Date: April 12, 2022

Tribal code

Ask Donna

What actually matters in this document.

Text

Location: Zoom

Date: April 12, 2022

Time: 2:00-3:00pm

COMPREHENSIVE PLAN ADVISORY COMMITTEE

MEETING 3

AGENDA

I. Welcome

II. Meeting 2 Recap

III. Committee Updates

IV. Finalize Community Engagement Plan

V. Household Survey Review

VI. Next Steps

Asset Inventories/Base Data

May Meeting- Visioning

Handouts

-Community Engagement Plan

These working meetings are not public hearings and as such, a public comment period is not included on the agenda. Comments from the public are

welcome and can be submitted to Brianna Gunka, Land Office Coordinator at bgunka@baymills.org for subsequent distribution to Committee members.

There will be ample other opportunity for public input and discussion at other meetings as the Comprehensive Plan is being prepared.

Location: Zoom

Date: April 12, 2022

Time: 2:00-3:00pm

COMPREHENSIVE PLAN ADVISORY COMMITTEE

MEETING 3

SUMMARY

I. Welcome and Introductions

Facilitator: Brianna Gunka

Attendees: Whitney Gravelle, Stephanie Walden, Jacques LeBlanc Jr., Sandy Walden, Kimmi Walden,

Richard LeBlanc, Albert Bertram, Justin Carrick, Ken Perron, Bev Carrick, Paul Ripple, Rachel Lyons

A brief welcome was provided by Brianna Gunka, Land Office Coordinator for the Bay Mills Indian

Community

II. Kick-Off Meeting Re-cap

Brianna Gunka provided a brief overview of Meeting 2, focusing on components of Community

Engagement Planning. The presentation can be found as an attachment to the Meeting 2 summary

report.

III. Committee Updates

Brianna Gunka provided updates regarding base data and inventory information collection.

Administration collected organizational charts from departments, enterprise, and business holdings. HR

is working on creating a consistent template for all departments/entities, and will update all org charts.

The Community Engagement Plan is ready for Committee review and approval. The BMIC Census is

ready for review.

IV. Finalize Community Engagement Plan

Brianna Gunka briefly reviewed the Community Engagement Plan (attached), and requested

Committee edits/feedback be submitted by Wednesday 4/20/22.

V. Household Survey Review

The Advisory Committee reviewed the BMIC Census, and provided extensive feedback. Promotional

materials for the Census will be circulated immediately. Incentives for Tribal members completing the

Census is to be determined.

VI. Next Steps

Brianna will continue to collect base data and inventory information. Brianna will also finalize the BMIC

Census, and will work with Administration to circulate to Tribal members. The May meeting time will be

a 2-hour, in-person meeting for a visioning activity.

Appendix Items

 Community Engagement Plan

 Promotional Materials for Census

COMMUNITY

ENGAGEMENT

PLAN

2022 COMPREHENSIVE PLAN

KEEPING THE FIRE

CONTENTS

Community Engagement Purpose and Objectives

Key Stakeholders and Key Target Audiences

Roles and Responsibilities

Engagement Timeline

Engagement Toolbox

Evaluating Effectiveness of Engagement Efforts

Introduction

Engagement Framework

Commuinicating Results

Closing

Appendix

Community Event Sign-in Sheet

Community Event Satisfaction Survey

Internal Community Engagement Evaluation

INTRODUCTION

Keep the Fire was initiated by Bay Mills Indian Community Administration

to create a long-range road map for the community over the next 20

years.

The Bay Mills Indian Community’s first and only comprehensive plan was

adopted in 1977. In the last 45 years, Bay Mills Indian Community has

quadrupled its Tribal membership, increased its Trust land base by over

1,200 acres, created over 600 additional jobs, and reduced

unemployment by 50% (Bay Mills Indian Community, 1977). Within the

last year alone, BMIC purchased a local grocery store, developed

Michigan’s first Tribally-owned and operated recreational cannabis

dispensary, engaged in iGaming and an online sportsbook, and began

construction on an Elder’s housing development, a Boys and Girls Club

facility, maintenance headquarters, waste transfer station, and a $13

million health center. It is critical, now more than ever, that BMIC take

steps to create a new comprehensive plan that represents the hopes

and dreams of today’s Bay Mills Indian Community membership.

A comprehensive plan is a document that guides a community’s future

actions through the creation of a vision for the future, goals and

objectives. For a plan to be successful, it must be utilized, and for a plan

to be utilized, there must be buy-in. Community engagement is the

process of co-creating solutions, grounded in relationship building

based on mutual respect and inherent value of each and every

perspective. Engaging the community in an authentic manner allows

governments to plan with the community, not for the community. By

recognizing community members as producers of outcomes, and

reserving a seat at the table, we can generate support required for longterm change.

