HomeMy WebLinkAbout2017 04 18 AIS CCIAGENDA ITEM SUMMARY Meeting Date: April 18, 2017
Meeting Type: Regular Meeting of the
CCI
Staff
Contact/Dept.:
Linda Pauly/DPW
Staff Phone No: 541-726-4608
COMMITTEE FOR CITIZEN INVOLVEMENT (CCI) Estimated Time: 20 Minutes
ITEM TITLE: DOWNTOWN DESIGN STANDARDS PROJECT: CITIZEN INVOLVEMENT
UPDATE (File No. TYP 414-00001)
ACTION
REQUESTED:
Review staff’s proposed mid-term adjustments to citizen involvement activities for the
remainder of the project. If approved by the CCI, the proposed changes would:
1) Modify the Downtown Citizen Advisory Committee (CAC) roster as proposed in
Attachment 1; and
2) Direct staff to seek additional citizen input over the next 4 months through focused
outreach to address the vacant categories on the CAC, and to address the City Council’s
request for input from the development community. Staff will continue to seek citizen
input as outlined in the approved Citizen Involvement Plan (Attachment 3)
ISSUE
STATEMENT:
Since the CCI’s approval of the Citizen Involvement Plan for this project (Attachment 3) and
previous appointments to the Downtown CAC, changes in committee membership have
occurred. Staff’s recommended project mid-term adjustments address these changes, while
maintaining an intact core committee to see the Downtown Design Standards project through to
completion.
ATTACHMENTS: 1. Existing and Proposed Committee Positions
2. CAC Meeting and Code Amendment Adoption Schedule
3. Citizen Involvement Plan (approved by the CCI on June 3, 2014)
DISCUSSION: The Downtown CAC provides City land use planning advisory functions associated with the
implementation of the Downtown Refinement Plan and the Downtown Urban Design Plan —
consistent with Statewide Planning Goal 1 and Section II of the City’s Citizen Involvement
Program. Since appointment of this committee, the CCI has appointed new members to fill
vacancies on the CAC and has approved changes to categories of representation as members
move, resign or no longer reflect the category of representation for which they were appointed.
The CCI’s most recent appointments and adjustments to the committee roster occurred on May
7, 2015. After advertising two committee vacancies through a City media release and through
communications to a range of interested parties, the City was unsuccessful in recruiting to fill the
Downtown Business or Property Owner and Springfield Downtown School representative
positions and those positions remain unfilled. Other changes in membership are due to members
resigning, moving out of the area, or changing employment.
The City is at the mid-point of a planning process to develop Downtown Design Standards that
are scheduled to be adopted this calendar year. Staff does not recommend asking dedicated
committee members to resign or recruiting new committee members at this time. To address
vacancies and to ensure that the project will continue to engage a variety of Downtown
stakeholders, staff proposes to seek input from groups no longer represented on the CAC — the
Chamber of Commerce, Downtown Business or Property Owner, Springfield Downtown School
Representative, and Historic Commission through individual or group stakeholder interviews.
Historic Commission members are actively participating in the review process. At their May
24th, 2016 Historic Commission meeting, the commission designated member McKenzie Karp as
their representative. The Springfield Renaissance Development Corporation (SRDC) group has
volunteered to participate in the review process. Staff proposes to request input from Mike
Eyster, as representative of the Chamber of Commerce.
At their July 2016 work sessions, Council directed staff to seek input from members of the
Development Advisory Committee (DAC). That committee has since sunsetted. Staff proposes
to request input from former DAC members Shaun Hyland (President of John Hyland
Construction) and Rick Satre (Schirmer-Satre Group) as we conduct review of the next draft of
the proposed design standards.
A copy of the approved Citizen Involvement Plan (Attachment 3) is provided as background.
