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Step 1: Project Initiation To kick-off the planning process on the right foot, meetings and workshops will be conducted with key City staff, officials, and an Advisory Committee prior to undertaking other community outreach activities. After the kick-off to the planning process, our proposed outreach activities will help foster a stewardship for the Plan and the community. 1a: Staff Coordination Call Prior to our first engagement meetings, members of the Project Team will host a web meeting or conference call with City staff and officials to review the project scope, schedule, and deliverables. We will also begin the process of data needs identification, collection and issues analysis, and clarify any outstanding matters. As needed, web meetings and conference calls with City staff can be held throughout the planning process to ensure a fluid communication process. This coordination call will also be used to provide guidance on the formation of a Comprehensive Plan Advisory Committee. Comprehensive Plan Advisory Committee (CPAC) We recommend the formation of a Comprehensive Plan Advisory Committee to provide a public face to the planning process and demonstrates a commitment on behalf of the City to seek meaningful input. The Advisory Committee should serve as a community sounding board, meeting at key points along the process to discuss issues and overall planning direction and provide feedback for consideration by the various adopting bodies. Participation by Planning Commission and City Council officials on the Advisory Committee will also help develop champions for the plan within both adopting bodies and will help ensure that the plan adoption process moves smoothly. Meetings will be conducted with the Advisory Committee at key intervals throughout the planning process. 1b: Staff Kick-off Meeting An initial kick-off meeting will be held with the City staff assigned to the Comprehensive Plan project as well as key City officials. This first face-to-face meeting will allow us to review the project scope, schedule, and deliverables and address any issues identified in previous communication regarding the planning process. Our intent is to function as a unified and integrated team alongside City staff. 1c: Department Heads Meeting Immediately following the kick-off meeting with City staff, the Project Team will host a meeting with representatives from other City departments. Comprehensive Plan recommendations will have bearing on a wide variety of City policies and support from all City departments will be essential to plan implementation. The Project Team will work with City staff to engage other department heads throughout the process to ensure that plan recommendations are meaningful and actionable for all City departments. 1d: Project Initiation Advisory Committee Meeting (Advisory Committee Mtg #1) Before actual work begins, a project initiation meeting will be held with Advisory Committee to set the foundation for the planning process and review and discuss the overall direction and policy issues facing the community. The purpose of this meeting will be to: (a) discuss the panel’s role for the project; (b) review overall project objectives; (c) refine the work program for the project; and (d) establish a preliminary schedule for the project. The Advisory Committee Initiation Meeting will be immediately followed by a Roundtable Workshop (Step 1d) to solicit the views of the Advisory Committee, staff, and other elected officials regarding their concerns and aspirations for Elk River. 1e: Elected Officials Roundtable Workshop As part of the project initiation task and kicking off the planning process, a workshop will be conducted with Elk River elected and appointed officials. As the community’s policy makers, it is important that officials and community representatives have a chance to communicate and discuss their issues and concerns with the Project Team, as well as each other, at the beginning of the process. This initial dialogue will inform the Project Team’s approach to the planning process and ensure that issues important to the City are identified on the front end. This workshop will also educate officials about the upcoming community planning process. 22 Comprehensive Plan Update | City of Elk River, Minnesota Prepared by Houseal Lavigne