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June 24, 1997 Submittal of Proposed Stakeholder Involvement and Support Plan

Project XL Submittal, Portland Water Bureau,
Proposed Stakeholder Involvement and Support Plan

June 24, 1997

The Portland Water Bureau is submitting this document as supplementary information to our March 21, 1997 proposal for the XL Community Pilot Program. This supplement describes the Proposed Stakeholder Involvement and Support Plan for the Portland Water Bureau's Lead Hazard Reduction Program (LHRP).

Stakeholder Involvement and Support Development Strategy

The Portland Water Bureau is working to develop the LHRP in partnership with the Oregon state health agency, three county environmental health departments, regional water suppliers, environmental and environmental justice groups, community and neighborhood organizations, and the EPA Project XL Internal Proposal Review Team.

It is clear that community groups and affected members of the general public (and environmental and other interest groups advocating for those persons) have the largest stake in this project. The stakeholder involvement and support strategy is being designed to achieve effective outreach to affected communities and interests. It is also intentionally being designed to be an iterative and dynamic effort so that the LHRP can be shaped as necessary to meet the needs of the stakeholders. Therefore, the stakeholder involvement process, and the project objectives themselves, are expected to evolve as a result of the stakeholder involvement process, as well as based on comments from the EPA during all stages of the XL Project review and agreement process.

While the plan proposed in this document looks forward to significant efforts in stakeholder involvement, it is worth noting that public discussion of approaches to complying with the Lead and Copper Rule have been ongoing in the City of Portland for over three years. The City's Water Quality Advisory Committee, a nine member group representing environmental, public health, consumer, and citizen interests, has had this issue before it no fewer than 13 times between March of 1994 and November of 1996. They, along with key members of the local and state environmental and public health agencies, have consistently supported the innovative approach to Lead and Copper Rule compliance included in the Project XL proposal. A brief history of the formal support from the partners, the public process, and community outreach efforts to date is attached to this document.

Action Plan for Stakeholder Involvement and Support

Current efforts to develop relationships with affected communities and groups:

Efforts are ongoing to develop and implement an outreach program that will extend to those community and other interests who are vital to the success of the project. These include environmental and environmental justice groups, and community and neighborhood organizations, especially those in North and Northeast Portland which will be the focus of the LHRP. City of Portland staff, who comprise the project team are actively developing relationships with organizations such as the African American Health Coalition and the Environmental Justice Action Group, and discussing possible partnering in lead hazard reduction work with a professor of sociology at Washington State University-Vancouver. A consultant with expertise in outreach to diverse communities, community organizing, use of the community mobilization framework model, and familiarity with individual, social and organizational roles and relationships in diverse communities will be retained by the City to support this effort.

The project team will work with the consultant to refine the Stakeholder Involvement and Support Plan and develop an effective strategy to reach those communities closest to the project as well as those stakeholders interested in the broader (e.g. regional, nationwide) implementation of the lead hazard reduction concepts and activities which will be developed in this program. The stakeholder involvement process will evolve as needed based upon the results of the initial steps of the stakeholder involvement process and comments from the EPA during the XL Inquiry Process and the Final Project Agreement stage.

Objectives for the Stakeholder Involvement and Support Plan, and Development of the Process:

The project team envisions a direct relationship between the objectives of this project and the multiple phases of Project XL proposal and project development:

  1. During the Inquiry Process of the Project XL Proposal Development Stage, the project team will be working with the broadest possible range of stakeholders to assess the level of interest in the community and to identify "who" potential LHRP stakeholders are. During the Final Project Agreement and Recruitment processes of the XL Project Development Stage, the "who" will be further refined to recruit and identify Direct Participants and Commentors.

  2. Upon completion of the Closure Stage by EPA, the stated project objectives (the "what") will be refined based upon feedback from stakeholders and the Project XL Internal Proposal Review Team. The currently stated objectives of the Lead Hazard Reduction Program are:

    • Helping to develop community awareness of lead safety issues through a variety of approaches

    • Stimulating local public health agencies and community organizations to coordinate efforts to prevent lead poisoning

    • Increasing the knowledge base regarding the occurrence of home lead exposure risks in the Portland area so that communities can develop optimal approaches to primary prevention of lead exposures

    • Encouraging dialogue between stakeholders to stimulate awareness of other community health issues and resources

  3. Prior to the Project XL Implementation Stage, the specifics on Ahow@ the project objectives will be achieved will have been determined. During the Implementation Stage, the project will be monitored for compliance and for lessons learned that can be transferred to a broader context. The ongoing role for stakeholders during implementation will be agreed to during the course of the stakeholder involvement process.

Timeline for the Lead Hazard Reduction Program Stakeholder Involvement and Support Plan

The following specific steps and target dates for the Stakeholder Involvement and Support Plan are proposed as a starting point for this effort.

