Agenda:

• 10:00 AM – 11:00 AM: Light Refreshments & Teambuilding
• 11:00 AM – 12:30 PM: Richmond People’s Budget Rulebook Review
• 12:30 PM – 1:00 PM: Lunch
• 1:00 PM – 2:30 PM: Richmond People’s Budget: Rulebook Redesign
• 2:30 PM – 2:45 PM: BREAK
• 2:45 PM – 4:00 PM: Resolution & Ordinance Review

Meeting notes

• The PB commission did an ice breaker activity
• Commission and staff had moments to reflect on the progress of the Richmond People’s Budget
• Commission member expressed interest in PB expanding its scope
• Staff member provided insight as to how the internal (within city halls) relations
• Commission member told her experience of the general public being unaware of PB and expressed the importance of increasing awareness of the program
• Commission and staff had explorative conversation about what the Richmond People’s Budget could be - in terms of where the initiative is housed, the type of projects that can be funded
• Commission members discussed their experience with doing outreach and engagement within their communities
• Commission and staff discussed the pain points of staying engaged with the city of Richmond (joining commissions, discovering civic associations).
• Commission expressed disappointment in lack of participation/ collaboration with other city departments - particularly saying that department liaisons are critical in the project development phase
• Commission member referenced the existing rulebook/ ordinance needing realignment
• Commission member (more senior) wanted to add suggestions for future Commission members so that they didn’t feel like they were ‘reinventing the wheel’.
• Commission and staff discussed the multiple sections of the rulebook and solicited feedback
• Commission member inquired about expanding the number of budget delegates involved
• Commission member stated it was difficult to attend all the meetings and stay engaged with regular district events (town halls)
• Commission member suggested having frequent posting schedule for RVAPB project updates
• After much deliberation on values and priorities and reflection on experiences he Commission began having direct conversation about the Richmond People’s Budget ordinance and rulebook revisions

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Commission Recommendations

Values & Goals

• Representing Diverse Community  
• Language Accessibility  
• Identifying Needs
• Breakdown Bureaucracy
• More Internal Involvement
• Build Leadership from Bottom-Up  
• Collab w/ Gov. + Community
• Timely turn around goal/Transparency of Priorities
• Top five recommendations and best practices → landing page in rule book for newer/other PB’s
• People Power*
• Outreach
• Local Media (Traditional Outlets)
• Buses (Advertisement in person with flyers
• “Allocate, Educate, Build”

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Timeline

• Be done before Mayor’s Budget
• Defined timeline/ volunteer recruitment
• Continuous Idea Collection
• Have a clear “reflection” stage
• Longer Voting Process
• 1 month padding time built in schedule
• Amend rulebook at anytime in case of emergency/need (update rules in real time)
• May 26’ – June (Idea Collection)
• July – August (Internal Development)
• September – November (Proposal Development)
• December – January 27’ (Internal Review)
• February (Voting)  

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Money Distribution

• No Project Minimum
• ½ CIP and ½ non-departmental
• Take over non-departmental grants
• Funding secured in years budget ahead of time
• Possible have a theme (Environment/Transit)
• More lens/studies on distribution of funds (4)
• Non-Profit granting allocation
• Keep Equitable Distribution

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Communications

• Define Channels for Communication
• Communicate through Civic Partners
• Sliding Scale Approach
• Maintain a consistent communications frequency
• More Public Signage
• Interpreters ASL/Spanish
• Large Font Size
• Bilingual/Legible Rulebook
• Maximize (diversify content) social media
• Rulebook (distinct section on mission and distinct rule section)
• Focus comms efforts on High Social Vulnerability Areas
• Bilingual
• Bilingual – Social Media
• Media Sponsors
• Work more with OSC Administrator
• Highlight People Involved  
• Clear Roles and Responsibilities guide for all stakeholders/participants  

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Idea Phase

• 2 Months
• 12 y/o can submit ideas
• Community Organizers to Facilitate
• Civic Infrastructure Definitions
• 3 cycles (civic meetings)
• Vallejo (Money P.B to Treasury)
• Minimum # of collection events per district established in rulebook
• Don’t stop collecting ideas (but do have a cut off date for each cycle)
• Carry forward previous cycle’s ideas/ballot ideas that didn't make the cut
• Do in assemblies/ make people do it together

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Proposal Phase

• Project Expos
• Department Staff Attending Meetings
• Building Projects/Ideas
• Vallejo (Role of CAO)
• Orientation Sessions for Community
• Quality of Proposals
• Greater Department Involvement
• Liaisons/City Staff Present
• All projects reviewed by Departments
• 3 Months
• More Budget Delegates
• 45 Delegates/9 Facilitators  
• Public Presentation

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Voting Phase

• 12 y/o can vote
• 3-4 Weeks
• Month long voting phase
• Minimum # of table events per district during voting period
• School voting days
• Language and more outreach  
• Keep Short – Have groups work by district.
• No Voting Regulations/Forms  

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