Summary Meeting Notes
Community Involvement Policy Expert Group
Date: January 17, 2013
Time: 6:00 p.m. to 8:00 p.m.
Location: City Hall, 1221 SW 4th Avenue, Portland, Pettygrove Room
PEG Attendees: Glenn Bridger, Polo Catalani, Nickole Cheron (by phone), Greg Greenway, Paul Leistner/ PEG co-lead, Morgan Masterman, Linda Nettekoven, Sara Schooley (by phone), Marty Stockton/ PEG co-lead, Desiree Williams-Rajee, Robb Wolfson
Guests: Megan Panagopoulos, Corrie Minor, Chelsea Myrick, Kelly Sellers, John Todoroff, Uriae Walker
Facilitator: Deb Meihoff
View the original agenda, including materials, for this meeting.
Key Points and Outcomes
- Confirm CI PEG’s work program going forward
- Review responses to the PEG’s survey of community involvement in land use and development processes, discuss relationship to Comprehensive Plan goals and policies, and develop outline for summary memo.
- Finalize CI PEG approach to the public workshops
- Orient PEG members to the working draft of the Comprehensive Plan policy document
Welcome, Meeting Overview and Introductions
Updates and Announcements
Presenters: Paul Leistner, Office of Neighborhood Involvement and MartyStockton, Bureau of Planning and Sustainability / PEG Co-leads
- At the January meeting, the PIAC Comprehensive Plan Work Group continued work on the framework for the public involvement manual (see agenda item below for PEG discussion of the framework) and outline for the PEG survey.
- Mike VanderVeen has been accepted into Resolutions NW mediation training. Unfortunately, the sessions conflict with the CI PEG meetings, so Mike has resigned from the PEG.
Review and Discuss: PEG’s Community Survey
Presenter: Paul Leistner, ONI / PEG Co-lead
Summary: Community member Megan Panagopoulos has volunteered to assist with sorting and analyzing the survey responses. At the close of the survey in early January, 192 Portlanders had submitted responses. Many of the questions were open-ended, so it will take a little more time to provide a preliminary analysis. Paul will post the raw survey results for PEG members to access before the public workshops begin in mid-February. This agenda item will be carried forward to a future meeting for PEG review and discussion of how survey results relate to the draft comprehensive plan goals and policies.
[ADDED AGENDA ITEM] Review and Discuss Framework for Ongoing Community Involvement (Public Involvement Manual element)
Presenter: Paul Leistner, ONI / PEG Co-lead
Summary: Paul handed out and presented a framework originally drafted by PEG member Greg Greenway and reviewed/discussed at the prior PIAC Comprehensive Plan Work Group. Key elements of the framework:
- The framework contains principles and values that could guide community involvement efforts that are ongoing, not necessarily attached to projects with specific start and end dates, as well as those more applicable to specific planning projects start to finish.
- The framework has been developed to respond to the statewide land use Goal 1 - need to develop / update the Public Involvement Manual that accompanies the Comprehensive Plan.
- Ongoing Community Involvement framework as drafted includes guidance for: issue identification / priority setting, relationship / trust building, building community capacity, organizational learning, organizational capacity, communications and outreach, and data collection.
- ‘Applied’ Community Involvement framework as drafted includes guidance for: process design and process implementation.
The PEG provided detailed feedback to Paul on the elements of the framework. Generally, the PEG suggested:
- Establishing expectations for a regular check-in on ongoing community involvement processes is a good idea.
- To the greatest extent possible, information from larger / more involved public processes should be used to inform and shape smaller projects or processes - use information gathered in previous processes as a starting point, rather than starting from scratch.
- Supportive of institutionalizing the role that BPS staff has in developing community relationships, not only engaging the community around specific projects.
- Building community capacity should aspire for long term and sustainable engagement, including young people.
- Portland’s ReThink program is a good example of building community capacity - community has been given support and resources to design an appropriate process and help to teach others how to develop a community project.
- Organizational Capacity resource library should also include best practices discovered in the field, opportunity for active discussion / sharing amongst community involvement practitioners).
- Organizational Capacity element should also include (1) mention of appropriate budgeting to build capacity; (2) expanding definition of community-based organizations to extend to community-based businesses / vendors; and (3) role of mentoring, peer support and collaboration.
- Public Involvement Officer (under Ongoing Communication Outreach) should also be tasked with looking at community involvement on a whole, thinking strategically about the Bureaus’ involvement programs (for planning activities).
- Each of the framework elements should include the ‘value’ statement. It is a helpful tool for explaining the meaningfulness of each item.
- Ongoing Community Involvement Framework (draft)
Discussion: CI PEG Preparations for Public Workshops
Presenter: Marty Stockton, Bureau of Planning and Sustainability / PEG Co-leads
Summary: Staff reviewed the schedule of workshops and format. BPS staff will be conducting additional outreach to non-geographic communities following the workshops. PEG members were welcomed to sign up to assist staff with the Community Involvement station at each workshop. Email Marty with your interest and availability.
Each workshop will have multiple methods to provide feedback, including a policy questionnaire. Most policies in the Working Draft have been vetted with the public over the past eight years, starting with VisionPDX. Therefore, staff have developed the questionnaire to get a deeper level of input, but it has resulted in a survey that is relatively complex and not accessible to a broad range of Portlanders (long questions, uses planning language, etc).
PEG ideas for potential improvements to the questionnaire:
- Add a cover page description of how questionnaire responses will be used.
- Ask how the City should inform and connect with the community for future projects.
- It would be good for the community involvement question(s) to obtain input on the cumulative impacts of changes and how to address that in involvement actions over time - change builds up through small projects and processes and often the community concerns surface as the change has reached a breaking point, feeling that it is out of control. Example: what level, type of community involvement would make growing and changing more acceptable, easier, comfortable…?
- The survey question would produce more meaningful results if it forced a prioritization or wording was structured to explicitly get at the tradeoffs.
- Listing the specific policies may be off-putting to someone not deeply involved in the process to date. Either re-phrase to make it more accessible or omit.
PEG ideas about the questionnaire will be used by staff to refine the questions. The Community Involvement Committee is reviewing the survey in late January. The final version will be available online and at the workshops starting February 19.
Overview: Working Draft of Comprehensive Plan goals and policies
Presenter: Marty Stockton, BPS
Summary: Marty passed out hard copies of the Working Draft and provided a general overview of the document. Community Involvement goals and policies are now Chapter 1 of the Comprehensive Plan. In addition to Chapter 1, PEG members are encouraged to also review Chapter 4 policy on Environmental Justice and Chapter 8 Administration and Implementation (specifically policies 8.19 and 8.20). These latter policies incorporate ideas the PEG has discussed, but were not necessarily influenced by the PEGs discussions. Staff encouraged PEG members to familiarize themselves with the Working Draft; discussions about the goals and policies will take place at future meetings.
[Community guests were invited to participate with the PEG discussions. There were no additional public comments at the meeting]
- PEG members requested that the PIAC work group take the lead on process-oriented work products (future focus groups / community outreach, white paper, others?), so the PEG can have more in-depth discussions about the Comprehensive Plan goals and policies.
- The group needs to determine how and when to cover community involvement elements identified for future discussion at the December PEG meeting, in addition to review of the Working Draft.
Follow up and Next Steps
- In February the PEG will review and discuss the responses to the community survey on involvement.
- The PEG work program will be updated to include the PEGs priorities for discussion topics - to be reviewed at the February meeting.
- Review and discussion of the Working Draft will take place at February, March, and April meetings.
- Staff will talk to PIAC work group about mapping out additional focus groups for the PEG
Meeting adjourned at 8:00 pm.