HomeMy WebLinkAbout2022 03 01 AIS_Community Engagement Plan_Comp Plan Map_sbAGENDA ITEM SUMMARY Meeting Date: 3/1/2022
Meeting Type: Regular Meeting
Staff
Contact/Dept.:
Monica Sather/DPW
Staff Phone No: 541-736-1038
Estimated Time: 25 Minutes
COMMITTEE FOR CITIZEN INVOLVEMENT (CCI) Council Goals: Mandate
ITEM TITLE: COMMUNITY ENGAGEMENT PLAN: COMPREHENSIVE PLAN MAP
CLARIFICATION PROJECT
ACTION
REQUESTED:
Review and approve or approve with modifications: (1) Community Engagement Plan
for the Comprehensive Plan Map Clarification Project; (2) Bylaws for the project’s
future Project Advisory Committee.
ISSUE
STATEMENT:
In accordance with Springfield’s adopted Citizen Involvement Program and Statewide
Planning Goal 1: Citizen Involvement, staff prepared a Draft Community Engagement
Plan for the Comprehensive Plan Map Clarification Project. Staff request input on and
approval of the Draft Community Engagement Plan. The Draft Community
Engagement Plan identifies working with a Project Advisory Committee as an
important way to inform quality project outcomes. Staff also request input on and
approval of the Draft Bylaws for the Project Advisory Committee.
ATTACHMENTS: ATTACHMENT 1: Draft Community Engagement Plan
ATTACHMENT 2: Draft Project Advisory Committee Bylaws
DISCUSSION: To promote and enhance meaningful opportunities to work with community members
on the City’s planning projects, Springfield’s Committee for Citizen Involvement
evaluates and approves Community Engagement Plans. Community Engagement Plans
propose actions to seek an effective exchange of information during the formation and
adoption of land use policies and amendments to land use plans.
The Draft Community Engagement Plan:
• Provides information about the project’s scope with a focus on process;
• Identifies strategies to encourage and maintain open channels of communication
between the City and the public throughout the project based on the project’s
parameters and timeline; and,
• Identifies goals for engagement to reference before initiating a strategy and to
reference afterward when assessing the success of the process used.
Obtaining input from a Project Advisory Committee is one strategy in the Community
Engagement Plan. Attachment 1 identifies the proposed composition of the Project
Advisory Committee, its role, and the extent of its commitment. Staff will use an open
process to recruit the Project Advisory Committee following approval of the
Community Engagement Plan. Following recruitment, the Committee for Citizen
Involvement will select and appoint Project Advisory Committee members.
The recruitment announcement will share the Bylaws (Attachment 2) as approved by
the Committee for Citizen Involvement with the intent of sharing expectations early on
to make the best use of Committee members’ time. The Project Advisory Committee
will review the Bylaws at its first meeting and may modify the Bylaws as needed.
This project is partially funded by Oregon General Fund dollars through the Department of Land Conservation and
Development. The contents of this document do not necessarily reflect the views or policies of the State of Oregon.
Draft for Review by the Springfield Committee for Citizen Involvement: March 1, 2022
This Community Engagement Plan will serve as a guide for outreach and community
engagement activities for Springfield’s Comprehensive Plan Map Clarification Project. It
describes activities that the City of Springfield will implement to ensure that interested
and affected parties, together with the project team, have opportunities to receive and
provide meaningful input to one another. The Community Engagement Plan is designed
with the general public, potential and future advisory committee members, decision
makers, and the project team in mind as the intended audience.
Comprehensive Plan Maps establish “plan designations” for the use of lands in a city or
county. When it comes to land use requirements, most people are more familiar with the
concept of “zoning.” Zoning and plan designations are closely related, but they are
separate tools. Plan designations on a Comprehensive Plan map are used as a policy and
planning tool and tend to be more high-level. They reflect the community’s vision and
generally identify the type, location, and intensity of future development. Zoning, in
contrast, is used as an “implementation” tool for realizing the overall vision in the
Comprehensive Plan Map. Zoning is typically more detailed. For example, it identifies
allowable uses within a specific zone and can specify standards for design and
development of properties and buildings. It is subservient to, and should be consistent
with, the Comprehensive Plan Map which takes legal precedence for land use decisions
and is the visual component of the guiding land use document for each local jurisdiction.
