8.1. SR 05-04-2020 - Laserfiche WebLink

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MnDOT Contract No. 1028386 Work Order No. 1 Exhibit B Detailed Scope of Work and Deliverables 5 State Project Managers. TASK 3 – COMMUNITY ENGAGEMENT The consultant team has recent relevant experience in communities like those surrounding the TH 10 corridor and brings additional skills and unique experience facilitating challenging, but ultimately successful community engagement efforts. The project approach includes expanded engagement activities. The consultant team has woven the identified minimum engagement items into their community engagement approach. This will result in an increased level of engagement and input, and the consultant team will utilize several innovations to increase stakeholder engagement and their level of understanding as part of this study. The consultant team, including dedicated public engagement experts, will guarantee community concerns and ideas are being listened to, addressed, and incorporated as part of this study. The consultant team will do this by being responsive to community needs and providing clear and simple communication via a range of channels. The community engagement process is designed to be meaningful, inclusive, and tailored specifically to this study area and corridor. The consultant team has an extensive toolbox of strategies, techniques, and methods for engaging the public, businesses, and community leaders utilizing face-to-face, digital, and other outreach options. Community Engagement Plan Document It is understood that the consultant team will work with the Local Government/Agency and State project and communications managers to develop a Community Engagement Plan (CEP). Outlining engagement with this plan will be instrumental in guiding community engagement efforts. The plan will create a framework around outreach strategies and activities by identifying the engagement activity and its format, purpose and timeline; the targeted audience; intended outcome; and materials needed prior to and during the activity. The CEP will also include a list of primary stakeholders and media outlets to ensure public announcements and promotion of upcoming engagement opportunities are disseminated to the appropriate local and regional contacts. The CEP will act as a living document and be refined based on input from the Local Government/Agency, State, and other partners. The initial thought regarding content for the community engagement plan is provided below in further detail. Community Open House Meetings The consultant team will prepare for and facilitate up to three open houses, one at the beginning, mid-point, and end of the study. The first open house will introduce the study, its purpose, and preliminary existing conditions as well as ask stakeholders and the public to identify/confirm issues, needs, and areas of opportunity in the corridor and subarea. The second open house will consist of reviewing and asking for input on the draft corridor and subarea concepts. The third and final open house will consist of presenting the final corridor alternative concept and implementation plan. As a means of gathering input and making the series of open houses more interactive, the consultant team will use a live audience flash poll. Attendees can respond to questions anonymously using their mobile devices or tablet devices available during the meeting. Feedback can then be instantly shared with those present and compiled for later use to understand public opinion and desire for improvements. This method enables everyone’s voice to be heard, not just a select few. Comment cards will also be available for anyone preferring to provide a written comment. It is recommended that any presentation made at the open house be recorded and posted on the study website and social media outlets. This provides an additional opportunity for those that were unable to attend to still learn about the study and its potential impacts. The consultant team will implement interactive tools at our public meetings: 3D animations of concepts from VISSIM and ConceptStation/Infraworks, live audience feedback via anonymous polling, Facebook Live streaming (if desired by the Local Government/Agency and/or State), and dot voting exercises. The consultant team will be responsible for developing all informational displays, handouts, and presentations for each meeting to aid in facilitating educational conversations with the public. A meeting summary, including a list of attendees and comments received (both verbal and written) will be distributed electronically within one week of each open house. The consultant team will coordinate with the Local Government/Agency, State, and study partners to promote the open house through local channels, social media, email blasts, and portable message signs (if available from State).