Downtown Citizen Advisory Committee Members
Member Category as Appointed by CCI Proposed Category (changes shown
in green font)
Shannon Mudge General Public General Public
John Tuttle Washburne Historic District
Neighborhood
Washburne Historic District
Neighborhood
Daniel Basaraba Realtor/developer Realtor/developer
John Qualman Area resident (Realtor/developer) Area resident
Celia Barry Area resident Area resident
Kip Amend Designer Designer
Karen Hageman, Vice Chair
Re-assign Karen Hageman
Plan Area Business Owner/Renter
(sold her downtown businesses)
Add new category: SRDC
Steve Moe, Chair
Re-assign Steve Moe
Planning Commission
(no longer serving on PC)
General Public
Angelynn Pierce
Re-assign Angelynn Pierce
Downtown Business Owner,
Chamber of Commerce (alternate)
General Public
Vacant: Re-assign Vincent
Martorello or Willamalane
designee
Willamalane Parks and Recreation
(Bob Keefer retired Nov. 2016)
Willamalane Parks and Recreation
Vacant: focused outreach to
Historic Commission with McKenzie
Karp as liaison
Historic Commission
Representative (position vacated by
Vincent Martorello)
Historic Commission
Representative
Vacant: focused outreach to
architects serving on Historic
Commission
Designer (position vacated when
Julie Romig)
Designer Attachment 1, Page 1 of 2
Vacant: Stakeholder Interview
Springfield Downtown School
Representative
Springfield Downtown School
Representative
Vacant: Stakeholder Interview
Chamber of Commerce (Dan Egan
resigned, Angelynn Pierce is no
longer with Chamber)
Chamber of Commerce
Vacant: Re-assign Angelynn Pierce
General Public
(Ted Corbin resigned)
General Public
Vacant: Stakeholder Interview Community Development Advisory
Committee
Delete category
Mayor Lundberg and Planning
Commissioner Tim Vohs serve on
CDAC
Vacant: Stakeholder Interview NEDCO Downtown Program
Representative
(Jim McHugh left NEDCO)
Delete category
Position was intended as liaison to
NEDCO’s Downtown Main Street
program. That program no longer
exists.
Attachment 1, Page 2 of 2
Downtown Design Standards Project Schedule 2017
Downtown Citizen Advisory Committee (CAC) Meetings 4/5/17
Date Meeting/Communication Work Products Presented/Reviewed
April 27 CAC Meeting (5:30 PM
Jesse Maine Room)
Downtown Design Standards –
Compatibility 1
May 25 CAC Meeting (5:30 PM Jesse Maine Room) Downtown Design Standards – Compatibility 2
June 8 CAC Meeting with Technical
Advisory Group (5:30 PM
Library Meeting Room,)
Draft Design Standards 3
July 13 CAC meeting (5:30 PM Jesse
Maine Room)
Draft Design Standards 4
CAC recommendations
July 27 CAC meeting (If needed)
(5:30 PM Jesse Maine Room)
Draft Design Standards 4
CAC recommendations (continued)
November 7 Planning Commission Work
Session & Public Hearing
Code Amendments Ordinance
PC recommendation
December 4 City Council Work Session &
Public Hearing
Code Amendments Ordinance
Attachment 2, Page 1 of 1
Approved by Committee For Citizen Involvement (CCI) June 3, 2014
1 | Downtown District Design- Citizen Involvement Plan
Downtown District Design
Citizen Involvement Plan
The Springfield Downtown Design Citizen Involvement Plan is meant to ensure that all
interested parties have the opportunity to contribute, become informed and provide
input during the course of the Downtown District Design project.
Background -
Project Description and Intent: The Springfield City Council is interested in adopting new
Downtown Design Standards to ensure that development projects, new uses and new
public improvements will make positive contributions to improve the look, feel and
functionality of Downtown. This project will coordinate a public planning process to
produce a set of coherent and consistent design standards to improve the overall
image, attractiveness and economic vitality of the City’s heart.
Revitalizing Downtown requires actions by many partners. One way the City of
Springfield can contribute to making a better Downtown is through its administration of
design standards through the building and land use permitting process. This project will
review and update the existing City codes, design manuals and plans that regulate
design in the Downtown to produce new standards that recognize and build upon the
qualities that make Downtown Springfield a distinctive destination with a strong identity,
such as:
Physical features (e.g. building heights and setbacks, sidewalk and street widths,
paving materials and treatments, signs, lighting, street tree canopy, planters,
streetscape furniture, bike vehicular parking facilities)
Urban design qualities (e.g. human scale, building façade articulation and
transparency, City image, legibility, wayfinding, overall walkability, requirements
Attachment 3, Page 1 of 7
Approved by Committee For Citizen Involvement (CCI) June 3, 2014
2 | Downtown District Design- Citizen Involvement Plan
to buffer adjacent residential neighborhoods and to address historic, cultural
and natural resources)
Design qualities that influence sense of safety, comfort, walking behavior and
level of Downtown user/visitor/shopper interest (e.g. natural surveillance, lighting
levels, crime prevention through design, protected bikeways, weather
protection, outdoor seating and food vendors, plazas, water features and public
art, retail district design best practices)
The project will engage a variety of Downtown stakeholders to identify design elements
to be regulated and to prepare draft standards for review and adoption by the City
Council. Through the public involvement process, the project will also identify potential
“do it now” project initiatives and partners and coordinate with ongoing efforts such as
the Downtown lighting installations and other design-related initiatives identified by
Council.
