HomeMy WebLinkAbout2012 07 03 AIS DAC ApplicationAGENDA ITEM SUMMARY Meeting Date: 7/3/2012
Meeting Type: Work Session Staff Contact/Dept.: David Reesor/DPW
Staff Phone No: 726-4585
S P R I N G F I E L D PLANNING COMMISSION Estimated Time: 45 Minutes
ITEM TITLE: DEVELOPMENT ADVISORY COMMITTEE APPOINTMENT
ACTION REQUESTED:
The CCI is asked to review the attached materials and list of suggested DAC categories and endorse or advise
the Council on the final make up of the committee.
ISSUE STATEMENT:
City Council has directed staff to create a Development Advisory Committee (DAC) to solicit feedback from
the community on development policies and regulations and serve as Goal 1 citizen involvement on a wide
range of potential changes to the Springfield Development Code and other land use policy documents.
Council has selected specific categories for the makeup of the committee; staff is seeking confirmation from
the Committee for Citizen Involvement that the categories recommended by Council are sufficiently broad
based to satisfy Goal 1 requirements. Council is scheduled to select committee members on July 23, 2012.
ATTACHMENTS: Attachment 1: DAC Background Information
Attachment 2: DAC Recruitment Materials
DISCUSSION:
The Planning Commission acts as the City of Springfield’s Committee for Citizen Involvement (CCI) in
accordance with Statewide Planning Goal 1. The CCI reviews and approves public involvement plans for city
wide planning initiatives consistent with adopted methods of public involvement and Statewide Planning
Goal 1.
In the recent past the City Manager and City Council worked with staff and a development community Joint
Work Team (JWT) on the narrow charge of reviewing application and review procedures through a Developer
Input Process (DIP). This activity occurred during the last eighteen months and resulted in changes to several
of the City’s business practices. The Mayor and City Council now wish to broaden the discussion to include the
evaluation of policy and code requirements influencing the land development process. A potential outcome
of this process could be a recommendation from the DAC to amend these policies and regulations. Because
amendment of land use policies and development regulations is defined by statute as a post acknowledgment
plan amendment, the programmatic elements of the evaluation process must comply with Goal 1
requirements for citizen involvement, thus the importance of a broad-based and community represented
committee.
Once a decision is made by the Council to initiate policy or code amendments the second phase of the citizen
involvement process begins (workshops or other city-hosted events; interactive tools such as web based
surveys; and Planning Commission and City Council work sessions and public hearing. It is recommended that
the DAC continue to provide oversight and serve as the Goal 1 public involvement for any proposed plan or
code amendments.
As the principal public involvement for a potentially wide range of plan and code amendments the DAC
membership must meet Goal 1 guidelines for broad based public participation. The City Attorney and senior
staff have assisted the Mayor and Council with the suggested makeup and role of the DAC, providing a list of
core and discretionary categories for recruitment and selection. The attached materials provide background
on this process and the Council’s recommended DAC categories. The Committee is asked to review the same
list of suggested categories, the Council’s selections, and endorse or advise the Council on the final make up
of the committee in its capacity as the CCI.
The City Council also anticipates having a Council liaison assigned to the DAC and suggested that the Planning
Commission also consider a liaison to the Committee. Staff will discuss the anticipated role and schedule for
the DAC during the presentation of this proposal. Senior staff from the Development and Public Works
Department will continue to staff the DAC and subsequent code/policy initiatives.
Please refer to Attachment 2 for a description of the local projects that will address the target areas of the grant
guidelines.
M E M O R A N D U M City of Springfield
Date: 5/14/2012
COUNCIL
BRIEFING
MEMORANDUM
To: Gino Grimaldi
From: Len Goodwin, Development and Public Works Director
Matt Stouder, Managing Civil Engineer
Jim Donovan, Urban Planning Supervisor
Subject: DISCUSS PUBLIC INVOLVEMENT PROCEDURES FOR
THE DEVELOPMENT COMMUNITY TO PARTICIPATE IN REVIEW OF PLANNING AND DEVELOPMENT
REGULATIONS.
