DRAFT – November 17, 2015
FEMA requires an open public involvement process during the development of local hazard mitigation plans. Jurisdictions must document the opportunities for public engagement both during the initial drafting stage of the plan and prior to plan approval. The following outreach strategy recommends a process for the City of Santa Rosa to meet FEMA requirements while providing a meaningful opportunity for public input. This recommended approach provides an opportunity to engage local residents along with those from neighboring communities, agencies, businesses, and other organizations.
Based on direction from the City, we have provided a flexible and outcomes-oriented approach to maximize participation and expand opportunities for input.
Hazards Survey – Early December 2015
The Michael Baker International (Michael Baker) team proposes the development of an online survey that can be distributed online to respondents of the City’s choice enlisting input on the hazard mitigation planning process. This survey will be developed using SurveyMonkey, allowing respondents to answer questions regarding hazards and hazard-related issues in the City.
Michael Baker recommends posting the survey by early December and allowing for input through the end of the year. This provides residents an ongoing opportunity to provide input on hazards during plan development. Following the close of the survey, Michael Baker will download survey results and provide a tabulated summary of responses for inclusion as an appendix in the LHMP.
Project Fact Sheet – Early December 2015
Michael Baker will design a half page project fact sheet to provide a brief, user-friendly summary of the LHMP effort. The City and Michael Baker staff can distribute this flier throughout the project duration at workshops, other community events, or at City facilities. The flier could include a QR code (or something similar) for easy promotion of the project web address. Michael
Baker will work with City staff to identify the most valuable flier placement locations. The flier will include a link to the project survey.
The original scope of work identified one community workshop. To provide maximum flexibility and best meet the needs of the City, Michael Baker has developed two options to meet the intent of this scope of work.
Option 1: Community Booth
Michael Baker will work with the City to host an informational booth at one community event.
The booth will provide project information and opportunities for input. The Michael Baker team will train City staff to independently facilitate future events re-using booth materials. Up to two
Michael Baker staff members will attend the community event, with a focus on training staff to
Page 1 of 2

City of Santa Rosa: Draft LHMP Engagement Strategy independently run the booth, record input, and compile input for later use. This approach allows
City staff to host additional booths at as many subsequent events as desired. To ensure a smooth transition, Michael Baker staff will develop an easy-to-use, standard approach for recording and compiling input at the event. City staff will be responsible for collecting input at any events without Michael Baker attendance for inclusion in the LHMP appendix.
Michael Baker recommends hosting booths at popular and existing community events, such as the Winter Lights event. The goal of the informational booth will be to engage and inform community members about the LHMP while providing an opportunity for input. Staff at the booth will invite input about potential hazards and share information about the benefits of plan implementation, strategies, or efforts underway. As part of this event, participants will be asked for any comments or concerns regarding the information shared and additional hazards of concern for consideration.
In support of the event, Michael Baker will prepare and produce up to four posters and 500 color copies of half-page project fliers. Michael Baker will rely on City staff to coordinate community event and booth logistics, including space reservations and supply of tables, chairs, and pop-up tents. Michael Baker will supply notepads, clipboards, markers, easels, sign for the booth, tape, project fliers, sign-in sheets, name tags, and comment cards. Michael Baker will coordinate with
City staff on the use of a computer or tablet for participants to complete the online survey.
Option 2: Community Open House and Roundtable
Michael Baker will facilitate one Community Open House event with City staff to provide an overview of the project and invite input. The event will include a presentation of the LHMP
Process and appropriate materials/information depending on the timing of the event. Materials such as posters and handouts will present key project information and facilitate a collaborative dialogue. The Michael Baker project manager will attend the community workshop with one assistant to support with recording and meeting facilitation.
This workshop can also include a facilitated roundtable with key service providers and stakeholders. As part of a roundtable discussion, the Michael Baker team can lead a collaborative discussion to review and refine proposed strategies in the HMP. This meeting could occur prior to the community workshop and allow for targeted feedback on draft hazard mitigation goals, policies, and strategies.
City staff will be responsible for venue reservations and logistics. City staff will also be responsible for invitation of any service providers for a focused discussion. Michael Baker will provide notepads, clipboards, markers, easels, sign for the booth, tape, project fliers, sign-in sheet, name tags, table cloth, and comment cards. Michael Baker will also bring computers, projectors, and tablets as necessary for each event.
Page 2 of 2