Attachment 1, Page 1 of 14
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• Established by the Comprehensive
Plan Map
• Policy & planning tool
• Reflects community’s long-term
vision for future land use
• Identifies type, location, intensity of
future development
• Takes legal precedence for land use
decisions
• Designates higher-level land use
types (e.g., “Commercial”)
• Established by the Zoning Map &
Development Code
• Policy implementation tool
• Helps realize Comprehensive Plan vision
• Identifies allowable uses and prescribes
design/development standards
• Subservient to and generally consistent
with Comprehensive Plan Map
• Classifies uses in a detailed way: (e.g.,
“Neighborhood Commercial,” “Community
Commercial,” “Major Retail,” “General
Office” Zoning Districts)
For many decades, Eugene and Springfield shared a comprehensive plan: the Eugene-
Springfield Metropolitan Area General Plan (Metro Plan). The Metro Plan was created as
the sole, official long-range comprehensive plan (public policy and vision document) of
metropolitan Lane County including the cities of Eugene and Springfield. In recent years,
Eugene and Springfield responded to unique needs within their jurisdictions by
establishing separate urban growth boundaries and land supplies for their individual
populations according to State statute. As a result, comprehensive planning is evolving
toward city-specific plans.
Because of the resource-intensive nature of moving from one comprehensive plan
structure to another, Springfield is developing the Springfield Comprehensive Plan in
phases. A key initial step is to clarify the boundaries of plan designations depicted on the
original Metro Plan Diagram, which was adopted in 2004 as an 11” x 17” paper map. The
Diagram is a high-level map that conceptually shows general land uses in an area at a
metropolitan scale but is generally not property-specific. Currently, where no property-
specific designation has been adopted, the boundaries of plan designations are
determined on a case-by-case basis. Because Comprehensive Plan Maps are foundational
to land use policy and planning, this initial clarifying step to accurately represent plan
designations on a map at a property-specific level is important to establish a strong
foundation for moving forward on future-oriented comprehensive planning projects at the
local level. Section IV (page 11) outlines the overall project tasks that provide the
framework for this Community Engagement Plan.
The Comprehensive Plan Map Clarification Project will create a property-specific
Comprehensive Plan Map for Springfield. This map will add greater certainty to
Springfield’s plan designations. Currently, the Metro Plan and its Diagram (i.e., map)
serve as a combined Eugene-Springfield comprehensive plan to guide decisions about how
to use land within the region. The Metro Plan Diagram does not meet today’s needs for
showing which plan designations (general land use types) apply to each property within
Attachment 1, Page 2 of 14
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the region. The Metro Plan Diagram is only a “broad brush,” graphic depiction of projected
land uses and major transportation corridors. Clarifying the location of the plan
designations by interpreting the Metro Plan Diagram for each property within Springfield’s
urban growth boundary will provide a solid understanding of known conditions in a visual
way and will streamline the land use research process with better property lookup tools.
With the purpose of the project in mind, the project will result in the following outcomes:
1. Springfield will have its own, adopted Comprehensive Plan Map that shows plan
designations within Springfield’s urban growth boundary.
2. The public will have access to web-based tools that include adopted plan designations.
These tools for land use research include MapSpring (Springfield’s interactive mapping
tool), Lane County Zone and Plan Map Viewer (a Lane County interactive mapping
tool), and the Regional Land Information Database (Lane County’s suite of web-based
analysis applications). These tools will be easy to find and easy to use.
3. Plan designations will be determined at a property-specific level for better certainty
about land uses.
4. The City will know what steps to take to eliminate barriers to development for
properties where such barriers are caused by conflicts between how a property is
zoned and how it is designated by the Comprehensive Plan.
5. The property-specific Comprehensive Plan Map will serve as the basis for a future
buildable lands inventory project.
6. This project will position the City to adopt a Housing Needs Analysis by December
2025 and take measures to improve the accessibility and affordability of housing to
meet the community’s needs in compliance with Statewide Planning Goal 10.
7. The City will identify opportunities for other future planning projects by understanding
issues and policy questions that emerge from this project’s research.
The project team is committed to sharing information and gathering input throughout the
project. Goals for working with project partners and the broader public (Springfield
community and any interested parties) are to:
• Build awareness: Share project information through multiple communication
channels to reach a large number of community members.
• Create space for dialogue: Ensure that project partners and broader public have
opportunities to provide input on the project.
Attachment 1, Page 3 of 14
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• Foster understanding: Ensure that project partners and the broader public
understand the key issues and implications related to Springfield’s property-specific
Comprehensive Plan Map.
