HomeMy WebLinkAbout5a_Attachment 2_Community Outreach PlanHOUSING,
CIRCULATION, AND
LAND USE ELEMENTS
Working Document last updated on August 28, 2020
Prepared by Kearns & West in coordination with Kimley-Horn
Housing Element Update Advisory Committee - September 2, 2020
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Community Outreach Plan
Table of Contents
I. Introduction ............................................................................................................................. 3
Project Overview ..................................................................................................................... 3
Outreach Objectives ............................................................................................................... 3
Considerations for Covid-19 ................................................................................................... 4
II. Process Chart .......................................................................................................................... 6
III. Strategies, Tactics and Timing ................................................................................................ 7
Sharing Information ................................................................................................................ 7
Master Contact Database ....................................................................................................... 8
Online Platform ....................................................................................................................... 8
Stakeholder Collaboration ...................................................................................................... 8
Virtual and In-Person Workshops ........................................................................................... 9
Housing Element Update Advisory Committee and Subcommittees ................................... 12
City Council Study Session .................................................................................................... 12
Planning Commission ............................................................................................................ 12
Draft/Final Environmental Impact Report ............................................................................ 13
Hearings and Adopted General Plan ..................................................................................... 13
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The City is initiating a focused amendment the Newport Beach General Plan. The purpose of this
amendment is to enable the City to comply with State laws, including the State Housing Law and
others relating to transportation and environmental justice. Compliance is mandatory, although
how the City complies is left to the City, subject to approval by the State. This Amendment will
focus on Housing mandates, amendments to Circulation and Land Use Elements, and the
incorporation of Environmental Justice policies.
The Housing Element will provide for policies, programs and actions addressing existing and
projected future housing needs in the community for the 2021-2029 planning period. The Land
Use Element will need to be updated to be consistent with required changes to the Housing
Element to accommodate future housing growth needs as determined by the State.
The Circulation Element will provide policies, programs and actions that consider the implications
of future growth on the City’s transportation and circulation system. The update will be
evaluated and the impacts to Level of Service (LOS) and Vehicle Miles Travelled (VMT) examined
within an Environmental Impact Report, including the incorporation of Complete Streets policies.
Environmental Justice, as required by SB 1000, provides related goals, policies, and objectives
that identify “disadvantaged communities” within the area covered by the General Plan. The
environmental justice goals, policies, and objectives will: (1) Identify objectives and policies to
reduce the unique or compounded health risks in disadvantaged communities by means that
include, but are not limited to, the reduction of pollution exposure , including the improvement
of air quality, and the promotion of public facilities, food access, safe and sanitary homes, and
physical activity, (2) Identify objectives and policies to promote civil engagement in the public
decision-making process, and (3) Identify objectives and policies that prioritize improvements
and programs that address the needs of disadvantaged communities.
As noted above, the purpose of the outreach is to gain input from the public and other
stakeholders as to the best plan to comply with the City’s RHNA allocation and input on mobility
and circulation in the City. For this project, success relies on involvement of community members
and other stakeholders throughout the evaluation of potential changes to the Housing,
Circulation, and Land Use Elements, including issue identification, education and policy review.
Specific objectives for public engagement are to:
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1. Conduct an open and transparent process;
2. Provide an opportunity for a wide range and depth of voices from community members,
stakeholders, disadvantaged communities, and those who could provide insight from the
development community;
3. Share information on the Housing, Circulation, Land Use Element, including state
requirements, state mandates (including Regional Housing Need Allocation [RHNA]), and
other related information with Newport Beach community members and stakeholders;
4. Gather meaningful and sustained community input on Housing Element, Circulation
Element, and Land Use Element to incorporate into the General Plan amendments;
5. Transparently share project information, meeting conclusions, and incremental decisions
with community members and the reasons for such conclusions and recommendations;
and
6. Maximize relationships and trust between the City and community members, and among
community members themselves;
7. Work collaboratively with stakeholders and the community on an update to the Housing
and Circulation Elements that complies with State law.
The project team recognizes recent community engagement challenges related to public health
guidance. Given the current Covid-19 crisis, many activities that would usually take place in
person during a planning process, such as workshops and community events, have been paused,
postponed, or transitioned to virtual events. In response to uncertainty about when in-person
activities will resume, virtual engagement workshops, webinars, and communication and calls
with partners will be utilized where appropriate to meet the engagement goals for the Housing,
Circulation, and Land Use Elements and Environmental Justice policies.
