financial impact even if bureau revenues are increasing by the same amount. Any potential costs should be included. Costs may be known and specific or estimates and may have a confidence level of low, medium, high or optimal. Include a cost estimate even if you believe the costs to be insignificant.
Council will weigh and consider a variety of factors prior to voting on a particular piece of legislation; accurate cost implications must be provided in order for them to make informed decisions.
- For example if the ordinance is to accept a grant in the amount of $1 million for the design phase of a larger project, state the total project costs, state the funding related to this specific legislation and list the funding sources. “The total project cost is estimated to be $5 million. The grant accepted by this ordinance funds $1 million of the design phase. The remaining $4 million in costs are to be covered by existing bureau resources: $2 in SDCs and $2 million in existing base funding."
Future Costs (indirect)
- “This plan will not result in any direct costs, however the implementation of the plan may incur costs of up to $10 million. This is a low confidence planning cost estimate that will be revised as phases of implementation are refined and come before Council in the form of contracts, grants and IGAs.”
- If the funding source is a grant that is being accepted (discussed in the revenue section above), simply state, “Costs to be funded via $20 million from XX grant”.
- If the costs have already been budgeted, state that as well “Costs are budgeted in the bureau’s operating budget for FY 20xx-xx”, or “Costs, which are funded within the bureau’s operating budget have the following funding breakdown: $1 million in General Fund; $500,000 in IA revenue with Parks; $500,000 in IGA revenues with PDC and $2 million parking garage revenues”
Intent: The intent of this section is to understand how this legislation impacts bureau operations, particularly with respect to staffing and to provide Council with clear information on how a bureau will be able to implement the action.
Instructions: List out the number, type and duration of any staffing that will result including limited term and temporary positions, and if the bureau intends to request an increase in full time permanent positions or will likely need to re-class any positions. Or indicate that existing staffing resources can absorb the workload.
Guidance: The bureau can adjust staffing resources at the time the official BMP/ budget request or P4 has been submitted.
- The bureau is expected to spend $100,000 in part time staffing to implement this legislation. The work cannot be absorbed with existing staff; two additional part time limited term positions for a duration of xx months will be requested after the ordinance is passed.
- The bureau is planning on reclassifying a vacant Senior Management Analyst position into a Public Information Officer position with a net zero financial impact in order to implement this legislation.
- No staffing changes anticipated in the current year; the bureau will re-evaluate during the budget development process to determine if existing staff can implement this action throughout all phases.
Instructions: If enacting this legislation increases appropriation, fill out each data field in the chart. This is primarily related to the acceptance of an external grant. Revenues from IGAs (that do not flow through the grants fund) typically are recognized through the BMP or Budget Development process and are not recognized here.
Intent: This section is to ensure all the necessary technical information for grant acceptance is provided in such a way as to increase the bureau’s appropriation in a timely manner and not adversely impact operations.
Guidance: Draft grant acceptance ordinances must be reviewed and approved by the Financial Planning Grants Unit prior to submitting the ordinance to Council. Grants Unit guidance may be found here http://www.portlandonline.com/omf/index.cfm?&c=45303
Instructions: If you did any level of public involvement for this Council item– please check the “Yes” box and proceed to Question 9.
If you did not do any public involvement:
- please check the “No” box
- briefly explain why no public involvement was done
- then proceed to Question 10.
Intent: The intent of this question is to determine whether any type of public involvement was included in the development of this City Council item, and, if not, to learn a little more about how and why this decision was made.
For help assessing whether public involvement is needed and, if so, the appropriate level of involvement, please refer to the City’s Public Involvement Assessment Toolkit: http://www.portlandonline.com/shared/cfm/image.cfm?id=137141
This toolkit includes the following ten assessment questions:
- What is the anticipated level of conflict, opportunity, controversy, or concern on this or related issues?
- How significant are the potential impacts to the public?
- How much do the major stakeholders care about this issue, project, or program?
- What degree of involvement does the public appear to desire or expect?
- What is the potential for public impact on the proposed decision or project?
- How significant are the possible benefits of involving the public?
- How serious are the potential ramifications of NOT involving the public?
- What level of public participation does Council and/or bureau directors desire or expect?
- What is the possibility of broad public interest?
- What is the probable level of difficulty in solving the problem or advancing the project?
Guidance—if you check “No”: If you indicate that no public involvement was done, please describe how this decision was made.
- What process did you use to decide no public involvement was needed?
- Did you use any type of formal assessment tool (e.g. the “City of Portland Public Involvement Assessment Tool” or some other method)?
- What reason(s) led you to decide public involvement was not needed?
- Who was involved in the decision not to do any public involvement—e.g. project manager, other bureau staff, bureau public involvement staff, community members, etc.?