• Simplify without overgeneralizing: Communicate complete, accurate, and
understandable information to project partners and broader public throughout the
project, including explaining potential impacts of creating a property-specific
Comprehensive Plan Map.
• Accountability: Explain how input will influence the process and demonstrate how the
project incorporates this input into the final Comprehensive Plan Map.
• Respect: Foster and sustain a collaborative and mutually respectful process while
completing the Comprehensive Plan Map Clarification Project.
• Timely communication: Provide project partners and the public an accessible,
responsive project team.
• Agency collaboration: Communicate actively with Springfield agency partners and
other regional public partners to allow them to consider if and how the clarity gained
from this project will help them fulfill their shared missions to serve the public.
• Appropriate scaling: Develop engagement strategies and conduct outreach activities
commensurate with the level appropriate for this type of work.
• Reliability and adaptability: Use the Community Engagement Plan as the guiding
document and resource for the project team when questions arise and/or the need to
revisit strategies becomes apparent.
The following graphics represent the project’s decision-making process and simplified
information flow. The design of the decision-making process will ensure that the project’s
working groups (advisory committee and technical team) can shape the project early on
and will ensure that the project reflects community input before public hearings occur.
This input may include input about a specific property or be in response to the broader
map and policy questions explored during project Task 3.
Attachment 1, Page 4 of 14
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Figure 1: Decision-Making Process
Springfield’s Committee for Citizen Involvement will provide key initial guidance to the
Project Core Team that ensures adequate opportunities for community members’
involvement in all phases of the project. Also supporting the effort are other project
partners: a Technical Resource Group and a Project Advisory Committee (described later
in this section). Input from the broader community on a draft of the property-specific
Comprehensive Plan Map will inform the next draft proposed for adoption. The project’s
key messages note that staff will be available to work with community members
throughout the project. As part of the public hearing process, the Springfield Planning
Commission will make recommendations to the Springfield City Council regarding adoption
of the Comprehensive Plan Map and associated plan amendment package. Lane County’s
Board of Commissioners will receive recommendations from the Lane County Planning
Commission also regarding these legislative plan amendments.
Attachment 1, Page 5 of 14
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Figure 2: Information & Development Flow (Simplified)
Springfield Committee for Citizen Involvement: The Springfield Committee for
Citizen Involvement’s review and approval of the Community Engagement Plan will
provide foundational guidance to the Project Core Team on how to make sure the Project
Team can work effectively with and meaningfully involve Springfield’s community
members throughout the project.
Project Advisory Committee: The role of the Project Advisory Committee is to provide
the Project Core Team with support necessary to develop a property-specific
Comprehensive Plan Map by:
• Establishing a forum to identify, discuss, and resolve issues and concerns.
• Reviewing and providing feedback on draft work products in a timely manner.
Membership: The Project Advisory Committee will represent various topic interests and
perspectives from within the community, but the intent is for the Project Advisory
Committee to share a common experience: members will be users of the current Metro
Attachment 1, Page 6 of 14
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Plan Diagram and will use the future property-specific Comprehensive Plan Map. The
Project Core Team will actively reach out to potential participants to invite them to
apply for the Project Advisory Committee. The Springfield Committee for Citizen
Involvement will appoint Project Advisory Committee members. The goal for the size
of the Project Advisory Committee is to have at least five members, and ideal
composition would include representation from:
• Community members at-large (representative members of the community
throughout Springfield to include landowners and/or renters)
• Land use experts/interests
• Additional economic experts/interests (e.g., businesses, Chamber of Commerce,
other organizations, etc.)
• Housing development and supply experts/interests (e.g., Homebuilders Association,
Board of Realtors, non-profits, etc.)
Project Advisory Committee meetings will be open to the public for observation. The
interested parties list will receive e-updates of upcoming Project Advisory Committee
meetings. Notice of all Project Advisory Committee meetings will be submitted to media
outlets and will be announced on the project webpage.
Technical Resource Group: The Technical Resource Group will provide the Project Core
Team with technical support necessary to navigate methodology-related details to help
the team reach the primary milestone of the project work: creating the property-specific
Comprehensive Plan Map. Support will include advising on the mapping approach, framing
of possible issues, and identifying the necessary text and map amendments to the Metro
Plan and the Springfield Comprehensive Plan (Task 4).
• Establishing a forum to identify, discuss, and resolve technical issues and concerns.
• Establishing a forum to maintain interdepartmental and interagency communication.