ISSUE: Staff recently completed a Developer Input Process (DIP) with members of the development community, where work products were focused on customer service, efficiency improvements and
changes to ministerial code provisions. Some DIP members expressed a desire to work on other larger development related issues and staff has prepared a Developer Advisory Concept (DAC) for Council’s consideration.
COUNCIL GOALS/
MANDATE:
Community and Economic Development and Revitalization
The City of Springfield’s Development and Public Works (DPW) Department has a tradition of
periodically reviewing development requirements and procedures with the development community to increase efficiency, reduce costs and meet Council’s goals of providing sound community and economic
development, maintaining public infrastructure and improving livability. Effective communication with a diverse cross section of the community on development issues is integral to meeting those goals.
BACKGROUND:
The recent Developer Input Process was a successful collaboration between the development community
and City staff on continuous process improvement of issues prioritized by the development community. (Attachment 2 provides a summary of DIP accomplishments.) However, the success of the DIP process was limited in scope to customer service, efficiency improvements and changes to ministerial code
provisions because it was a self-selected group and lacked the broad public involvement process necessary for larger land use initiatives. This limiting factor was not always apparent and lead to
occasional friction and delays during the process. At the conclusion of the DIP, some committee
members expressed an interest in examining additional development regulations, policies and standards.
In the 11/28/11 Work Session with Council on DIP activities, staff committed to scheduling a work
session to discuss ways for the development community to participate in a more diverse public involvement process suitable for a range of development related issues. In order to provide this level of
flexibility the structure would best be similar to a Citizen Advisory Committee (CAC), where Council appoints a committee with specific goals and the necessary resources to provide broad public involvement, then reviews the committees work prior to adoption procedures. This step is normally
only taken when the scale of the planning effort has the potential for long term and significant impacts to the City warranting direct involvement by elected officials.
Staff finds that the level of involvement requested by the development community may warrant such a step and submits the following Developer Advisory Committee (DAC) concept for Council
consideration.
Attachment 1-1
Staff Review and Recommended DAC Concept
A Development Advisory Committee would function as an ad hoc technical advisory team to City Council, Planning Commission and staff. The process would feature the following elements and flow as
graphically depicted below:
The strengths of this proposal are Council participation in goal setting and committee selection, broader committee involvement and input, and streamlined review of work products. These features include the
strengths of the former DIP process and the capability to review a wider range of development related
issues. To function effectively and cover a broad range of concerns, staff recommends the DAC be staffed with 10 to 12 committee members selected from an equally broad range of citizens and groups with vested interests in the development process. The following table reflects committee member
categories that staff consider core to the DAC process and those that could be considered discretionary.
Council Approves
DAC Stakeholder
Groups, Agenda and
Schedule
Staff Supports DAC
Process and
Prepares Report
DAC Presents
Report to Council
With Staff
Council Considers
DAC Requests and
Directs Staff to
Prepare Changes
Adoption and
Implementation
Attachment 1-2
Core Categories Discretionary Categories
Builder Affordable Housing Interests
Business Owner Business Owner (additional)
Citizen-at-Large x 2 Large Employer
Environmental Protection x 2 Planning Commission Rep
Consultant Services Consultant Services (Additional)
Developer Springfield Chamber of Commerce
Women and Minority Owned Business x 2 Non-Governmental Organization
Conclusion: This proposal incorporates group strengths into a process that is inclusive, efficient and
flexible enough to provide a level of public involvement appropriate to the scale of any project. If the concept is satisfactory to Council, staff will move forward with the solicitation process for the DAC
positions and schedule time with Council for candidate interviews prior to summer recess. Staff would
then meet with the DAC members during summer recess and work on identifying priorities and issues, and report back to Council in the fall.
RECOMMENDED ACTION:
Staff recommends the DAC approach as the most efficient method of providing the development community with a structure to communicate their priorities for land use and development initiatives
and public involvement in the preparation and adoption of policies and regulations. If Council agrees, staff will move forward for solicitation of DAC appointments and initiate committee work as
described above.
