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Summary Meeting Notes: August 16, 2012 for the Community Involvement PEG

Summary Meeting Notes

Community Involvement Policy Expert Group

Date: August 16, 2012

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

PEG Attendees: Greg Greenway, Paul Leistner/ PEG co-lead, Linda Nettekoven, Sara Schooley, Marty Stockton/ PEG co-lead, Desiree Williams-Rajee, Robb Wolfson

Other Attendees: Courtney Duke/Portland Bureau of Transportation, Michelle Kunec/Portland Bureau of Planning and Sustainability, Emily Roth/Portland Bureau of Parks and Recreation

Facilitator: Deb Meihoff

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

 

Key Points and Outcomes

  • Clarified the types of projects and planning that are guided by the Comprehensive Plan, how the Comprehensive Plan is used in practice.
  • Finalized the PEG survey for distribution through community networks.
  • Outlined how the element of Transparency can and should be included in Comprehensive Plan policy.
  • The group gave PEG Co-leads direction to draft policy language for critique, revision, and comment at the next meeting.

 

Welcome Introductions, and Announcements (5 minutes)

Presenter: Self-introductions.

Process updates (20 minutes) 

Presenters: Paul Leistner, Office of Neighborhood Involvement and MartyStockton, Bureau of Planning and Sustainability / PEG Co-leads

Summary: Co-leads presented an overview of PIAC Comprehensive Plan Work Group progress in August, final draft PEG survey, and new PEG evaluation system

  • The final PEG survey was updated with clarifications to project types and proper names; Co-leads reviewed the work of the PIAC work group to define the elements for inclusion in the survey; Co-leads are aiming to finalize and distribute the survey by Monday, August 20; distribution / notification will include the BPS newsletter, ONI neighborhood database, PEG webpage, Boards and Commissions distribution list, listserv’s via PEG members, City facebook page.
  • Co-leads introduced the new PEG evaluation system.  The Planning and Sustainability Commission’s citizen-based Community Involvement Committee continues to monitor the progress of the Comprehensive Plan process. In doing so they have requested an ongoing evaluation system for PEG meetings.  Survey forms will be available at every meeting and it was requested that PEG members and guests fill out the forms at each meeting.  The Community Involvement Committee will use the information collected from all the PEGs to determine participant satisfaction and to use that information for process improvement recommendations.

 

Handouts:

  • Final Review Draft of the Community Involvement Survey  

Review of updated CI PEG work plan (5 minutes)

Presenters: MartyStockton, Bureau of Planning and Sustainability / PEG Co-lead

Summary: PEG work plan has been revised to align with community involvement Elements, as defined and requested at July meeting.

Related Materials:

 

Presentation: Purview of the Comprehensive Plan on projects and processes (35 minutes)

Presenters: Courtney Duke/PortlandBureau of Transportation, Michelle Kunec/PortlandBureau of Planning and Sustainability, Emily Roth/PortlandBureau of Parks and Recreation

Summary: Each bureau present provided an overview of what types of projects and plans are defined and guided by the Comprehensive Plan.

