Community Engagement Template Revised

Cleveland Metropolitan School District School-Specific Engagement Proposed 5-Step Process – Community Engagement Template Step 1:

Identify and select “Core Team” to work directly with District staff and the design and construction professionals (i.e. Architects, Engineers, Construction Manager, and Contractors) assigned to the project.

Purpose:

The purpose is to empower these community leaders to represent the community at large. They will be tasked with participating in the design and construction process of the new school. The Core Team of each school should consist of at least 10 participants. Each Core Team should contain 4 to 6 parents which include 2 parents that reside in the neighborhood of the school. Note: If 2 parents from the neighborhood are not on the Core Team additional parents will be selected.

Lead Entity: District staff (External affairs, capital programs) City representative (Council person, City planning liaison, Ward club leader) Community neighborhood development organization (resource) Likely Participants: Councilpersons – Ward club, civic club, City Planning liaison, City building & housing representative.

School Principal – Teacher’s union representative, SPO (parent organization) leader.

Business Partners.

Neighbors – especially neighbors who live near the new school site.

School Board and/or BAC members who live in the community.

Faith-based leaders.

Expected Outcome: Timeline:

The school’s Core Team will be selected.

One month prior to step two (segment kick-off meeting).

Cleveland Metropolitan School District School-Specific Engagement Proposed 5-Step Process – Community Engagement Template Step 2:

Hold “kick-off” meeting with all of the core teams participating in the upcoming Segment.

Purpose:

Explain how the core team can be active participants in the design and construction process.

Step 2 is the “kick-off” to the engagement process around an upcoming segment and involves all core team members representing each school. The meeting is typically a presentation followed by bread-out sessions with each individual core team and their respective “design team.” The design team would include the architect/engineer and a member from the construction management team. Topic discussed at the meeting would include a summary of the following: the District’s overall capital program, funding (including locally funded initiatives), the overall engagement process, the timeline to expect, rules of engagement, and lines of communication. Depending on the size of the segment and number and location of core teams, this meeting may be held in two locations (east and west) and two times (morning and evening).

Lead Entity: District staff (External affairs, capital programs) Design Team (Architect/Engineer) Participants: Core Team Design Team

District Staff

Expected Outcome: Begin the engagement process around each specific school project. The core team members should know what to expect in the upcoming months and be “energized” by the new construction project happening in their neighborhood.

Timeline:

This should happen at the beginning of a Segment. Preferably after the POR is complete and prior to the design teams starting Schematic Design.

Cleveland Metropolitan School District School-Specific Engagement Proposed 5-Step Process – Community Engagement Template Step 3:

Convene and provide “charge” (the input and reporting process) to the School’s Core Team.

Purpose:

Initiate the core team process and identify immediate concerns of the community.

The Core Team will have two equally important functions: 1. Provide input with respect to design and construction.

2. Communicate the status of a particular school’s design and construction project to the larger school community.

The Core Team would receive very specific instructions with respect to how and when they engage the larger school community. (i.e. minimum number of meetings, acceptable types of reports).

Conversations with the community will look at possibilities and engage stakeholders in dialogue to understand how schools might look as neighborhood learning centers.

Lead Entity: District staff (External affairs, capital programs) Design Team (Architect/Engineer) Participants: Core Team Design Team

District Staff

Expected Outcome: Ensure “ownership” of the engagement process at a particular school by District Staff and School Core Team.

Timeline:

One to Two weeks after step 2 (kick-off).

Cleveland Metropolitan School District School-Specific Engagement Proposed 5-Step Process – Community Engagement Template Step 4:

Participate with the design team (architect/engineer) through the design process.

Purpose:

Actively participate in the design process.

Step 4 allows the Core Team to interact directly with architects and engineers to ensure that the design of the school reflects the needs of the school community within budget. The Core Team will be charged with obtaining input from the larger school community and sharing it with the design team. The Core Team will be intimately involved with the school’s program of requirements and the design drawings.

Community input is critical during the pre-design and schematic design phases. Once the designers enter into the design development phase, the need for community input will diminish. Each project has a specific timeline schedule and budget, for which the Architect's are accountable to the coowners (CMSD and OSFC -Ohio School Facilities Commission). In addition, the Architects must meet the design criteria of the City of Cleveland Planning Commission. More community meetings will be held in the early design phases (than in later phases) to ensure ample dialogue to get the design finalized before significant detailed design work begins in the Design Development Phase. The Architect will notify all community participants and the co-owners when the project has reached the point changes can no longer be made due to budget and/or schedule constraints.

The phase chronology is: • Pre-design and Program of Requirements (POR) Phase.

• Schematic Design Phase.

• Design Development Phase • Construction Document Preparation and Bidding Phase • Building Construction Phase

Lead Entity: Core Team Participants: Core Team Design Team

District Staff

Cleveland Metropolitan School District School-Specific Engagement Proposed 5-Step Process – Community Engagement Template Expected Outcome: While it is important for the District to remain in control of the process, it is expected the community will experience involvement of the project because they were intimately involved in the process‌and this is our goal.

Timeline:

During design phase (estimate time is approximately 1 year).

Cleveland Metropolitan School District School-Specific Engagement Proposed 5-Step Process – Community Engagement Template Step 5:

Report on an ongoing basis to the larger school community until the project is complete.

Purpose:

“Report out and back to the larger school community” Step 5 encompasses the most critical function of the Core Team. During the design and construction phase, the Core Team is expected to report to the larger school community to solicit input, review design drawing and monitor school construction. In addition the Core Team would be asked to coordinate key events (i.e. groundbreaking, dedication, opening) with appropriate support from the District and City.

Lead Entity: Core Team Participants: Core Team Design Team Timeline:

District Staff

During design and construction phase until the building is opened.