This Community Engagement Plan (CEP) defines a comprehensive

engagement strategy that encourages broad citizen involvement and

addresses the varying needs for community engagement at each stage

in the process.

The CEP is designed to:

Involve a range of approaches to meet the diverse needs of

individuals and groups;

Convey to community members and other stakeholders the

opportunities available to contribute at each stage of the process;

Build a common understanding of ongoing long-range planning in

the community.

This CEP is a working document. As the process progresses, outreach

approaches and meeting formats will be finalized and changes to the

CEP will be made as needed.

COMMUNITY ENGAGEMENT PURPOSE

AND OBJECTIVES

The purpose of this community engagement plan is to determine when, where, and how the

community will be engaged throughout the 2022 Comprehensive Planning process. Note that

this engagement plan is subject to change based on recommendations from the Executive

Council, Advisory Committee, facilitators, and community members.

Four main objectives will guide BMIC’s community engagement efforts, including:

MEANINGFUL ENGAGEMENT

community stakeholders will have multiple opportunities to engage in the

planning process in meaningful and accessible ways

INCLUSITVE REPRESENTATION

include diverse perspectives, ranging from elders, youth, businesses,

government entities, and the like.

TRANSPARENCY

be transparent throughout all phases of the comprehensive planning process

by providing regular updates and a final report to the community

ENSURING IMPACT

document engagement opportunities and articulate how community input is

reflected in the plan

KEY STAKEHOLDERS &

KEY TARGET AUDIENCES

Community engagement is critical for governmental units because it can improve government official and

community member understanding of issues, and can ultimately lead to better decision making. Partnering

with community-based organizations and opinion leaders can allow governments to leverage existing

relationships to engage more people. To determine who these individuals are, the following questions were

reflected upon, "Who can influence decisions" and "Who can slow or stop the planning process". The Executive

Council, as the Tribe’s elected decision-making body, has the ability to influence decisions, halt a project, or

make a project more effective. This body will ultimately fill the role of affirming and adopting the plan.

Executive Council established an Advisory Committee to oversee the entire planning process, including,

reviewing planning drafts, providing input on the engagement strategy, and collecting data. The committee

includes key stakeholders representing various departments, associations, and institutions, listed below.

We must also look beyond decision makers and influencers, and ask:

Who has not historically engaged in planning, services and project efforts?

What community members are difficult to reach?

Who is not likely to participate without significant effort and outreach?

Identifying these hard-to-reach groups will allow us to craft an engagement plan that seeks out their input. This

will also help us meet our objective of inclusive representation. The Advisory Committee will priortize engaging

several key target audiences. These target audiences have historically been underrepresented in planning and

decision-making efforts, and include youth, young adults ages 18-24, elders, BMIC employees, commercial

fishermen, individual tribal business owners, and Sugar Island Residents. The Advisory Committee will develop

targetted engagement opportunities, such as surveys and focus groups.

KEY STAKEHOLDERS

KEY TARGET AUDIENCES

Executive Council

Youth

Tribal Manager

Young Adults (ages 18-24)

CFO

Elders

BMGA General Manager

Employees

BMBH General Manager

Commercial Fishermen

Health Director

Individual Business Owners

Boys and Girls Club Director

Sugar Island Residents

Public Safety Director

Culture Department Representative

Transportation Planner

Biological Services Director

Bay Mills Housing Authority Director

ROLES AND RESPONSIBILITIES

For a long-range plan to be successful, community members and stakeholders must be

engaged throughout the planning process. Community members and stakeholders are Bay

Mills Indian Community subject matter experts; they live in the community, work in the

community, and serve the community. As such, their input is key in informing the planning

process.

The Executive Council, as the Tribe’s elected decision-making body will affirm and adopt the

plan, promote the planning process, encourage the public to participate, and oversee

implementation. In phase 1 of the planning process, Executive Council established an Advisory

Committee to oversee the entire planning process, including, reviewing planning drafts,

providing input on the engagement strategy, and collecting data.

The Bay Mills Land Office’s role, under the supervision of the Tribal Manager, will be to advise,

coordinate, and facilitate the planning process. This includes coordinating Advisory Committee

meetings and engagement opportunities, analyzing and reporting findings to the Advisory

Committee, and providing status updates to Council. The successful completion of the 2022

BMIC Comprehensive Plan will benefit governmental, enterprise, and business operations by

providing a vision, goals, and objectives to work toward. The plan will also benefit the

community as a whole by ensuring BMIC is developing and growing in a way that is consistent

with community values.