Weaving different virtual activities into the Newport, Together process will require flexibility as
well as thoughtfulness to ensure engagement of a broad segment of Newport Beach community
members and stakeholders. Key themes that have been identified for addressing engagement
needs related to Covid-19 are described below.
Identifying Goals for Engagement
Identifying where community input is needed and how it will impact outcomes is important in
choosing which form of virtual engagement can most effectively be used to engage a broad-base
of the community. Virtual engagement may not mean a virtual “meeting.” It may be online
surveys, videos or recorded presentations, decision-support tools, and other digital tools used
strategically.
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Planning for Accessible and Inclusive Engagement
A major goal of the Newport, Together process is to engage a wide spectrum of voices of
Newport Beach community members and stakeholders. It will be critical to provide materials that
are easy to access, easy to understand, and that honor community experience. Multiple
informational tools will be used throughout the process, including digital tools, emails and
newsletters, information in local news sources, and in-person communication, if possible.
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The Housing, Circulation and Land Use Element Update process will proceed through four major
steps, with engagement opportunities throughout the process.
▪ Phase 1: Existing Conditions, Education, Visioning and Visualizing RHNA Compliant
Alternatives
▪ Phase 2: Policy Development
▪ Phase 3: Draft Plan Development & Environmental Scoping
▪ Phase 4: Draft Plan and Draft EIR Public Review & Comment
▪ Phase 5: Final EIR Certification and Final Plan Adoption
Community engagement activities will take place throughout the planning process, whereby
community input will inform the development of goals and policies for the elements being
updated. The process chart, shown below, outlines how the community engagement activities
will synchronize in each step. Some activities will occur periodically. Others will be conducted at
regular intervals throughout the process. Figure 1 shows how the outreach activities will work
together, with the following identified:
▪ Planning phase
▪ Anticipated timeline
▪ Specific community engagement activities to occur during the step
▪ Deliverables that the project team will be provided to the Housing Element Update
Advisory Committee
Figure 1: Process Chart
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This section identifies activities designed to provide project updates, notify community members,
businesses, stakeholders, and other organizations about opportunities for engagement, and
encourage everyone to participate.
▪ Project Summary Page/ Project Fact Sheets: A summary of elements that are addressed
by this process, and what that entails. These will include an infographic of where input
will be incorporated into the update process. Separate fact sheets can be developed to
address the process and each element individually.
▪ General PowerPoint Presentation: Slides that provide an introduction on the Housing,
Circulation and Land Use elements and the project process.
▪ Media: Articles in Daily Pilot, Newport Beach Independent and Stu News Newport.
▪ Direct Mailers: Hard copy announcements containing project information and
announcements, mailed directly to residents.
▪ Notification Plan: Plan for notifying residents about the process, including a timeline for
email blasts, flyers, social media, press releases, and ad placement
▪ Draft press release: Suggested language for communicating about workshops and events,
designed to be adapted and edited by the City communications team as needed.
▪ Assets: Downloadable and sharable resources that include fact sheets, flyers and social
media images.
▪ City Council Slide Announcement: Event information slides developed and presented to
City Council meetings before each outreach event.
▪ Social Media Announcements: Language for project updates and announcements about
engagement opportunities that can be posted on social media sites, including sites
managed by the City (e.g., Facebook, Instagram, Nextdoor). All social media updates will
be submitted to the Communications team for use.
▪ Stakeholder Engagement: The consultant will work proactively with stakeholders,
employers, business associations, neighborhood homeowners association groups, social
and community organizations to optimize the outreach to a broad base of constituents,
employees, residents, etc.
▪ Email Blasts: The City will periodically send email updates and announcements to
community members and other stakeholders who have requested to be added to the
mailing list.
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The project contact database will serve as a master list, incorporating contacts from the
stakeholder database, City email lists, and stakeholder groups. New contact information will be
collected and added to the database throughout the Housing, Circulation and Land Use Element
Updates.
