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Summary Meeting Notes: June 21, 2012 for Community Involvement PEG

Date: June 21, 2012

Time: 6:00 p.m. to 8:00 p.m.

Location: City Hall, 1221 SW 4th Avenue,Portland, Pettygrove Room

Attendees:

 

Glenn Bridger, Morgan Masterman, Linda Nettekoven, Marty Stockton, PEG co-lead, Nickole Cheron, Greg Greenway, Desiree Williams-Rajee, Paul Leistner, PEG co-lead, Robb Wolfson, Deb Meihoff, facilitator

View the original agenda, including materials, for this meeting.

Welcome (5 minutes)

Presenter: Deb Meihoff, facilitator

Introductions (20 minutes)

Summary: Policy Expert Group (PEG) members introduced themselves, their history with public involvement in Portland, and related community affiliations.

 

Charter and Protocols (15 minutes)

Presenter: Deb Meihoff, facilitator

Summary: Review PEG role, ground rules, process and operating agreements.

  • Role of the PEG members is multi-faceted: to act as a think-tank for best practices, listen to ideas and feedback from the general public (those not sitting on the PEG), and provide expert feedback to staff on draft policies.
  • All PEGs are using the same charter; discussion among members during meetings is very important, as it will help to frame the policy choices and identify areas of consensus.
  • If PEG members wish to communicate with the entire group between meetings, emails or phone calls should be directed to Deb, facilitator, and/or copied to Marty Stockton and Paul Leistner, co-leads for this PEG. They will compile and distribute group communications.

Overview of context, background and issues (20 minutes)

Presenters: Paul Leistner, Office of Neighborhood Involvement and MartyStockton, Bureau of Planning and Sustainability

Summary: Introduction to the community involvement issues this PEG will address over the course of the year.

  • This PEG will work on Portland Comprehensive Plan policies related to public involvement in long range planning and development review/implementation of the Comprehensive Plan.
  • The City’s Public Involvement Advisory Council (PIAC) is an ongoing group charged with supporting public involvement for all facets of City business, not just planning and development; most PEG members also serve on the PIAC.
  • There is law that directs community involvement policy for the comprehensive plan: Oregon Statewide Planning Goal 1-Citizen Involvement, policies throughout the current Portland Comprehensive Plan including Goal 9-Citizen Involvement, and the City Council-adopted Principles for Public Involvement
  • Other documents provide various levels of guidance for PEG members to consider in drafting policy language: Portland Plan Equity Framework, Vision PDX, Community Connect, and other adopted planning documents that have not necessarily been embodied in the Comprehensive Plan (such as the Climate Action Plan, Park Bureau planning documents, etc.
  • All community involvement issues and ideas that come up in the course of PEG policy discussions are intended to be captured in the process and directed to one of three places: (1) to Planning and Sustainability staff for consideration of draft Comprehensive Plan policy language, (2) to the ‘companion piece’ that the PEG co-leads will draft to reflect the full complement of PEG dialogue accompanying policy recommendations, or (3) to the PIAC via reports/notes for consideration in City business not related to planning and development.
  • There are many points in the planning and development review process where the public has or could have influence on decision-making. Staff provided a framework to consider decision-making points and relationship to community involvement policy work of the group (see ‘Policy and Action Spectrum’ handout).
  • In crafting and/or discussing Comprehensive Plan policies, the PEG will need to consider impacts on desired equity outcomes.  The City Council adopted a definition for equity in the Portland Plan.  To assist PEG members with incorporating the ‘equity lens’ into policy language, staff provided the Portland Plan Checklist handout. Historically, community involvement as directed by Comprehensive Plan policy has not provided equal access to planning and development decision-making; the equity lens will work to change that in the future.

Meeting Handouts:

  • PEG Process Flow and products 061512, Paul Leistner, Office of Neighborhood Involvement
  • Community Involvement PEG Policy and Action Spectrum, Paul Leistner, Office of Neighborhood Involvement
  •  PortlandPlan Equity Framework and Checklist, Marty Stockton, Bureau of Planning and Sustainability

Meeting agenda review (20 minutes)

Presenter: Marty Stockton, Bureau of Planning and Sustainability

Summary: General overview of Comprehensive Plan policies and a preview of meeting agendas for the year ahead

  • Staff walked through the work plan for the PEG. It has been organized to begin work on the most critical areas of involvement that can be affected by Comprehensive Plan policy and then working through the steps of engagement throughout the planning and development review spectrum.
  • The PEG requested that the next meeting / July, focus on defining the general elements of community involvement policy. The PIAC-developed Principles for Public Involvement will be the primary guide to the elements; staff will cull through other existing documents to pull out policies / guidance that may illuminate or add to the elements. It is acknowledged that the policies must go beyond the current geographic framework to include non-geographic community interests, equity, and Title 6 (Civil Rights) considerations, among others.
  • PEG members had additional topics they would like to be considered for the policy work of the PEG:
    • Budget-making process for the Bureau of Planning and Sustainability and infrastructure bureaus (Transportation, Environmental Services, Parks, Water)
    • Planning, development, design, infrastructure Boards and Commissions - procedures
    • Overall community involvement relationship to decision-making

Meeting Handouts:

  • Community Involvement PEG work plan, Marty Stockton, Bureau of Planning and Sustainability

 FOLLOW UP

  • July agenda to include discussion on elements of community involvement that should be included in the Comprehensive Policy work of the PEG.
  • Respond to PEG requests for additional policy work topics.

Community Involvement PEG outreach strategy (25 minutes)

Presenter: Paul Leistner, Office of Neighborhood Involvement

Summary: The PEG staff leads would like to include public outreach throughout the PEG process, kicking off with a survey tool to assess the public’s interface with planning and development review and associated policy concerns or issues. Other outreach could include focus groups, Comprehensive Plan Update website, Community Involvement PEG open meetings, special community meetings and individual briefings.

 

  • The PEG co-leads had an initial meeting with the Citywide Land Use Group (CWLU) of neighborhood association land use chairs to discuss the community involvement aspects of the Comprehensive Plan and issues they are experiencing during implementation.  Staff will provide a summary memo of concerns. Generally, the Chairs are experiencing issues with development enforcement, advisory committee design, and staff expertise or capacity for public process.
  • Staff reviewed the survey tool and discussed possible roll-out and revisions.  The PEG decided it would be best to work on the details of the survey before the next meeting, including a draft definition of the elements of citizen involvement for PEG consideration in July.  Group members offered to assist staff with a broader review of the survey to ensure ease of understanding and access to the tool. VisionPDX provided extensive gap analysis for community involvement - the Vision PDX information will be used in refining the survey distribution strategy. Staff will work with the PEG through email to refine the survey and strategy for distribution, with the intent to finalize at the next meeting.

Meeting Handouts:

  •  Public Outreach Survey - DRAFT, Paul Leistner, Office of Neighborhood Involvement

FOLLOW UP

  • Distribute Draft survey for PEG members to review and comment, as well as share with professional partners for additional review. 
  • Distribute summary memo of CWLU - concerns and issues with Community Involvement in planning and development review.

Public Comment (10 minutes)

  • Ian Stephens, as visitor from Wales/United Kingdom introduced himself and, upon request of the PEG, provided a brief summary of the work he does in theUK and their community involvement structure.

For more information, please contact either Marty Stockton, Bureau of Planning and Sustainability at 503-823-2041 or marty.stockton@portlandoregon.gov; Paul Leistner, Office of Neighborhood Involvement at 503-823-5284 or paul.leistner@portlandoregon.gov; or Deb Meihoff, Facilitator at 503-358-3404 or deb@communitasplanning.com.