Implement

Introduce the proposed goals, process, and expectations

As part of initial outreach and during the first stakeholder meeting, State Energy Offices can introduce the proposed goals and process for the engagement initiative and set expectations around what it means to participate. Some states have presented this information in the form of a charter or member agreement. For example, the Steering Committee for the NYSERDA Energy Equity Collaborative adopted a Participation Plan [link to Document Library], which serves as the governance document for the Collaborative, and NYSERDA uses Statements of Work and Task Work Orders to outline specific roles and expectations. The Oregon Department of Energy also developed a Charter for the Community Renewable Energy Grant Program [link]. Similar to the New York charter, it includes background information on the creation of the Committee, the goals and purpose of the Committee, activities and responsibilities of Committee members, and details on the Committee meetings.

Host meetings and workshops

Depending on the goals and structure of the engagement initiative, State Energy Offices may use different meeting formats and facilitation strategies to engage participants. The steps below offer a general framework states could follow, with examples from the highlighted engagement initiatives.

Set ground rules, build rapport

State Energy Offices can help build trust with and among stakeholder participants by setting ground rules and including ice breaker activities to help facilitate connections. For example, the Oregon Department of Energy and NYSERDA set aside time at the beginning of each stakeholder workshop or meeting to set expectations and review community norms.

NYSERDA’s community agreements include:

Energy Equity Collaborative (EEC) Community Agreements

1. Share your name and organization when speaking.
2. One mic. When a person is sharing, allow them to complete their thoughts, avoid interrupting them, and listen actively.
3. Be respectful of differing opinions and viewpoints. There are no right answers to the questions we are asking today, everyone’s experience is valid. We are not here to debate with anyone, the goal is to give space to discuss or identify assumptions. Consider asking a clarifying question instead of making a statement.
4. Move up, move up. If you are someone who speaks often, move up to listen more. If you are someone who prefers to listen, move up to speak out and share more.
5. Be a good listener. We ask that you stay present for the conversation and practice active listening.
6. Be mindful of the time and agenda. Stick to the meeting agenda topics. Please come back on time from breaks, and refrain from long monologues to keep the conversation flowing. If there is something that needs to be addressed and is not on the agenda, let your NYSERDA and CBO co-leads know.
7. No one knows everything, together we know a lot. Share what you know and learn from each other’s experiences. Speak from your expertise and that of the communities your organization serves. Respect others' point of view and do not assume that your point-of-view is the only point-of-view.
8. Create a safe space. Create a space where people feel safe to speak and be heard. Bring in perspectives from the communities your organization supports. Use what you’ve learned from the communities you work with to help guide discussions.

ODOE’s community agreements include:

• Be present and ready to learn
• Be respectful to others
• Learning happens outside of our comfort zones
• Listen to learn and not to respond
• Thank you for being flexible and patient around any technology needs or changes
• If you need something at this meeting, ask for it!

Level-set and share relevant updates

While much of the stakeholder engagement meeting or workshop will be spent gathering input from participants and collaborating on potential solutions, State Energy Offices may need to provide background information upfront to ensure participants are on the same page, particularly if the stakeholders involved have varying levels of expertise or familiarity with the topic. This context can help level-set and ensure participants had the information needed to contribute meaningfully to the discussion.

State Energy Offices can also utilize stakeholder meetings and workshops to provide updates on programmatic, planning, and policy-related activities, particularly if there are opportunities for stakeholders to inform these efforts or spread the word to their networks. For example, the Minnesota Department of Commerce invited their Director of Government Affairs to attend several of the Community Energy Collaborative meetings to provide state legislative updates and break down the legislative timeline to provide participants with an understanding of when and how to engage. NYSERDA also includes standing time during the Steering Committee meetings for executive leadership to join and discuss broad topics of interest related to the state’s energy landscape and NYSERDA’s role in energy planning and development. Program staff provide regular updates to the Energy Equity Collaborative on NYSERDA’s overall Climate Equity Strategy, open funding announcements, and opportunities to weigh in on NYSERDA’s clean energy planning and programs.

Gather input and brainstorm solutions

State Energy Offices can use a variety of facilitation strategies to encourage candid and productive discussions and ensure all stakeholders can participate meaningfully. Providing multiple formats and channels to offer input— for example, by offering verbal and written opportunities to share ideas and incorporating both full group and breakout or peer-to-peer discussions— can help meet participants’ diverse preferences and needs. State Energy Offices have also utilized creative tools to help guide discussions and turn ideas into concrete actions and next steps. For example, the NYSERDA Energy Equity Collaborative develops Working Group Action Plans with objectives and actions that may include further research and analysis, developing new resources, and/or making recommendations that the Steering Committee votes on to send to NYSERDA for consideration and response, which NYSERDA commits to doing within one year. The process for deliberating on recommendations is noted in the EEC Participation Plan [link to Document Library]. NYSERDA also has an Equitable Engagement Toolkit that includes many tools for facilitating the planning, brainstorming, and solutioning with DAC stakeholders.

Discuss next steps and follow-up items

At the end of a stakeholder meeting or workshop, State Energy Offices can summarize the feedback and insights collected, discuss next steps based on the discussion, and list follow-up items for both staff and stakeholders.

Incorporate input and ideas and follow-up

To move from the inform and consult phases of the Spectrum of Community Engagement to Ownership to the involve, collaborate, and defer to stages, State Energy Offices will need to integrate the ideas and feedback gathered from stakeholders into relevant programmatic, planning, and policy activities and report back to stakeholders on how their input was used.

Through Minnesota’s Community Energy Collaborative, the Minnesota Department of Commerce staff invited the Director of Government Affairs to multiple meetings with the participating community-based organizations to provide an ongoing forum for learning, sharing and consultation. By having ongoing opportunities for engagement, the Director of Government Affairs could report back on what they heard from communities and what happened throughout the legislative session. This type of follow-up can help community partners understand the impact they are having and creates a feedback loop to ensure the Minnesota Department of Commerce is accurately capturing the concerns from community partners and incorporating their ideas into action. The Department of Commerce staff have since utilized a similar process to integrate ideas and feedback into program development and planning activities, in addition to the policy-making process.