The new standards will be adopted by the Council as amendments to existing
regulatory codes (e.g. Springfield Development Code, Municipal Sign Code), manuals
and plans to guide construction of public and private improvements and other
redevelopment activity.
Project Deliverables: The Downtown District Design Standards project will produce
three major deliverables:
Public Realm Standards (Engineering Design Standards – EDSPM)
Downtown District Code Chapter (Springfield Development Code)
Code and Plan Amendments Package (Municipal Code, Downtown Sign Code,
Downtown Refinement Plan, Springfield Zoning Map)
Staff also proposes to publish a final document that combines all applicable standards
into one user friendly, color-illustrated Downtown District Design Standards guide and to
develop a ”roll out” public information strategy to communicate the new standards in
a way that promotes Downtown Springfield.
Attachment 3, Page 2 of 7
Approved by Committee For Citizen Involvement (CCI) June 3, 2014
3 | Downtown District Design- Citizen Involvement Plan
Citizen Involvement Plan -
Purpose of the Citizen Involvement Plan (CIP)
The purpose of the Citizen Involvement Plan is to ensure that citizens have an
opportunity to be involved in all phases of the planning process. To comply with the
requirements of Oregon’s Statewide Planning Goals and Guidelines for Citizen
Involvement Goal 1, the City adopted a Citizen Involvement Program in 1990 that
guides how the City provides for citizen involvement in the planning process.
Proposed Citizen Involvement Strategies
This project will solicit stakeholder and citizen input during key phases of the project to
ensure that a range of perspectives and values are considered. The project team will
utilize a broad set of involvement strategies including:
1. Downtown Citizen Advisory Committee
2. Technical Advisory Group
3. Outreach to Stakeholders and the Public
4. Public Events
5. Project Website
6. Public Hearings
1.) Downtown Citizen Advisory Committee (CAC)
The CAC has been in place since the committee was appointed by the CCI on
October 7, 2008 to provide City planning advisory functions associated with Downtown
revitalization. They have played a critical role guiding development of the Downtown
Urban Design Plan and Implementation Strategy, and providing input on initiatives to
improve the physical appearance, safety and vitality of Downtown. The CAC
contributes considerable knowledge, valuable experience, history and continuity to this
project.
Background: When the Downtown Urban Design Plan project was initiated at the July
7, 2008 Council work session, the Council directed staff to consider the appointment of
the existing Downtown Urban Renewal Advisory Committee (DURAC) members to serve
on the Downtown Citizen Advisory Committee. The DURAC was originally appointed by
Springfield Economic Development Agency (SEDA) in December 2007 to advise SEDA
on urban renewal issues. DURAC members were recruited through notices in the local
media and the City’s website.
Attachment 3, Page 3 of 7
Approved by Committee For Citizen Involvement (CCI) June 3, 2014
4 | Downtown District Design- Citizen Involvement Plan
On several occasions since then, the CCI has appointed new members to the CAC to
fill vacancies and has approved minor adjustments to membership recruitment
categories to expand the expertise and community representation on the CAC.
On February 3rd, 2015 the Committee for Citizen Involvement approved the following
citizen categories to be represented on the Downtown CAC:
Downtown Citizen Advisory Committee Positions
Category # of Positions
General Public 2
Chamber of Commerce 1
Historic Commission 1
Springfield Downtown School 1
Plan Area Business Owner/Renter 1
Downtown Business/Downtown Property
Owner
1
Washburne District 1
Willamalane 1
NEDCO Downtown Program Coordinator 1
Area Resident 2
Designer 2
Realtor/ Developer 1
TOTAL Positions 15
DPW staff will convene the CAC as needed during the Downtown Design Standards
project to advise and provide input into the development of work products for this
project and will forward recommendations to the Planning Commission.