▪ Timing: Ongoing
▪ Project Team Roles:
o City: Provide updates to the master database and identify stakeholders
o Kimley-Horn: Provide updates
o Kearns & West: Maintain database
Digital engagement and activation will occur in-part through Bang the Table, accessed through
www.newporttogether.com. The platform will be updated throughout the project with
information, polls, surveys and mapping activities as determined by the HEUAC Committee and
project team. The platform will also host a project schedule, documents, and outreach
summaries. Online engagement is meant to significantly broaden the base of community
engagement through “on-demand” platforms that go beyond typical turn out at City meetings.
▪ Timing: Ongoing
▪ Project Team Roles:
o City: Review content, provide updates, monitor email responses.
o Kimley-Horn and LSA: Provide website content, provide input on outreach
activities, incorporate input into planning process.
o Kearns & West: Develop platform framework, integrate content provided by
Kimley-Horn and City staff, develop outreach activities, monitor input, deliver
consistent summaries of input received to project team, update as necessary.
Engagement with housing and development stakeholders will occur through a series of direct
engagement sessions. These sessions are intended to be informal discussions with agencies,
entities and individuals who are part of the development community, non-profit organizations,
services agencies and other similar entities. This collaboration may be conducted as virtual
meetings, group or individual meetings. Stakeholders will be engaged in developing baseline
conditions, drafting policy, and drafting the plan.
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▪ Timing: Ongoing as needed in the process
▪ Project Team Roles:
o City: Provide input on stakeholder collaboration design and structure.
o Kimley-Horn and LSA: Develop presentation material, co-facilitated session,
review summary/ after-action report, incorporate input into plans and policies.
o Kearns & West: Identify and configure virtual tool as necessary, develop logistics
and facilitation plans, develop communications tools, develop presentation
template, integrate project information from project team, facilitate session,
develop summary/ after-action report.
Workshops for Newport, Together will take place in a virtual format to be available “on-demand”
for the remainder of 2020, and may concurrently occur in an in-person format pending state and
City guidance on in-person gatherings. The project team will work alongside the Housing Element
Update Advisory Committee Outreach Sub Committee to determine dates for the Housing
Element workshops. Workshops relating to the Circulation Element will be guided by the Planning
Commission, City staff, and the project team
As the input and objectives for the Housing and Circulation Elements are distinct, the workshops
for each will take place separately. The project team will incorporate the input received from the
community and stakeholders in each workshop and incorporate into each element as
appropriate.
While the timing and structure of the workshops may change in response to direction from the
Outreach Subcommittee, the general structure is below:
Virtual Housing Element Workshop 1: Introduction and Envisioning RHNA Compliant
Alternatives
The first virtual workshop will review input from the Listen & Learn outreach, identify the
process and framework for the Housing Element, and engage and educate participants in the
discussion of RHNA compliant alternatives and the challenges presented by State mandates.
The workshop may be hosted on different days and times to allow for broad participation.
The presentation will be recorded before the workshop with voiceover walking through the
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presentation to be available to community members “on-demand” and used as an
engagement tool on the Bang the Table website.
▪ Timing: Early October 2020
▪ Project Team Roles:
o City: Provide input on workshop design and structure.
o Kimley-Horn: Develop presentation material, review outreach materials, co-
facilitate workshop, review summary/ after-action report, incorporate input
into plans and policies.
o Kearns & West: Identify and configure virtual tool, develop logistics and
facilitation plans, develop communications tools, develop presentation
template, integrate project information from project team , facilitate
workshop, develop summary/ after-action report.
Housing Element Workshop 2 – Policy Considerations and Opportunities
Workshop 2 will build upon the information learned from Workshop 1 and provide draft
analysis, policies, and programs for review and discussion. Like Workshop 1, the second
workshop can take place at several different days and times for broader participation, and
will be made available “on-demand” to the community.
▪ Timing: February - March 2021
▪ Project Team Roles:
o City: Provide input on workshop design and structure.
o Kimley-Horn: Develop presentation material, review outreach materials, co-
facilitate workshop, review summary/ after-action report, incorporate input
into plans and policies.
o Kearns & West: Identify and configure virtual tool, develop logistics and
facilitation plans, develop communications tools, develop presentation
template, integrate project information from project team, facilitate
workshop, develop summary/ after-action report.
The timing, frequency and input activities for the circulation element workshops will be
guided by the Planning Commission in coordination with the project team, and the HEUAC
Outreach Subcommittee.
