City-wide Community Engagement
Framework Annual Report
Community and Economic Development Committee
May 20, 2024
Item (d)3
Rosalynn Hughey, Deputy City Manager, CMO
Aurelia Bailey, Assistant to the City Manager, CMO
Sabrina Parra-Garcia, Senior Analyst, DOT
1 Commitment to continued improvement of
community engagement approaches through:
• On-Call Community Engagement Consultants
• On-Call community Engagement Community Based
Organizations (CBOs)
• Citywide Community Engagement Framework
Summary
2 Background
3 Community Engagement Consultants:
• August 2022 – City Council approved 9 consultants for master agreements • These 9 consultants continue to be available for community engagement work for all City staff, including City Council offices
• Through a service order instead of a full procurement process Community Engagement Community-Based Organizations (CBOs):
• August 2022 - City Council direction to issue a separate RFP for CBOs • January 2023 – Office of Economic Development and Cultural Affairs (OEDCA) issued RFP
• May 2023 – OEDCA issued Notices of Intended Award
• June 2023 – City Council authorized execution of master agreements with 22 CBOs
• Master agreements with 10 CBOs have been executed, 8 in progress, and 4 to be initiated
• November 2023 – OEDCA and Silicon Valley Council of Nonprofits co-hosted a training to help CBOs navigate the processes and procedures of a master agreement relationship with the City
On-Call Community Engagement Consultants and
Community Based Organizations
Project Examples
• Citywide Community Engagement
Framework (CMO)
• Community Stabilization and
Opportunity Pathways Fund
Commission (OEDCA)
• Pleasant Hills Vision (PBCE)
• Police Department Community
Engagement Plan (Police)
• Curb Digitization and Management
Pilot (DOT)
4 Community Engagement Working Group and
Citywide Community Engagement Framework
5 Community Engagement Working Group (CEWG)
• Comprised of staff across City Departments who volunteer time to research, develop, and integrate community
engagement best practices
Conducted two trainings for City Manager’s Senior Staff Led engagement process with City staff, community partners, and residents on draft Framework
Completed a Community Engagement Report, including the foundation for the Framework
Citywide Community Engagement Framework
• Shared approach for community engagement across City
departments
• Principles for community engagement and steps to apply them
• How to plan for community engagement, including identifying audiences and setting goals and measures of success
Citywide Community Engagement Framework
6 Guiding Principles
Citywide Community Engagement Framework
Steps to Apply Guiding Principles
7 1. Develop a community engagement strategy at the beginning of a project
2. Identify metrics of success
3. Use IAP2 spectrum of public participation or similar tool to identify public involvement approach for and key decision points
4. Establish a list of outreach and engagement methods based on the selected approach(es)
5. Consider the relationship with City Council offices, especially if City Council will have the final decision
6. Allocate sufficient resources to support the objectives and metrics of success
7. Input from stakeholders on engagement strategy before implementation
8. Treat the engagement strategy as a living document
9. Set clear expectations with the public at the beginning and as the process evolves Next Steps
8 • Finalize agreements with CBOs
• Work with City departments to establish the Framework as a component of employee orientation and on-boarding
materials
• Partner with Community Engagement Working Group to
train City departments to apply Framework in
engagement activities for projects/plans and contract
with consultants and CBOs
City-wide Community Engagement
Framework Annual Report
Community and Economic Development Committee
May 20, 2024
Item (d)3
Rosalynn Hughey, Deputy City Manager, CMO
Aurelia Bailey, Assistant to the City Manager, CMO
Sabrina Parra-Garcia, Senior Analyst, DOT
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