Figure 1. Roles and Responsibilities

ENGAGEMENT TIMELINE

The Land Office estimates it will take

roughly 12 months to complete the 2022

Notify Community of Upcoming Project

Community Education of Project

Community Engagement Opportunities

Community Feedback Used to Create

Shared-Vision, Goals and Objectives

Plan Draft out for Public Comment

Incorporate Public Comments into Draft

and Present to Advisory Committee for

Final Review

Final Plan Presented to Executive Council

for Approval

Comprehensive Plan. The proposed

timeline is subject to change depending

upon speed of data collection and

engagement efforts. The Bay Mills Land

Office will be leading this effort, with

support from the Executive Council,

Tribal Administration, and the

Comprehensive Plan Advisory

Committee.

The 12-month planning timeframe is

broken down to four key phases:

Information gathering, Vision and Goal

Setting, Drafting and Reviewing Plan

Strategies, and Finalizng and Adopting

the plan (see Figure 3. Proposed

Comprehensive Plan Timeline on pg. 10) .

Community engagement will occur

during all stages of planning, with most

opportuntiies taking place in the

information gathering and vision/goal

setting phases, taking place between

February -September 2022. When a draft

plan becomes available, it will be posted

for public comment. Any feedback

recieved will be incorporated into the

final plan.

ENGAGEMENT FRAMEWORK

The International Association for Public Participation, IAP2, created a public participation

spectrum that helps define the public's role in the public participation process. According to

the spectrum, the public has an increasing impact on decision-making as you move toward the

righthand side of the chart. The Advisory Committee can inform, consult, involve, collaborate,

and/or empower the public depending on the engagement mechanisms selected.

The Comprehensive Plan Advisory Committee's promise to the public is to keep you informed,

to listen to and acknowledge your concerns/aspirations, to ensure your input is reflected in the

document and communicate how your input is reflected in the document, and finally, the

Advisory Committee will seek your advice in formulating solutions and recommendations.

Due to limited internal capacity, namely staffing and time, this community engagement plan

will focus on four of the five cateogories: inform, consult, involve, and collaborate.

Figure 2. IAP2 Public Participation Spectrum

ENGAGEMENT TOOL BOX

TOOL

Digital

Engagement

DESCRIPTION

REACH

ENGAGEMENT

LEVEL

Community-wide

Inform

A Comprehensive Plan webpage will

be created on the bay mills.org

website

Social media will be leveraged to

share information and gather

feedback from the public

Progress Reports

and Fact Sheets

Progress Reports and Fact Sheets will

be shared with the public throughout

the planning process

Community-wide

Inform

Household Survey

A Census survey will be distributed to

each Tribal member household in the

Service Area

Tribal member

household

Consult

Focus Groups

Focus groups will be used to engage

key target audiences

Key target

audiences

Consult

Visioning Activities

Visioning activities will lay out the

vision of the community

Executive

Council, Advisory

Committee,

Public

Involve

Planning Pop-ins

Planning Pop-ins will be utilized at

existing events to quickly gather

feedback and information from

community members

Community-wide

Consult

Public Comment

Upon completion of the draft plan, a

public comment period will be

available

Community-wide

Consult

Digital. BMIC will create a webpage dedicated to the 2022 Comprehensive Plan. This will

include an infographic discussing the purpose of the plan, schedule of events, supporting

documents, community updates, data from events, etc. Additionally, a link on the webpage will

allow community members to submit comments and suggestions regarding the plan, the

community, or the planned engagement opportunities. Social media accounts will be used to

create and share events, update the public, and share information. Community Q&A’s may be

hosted through the Facebook live feature. A future land use map will be posted on both the

webpage and social media for public comment. Digital engagement will occur through all

phases of the planning process.

Advisory Committee. A stakeholder-based advisory committee will guide the planning

process, provide feedback and direction for engagement opportunities, and gather information

for the comprehensive plan inventories. Advisory Committee meetings occur on an monthlybasis beginning January, 2022 (see Figure 3. Bay Mills Indian Community Comprehensive Plan

Schedule).

Household Survey. Household surveys have been a reliable method of collecting data in BMIC

since the 1970s. The 1977 Comprehensive Plan utilized a household survey to gather general

information and better understand community needs and goals. for the 2022 plan, A

household survey will be mailed to each tribal household within the tri-county service area. the

survey will be promoted on the plan webpage, bay

mills news, and social media. The

household survey is expected to be compiled by the end of Phase 2.