• Providing data and information as requested.
• Reviewing and providing feedback on draft work products in a timely manner.
Membership: Upon formation, the Technical Resource Group will consist of partner
agencies with various relevant technical perspectives and insights. The Project Core
Team will actively reach out to potential participants to invite them to the Technical
Resource Group. The list of proposed Technical Resource Group member
representatives is below.
• City of Springfield staff (3-4 total)
• City of Eugene staff
• Lane County staff
• Lane Council of Governments (RLID/mapping perspective and planning
perspective)
• Department of Land Conservation and Development (DLCD) staff
• Other partner agency staff as available (e.g., Springfield Utility Board, Springfield
Public Schools, and the Willamalane Park and Recreation District)
Attachment 1, Page 7 of 14
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Planning Commissions: The Springfield Planning Commission and the Lane County
Planning Commissions will review draft materials and provide recommendations on project
materials to the City Council and Lane County’s Board of Commissioners, respectively. The
project team will provide one or more briefings throughout the process and will solicit
feedback and guidance at one or more work sessions before the public hearing.
City Council and County Board of Commissioners: The Springfield City Council and
Lane County’s Board of Commissioners have the ultimate decision-making responsibility
for the project. The Board of County Commissioners must co-adopt the Map for it to
become effective in areas outside the city limits that are within the Springfield urban
growth boundary. The project team will provide one or more briefings to the City Council
and will solicit feedback and guidance at one or more work sessions prior to the public
hearing.
The goal is to engage the public throughout the project as highlighted in the engagement
strategies (page 10). A concerted outreach effort will seek input from: (1) property
owners about whether the plan designation for their properties appears correct; and (2)
property owners and the broader community on some policy questions and associated
options for displaying information on the Comprehensive Plan Map. Figure 2 (page 6)
identifies a key point/event(s) where all members of the public, with a focus on properties
that require clarification, can share their knowledge and provide input for consideration on
the draft map. Staff will be available for questions and other assistance throughout the
project as depicted on Figure 2.
Community members can also provide testimony at public hearings. The Springfield and
Lane County Planning Commissions will conduct a public hearing process and make a
recommendation to the City Council and Board of County Commissioners. The City Council
and Board of County Commissioners will also conduct a public hearing and take into
consideration the Planning Commission recommendation as well as additional public input
to make a final decision.
The Project Core Team is made up of City of Springfield and Lane Council of Governments
(LCOG) staff. LCOG will provide technical and other types of planning support on the
project. The Project Core Team will carry out key research, analysis, and technical steps.
The Project Core Team will also coordinate the work, integration, and information sharing
of all committees, groups, and the general public.
Using key messages throughout project communications is helpful to maintain consistent
messaging about the project’s goals and outcomes. These messages can appear on
Attachment 1, Page 8 of 14
Page | 9
written communications and serve as talking points and can adapt to include feedback and
themes from various phases of the project:
• The City of Springfield is committed to sharing useful information, which will involve:
o Getting the facts right and clarifying “what is.”
o Documenting Comprehensive Plan designations for all properties throughout the
city and its urbanizable area (within the urban growth boundary).
o Establishing an accurate foundation to enable decisions about property that are
sound and are based on quality research.
o Delivering and maintaining better and more accessible tools for the public to make
property research easier.
• This project will not change already-adopted plan designations. This project is not a
visioning project that explores what “will be.” It is about interpreting the generalized
locations of currently adopted plan designations on the Metro Plan Diagram to provide
specificity by showing how those designations apply to each property in Springfield.
• Understanding what Springfield wants more of (and where) and making a plan for how
land use can help accomplish those goals is an important part of our work, but it is
outside the scope of this project.
• With a “no surprises” approach to creating the Comprehensive Plan Map through fact
finding, the project team will confirm plan designations that require research and
interpretation with property owners to ensure the plan designations take into account
property owners’ knowledge.
• Before finalizing the Comprehensive Plan Map, every member of the public will be able
to identify the plan designation for individual properties on the draft Map.
• There will be multiple opportunities for Springfield community members and project
partners to review draft materials, ask questions, and provide input on the project.
• City staff welcome questions about the project. We are here to help you.
The activities listed below highlight the project’s specific communication strategies outside
of the legal notices that are required as part of the public hearing process. These
additional strategies will:
• Seek property owners’ understanding of their properties’ plan designations and will
explain how plan designations affect future development potential.
