June 21, 2005 Co-Leads Meeting Notes for BIP #9: Public Involvement
Our current work plan task (June-August) is:
Recruit community members. Hold committee meeting and establish schedule of regular meetings. Review and discuss workplan, goals/objectives, delegated tasks, and timelines. Finalize workplan, objectives, and priorities.
Team Membership:
Eight sectors were identified for external membership slots (1 slot unless otherwise noted): 18-35 yrs; Business (2 - 1 small, 1 mid-sized); Consultants (2); Multicultural; Metro staff; Coalition determined (2); Academic; Coalition Executive Director or other staff person. Potential members will be put into a matrix, based on this criteria.
The group decided to send out the matrix to staff members of the BIP Team for input along with a note that we anticipate a first meeting in August. External membership suggestions would then be reviewed by the steering group for final determination. As for Coalitions, we would solicit their decisions on two members separately.
Meetings (team & coordinating):
First meeting of the full Team will be in August. We discussed a series of meetings focused on more detailed work plan elements (see work plan below).
We also decided that a coordinating meeting of the leads for BIPs #9, #8, and #3 in August would be a great idea and oppportunity to share work plan concepts and meeting schedules to make sure there is coordination and not duplication. Other coordinating meetings of leads would take place at key points in the coming months.
Work Plan:
We discussed this in further detail and determined that key meetings should be held related to six areas of focus: Problem Statement; Principles updating; Handbook update; Metro Questionnaire review; Policy template; PI Plan template. These items comprised many of the outcomes from previous work; we also discussed the potential need for more data to address some other, more complex, areas raised in the Task Force. We determined that some approaches could be piloted by staff throughout this process prior to a final comprehensive report to Council; this would help to tailor these tools for smoother implementation.
This is a proposed meeting schedule to move the team through these topics:
BIP #9: Public Involvement
Proposed Topic Focused Meeting Schedule
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Meeting Timeframe
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Topic(s) for Review/Decision Making
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August 2005
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§ Teambuilding (Roles, Work Plan, Goals)
§ Determine Problem Statement
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September 2005
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Council Adopted Principles of Citizen Involvement
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October 2005
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Outreach & Involvement Handbook – 3rd Edition revisions
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November 2005
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Outreach & Involvement Handbook – 3rd Edition revisions
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December 2005
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Metro Questionnaire – revise for
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January 2006
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Policy template – determine basic requirements
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February 2006
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Public Involvement Plan template – basic requirements
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March 2006
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Education/evaluation – how to ensure implementation
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April 2006
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Any other outstanding items
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May 2006
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Review drafts – discuss and update
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June 2006
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Finalize documents for public review and City adoption
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Note:
Focus groups with stakeholders from key sectors may be held on any of the above topics to gather more input and data.
Research/Staffing Needs and Roles:
Available staff to this team and their roles were determined as follows:
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Laurel Butman, assigned staff - Team support (meeting materials, meeting notes, scheduling, web site, delegation and compilation of research materials)
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ONI interns - Jonah and Noah - research and support assistance as requested by Team staff
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OMF interns - additional research and development as needed
Key staff assignments from this meeting:
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Notes from this meeting
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Matrix for external membership
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Work plan/meeting schedule draft
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Notebook/folder for team members
Noah & Jonah:
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Work with
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Annotated index of past documents from Task Force
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Gather and analyze existing PDC, Parks, BES, and Metro policies(similarities/differences)
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Asist with gathering/summarizing materials for web site