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Summary Meeting Notes for CIC Meeting on January 23, 2013

Community Involvement Committee

Meeting Minutes

Meeting Date: Wednesday, January 23, 2013

Time: 11:30 a.m. to 1:30 p.m.

Committee Members present: Paula Amato, Jason Barnstead-Long, Judy BlueHorse Skelton, Liz Gatti, Judith Gonzalez Plascencia, Linda Nettekoven, Stan Penkin, Ryan Schera, Howard Shapiro, Alison Stoll

Absent: Lois Cohen, Anyeley Hallova, Shirley Nacoste, Lai-Lani Ovalles, Peter Stark

Staff: Eden Dabbs, Joan Frederiksen, Alex Howard, Deborah Stein, Marty Stockton, Desiree Vaughn-Rose

Visitors: None

                                                                                                                            

Welcome

Howard Shapiro welcomed the group. The meeting minutes were approved from the previous meeting dated December 12, 2012.

Announcements

The next CIC meeting in January will adhere to the new meeting schedule as confirmed by the Doodle Poll with meetings on the fourth Wednesday of every month.

CIC – Meetings in 2013

  • Wednesday, February 27th
  • Wednesday, March 27th*
  • Wednesday, April 24th
  • Wednesday, May 22nd*
  • Wednesday, June 26th
  • Wednesday, July 24th*
  • Wednesday, August 28th
  • Wednesday, September 25th*
  • Wednesday, October 23rd
  • Wednesday, November 27th*

 

All meetings will be held from 11:30 a.m. to 1:30 p.m. in 2500A on the 2nd Floor unless otherwise noted. A light lunch will be served.

The bold/asterisk denotes the dates for the formal committee meetings. Every other month will be reserved for subcommittee work. While everyone is expected to attend the formal committee meetings, we want as many of the CIC members to attend the every other month subcommittee meetings to broaden input into subcommittee work.

MartyStocktonannounced that a business-focused workshop has been added to the series. The location is still being determined, but staff has been working with Venture Portland and should have a location confirmed today. The Left Bank Annex, Rose Garden and other conference rooms have been investigated, but $200 for refreshments per workshop is starting to make some spaces too expensive for the budget. The format will be 2 or more hours of an open house with pre-set formal presentation followed by a Q and A session. Staff members Barry Manning, Tyler Bump and Tom Armstrong are assisting with the Workshop. Members asked, “Who are you tying to reach- meaning what defines a business?” It was suggested that Peter Stark and Ryan Schera are a great contact for this effort, and Ryan suggested theWorldTradeCenter. Liz Gatti asked if other businesses could contribute to the cost of the Workshop.

CIC decisions and follow up actions

CIC members communicated their decisions and follow-up actions pertaining to the Comprehensive Plan Update to staff present at the meeting.

The group checked-in on possibly working in sub-committees at the February meeting or prior to this date. The PEG discussed a potential structure for the February meeting.

Decision about the alternative meeting months was approved.

The group would like to touch base after a few months to see if the alternative meeting months are working for everyone. Howard hopes that each member could be open to the alternative schedule. Marty shared the staffs’ thoughts in wanting a commitment from the CIC that the first 45-minutes is a brownbag related to potential other topics with the Brownbag occurring in the alternate months. Jason Barnstead-Long suggests sending the message of thought back to the full group in case there are any issues. Alex Howard added that the presentations can be done in-house and not by other organizations.

There was question on whether or not the full list of standing Committees was complete. Also, at next month’s meeting, what are the topics that the committees could come up with as discussion points?

Members then attempted to provide a list of who is on each of the Committees:

Communications: Jason, Eden, Linda, Liz

Outreach: Liz, Jason, Linda

Each month the Committees should have a different topic related to the on-going work.

At the next CIC meeting, we will have had two Comp Plan Workshops, so it will be good to have Communications report in on their work, a commitment from committees for Feb meetings and topics, and an evaluation of the Workshops. It was proposed that the Workshops and Outreach Committees combine at this point to evaluate the effectiveness of the Workshops.