  • PBOT / Portland Bureau of Transportation - [note: Handout on How the Comprehensive Plan is Currently Used will be updated with the information provided by PBOT] - PBOT typically looks to Goals 6 Transportation and 11 Public Facilities for guidance about when and how to use the Comprehensive Plan in projects; they are required to comply with various regional and state transportation planning requirements in addition to the provisions of the Comprehensive Plan. Generally, PBOT uses the community involvement provisions of the Comprehensive Plan to set or amend the Transportation System Plan (including the project list) and for vacation of public rights of way. PBOT does not have a central community involvement program - for projects not guided by the Comprehensive Plan, it is up to each project manager to develop the involvement strategy.  At this point in time project managers are typically using the PIAC-developed Public Involvement Principles to guide non-Comprehensive Plan projects, in addition to any provisions demanded by funding sources/grants, Title 6, etc. Beyond the Comprehensive Plan requirements, PBOT typically engages the community for project design /development and, to the extent appropriate, development review. The Maintenance Department is not likely to conduct community involvement in the course of maintaining and operating public property and assets - they are managed by a stewardship program with asset management guidelines. If all involvement policies of the Comprehensive Plan, including those contained in Goal 6, are consolidated into a single community involvement goal / chapter, PBOT would need check in with Metro regional government to make certain they could maintain compliance with the regional transportation plan.  Functionally, PBOT staff would be most concerned that any new or different community involvement policies recognize issues of scale - different types and scales of projects require different levels of involvement - and recognize the roles of established advisory committees and use of community involvement from the past.
  • PPR / Bureau of Parks and Recreation - The Comprehensive Plan is the guiding document for PPR projects. The bureau typically uses provisions of Goals 8 Environment and 11 Public Facilities. Trails are mapped on the Comprehensive Plan and Zoning maps. Project lists are developed and forwarded through the annual Capital Improvement Program (CIP), not listed within the Comprehensive Plan. PPR has a public involvement manager and program to coordinate all efforts of the bureau. They adhere to the PIAC-developed Public Involvement Principles and PPR’s public involvement procedures manual. Every project must develop a public involvement plan determining the level of potential impacts and stakeholders, prior to starting a project. If there is a gap in time between a project being added to the CIP and being implemented, they will perform a start-up or check-in process with the community before proceeding to implementation (example: Westmoreland Master Plan). PPR also performs process evaluations of planning and capital improvement projects. PPR would like the new policies of the Comprehensive Plan to guide the way the City can attract and engage a more diverse audience - provide support and direction for authentic and impactful engagement. The more updated and relevant the Comprehensive Plan is the more staff will look to it for guidance.  Its current obsolescence has led the bureau to develop and rely on its own procedures, as well as the PIAC principles.
  • BPS / Bureau of Planning and Sustainability - The City regularly develops and updates a Public Facilities Plan project list (for water, sewer, stormwater, and transportation), which is then adopted into the Comprehensive Plan.  Some pieces of the Facilities Plan can be changed without a Comprehensive Plan amendment, but to add a project or make major changes to the project list requires a complete Comprehensive Plan amendment and, therefore, meeting the community involvement policies and guidelines of Chapter 9 Citizen Involvement. The City is currently working on expanding the Public Facilities Plan to include Parks projects and facilities maintenance functions. Through the Comprehensive Plan update the public facilities bureaus are considering recommendations that will provide additional guidance as to how and when the facilities project list is updated - potentially a chapter on Comprehensive Plan Implementation.

 

Handouts:

 

PEG CI Element Discussion: Transparency (30 minutes)

Group Discussion

Summary: The group discussed the defining pieces of Transparency in community involvement and the different levels of decision-making and phases of a Comprehensive Plan project or process.  In thinking about model practices, practical application of the Comprehensive Plan policies, and the existing policies, the group provided guidance to the co-leads in drafting new and revised policies:

  • Defining Transparency: transparency to the community about what the process is; access to information; documentation and clear communication of the process and outcomes - how different community perspectives and input are considered through all stages of the process and decision-making
  • Transparency applies to different stages of planning and project development -process planning, decision points, implementation. And to different levels of involvement -staff, advisory committees, other community involvement, and policy makers. 
  • Current Goal 9 Citizen Involvement addresses only one phase of community involvement - it is missing community as part of process planning and what follows decision-making / implementation. Should look to policy that develops collaborative system to design process.
  • Consider new policy that requires planning projects and bureaus (like the public facilities bureaus) to develop community involvement plans.

 

Public Comment

  • None

 

PEG Check-in (5 minutes)

  • PEG members noted concern that not enough progress is being made on policies to influence what is included in the Comprehensive Plan Policy Discussion Draft, due in October.  For the next meeting, they have requested staff work on draft policy language (‘trial balloon’) for PEG consideration - use the meeting to critique, revise, add to or omit draft policies.

 

Next Steps

  • PEG Co-leads will outline existing Comprehensive Plan policies for the PEG to consider whether or not to keep and/or elevate for the Discussion Draft.
  • Prior to the September meeting, PEG Co-leads will begin an email conversation with PEG members to determine which Elements of Good Public Involvement, identified in July, should be incorporated into the draft Comprehensive Plan policies.
  • PEG Co-leads will develop, and send out ahead of the meeting, new draft policies for PEG consideration in September.
  • September agenda to include review/discussion of above-noted policy drafts and a PEG discussion of how to fully incorporate Equity and Accessibility into the community involvement policies of the Comprehensive Plan, including provisions of Title 6.
  • Co-leads will finalize and distribute the PEG’s community survey.
  • Co-leads and the PIAC’s Comprehensive Plan work group will work to draft an overall community outreach strategy for the PEG with details on methods, timing, purpose, target audiences.

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