Strategic, community-based planning forms the foundation for infrastructure projects that drive economic development, improve the environment, maintain and upgrade operations and systems, and improve overall quality of life for residents.

From initial concept to development of overarching master plans, there are many factors that fuel the planning process and move it from proposed plan to final vision and execution. From garnering community and stakeholder consensus and buy-in via public outreach, to formulating an action plan, to timely planning in order to access available funding, professional planners keep our cities vibrant and growing with an eye to the future.

So what happens when the planning process is seriously impacted by an unplanned health crisis? QK planners step up to the challenge.

When Planning & Pandemic Collide

Community outreach and engagement are pivotal during the planning process as the community are the very people you are designing for. Engagement at all levels must be sought and nurtured with the goal to interact effectively with neighborhood, community, and civic institutions while building trust. This has always been best accomplished via in-person meetings, workshops, focus groups, forums, and special events. But when these avenues are no longer available, planners must utilize their experience and plan for new ways to engage and connect.

Key to public outreach and engagement is assessing your audience and determining the best way to reach them. “In pre-pandemic times, you could offer incentives like freebies, drinks and snacks, giveaways, and contests to build camaraderie and excitement. You could even offer on-site babysitting and children’s play areas so that parents could participate in meetings and workshops. During COVID, all these engagement-building tools are off the table,” said Senior Planner Mike Ratajski. In March of 2020, when true understanding of the Pandemic was just beginning to take shape, Ratajski and other QK planners experienced taxing circumstances on two planning projects, both of which were initiated within a month prior to the State of California’s COVID “lockdown” period.

Back to the Drawing Board

Planners are used to being flexible, stretching the boundaries of what has been done and what can be done, strategically applying limited funds to critical infrastructure projects, and providing innovative ways to plan for current and future needs for populaces of all sizes. To date, nothing has tested planners more than the COVID pandemic.

City of Los Banos: Parks Master Plan

Prior to lockdown, QK planners and the City of Los Banos held an in-person community workshop to gather input for its new Parks Master Plan. The workshop was attended by more than 100 residents of all ages, abilities, and interests. Shortly after, COVID-19 forced a shutdown of public gatherings. Subsequently, the City cancelled all upcoming stakeholder and community outreach meetings and put the project on hold for several months. City officials then approached QK seeking options to maintain project momentum. The firm presented the City with four approaches including: a pivot to outdoor venues; meetings in large, open spaces with masks required along with social distancing; and in-person meetings featuring exhibits and phased citizen attendance. Ultimately, the city embraced QK’s proposed fourth option of an all-virtual presentation format and the scheduling of virtual meetings was enacted to continue active public outreach. The virtual format also allowed people without computers to access the meetings on their cell phones, a first for the City of Los Banos. Establishing an interactive process, albeit virtual, provided the platform for attendees to submit questions, engage in conversation, and provide input and comments on the various park sites being considered in the Plan. Benefits of this strategic and creative pivot included:

• Emphasis on safety at all times
• Expanding participation of attendees who otherwise might not have been able to attend a public meeting in person
• Links to the City’s website to view the progress of the master plan, review concept plans graphic exhibits, and provide comments, allowing the project to proceed while gaining invaluable public comment and feedback
• The master plan (essentially the “blueprint” of the proposed projects) continued through final approval by the Parks and Recreation Commission and City Council, which helped with the City’s chances of submitting for grant funding faster than if the City had waited for in-person outreach to be possible

Communication was key to ensuring that the outreach effort was successful. Online surveys and workshops eliciting participation and comments replaced in-person interaction. If people weren’t able to attend a Zoom meeting, a copy of the survey was sent to them or made available on the city website. Notifications of upcoming meetings were handled via use of prior attendee email lists, multiple eblasts, City website, posters throughout City buildings, and ads in the local paper.

Through thoughtful and creative pivoting, QK was able to deliver the Master Plan within the schedule and budget while fostering a trusted partnership with the City and its citizens. Best of all, the Los Banos Parks Master Plan was honored with a 2021 Excellence and Achievement in Planning Award – Comprehensive Planning; Small Jurisdiction Category award from the Central Section – California Chapter of the American Planning Association (APA).