With no more decisions or follow up actions, the CIC moved on to new business.

Workshops Update

Deborah Stein added that members of the Education and Youth Success PEG are interested in staffing the workshops as another set of eyes and ears at the events.

The PEG also had a conversation about what is the CIC’s role at the February/March workshops?

There will be a general session with a few breakout sessions. In the general session there will be tables, boards and staff for each chapter of the plan. The breakout sessions will focus on:

  • Transportation, which will be staffed by PBOT employees
  • Environment, who will also work with Economic Development to focus on the puzzle of      issues and how it could look into fixing them
  • Design  with Nature, which will have environmental planners from BPS and BES      planners. This breakout is scheduled for two West and 2 East Workshops.

 

Stan Penkin noted that not all of the locations include all of the breakout sessions. He asked, “How did staff decide on the breakout session to the location?” Marty replied, “The breakout session appears where the issues are more geographic and prominent to that specific district.” Liz Gatti commented that the breakout session are more educational forums with them serving as both a content gathering and sharing of information program. Paula Amato asked if there would be an update on the new mayor and administration. Deborah replied that he has higher priorities, but has given the green light to proceed ahead and can attend at his discretion. Howard noted that the definition of and term Urban Design Framework were not very inviting. Jason added on that he felt Urban Design and the Growth Scenarios were too close of title names. He felt alternative should be listed last and Stan suggested taking out, “Alternative,” and just go with Growth.

Survey/Questionnaire for Working Draft Part 1

Alex Howard stated that the desired outcome for this agenda item was to, “Reach clarity about the purpose of the survey/questionnaire.”

Marty noted that this is the second version, and that the December meeting thoughts and feedback brought changes, but staff still needs more information. Deborah said, “These are complex questions that we can simplify with the language, but we are tying and need help. We cannot simplify the answers, so we are limited in how much we can simplify the questions.

Alex encouraged people to take the questionnaires home and digest the questions and their thoughts.

Judith asked how are the questions going to be ask and used? Marty said the survey will be available online and launched when the first workshop occurs.  Questions will be packaged together and users are invited to answer a single or multiple questions.

Staff shared that questions 6, 7, 8, and 9 are a bridge to the Comprehensive Plan Update Part 2. Users answers will help frame Part 2. All of this is tied to outreach after the workshops as well, open to community groups.

Judith questioned including goals and possibilities per topic? Judy noticed the changes and suggestions from the previous meeting were included. Alison felt the language was too much, for example, on the first question adjectives were left off. However, she felt the examples were great!

Howard asked for a time frame for suggestions to be provided to staff. Alex requested the feedback be emailed by Feb 4th.

Judy encouraged the room to think about how this questionnaire will be used outside of the room, and maybe that requires a shift with other generations using online?

Liz asked how staff was creating a buzz in the community to increase the amount of feedback, is there an online billboard? Staff commented that the DCLs are building awareness, that there will be a reminder card that the participant can take with them with the link to the survey, andEdensuggested an exit board.

Members were thanked for their feedback and it was noted that there will be further directions for how to present/describe the survey/questionnaire.

Community District Series

Joan Frederiksen commented that we as staff know that the workshops are not enough for the community and so how do we take the discussions out into the community. What is another avenue for feedback? She then provided an overview of community district discussion series. What will these be? Each district liaison will host a series of events in their districts, 3 or 4 over four months, either in the district locations or libraries. This will allow 5 or 6 opportunities for comminutes to communicate on topics that will very per district because each series will be customized per district. This will be an opportunity to discuss what the community wants to discuss, not just a programmed session, but a more flexible discussion. Also, this will be a chance for the community to see what the implications of decisions will look like on a map.

Discussion centered on using the comp station around the city, or perhaps district offices, will provide an opportunity to mark on a map and give feedback-as we move into part 2. How do we describe these events? Staff would like feedback and would like to start this discussion at the workshops.

