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developed databases and/or mailing lists of citizens and agencies wishing to participate in the General Plan process. CirclePoint will review and help expand the contact lists as appropriate, including expanding the utility of existing lists to be integrated with automatic email distribution programs. Part of this task will involve reviewing the initial draft list Of affinity groups and, as necessary, contacting groups to help compile complete information about their organizations and the best means to interact with them. CirclePoinfsscope and budget assume that following this initial review, City planning staff will update and maintain the contact database throughout the public outreach program. 3.3 Project Management and Client Communications Open and ongoing communication with agency staff is critical to the success of a public involvement program. This allowance assumes a mix of daily and weekly project management tasks, including monthly status reports, weekly tracking of key tasks and deliverables, periodiC progress calls with City staff, and meetings with City staff or team members not specifically identified in other tasks. These meetings can be used to refine messages. review draft deliverables, and/or prepare for upcoming public forums. Assuming a project schedule of one year, CirclePoint has provided an allowance to accommodate approximately one hour per week each for the project manager, Julie Ortiz. and deputy project manager, John Cook, to undertake the tasks described above. 3.4 Affinity Group Facilitation and Meeting Kit The Steering Committee has affirmed using an "affinity group" approach to ongoing General Plan outreach. This will entail General Plan team outreach to a broad swath of community organizations representative of the City's varied population. Such efforts could include presentations by the General Plan team to meetings of existing organizations or could be convened as cross sections of members from multiple organizations with shared interests. Either way, this approach as applied in other communities has a proven record of engaging more than "the usual suspects" in the planning process. Outreach to affinity groups could potentially occur within all three waves of the outreach process, but initial direction from City planning staff is to focus all affinity group outreach within Wave 2, during the rollout of land use. housing, and transportation alternatives. CirclePoint believes this is a viable plan, provided these affinity group meetings are conducted in a parallel process with broader avenues for public participation. such as an open series of workshops with the Planning Commission/Steering Committee (described in greater detail within Task 5 below). Circle Point will work with the City and Hogle-Ireland to identify and arrange opportunities to meet with and brief affinity groups. CirclePoint assumes the interaction will be done through a mix of means, depending on what is anticipated to work best for each organization. The mix is expected to include presentations at groups' regularly scheduled meetings; small group and one-on-one meetings with representatives most interested in the general plan; and possibly some "roundtable" style meetings where we invite representatives from different organizations to a session on the general plan. Such roundtable meetings could be arranged by type of organization (e.g., environmental interests, local businesses, housing, social services, etc) or some other arrangement to be determined with the project team. CirclePoint will work with City planning staff and Hogle-Ireland to develop a priority list for affinity group meetings, identifying which affinity groups might be combined into a "roundtable" session and which would be more suited to presentations at a regularly scheduled meeting of the group. SCOPE OF SERVICES Redwood City General Plan January 11, 2008 Page 5