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Circulation Workshops – Phase I
The first phase of engagement for the Circulation Element will include a primer on key topics
relating to circulation, including state requirements relating to Level of Service (LOS) and
Vehicle Miles Traveled (VMT), Complete Streets, and the vision statement, goals and policies
within the existing Housing Element. This will be followed by virtual workshops to gather
input on issues, opportunities relating to circulation in Newport Beach.
▪ Timing: Fall – Winter 2020
▪ Project Team Roles:
o City: Provide input on workshop design and structure
o Kimley-Horn and LSA: Develop presentation material, review outreach
materials, co-facilitate workshop, review summary/ after-action report,
incorporate input into plans and policies.
o Kearns & West: Identify and configure virtual tool, develop logistics and
facilitation plans, develop communications tools, develop presentation
template, integrate project information from project team, facilitate
workshop, develop summary/ after-action report.
Circulation Element Phase II
The second phase of Circulation element workshop will Gather input on goals and policies
relating to circulation and will be guided by the project team and Planning Commission.
▪ Timing: TBD
▪ Project Team Roles:
o City: Provide input on workshop design and structure.
o Kimley-Horn and LSA: Develop presentation material, review outreach
materials, co-facilitate workshop, review summary/ after-action report,
incorporate input into plans and policies.
o Kearns & West: Identify and configure virtual tool, develop logistics and
facilitation plans, develop communications tools, develop presentation
template, integrate project information from project team , facilitate
workshop, develop summary/ after-action report.
The goal of the Capstone Community Workshop will be to share Draft Housing, Circulation
and Land Use Elements with the community. This could take place in conjunction with a
Housing Element Update Advisory Committee meeting or Planning Commission Meeting.
▪ Timing: Summer 2021
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▪ Project Team Roles:
o City: Provide input on workshop design and structure
o Kimley-Horn and LSA: Develop presentation material, review outreach
materials, co-facilitate workshop, review summary/ after-action report,
incorporate input into plans and policies.
o Kearns & West: Identify and configure virtual tool, develop logistics and
facilitation plans, develop communications tools, develop presentation
template, integrate project information from project team, facilitate
workshop, develop summary/ after-action report.
The Housing Element Update Advisory Committee, with input from Subcommittees, will meet
regularly to guide the development of the Housing Element and related Land Use Element
updates.
▪ Timing: Ongoing
▪ Project Team Roles:
o City: Review all materials, provide staff updates.
o Kimley-Horn: Attend, Provide updates to the Committee,
o Kearns & West: Attend as necessary to provide updates, coordinate with
Outreach Sub Committee.
The purpose of the City Council Study Session is to share update on Housing, Circulation, and
Land Use Elements and incorporate City Council comments.
▪ Timing: January 2021
▪ Project Team Roles:
o City: Develop staff report and facilitate study session .
o Kimley-Horn and LSA: Develop presentation material, attend, and present.
o Kearns & West: None
The Planning Commission will guide the development of the Circulation Element. The Planning
Commission will also review documents and recommendations from the Housing Element
Update Advisory Committee and make final recommendations to City Council.
▪ Timing: Ongoing as determined by Planning Commission
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▪ Project Team Roles:
o City: Develop staff reports and present to Planning Commission.
o Kimley-Horn and LSA: Update Planning Commission on Circulation, Housing and
Land Use Elements and receive guidance on policy priorities and development.
o Kearns & West: TBD
As part of the draft Environmental Impact Report process, community members will have the
opportunity to provide input on the environmental impacts of the proposed General Plan
amendments.
The project team will conduct a public scoping meeting during the Environmental Impact
Report process.
▪ Timing: Spring 2021
▪ Project Team Roles:
o City: Review materials and oversee structure.
o Kimley-Horn and LSA: Lead scoping meeting.
o Kearns & West: Develop logistics plan, develop presentation template, work with
Kimley-Horn to facilitate workshop, develop summary/ after-action report
Responses to comments submitted during public review will be provided in the Final
Environmental Impact Report.
▪ Timing: Fall 2021
▪ Project Team Roles
o Kimley-Horn: Develop response to comments.
The Final General Plan amendments and Environmental Impact Report will be considered by
the Planning Commission during a series of public hearings. As with all public hearings,
opportunities for public comment will be provided.
▪ Timing: TBD
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The Final General Plan amendment and Environmental Impact Report will be considered by
the City Council during a series of public hearings. As with all public hearings, opportunities
for public comment will be provided.
▪ Timing: Fall 2021
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