Marty said she thought these would be a natural bridge between the open houses and community-hosted events, now we have these district events, which could also be hosted per an organization. “It would be helpful for the clarity of ideas and also bridge, policy conversation and map discussion.Edenfelt that these were capacity building session and they continue the connections in the community, and building relationships with community partners.

It was felt that each district needs to set the scheduling with each district having one event a month.

Linda shared that Foster Neighborhood might be interested in hosting the district area meeting or might partner with another agency. Judy said theSchoolofUrban Planning, Smith Hall, NAYA or the BPS Comp area for are good places for question and mapping community programs.

Joan commented that the idea is at its inception with staff looking into the many details of such an operation and how these programs could create better connections.  She added they have already begun gathering suggestions and wanted to provide the CIC with the chance to give feedback. If there is any, please email Marty or her. Stan commented that ideas are fantastic!

Deborah felt that perhaps we need to work backwards, “What are the expectations of the community from such a session? What is the sequence of these events in regards to the bigger Comp Plan Updating process and what are everyone’s roles-PEGS, staff, etc.?”  Finally, “What’s the communities’ expectation of their influence on the maps and the Comp Plan?”

Stan said he thought the expectation from the PEGs is that they only live through till June. Deborah commented that she was unsure of an official role and that it was up to each PEG to decide. Howard said he would prefer time to review and reflect on these questions.

Communications Update

Eden Dabbs provided updated on the Communications Plan leading up to the Workshops. The plan includes newspaper advertisements with the workshop schedule, a direct mailer going out to household at 500 or 1,000 feet from the location of the workshop and lots of media coverage.

She encouraged members to share the following items with others, E-News, ads, postcards, mailers, overview and the equity handout.

Communications will also be assisting Joan with the District Meetings.

Public comments

There were no public comments

Next steps

The Next CIC meeting will be Wednesday, February 27, 2013 from 11:30 a.m. -1:30 p.m.

For more information, please contact Marty Stockton, Bureau of Planning and Sustainability at 503-823-2041 or marty.stockton@portlandoregon.gov.

Policy Expert Groups and Working Groups –January/February Meetings

  • Planning and Sustainability Commission - Comp Plan – Working Draft briefing, Tuesday, January 22, 6:00p.m.; 1900 SW 4th Avenue, 2nd Floor, Conference Room 2500
  • Fix It Fair, Saturday, January 26th, 9:30a.m. to 3:00p.m.; Self Enhancement, INC., 3920 N Kerby Ave
  • Planning and Sustainability Commission - Comp Plan – Scenarios Report briefing,Tuesday, February 12, 12:30p.m.; 1900 SW 4th Avenue, 2nd Floor, Conference Room 2500
  • Policy Expert Groups and Working Groups –January/February Meetings Neighborhood Centers PEG meeting, Thursday, January 17, 8:00-10:00a.m.; 1900 SW 4th Avenue, 7th Floor, Conference Room 7A
  • Community Involvement PEG meeting, Thursday, January 18, 6:00-8:00p.m.; City Hall,1221 SW 4th Avenue, Pettygrove Conference Room
  • Watershed Health and Environment PEG meeting, Wednesday, January 23, 4:00-6:00p.m.; 1900 SW 4th Avenue, 2nd Floor, Conference Room 2500A
  • Networks PEG meeting, Wednesday, January 30, 3:00-5:00p.m.; 1900 SW 4th Avenue, 7th Floor, Conference Room 7A
  • Infrastructure Equity PEG meeting, Wednesday, February 6, 10:00a.m-12:00p.m.;1900 SW 4th Avenue, 2nd Floor, Conference Room 2500A
  • Residential Development and Compatibility PEG meeting, Thursday, February 14, 4:00-6:00p.m., Conference Room 7A
  • Economic Development PEG meeting, Wednesday, February 20, 11:30a.m. to 1:30p.m.;1900 SW 4th Avenue, 7th Floor, Conference Room 7A

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