• Share information with and obtain input from the broader community on some policy
questions and associated options for displaying information on the property-specific
Comprehensive Plan Map.
The project team will also strive to provide materials in Spanish where opportunities exist
to meet needs for translation and interpretation and will seek to meet the needs of as
many ages and abilities as possible when sharing information about and seeking input. For
example, the team will account for various needs in its design of mailers and the format of
engagement platforms (e.g., electronic or in-person with ADA accessibility in mind).
Where appropriate, the project team will also consult community resources and/or the
City’s Committee for Diversity and Inclusion on these matters.
Attachment 1, Page 9 of 14
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Community Engagement Strategies
Strategy Purpose Timeline Level of
Engagement
Project webpage: To
include interactive
property lookup tool of
the public review draft
of the map, FAQs, key
dates, and more
Provides project
information in one location
Early 2022 Inform, gather
feedback with any
tools on the
webpage
E-update(s) Establish online sign-up
tool, share periodic
updates (topics, ways to
stay involved, key dates)
Ongoing/as
needed
Inform
Social media
(e.g., Facebook,
Twitter, etc.)
Build overall awareness
and promote project
activities and findings
Ongoing/as
needed
Inform
Factsheet/FAQs
(FAQs on project
webpage; factsheet to
circulate several ways)
Share key messages,
project information,
answer common questions
Early 2022,
develop
additional and
update as
needed
Inform
Flyer Provide information to
recruit Project Advisory
Committee members
Early 2022 Inform
Project Advisory
Committee
Provide input on policy
questions re: map display
Establish 2022,
meet as needed
Consult, gather
feedback
News release Announce timely
information
As needed Inform
Communications and
work sessions with
appointed/elected
officials
Share progress, confirm
options, respond to
recommendations and
direction
Mid-2022 at end
of Task 3 (draft
map), 2023 for
Task 5
(adoption)
Inform, gather
feedback, seek
direction, decide
Direct outreach (e.g.,
mailings) to specific
property owners
Provide and request
information, invite
participation, gather
feedback
Mid 2022 to
support
completion of
the map (Tasks
3, 4 as needed)
Inform, gather
feedback
One-on-One
communications (can
be telephone calls or
in-person meetings)
Provide information,
gather clarifying
information from property
owners, answer questions,
invite feedback
Mid 2022 to
support
completion of
the map
(Tasks 3, 4)
Inform and gather
information
Open Houses and/or
Drop-In Sessions: In
person if possible,
project webpage as a
launch for online
engagement
Provide project
information, gather
feedback, answer
questions (including
property-specific inquiries)
Mid-2022
(Task 4) after
completion of
draft map
(Task 3)
Consult, gather
feedback
Analytics Evaluate effectiveness of
engagement formats
Ongoing Analysis
Debrief meetings After key project
milestones
As needed Analysis
Attachment 1, Page 10 of 14
Page | 11
The project has five overall tasks. Tasks 1 and 2 establish project protocols and strategies
for community engagement (including the development of this Plan). Tasks 3, 4, and 5
are the points in the project when input from the public on the Comprehensive Plan Map
can occur. Below is an outline of the five discrete project tasks with a focus on key
community engagement opportunities relevant to Tasks 2 through 5.
• Discuss the scope of work in the Grant Agreement and team communication protocols
with members of the Project Core Team and hold a larger kickoff meeting.
• Define resources for project work (file systems, research tools, documents, coordinate
with City of Eugene on similar project efforts, etc.).
• Execute an Intergovernmental Agreement between the City and LCOG to bring LCOG
into the project team.
• Create the Community Engagement Plan. Present to the Springfield Committee for
Citizen Involvement for review, modifications, and approval.
• Implement the Community Engagement Plan.
• Prepare Draft and Final Project Advisory Committee Bylaws. Share Committee for
Citizen Involvement-approved bylaws as part of Project Advisory Committee
recruitment materials.
• Recruit for Project Advisory Committee (e.g., news release, social media, informational
one-pager/flyer).
• Develop project identity and project branding including webpage with basic and easily
accessible project information (including frequently asked questions and factsheets).
• Hold Project Advisory Committee meetings (2-4 meetings) and Technical Resource
Group meetings (2-4 meetings). Prepare meeting materials to discuss technical
aspects of project, share progress, and ultimately review potential plan designations
and potential policy clarifications. Examples of policy questions these two bodies will
guide the Project Core Team on include:
1. Should the Comprehensive Plan Map show plan designations for public rights-of-
way (e.g., streets)?