Common reasons for not including public involvement based on the ten assessment questions above, could include:
- low impact on the community,
- little community interest,
- activity largely internal to city government processes,
- low cost and low impact,
- low potential for controversy
- emergency action was required,
Instructions: Please briefly describe how this project is likely to affect—positively and/or negatively—different areas, groups or communities in Portland. Think about both short-term and long-term effects.
Intent: The scope and extent of public involvement usually is linked to the level of effect government actions and decisions are likely to have in the community. This question is intended to help identify some of these effects. Knowing the effects will help City Council members and community members consider how well the public involvement completed fits the scope and impact of the project. Answering this question also will encourage City staff to think about the range of impacts their activities may have in the community.
Guidance: Impacts could be positive or negative, short term or long term. Projects can benefit a community or impose burdens on a community. Different communities may be affected differently.
- “Local businesses were temporarily impacted by sidewalk constructions. The long term benefit to local businesses and to pedestrians is increased pedestrian safety and easier access to local businesses.”
Instructions: Please provide a brief list of the groups and organizations you involved and how and when, especially commonly under-represented or marginalized groups. If you had an extensive process, please provide a general summary—you can refer people to other more detailed reports, for more information.
Intent: The intent of this question is to get a picture of who in the community was involved in the development of this item going before City Council.
- Various SE Neighborhood associations (presented at 12 meetings, Winter 2010)
- NE Business associations (held phone conversations with 25 businesses, Summer 2010)
- 500 community members surveyed online, Spring-Summer 2010
Instructions: Please briefly describe any effect public input had on the process, decisions, or final product for this item going before City Council. If the public input did not have any effect on this City Council item, say so and briefly explain why.
Intent: This question is aimed at understanding the effect of public involvement on the work of the City. Community members often are very interested in learning more about the effect of their input and are reluctant to get involved in City government processes, if they feel their input won’t have any effect on the outcome.
Guidance: Public input can have many possible effects, such as:
- Improved public involvement process design that is a better fit for the community you are trying to involve;
- developing a better understanding of the problem or challenge to be addressed
- learning more about possible effects in the community and having the opportunity to mitigate them
- learning about ways the project can help meet other community needs and interests not initially considered
- leveraging of community resources
- increasing community understanding of a project
- increasing community support for the outcome or at least reducing possible opposition
- building greater trust in government and positive relationships between city staff and community members
- building relationships between community groups involved in the process that can lead to future collaboration between the groups.
- e.g. We decided to hold three additional focus groups due to feedback from neighborhood coalitions who requested focus groups in their area.
- e.g. The final streetscape plan added eight bioswale systems as a result of input from residents at open houses.
Instructions: Please identify who led the design, management and implementation of this public involvement process and a primary contact for more information.
Intent: The purpose of this question is get a better idea of who is leading public involvement efforts on the City side and to identify a contact person in case anyone wants more information about the public involvement process.
Guidance:. This is an opportunity to list names of other groups or individuals that helped manage, design and/or implement the public involvement process.
- The bureau’s public involvement staff managed this process. A community advisory group helped staff design the process. Consultant Firm X facilitated the public meetings.
- Bureau project manager Mr. X designed and implemented the entire public involvement effort for this project.
Instructions: Briefly describe any future public involvement you expect will be needed or offered related to this City Council item. If none, please state “none” and explain.
Intent: Often, City Council approval of an item is followed by some sort of implementation activity. In other cases, an item going to City Council may be only one phase in a multi-phase project. This question is intended to gather some basic information on any future public involvement planned for this item to give a fuller picture of the range of public involvement that may be involved with different type of City government activities.
- Council approval to move forward on a construction project will be followed by outreach to the community before and during construction to let people know what’s happening and establishment of a hotline to receive community questions and concerns.
- After City Council consideration of the proposed new Tree Code, staff will prepare amendments, notify existing stakeholders in the process, and hold future public hearings on the proposed amendments.
- After City Council approval of the City Budget, a bureau may send information to community members announcing which programs and projects were funded and identify opportunities for community involvement in the design and/or implementation of those program and projects.
Please keep responses brief and provide general summaries to the questions rather than extensive, highly detailed reports. You are welcome to include references to longer documents, if you choose.
Just to be clear, not everything that goes before City Council needs public involvement. When public involvement is not needed for an item going before City Council, just indicate this on the form and explain why public involvement was not needed in your process
When public involvement is used, it should be designed to fit the particular context and nature of each project. When we talk about “public involvement”, for the purposes of this form, we are referring to activities anywhere within the following spectrum of involvement:
->Inform: provide the public with information about a project.
-->Consult: get community feedback on elements of a project (such as on the project analysis, alternatives and/or decisions).
--->Involve: work with the public throughout a process to ensure public concerns and wishes are consistently understood and considered.
---->Collaborate: partner with the community in every aspect of a project, including defining the problem, developing alternatives, and identifying the preferred solution.