  1. Continue developing relationships with individuals and groups in the community to further identify additional key stakeholders in the Portland area. Target date - July 1
  2. Obtain services from consultant. Target date - July 15

    1. Submit scope of work, project information, and Request For Qualifications to consultants

    2. Review and evaluate submittals from consultants, and contract for services. Note: scope of services will include assistance and advice on some or all of the tasks as identified below

  3. Review Proposed Stakeholder Involvement and Support Plan with consultant and modify as needed. Target date - July 31

    1. Submit revised Plan to XL Community Pilot Program

  4. Stakeholder Interview Process:

    1. Develop informational material for distribution to potential stakeholders (Direct Participants, Commentors, General Public). Target date - August 10

      1. Letter of invitation

      2. Fact Sheet (project information describing and emphasizing the direct impact to communities and a continuum of involvement from endorsing/commenting on activities to building active coalitions and direct participation)

    2. Complete development of the existing list of potential stakeholders in the Portland area. Develop a comprehensive list of potential key stakeholders representing community, environmental, environmental justice, and other interest groups for subsequent receipt of informational material, participation in the stakeholder interview process, and potential stakeholder involvement. Target date - August 10
    3. Mail/distribute letters of invitation and Fact Sheets to potential stakeholders. Target date - August 15
    4. Develop questions and process for initial Stakeholder Interviews (see next step). Target date - August 15
    5. Conduct Stakeholder Interviews. Target date - August 30

      1. Make phone or personal contact with all potential stakeholders:

        1. Summarize and record stakeholder feedback on project goals, objectives, and proposed activities

        2. Answer questions about the proposed project, and maintain written record of questions asked and responses provided

        3. Provide additional information:

          1. invitations to meetings/workshops at neighborhood locations

          2. Project schedule and timelines

          3. nature of the desired relationships between community members, stakeholders, and project team

        4. Have a principled discussion with each potential stakeholder: come to consensus, categorize, and record the desired general level of interest of each potential stakeholder

  5. Follow-up to Stakeholder Interviews:

    1. Develop format and materials for neighborhood meetings and workshops. Target date - September 15

      1. Develop group process techniques which are facilitative and supportive of the individual, social, and organizational roles and relationships in the given community, and the needs of the project

      2. Develop evaluation form or other process so potential stakeholders can evaluate the meeting and the project, and provide information on their level of interest and desired level of participation

    2. Set up neighborhood meetings and workshops. Target date - September 15

    3. Conduct neighborhood meetings and workshops. Target date - September 30

      d. Review and evaluate information gathered at neighborhood meetings and workshops. Target date - October 15

      1. Evaluate the processes used and the relationships developed

      2. Identify potential stakeholders (Direct Participants, Commentors, General Public)

      3. Develop and implement additional strategies to gain support and commitment where needed

    4. Contact identified potential stakeholders (Direct Participants, Commentors) and gain their official commitment and support to the project. Target date - November 15

    5. Develop final list of stakeholders (Direct Participants, Commentors, including state and local health agencies, regional water suppliers, environmental and environmental justice groups, and community and neighborhood organizations) and submit to XL Community Pilot Program. Target date - November 20

    -Attachment-

    Brief history of the formal support from the partners, the public process,
    and community outreach efforts to date

    • City of Portland Resolution No. 35431, August 9, 1995. The Portland City Council directs the Water Bureau to construct a corrosion control treatment facility and to develop a Lead Hazard Reduction Program.

    • "Living with Lead", The Sunday Oregonian newspaper, October 20, 1996, David Austin. Public media discussion of health-related lead issues and Portland's water system.

    • City of Portland Resolution No. 35580, December 18, 1996. The Portland City Council supports the implementation of Lead Hazard Reduction Program and directs the Water Bureau to work with the EPA to achieve approval and compliance.

    • *Oregon Health Division, Acting State Health Officer. Letter of support, June 19, 1995.

    • *Multnomah County Health Officer. Letter of support, June 15, 1995.

    • This support was affirmed in March 1997 when the State Health Officer and the Multnomah County Health Officer co-signed the cover letter to the Project XL proposal along with Rosemary Menard.

    • Washington County Health Officer. Letter of support, June 9, 1995.

    • Clackamas County Health Officer. Letter of support, June 16, 1995.

    • Bull Run Water Managers Advisory Board. Letter of support, June 15, 1995.

    The Bull Run Water Managers Advisory Board is a committee comprised of the managers of the wholesale water systems served by the City of Portland Bureau of Water Works.

    • City of Portland Water Quality Advisory Committee. Letter of support, June 7, 1995.

    The Water Quality Advisory Committee is a nine member group which meets monthly and advises the Portland City Council on water quality related issues. Its charter includes explicit provision for membership by those with expertise or association in areas such as water quality, water treatment, public health policy, the environmental community, civic and business organizations, major industrial or commercial users, neighborhood associations, and the public at large.

    Note: Conceptual alternatives to corrosion control, the Lead Hazard Reduction Program, public health risks from lead exposure, and the Lead and Copper Rule have appeared on the Water Quality Advisory Committee agenda as discussion or decision items on the following dates: March, June, July, August, September and October 1994, January, April, June, July and August 1995, and August and November 1996.

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