Figure 3. Proposed Comprehensive Plan Timeline

Progress Reports and Fact Sheets. Following the conclusion of each planning phase, a report

and/or factsheet will be provided to the Comprehensive Plan Advisory Committee, and shared

on the Comprehensive Plan webpage for review.

Visioning Activities. The Land Office, in coordination with a local facilitator, will guide the

Advisory Committee through a Visioning activity. This will result in the creation of Vision,

Mission, and Values statements regarding the future of the community. This is expected to start

in Phase 1 and extend into Phase 2. the draft mission, vision, and values statements will be

shared with community members via social media, the plan webpage, and bay mills news, to

garner feedback. feedback RECEIVED will be compiled into a report, shared with the advisory

committee, and incorporated into the final mission, vision, and values statements.

Focus Groups and Surveys with Key Stakeholders. Focus groups

and surveys targeting

specific stakeholder groups, such as elders, youth, young adults, tribal commercial fishermen,

employees, and individual business owners, will be utilized to get a better understanding of key

issues. The Land Office will partner will community-based organizations to facilitate focus

groups on-site at the Boys and Girls Club, Elders Center, Tribal Administration, and Bay Mills

Resort & Casino. A SOAR analysis will be used to gain insights into strengths, opportunities,

aspirations, and results from each perspective. This information will inform community priority

goals and will provide context to the household survey. Focus groups will take place during

Phases 2 and 3.

Planning Pop-ins. Tribal government staff will be responsible for attending scheduled

community events and meetings to gather input from community members regarding priority

goals, needs, and future land use. Examples of events include, weekly farmers markets, Fall

Clean Up, community health events, etc. Pop-in style events are fairly low impact in terms of

staff/financial support, and have been proven an effective means of collecting information

rapidly from a large cross-section of the community.

Public Comment. Upon completion of the draft plan, a copy of the document will be provided

to community members for a public comment period of no less than 2 weeks. digital copies

will be made available on the comprehensive plan webpage, and paper copies will be made

available for pick up at the tribal office. community members will be notified of the public

comment period via social media, bay mills news, listserv emails, and the baymills.org website.

community members may submit their comments to the land office within the two-week

public comment period. all comments and feedback will be compiled into a report, shared

with the advisory committee, and incorporated into the final planning document.

EVALUATING EFFECTIVENESS

OF ENGAGEMENT EFFORTS

Implementation

Each engagement activity (visioning, focus groups, survey, pop-ins, public comment,

reports/factsheets, and digital media) will be documented, as well as the participation rate for

each activity. For in-person activities, this can be tracked via a sign-in sheet, and for digital

media, this can be tracked utilizing number of clicks, likes, shares, and comments. Outcomes

will be measured utilizing both formative and summative methods. For each event, inclusivity

will be tracked via in internal evaluation form. In addition, adherence to the proposed plan

schedule will be tracked by the Bay Mills Land Office, and will document any departures from

the work plan. Finally, participant opinion of engagement mechanisms will be measured via a

participant survey provided following each event.

Monitor, Review and Evaluate

The Advisory Committee will provide feedback at monthly meetings throughout the duration

of the year-long planning process. Feedback will be immediately digested and used to make

adjustments to the plan approach. Working directly with community organizations, such as

Boys and Girls Club, Bay Mills Resort & Casino, government, and Business Holdings, to host focus

groups will ensure the engagement mechanism is tailored to the target audience. Surveys will

be provided to participants, as well as the facilitator to assess effectiveness of the engagement

activity.

Report

Regular progress updates will be provided to Advisory Committee member, and to community

members at Executive Council meetings, posted in the Bay Mills News, and utilizing digital

media on the plan webpage and social media outlets. The draft comprehensive plan will be

made available for public comment prior to finalization and adoption in Phase 4. Upon

adoption, an infographic with key information and achievements will be disseminated to the

public via the previously mentioned channels.

COMMUNICATING RESULTS

To meet the inclusive representation, transparency, and ensuring impact objectives,

the

Comprehensive

and

Plan

Advisory

Committee

must

communicate

with

the

public,

demonstrate how their participation is reflected in the final planning document.

The Comprehensive Plan Advisory Committee will communicate project results to the

community using digital resources, including social media, the Plan webpage, and Bay Mills

News.