2. What is the best way to display information about neighborhood refinement plans
on the Comprehensive Plan Map, if at all?
• Share progress and confirm options with appointed and elected officials (at a
minimum, the Springfield Planning Commission and City Council; County involvement
at this early stage is to be determined).
Attachment 1, Page 11 of 14
Page | 12
• Update the project webpage for project status and next steps.
• As needed, conduct direct outreach to specific property owners (e.g., mail, e-mail,
and/or phone) who have a property that appears to have multiple plan designations
within its boundary and/or who have a property that require other types of map
interpretation. The focus of the outreach to property owners will be to share project
information, seek owners’ knowledge of their properties’ current plan designations, and
to confirm plan designations.
• (Continue from Task 3 as needed): Conduct direct outreach to specific property owners
(e.g., mail, e-mail, and/or phone) who have a property that appears to have multiple
plan designations within its boundary and/or who have a property that require other
types of map interpretation. The focus of the outreach to property owners will be to
share project information, seek owners’ knowledge of their properties’ current plan
designations, and to confirm plan designations.
• Create a public review draft of the property-specific Comprehensive Plan Map. Share
on the project webpage.
• Ensure project staff are available for one-on-one communications to answer questions
from the community during office hours (format(s) depending on COVID precautions in
place at the time).
• Engage the broader public through open houses and/or drop-in sessions. In-person
format(s) depend on COVID precautions in place at the time. The project webpage can
also serve as a launch point for any online engagement.
• Share results of engagement with the Project Advisory Committee (final meeting).
• Refine the draft Comprehensive Plan Map and text amendments.
• Based on public input and coordination with regional partners, identify and document
any unresolved policy questions to address in a future project.
• Coordinate with City of Eugene and Lane County on approach to adopting Springfield’s
Comprehensive Plan Map.
• Provide legal notice for public hearings.
• Use other formats (outside of legal notice) to communicate updates to interested
parties (e.g., project webpage, e-updates, social media, news release).
• Write and share (via project webpage) staff report and findings to support the
property-specific Comprehensive Plan Map and corresponding text amendments.
• Hold joint work session/public hearing with Springfield and Lane County Planning
Commissions.
• Hold joint work session/public hearing with Springfield City Council and Lane County
Board of Commissioners.
• Adopt ordinance amending the Metro Plan and Springfield Comprehensive Plan.
• Send out notices of adoption.
Attachment 1, Page 12 of 14
Page | 13
• Update project webpage and inform staff, the public, and other agencies of the
adopted Comprehensive Plan Map.
The City and DLCD finalized a Grant Agreement for the project in November 2021. Figure
3 (page 14 is a high-level project timeline that shows the project’s intended phasing from
November 2021 through 2023. It represents the process and timeline for review and
feedback and ultimate adoption of a property-specific Comprehensive Plan Map.
Attachment 1, Page 13 of 14
Page | 14
Figure 3: Estimated Project Timeline
S O N D J F M A M J J A S O N D J F M A M J
Task 1: Project Kickoff
Task 2: Establish Basis for Community Engagement
2.1 - Community Engagement Plan (CEP)
2.2 - CEP at Committee for Citizen Involvement (CCI)
2.3 - Recruit Project Advisory Committee Members
2.4 - CCI Appoints Project Advisory Committee
2.5 - Project Branding
2.6 - Create Project Webpage (Edits Ongoing)
Task 3: Map Analysis & Draft Materials
Task 4: Map Iteration & Adoption Preparation
Task 5: Adoption ProcessAttachment 1, Page 14 of 14
Project Advisory Committee Bylaws - Draft
APPROVED ________________
ROLE
The role of the Project Advisory Committee (PAC) is to provide the Project Core Team
with support necessary to create a property-specific Comprehensive Plan Map for
Springfield by:
• Establishing a forum to identify, discuss, and resolve issues and concerns.
• Providing data and information, as requested.
• Reviewing and providing feedback on draft work products in a timely manner.
The PAC members’ input will reflect their interests, expertise, and perspectives. The
Project Core Team will consider this input within the context of the project purpose and
relevant adopted plans and policies.
MEMBERSHIP & REPRESENTATION
The PAC is comprised of community members appointed by the Springfield Committee
for Citizen Involvement. PAC members represent a range of interests. PAC membership
is for the duration of the Comprehensive Plan Map Clarification Project.
