Agmt14 T K J M Transportation Consultants

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Task 5: Public Outreach Consultant shall hold one community meeting to achieve the following goals: • Inform and educate the public about the project; • Involve the public in the process as early as possible so their views can be considered in decision-making; • Define clearly the nature, scope, expected and actual output of public participation activities; • Explain, illustrate and fully document the milestones of decisions reached to the public and stakeholders; and, • Develop knowledgeable and credible Project Champions who can support the project so it can proceed on schedule to its fruition. COMMUNITY MEETINGS/ OPEN HOUSES (1) In close coordination with staff and the technical team, Consultant shall coordinate and staff one (1) Open House to be held on either aweekday evening or on Saturday in order to encourage the widest participation possible. The public meeting shall provide opportunities for two-way communication: 1) Staff and Consultants shall describe the purpose and need for the project, objectives and benefits; and 2) Community members shall be encouraged to provide their input on their values, needs, hopes, issues/concerns initially, and then feedback on the conceptual designs leading to the development of a preferred design. Meeting Logistics. Consultant shall work with staff and the team to set dates and times for the meeting. It is assumed that staff shall select and secure venues. Consultant shall write/design meeting notices. We shall design meeting flyers, and posters that shall be distinctive and eye-catching, with translated text as appropriate and culturally sensitive images. As much as possible, we shall seek opportunities to distribute flyers electronically in order to reduce costs and waste. Both the text and the graphic design of the flyers shall be submitted to staff for review and input, and approval, prior to printing and distribution. Efforts shall be made to make the events as family-friendly as possible to attract people from all walks of life. Meeting Promotion. Consultant shall distribute the public meeting notices as follows: • Disseminate Meetin� Notice Flyers, electronically, as much as possible, to neighborhood associations, community-based organizations, chambers, schools and churches for distribution to their members. • Place phone calls to organizations and key stakeholders to encourage their support in promoting and attending the meetings. Meeting Content Planning. Consultant shall work with staff and the team to develop meeting content and format, including ideas for "food for thought" presentation to enhance understanding of the project opportunities-and REV:04-11-14 VR Page 15 of 20 ATTY/AG R.2014.053/TJ KM_175742