Attachment 1-3
www.springfield-or.gov
FOR IMMEDIATE RELEASE
June 12, 2012
Contact: Niel Laudati 541.726.3780
Cell: 541.221.3686
~ Media Advisory ~
SPRINGFIELD ACCEPTING APPLICATIONS
FOR DEVELOPMENT ADVISORY COMMITTEE
The City is currently accepting applications to fill a 10-member Development Advisory
Committee to review development related issues within the City of Springfield. The
deadline to apply is 12 noon on July 11, 2012. Committee members will be selected and appointed at the July 23, 2012 City Council work session.
Copies of the application form are available at the Development & Public Works
Department at City Hall, 225 Fifth Street. Electronic copies of the application are
available at www.springfield-or.gov/dsd/Planning/index.htm.
Background:
The City of Springfield is developing a new Development Advisory Committee. The role of this Committee will be to provide broad based public participation, prioritization of
development issues affecting all areas of the City of Springfield and make
recommendations to City staff, the Planning Commission and City Council on a wide
range of development and public works initiatives. The City Council will consider all
changes recommended by the Committee and select priority development issues for review and revision by the Committee. The product will be a more efficient and inclusive
development review process. The City Council seeks representation from the public at
large, home owners, business owners and the development community. All interested
parties are encouraged to apply.
For more information, contact the Development & Public Works Department at 541-
726-3759 or Jim Donovan (726-3660, jdonovan@springfield-or.gov) or Matt Stouder
(541-736-1035, mstouder@springfield-or.gov )
Attachment 2-1
City of Springfield
Development Services Department
225 Fifth Street
Springfield, OR 97477
APPLICATION
Development Advisory Committee
Please print or type:
Position Applying for: Springfield Development Advisory Committee
First Name: ___________________ Middle Initial: _____ Last Name: _____________________________
Mailing Address: ________________________________ City: ___________________ Zip: ___________
Day phone: ______________________ Evening Phone: _____________________
Email: _______________________________________________________________
Occupation: ______________________ Place of Employment/School: ____________________________
Education: ______________________________________________________________________________
1. To ensure that a diverse mix of perspectives and backgrounds is represented on the committee, the City
will appoint representatives in the categories listed below. More than one representative will be selected for
some of the categories. Please indicate which interest group best describes you (select all that apply).
• Builder (Residential)
Home Address: __________________________________ City: _________________ Zip: _________
• Business Owner
Business Address: _______________________________ City: _________________ Zip: _________
• Consultant Services
Business Address: _______________________________ City: _________________ Zip: _________
• Developer (Commercial)
• Citizen-at-Large
• Sustainability
• Affordable Housing Advocate
2. If appointed, could you begin your term in August 2012? Yes No
3. Are you available to attend meetings:
Attachment 2-2
In the evenings? Yes No
During work hours? Yes No
4. How did you hear about this vacancy?
Website Newspaper Ad Newspaper Article Radio/TV
Mailed Notice Word of Mouth Other: ______________________
Please print or type your answers to the following questions on an additional sheet(s) of paper:
5. Briefly discuss why you feel that you fall within the category(ies) you selected under Question 1 and why
you feel that you should be chosen to represent the views of the interest group you selected.
6. Why are you interested in serving on this committee?
7. What experience, training, qualifications, or skills would you bring to this committee?
8. What specific contribution do you hope to make by serving on this committee?
9. Briefly describe any involvement you have had with development in Springfield. What was your role in the
development process? List any specific projects you feel defined your experience.
10. List any organizations, boards, committees or professional associations of which you are a member.
11. What development topics concern you that relate to this committee?
12. Is there any other information related to your serving as a member of this committee that you would like to
tell us?
Please return this application
NO LATER THAN 12 noon on 7/11/12 to:
Jim Donovan, Urban Planning Supervisor Matt Stouder, Managing Civil Engineer
Development & Public Works Department Development & Public Works Department 225 Fifth Street 225 Fifth Street
Springfield, OR 97477 Springfield, OR 97477
Tel: 541.726.3660 Tel: 541.736.1035 Fax: 541.736-1035 Fax: 541.736-1035
Email: jdonovan@springfield-or.gov Email: mstouder@springfield-or.gov
Attachment 2-3