While some PAC members reflect particular interest areas and can bring expertise about
specific topics based on work or other experience, members participate as individuals
who seek the best solutions for the community as a whole. PAC members are
encouraged to communicate with their networks regarding the PAC's work, and to
report concerns and questions back to the PAC.
COMMUNICATION & MEETING STRUCTURE
• All emails and other forms of communication (text messages, social media, etc.)
regarding PAC business are considered public record. As such, they are subject
to review upon request.
Attachment 2, Page 1 of 3
3/1/2022 Page 2 of 3
• Communications (verbal or electronic) about PAC business with other PAC
members outside of meetings should be avoided to comply with public meeting
laws.
• Communication with staff is encouraged to help answer questions or address
concerns.
• PAC meetings will be scheduled as needed but will attempt to follow the target
schedule reviewed at the first PAC meeting.
• The proceedings of all meetings will be summarized by project staff and made
available to all PAC members at least one week in advance of the next scheduled
meeting. At that meeting, staff will ask the PAC to approve the meeting notes as
presented or approve the meeting notes with changes. Approved notes will then
be made available to the public.
• PAC meetings will be open to the public for observation. Notice of upcoming PAC
meetings will be posted on the City’s event calendar and be shared with the
project’s interested parties list and media.
PROTOCOLS
As members of the PAC, we agree to the following protocols for working together:
MEETING PREPARATION & PARTICIPATION
We agree to:
• Attend all meetings and/or notify Committee Facilitator (Jacob Callister, Lane
Council of Governments)) if we have an unavoidable conflict that requires us to
be late or absent. If absent from a meeting, agree to read materials and get
briefed on the information presented, deliberations, and outcomes of the
meeting;
• Prepare for meetings by reading materials in advance;
• Arrive on time (whether virtually or by phone);
• Missing two consecutive meetings (extenuating circumstances notwithstanding)
will result in project staff forwarding the PAC member’s attendance record to the
Committee for Citizen Involvement for action.
MEETING CONDUCT
During meetings, we agree to:
• Listen carefully and respectfully, seeking to understand each other;
• Actively participate in the discussion by contributing perspectives and asking
questions;
• “Share the air” – letting others speak once before speaking again;
• Focus on the subject at hand and help the group stick to the agenda;
• When referring to the past, link it productively to current discussions; and,
• Put cell phones on silent mode, avoid side conversations, and be courteous and
judicious with the use of other electronic devices.
Attachment 2, Page 2 of 3
3/1/2022 Page 3 of 3
PROVIDING COMMITTEE INPUT TO PROJECT TEAM
• We will strive to make any group-based input by consensus, understanding that
our input is strengthened by high levels of agreement. Consensus is achieved
when all members can accept and will support the input.
• If it is clear consensus cannot be reached, then a simple majority of the
members present will be required for any formal input to be represented as a
PAC recommendation to the Project Core Team. If this level of agreement cannot
be reached, then there will be no recommendation from the Committee. The final
list of any recommendations or other input may include some discussion of the
opinions of PAC members that were not in the majority.
• A majority of members attending will constitute a quorum at that meeting.
• Although we will not use alternates or proxies, we will consider written
comments from our fellow PAC members when they are unable to attend.
• Input to the Project Core Team will be respected as final to avoid backtracking,
unless the committee as a whole agrees there is sufficient new information to
reconsider a previous input.
EXTERNAL COMMUNICATIONS
Outside of PAC meetings, members agree to:
• Support the group process in communications with others and with each other;
• Speak about their own experience in the group as individuals, but not to speak
for the group. Inquiries requiring a collective response from the PAC should be
referred to the City Project Manager (Monica Sather) and/or Committee
Facilitator (Jacob Callister); and
• Contact staff regarding suggestions to help future meetings and activities work
more effectively.
EXPECTATIONS OF PROJECT TEAM
• Schedule PAC meetings.
• Give as much lead-time as possible to alert/remind PAC members of upcoming
meetings and work to keep members informed of key updates between
meetings.
• Distribute meeting agenda and meeting materials by e-mail at least one week in
advance of meetings.
• Printed materials will be provided to PAC members upon request. Requests for
printed materials will go to staff at least three business days prior to the meeting
to allow time for printing and coordination to distribute.
• Meetings will incorporate as many opportunities for PAC discussion as possible
for PAC members to interact meaningfully within the scheduled meeting time and
project schedule.
Attachment 2, Page 3 of 3