2.) Technical Advisory Group (TAG)
A Technical Advisory Group (TAG) will be invited to provide technical guidance and
specialized knowledge to inform and review the development of new design
standards. Meetings with the TAG will also help forge partnerships for implementation.
The TAG will consist of representatives from groups, organizations and agencies
interested in Downtown. TAG members will contribute specialized expertise and
understanding of policy, legal, operational and/or planning issues. They also will serve
as project liaisons with their respective groups and help identify opportunities to
coordinate projects.
Attachment 3, Page 4 of 7
Approved by Committee For Citizen Involvement (CCI) June 3, 2014
5 | Downtown District Design- Citizen Involvement Plan
TAG members will be identified during the 1st phase of the project, but may include
representatives from:
Willamalane
Springfield Public Schools
Lane Transit District
ODOT
NEDCO/Main Street
SUB
Historic Commission
City of Springfield Staff
The project team will utilize input from the CCI, Oversight Team, project kickoff meeting
attendees, and other internal and external stakeholder to help identify TAG participants
and then coordinate individual and group TAG meetings, as needed, during the course
of the project.
3.) Outreach to Stakeholders and the Public
The project team will meet with stakeholders in the project area and work to foster
communication with those individuals and groups who may be impacted by the
project. The purpose behind this activity is to allow stakeholder input to inform
development of project outcomes. This involvement strategy will allow staff to explore
specific issues and concerns posed by individuals and delve into needs and
expectations on specific topic areas.
As part of this involvement strategy, staff will develop communication materials that
provide background information on the purpose and intent of the project for
distribution to stakeholders.
Specific outreach activities will be developed during the 1st phase of the project, but
will likely include:
1. Focus group meetings
2. Presentations at Main Street program meetings
3. Distribute communication materials to interested stakeholders
4. Conduct outreach to Title VI populations using phone, paper and face-to-face
communication strategies
5. Group listening sessions with stakeholder groups
Attachment 3, Page 5 of 7
Approved by Committee For Citizen Involvement (CCI) June 3, 2014
6 | Downtown District Design- Citizen Involvement Plan
Database for Outreach
A database will be developed during phase 1 of the project and will be used to
support outreach activities to stakeholders and the public during the project. The
database will be developed using input received from the kickoff meeting, from
contact information that has been compiled as part of previous downtown planning
efforts, and during outreach events held for this project. The complete list of database
categories will be developed further during the 1st phase of the project, but an initial list
will include the following groups:
Chamber of Commerce
Property owners
Business owners/renters
Downtown residents
Willamette Heights neighborhood residents
Washburne Neighborhood Association
Washburne neighborhood residents
Agencies (Willamalane, SUB, ODOT, LTD)
SRDC
NEDCO
Other nonprofits
Youth
City residents
Potential developers
Underserved populations (those with disabilities, low income, non-English speakers)
Community leaders
City staff
City council
Planning Commission
Historic Commission
Arts Commission
BPAC
CDAC
DAC
Library
Parking Advisory Committee
Public Safety
Attachment 3, Page 6 of 7
Approved by Committee For Citizen Involvement (CCI) June 3, 2014
7 | Downtown District Design- Citizen Involvement Plan
4.) Public Events
The project team will conduct an event(s) to get input on the proposed design
standards, such as an open house at city hall or outreach at community events.
Specific public event activities will be developed during the 1st phase of the project,
but may include:
1. Open house event(s) with the following focus:
Review of existing design standards and proposed categories
Review of proposed amendments and design standards
2. Display outreach at local community events, such as the Springfield Farmers
Market and Summer Fair
5.) Project Website
The project will utilize the existing Downtown Planning website to communicate project
updates and provide draft work products for public review. The current website will be
updated to include information about the Downtown Design Project scope of work and
opportunities for involvement and input. The website will be updated on a regular basis
to reflect the changing status of the project and its work products/outcomes.
6.) Public Hearings
Public hearings provide opportunity for community members to submit formal
comments to the Planning Commission and City Council regarding the project prior to
formal adoption. The Planning Commission and City Council will both conduct public
hearings on this project. The final schedule of public hearings will be determined during
the course of the project.
Attachment 3, Page 7 of 7