Data collected, as outlined in the "Evaluating Effectiveness of Engagement Efforts"

section, will be compiled and issued in the form of progress report and fact sheets. In addition

to reporting basic participation numbers, inclusivity, how many activities were held, etc., reports

will be generated summarizing the information gathered and common themes that have

emerged.

Digital Engagement. Bay Mills News, social media, and the Comprehensive Plan webpage will

be utilized to readily share updates, events, reports, and factsheets with the public.

Progress Reports and Fact Sheets. Communicate how many reports and fact sheets were

issued, and when.

Household Survey. Communicate number of respondents, compile raw data and common

themes into a report to be attached to the final plan.

Focus Groups. Communicate number of participants, diverse groups represented, how many

focus groups were held, where, and when, and compile a summary of discussions to be

attached to the final plan.

Visioning Activities. Communicate number of participants, when and where events were held,

and compile meeting notes to be attached to the final plan.

Planning Pop-ins. Communicate number of participants, when, and where pop-ins were held,

and draft a summary of findings to be attached to the final plan.

Public Comment. Summarize feedback from public comment, and report how this was

incorporated into the final planning document.

CLOSING

Bay Mills Indian Community is committed to

planning for the future, and Keeping the Fire for the

next seven generations. The development of the

2022 Comprehensive Plan will be a communitywide effort, that requires meaningful, inclusive, and

widespread engagement. The Comprehensive Plan

Advisory Committee is committed to being

transparent with the public throughout the

planning process, and will communicate progress

and results to ensure impact of engagement efforts.

In order for the Comprehensive Plan to be

successful in providing a framework for future

development, the knowledge and expertise of

stakeholders and community members must be

leveraged to co-create a shared vision for the future.

Special attention must be provided to groups that

have historically been underrepresented in planning

and development efforts.

This Community Engagement Plan provides a stepby-step guide to incorporating the public into longrange decision-making. Executive Council, Tribal

Administration, and the Comprehensive Plan

Advisory Committee are committed to providing

the community with opportunities to engage

throughout this process. Note that this Community

Engagement Plan is subject to change based on

feedback from the Advisory Committee and Public.

Evaluation forms will be utilized to inform the

planning team of desired changes.

If you have any questions about this Community

Engagement Plan, please contact the Land Office at

906-248-8125 or bgunka@baymills.org

APPENDIX

COMMUNITY

EVENT SIGN-IN

SHEET

NO.

NAME

PHONE NUMBER

COMMUNITY

EVENT

SATISFACTION

SURVEY

Community Event Satisfaction Survey

What event did you attend today?

Date:________________________

How did you hear about this event?

Was this event held at a convienient location and time?

Are you glad you came to this event? Would you improve it in any way?

INTERNAL

COMMUNITY

ENGAGEMENT

EVALUATION

Internal Community Engagement Evaluation

Type of Community Engagement:

Date:

How was the event advertised?

Where was the event held?

How many participants attended? Did the participants represent a diverse crosssection of the community?

Who facilitated/completed the event?

Are there ways for this to be improved for future events?

COMING TO YOUR MAILBOX SOON!

BMIC

CENSUS

WIN A $500 CASH PRIZE

Households that return their Census

within the 45-day timeframe will be

entered into a drawing to win a cash prize.

5- $100 CASH PRIZES

1- $500 CASH PRIZE

THE BMIC CENSUS WILL...

-Help us plan for the future

-Secure grant funding

-Tailor programming to meet

community needs

-Guide future development

WHAT QUESTIONS WILL BE ASKED?

You will be asked questions about

demographics, home construction, home

assistance needs, childcare services,

language and culture, recreation, health,

land use, economic development, and

WHAT IS THE TIME COMMITMENT?

We estimate it will take roughly 25-30

minutes to complete the Census. A

return, postage-paid envelope will be

provided to each household.

COMING TO YOUR MAILBOX SOON!

BAY MILLS INDIAN

COMMUNITY

CENSUS

Households that return their Census within the 45-day

timeframe will be entered into a drawing to win a cash prize.

5- $100 CASH PRIZES

1- $500 CASH PRIZE

THE BMIC CENSUS WILL...

-Help us plan for the future

-Secure grant funding

-Tailor programming to meet community needs

-Guide future development

WHAT QUESTIONS WILL BE ASKED?

You will be asked questions about

demographics, home construction, home

assistance needs, childcare services, language

and culture, recreation, health, land use,

economic development, and more

WHAT IS THE TIME COMMITMENT?

We estimate it will take roughly 25-30 minutes

to complete the Census. A return, postage-paid

envelope will be provided to each household.

This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.