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Summary Meeting Notes: December 20, 2012 for the Community Involvement PEG

Summary Meeting Notes

Community Involvement Policy Expert Group


Date: December 20, 2012

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, Greg Greenway, Paul Leistner/ PEG co-lead, Linda Nettekoven, Sara Schooley, Marty Stockton/ PEG co-lead, Robb Wolfson

Public Members: Sumitra Chhetri, Aliera Morasch

Facilitator: Deb Meihoff

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


Key Points and Outcomes 

  • PEG members helped to refine the group’s work program going forward, including topics that need more discussion for policy recommendations.
  • PEG members explored ideas for obtaining input at the public workshops and in follow on outreach activities. Some PEG members offered to set aside time for one-on-one coffee meetings or community presentations.


Welcome, Meeting Overview and Introductions


Updates and Announcements 

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


  • At the December meeting, the PIAC Comprehensive Plan Work Group refined the work program and timeline to coordinate efforts on policy drafts, community involvement for their work and the work of the PEG, and for developing a ‘white paper’ to accompany the final draft of the comprehensive plan update.
    • Upcoming activities include a report on the PEG’s community survey to be available at the public workshops staring in February and review of the working draft of comprehensive plan policies.
    • Efforts to be undertaken in late 2013 and early 2014 include development of the public involvement program manual associated with the comprehensive plan (in accordance with state land use law), developing legislative intent statements explaining and appended to the comprehensive plan, and the white paper that will incorporate the full complement of PEG and PIAC work group discussions and ideas not necessarily fully described and/or appropriate for inclusion in the adopted comprehensive plan document.
    • PEG members asked for clarification of the role of the PIAC work group: The group provides an interim meeting between PEG meetings to include review and discussions that help support the work of the PEG, essentially operating as a subcommittee to the PEG. No decisions are made at the work group level. The meetings are open and all are welcome to participate.
    • The CI-PEG’s community survey is open until the end of December. Staff will bring results of participation and feedback to the January and February meetings for PEG consideration and in developing the survey memo for release in time for the public workshops starting in February. Paul is working with an intern to organize and disseminate the survey responses.


Update and Discussion: PEG Process and Draft Policies

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

Summary: Staff reviewed schedule for release of the BPS draft goals/policies document and public review.

  • Working draft of comprehensive plan goals and policies will be released in mid-January and will incorporate comments from PEGs as well as Bureau directors.
  • There will be six citywide public workshops in February and March. In addition to the workshops, BPS has been staffing a project information kiosk in theLloydCentermall and will be performing outreach in the community through focus groups, presentations to organizations, and other strategies to build connections and capacity.
  • March and April PEG meetings will cover the broader public’s response to the working draft of policies and PEG survey and bringing that information together with the PEG’s response.
  • PEG members thanked BPS for asking the community how to design workshops and other engagement activities. They also suggested opportunities for additional input including school districts and IRCO's All-Staff meeting.


Discussion: Community Involvement Concepts

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

Summary: The PEG reviewed the group of draft goals and policy concepts and discussed the meaning / implications if these are the policies are adopted through the comprehensive plan update.  They also sorted through the goals and policies to determine areas requiring further PEG discussion, concepts needing additional discussion, those ripe for additional PEG public outreach, and ideas to begin informing potential implementation steps (ultimately, the implementation ideas will either be forwarded onto the PIAC for future work and/or outlined in the PEGs ‘white paper’).

Highlights from the PEG discussion

  • The PEG agreed that the community involvement goals and policies in the comprehensive plan need to be keenly focused so that staff can make findings to the plan during implementation.
  • Bureau directors, in their review of the draft document, suggested new community involvement policies regarding stewardship and volunteerism - BPS staff are working to determine how these objectives fit into the comprehensive plan for land use.
  • The land use noticing policy (currently numbered 1.10) seems an odd fit for the aspirational goals and policies of the chapter, but is required to respond to the state land use program.
  • The equity consultant review of the draft highlighted the need to acknowledge the inequities of the current community involvement procedures and to enhance the language around community capacity building.
  • The public involvement manual, to be developed with the assistance of the CI PEG and the PIAC work group, will be helpful for long term implementation of the comprehensive plan policies, as it can be updated over time to respond to changing demographics, engagement tools, etc.
  • The PEG discussed how to concepts of equity are embodied in the current draft of goals and policies. There are many policies that address elements of equity from the Portland Plan, including a policy titled “social justice”. The PEG recommends the plan document contain an explicit explanation of how the concepts of equity are incorporated in the goals and policies.


Topics on which the PEG would like expanded discussions at future meetings:

  • The PEG noted a desire to continue conversations about who will oversee the community involvement function of the comprehensive plan in the future (it is currently the role of the Planning and Sustainability Commission / PSC) and what the ideal role would be. The shift in involvement approach embodied in the draft goals and policies will likely require new structures for the PSC to continue in their current role. There is also a need to refine / define the roles of the PIAC and PSC with regard to community involvement processes under the comprehensive plan.
  • Revisit titles of the goals and policies, once they are refined through the broader public involvement process.
  • Early process design and what it would mean, how it would work, how preliminary assessment of stakeholders will be conducted.
  • Community capacity building - how it will work, what is needed, etc.
  • Authentic use of input - what it means, how it can be accomplished under the comprehensive plan and how will be measured
  • Priority setting / developing the City’s planning work program - how this is addressed in the policies, what can be done to better include the community in priority-setting
  • Community involvement topics and questions to incorporate in the focus groups - build off of the PEG survey and feedback from workshops.



  • List of Community Involvement concepts[Deb2]  being considered in the working draft policy document


Discussion: Potential Questions for Public Workshops

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

Summary: Staff reviewed the format of the upcoming public workshops and other engagement activities BPS will undertake to obtain feedback on the draft goals and policies. The PEG discussed potential community involvement topics for the public workshop questions - issues that reach beyond the typical request for feedback.

PEG ideas for the community involvement station at workshops:

  • Describe what the policies entail, as a whole, and obtain reaction from attendees.
  • Include a sign-up sheet for coffee with a PEG member or to have PEG members/staff present at a community group meeting. PEG members will be consulted as to whether and when they have time to participate in these additional meetings.


Other ideas to enhance community involvement at workshops / meetings:

  • Develop a map for workshop participants to help guide them through the workshops based on their interests
  • Provide comment cards at each station with a single, provocative question, tied to policies.  Example suggestions include ‘What do you like / dislike and why?” or another question that gets at what others are reading into the policies and goals.
  • Carefully record input and bring the information back to the PEGs for consideration.
  • Conduct focus groups with opinion leaders of community-based organizations, local governments and schools. It will be critical to use the focus groups to connect with harder to reach community members - need to be specific and directive in the conversations.


Public Comment

There was no public comment at the meeting.



PEG Check-in

November notes had an error with regard to community-based organizations.  The notes should read that these organizations already have many demands on them, which needs to be considered as the City seeks to increase the role of these organizations in community involvement efforts. The notes will be corrected and reposted.

Follow up and Next Steps

  • In January 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 January meeting.
  • Correction to the November PEG meeting summary will be made and notes reposted.
  • Staff will develop an enhanced shorthand list of policy concepts that explains which community involvement concepts, defined by the PEG last summer, are included in each of the draft goals and policies.