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City of Santa Ana Proposal to Provide Solid Waste Consulting Services RFP NO.: 18-006 Subtask 113: Public Workshops and Meetings The City has requested attendance at up to five community meetings, which may include meetings with residents and stakeholders; we believe that it is imperative to engage these groups early in the process in order to understand their perspective and incorporate their priorities in the City's policy and goals. We will develop a strategy for meeting with various groups and finalize our strategy with City Staff prior to implementation. We will prepare a standard meeting agenda and presentation for these meetings, and provide meeting summaries for each meeting. Examples include the following: • Public Meetings. Public meetings are an effective forum for attracting the most invested members of the community. These meetings provide a great opportunity to engage a wide cross- section of parties that are effected. • Engaging with business and apartment associations. Attending business, apartment association, and trade group and association meetings to seek input can be more effective than inviting stakeholders to public meetin s b th g be ese associations draw their constituents together at their regularly scheduled meetings. During the City's policy planning process, we may use a graphic meeting facilitation method developed by The Grove Consultants International (The Grove). If desired by the City, we can use this technique for one or more meetings depending on the number of participants. The Groves' methods and Vision Planning SystemsTM toolset with are useful in engaging stakeholders and organizing feedback. This approach would involve us facilitating a meeting where participants work together to complete one of The Groves' large-scale (4' by 8') wall graphic templates such as the "Context Map" to work through and document local conditions and context for the Plan; or the "Cover Story' to brainstorm about how the Study will be ultimately presented to the Council and public. These large-scale "maps" will be reduced to 11" by 17" format and can be used to brief others regarding the Plan and to serve as a reference throughout the development of the Plan. An example Big Wave Vision map prepared for the City of San Diego is provided here. It is also important to note that we have several other methodologies for facilitating meetings, should the City desire a different approach; a representative sample of these methodologies are included below in the section labeled "HF&H Experience with Stakeholder Engagement and Outreach." Subtask 1C: Community Survey The City indicated an interest in surveying the community. During our initial meeting with City Council in Task 1, we will discuss an outreach plan, including groups to be targeted with the public workshops. At that time, we will discuss if and how surveys may play a role in the City's outreach. April 4, 2018 Page 11 HF&H Consultants, LLC