November 2, 2023 Virtual CAC Findings
On November 2, 2023, staff hosted a virtual Citizens’ Advisory Committee (CAC) meeting to evaluate different meeting types that could achieve the objectives of a CAC.
Transportation planning, design, and delivery projects are typically long-running and complex endeavors. Developing a transportation plan and executing that plan require attention to land use, economic, social, political, and engineering existing realities and future conditions. The public is invited to weigh in along the way as plans are developed and (in the best cases) kept informed of construction activity toward project completion. Given the complexity of various stages, the purpose of this meeting was to test different meeting formats to understand what would be most useful to (1) the public and (2) to staff tasked with getting feedback from the public.
During this meeting, staff simulated three different meeting types. After each brief, 10-15 minute simulated meeting, the group reflected on what they liked and did not like. A summary of each meeting type and reflection is below.
Meeting Type 1: Impact Review
Participants engaged in a review of transportation impacts of a hypothetical ‘Mobility Hub’, focusing on specific project sites and potential improvements. Discussions revolved around pedestrian safety, bike routes, public transportation access, and infrastructure enhancements. Concerns were raised regarding flooding issues and the need for better traffic management during winter.
Reflection Discussion:
Attendees reflected on the importance of personal experiences in shaping transportation discussions and the challenges of engaging diverse viewpoints. Suggestions included assigning advocate groups to ensure balanced representation and providing clearer instructions for activities.
Meeting Type 2: Prioritization and Ideation:
Participants explored prioritization and ideation strategies, highlighting transportation needs and potential solutions. Discussions covered topics such as traffic counters, connectors between areas, late-night transportation options, and improving awareness of existing routes.
Reflection Discussion:
Feedback centered on the need for better instruction interfaces, flexibility in answering survey questions, and sending materials in advance to facilitate preparation. Attendees emphasized the value of concrete data and the importance of maintaining focus during discussions.
Meeting Type 3: Updates, Asks, and Offers:
Attendees provided updates on ongoing projects, requests for assistance, and offers of collaboration. Discussions ranged from funding requests for transportation initiatives to innovative solutions such as mobile resource vans and volunteer-based transportation services.
Reflection Discussion:
Participants discussed challenges in virtual engagement, the balance between information sharing and action-oriented discussions, and the need for clear agendas and objectives. Suggestions included reducing the frequency of certain meeting types and leveraging community touchpoints for broader outreach.
Overall Synthesis:
Our group highlighted the varying effectiveness of different meeting types and the importance of clear agendas and stakeholder engagement. Suggestions were made to streamline meeting schedules, improve invitation strategies, and leverage existing community networks for broader participation. Attendees discussed strategies for diversifying participation, optimizing meeting frequency, and enhancing communication channels. Recommendations included aligning meeting objectives with broader project goals, improving outreach efforts, and utilizing community engagement toolkits.
Conclusion:
The meeting concluded with a consensus on the need for ongoing collaboration, clear communication, and proactive engagement to effectively address transportation challenges. Attendees expressed optimism about the potential for future initiatives.
Staff’s key takeaways were:
An Impact Review (meeting type 1) could be used for a big project 1-2 times each year to gather quality feedback on specific project elements
A Prioritization and Ideation (meeting type 2) could be used to get CAC input on a proposed capital improvement program.
Based on this finding, staff will continue engaging with the public to develop meaningful, effective public engagement around transportation plans. Project-level feedback is likely to be more effective in the short-term as staff continues exploring the need for a standing Citizens’ Advisory Committee.