HomeMy WebLinkAbout2018 03 06 CCI
City of Springfield
CCI Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD COMMITTEE FOR CITIZEN,
INVOLVEMENT HELD TUESDAY, April 18, 2018
The City of Springfield Committee for Citizen Involvement met in a work session in the City Council Chambers, 225
Fifth Street, Springfield, Oregon, on Tuesday, March 6, 2018 at 6:00 p.m., with Greg James presiding.
ATTENDANCE
Present were Chair Greg James, Vice Chair Michael Koivula, Commissioners Nick Nelson, Tim Vohs, Sean Dunn,
Andrew Landen, and Troy Sherwood. Also present were Development and Public Works Current Development Manager
Greg Mott, Senior Planner Molly Markarian, Public Information & Education Analyst Loralyn Spiro, Public Affairs
Analyst Amber Fossen, City Attorney Mary Bridget Smith, and Management Support Specialist Brenda Jones and
members of the staff.
ABSENT
STAFF REPORT
1. CITIZEN ENGAGEMENT FOR RELOCATING GLENWOOD RIVERFRONT STREET DESIGN
STANDARDS FROM EDSPM TO THE SPRINGFIELD DEVELOPMENT CODE-
In an effort to promote and enhance citizen involvement in the City’s planning processes, Springfield’s Committee for
Citizen Involvement (CCI) reviews, evaluates, and approves proposed processes to encourage citizen involvement
during the formulation and adoption of land use policies.
The attached citizen engagement plan has been developed to build upon prior citizen involvement opportunities for
Glenwood land use planning efforts and to encourage and maintain open channels of communication between the City
and the affected parties for the forthcoming proposed land use amendment to relocate Glenwood Riverfront street
design standards from the EDSPM to the Development Code. The draft plan presents background information on the
project, the purpose of the citizen engagement plan, and proposed strategies and tactics to engage the public in this
stage of the land use planning process.
In 2012, the Springfield City Council adopted amendments to the Eugene-Springfield Metropolitan Area General Plan
(Metro Plan) diagram, Glenwood Refinement Plan (GRP) text and diagram, Springfield Development Code, and
Springfield Zoning Map for the Glenwood Riverfront (Phase I GRP). The Department of Land Conservation and
Development (DLCD) ultimately acknowledged the amendment package in 2014. To implement the GRP
transportation policies, the Council adopted amendments to the City’s Engineering Design Standards and Procedures
Manual (EDSPM), including specific design standards for the Glenwood Riverfront internal street network in 2012.
These Glenwood-specific street standards comprise Appendix 1A of the EDSPM.
The adopted and acknowledged Phase 1 GRP incorporated an extensive citizen involvement process over the course
of the 6½-year work task, including an active Citizen Advisory Committee, mailed and newspaper notices, and
numerous public hearings at the Planning Commission, Springfield City Council, and Lane County Board of
Commissioners. The development and adoption of the EDSPM amendments to incorporate the Glenwood Riverfront
street standards into Appendix 1A also provided opportunities for citizen engagement. Specifically, the EDSPM
updates were posted on the City’s website, three emails were sent to nearly 50 members of the engineering and
development community asking for input, and the Council held a duly noticed public hearing.
On the recommendation of the City Attorney’s Office, the City is currently in the process of relocating all land use
regulations from the EDSPM to the Development Code, leaving only engineering standards in the EDSPM. The
City of Springfield
Committee for Citizen Involvement Minutes
January 20, 2016
Page 2
Glenwood Riverfront Street Cross-Section Standards amendment is the first in a series of amendments to transfer
regulations from the EDSPM to the Development Code that will come before the Planning Commission and City
Council for review and deliberation.
Statewide Planning Goal 1 – Citizen Involvement – calls for the opportunity for citizens to be involved in all phases
of the planning process. Glenwood residents, businesses, and property owners, as well as the broader Springfield and
regional community, have been given extensive opportunities to be involved in all phases of the planning process for
the Glenwood Riverfront street design standards. Opportunities during the development and adoption of the Phase I
GRP and the adoption of the standards into the EDSPM were described above. At this time, additional opportunities
for engagement are proposed through the public process to incorporate these same standards into the Springfield
Development Code.
This Citizen Engagement Plan outlines the proposed strategies and tactics for providing consistent, timely, and
accurate information to the public about the project, thereby facilitating opportunities for involvement in this phase of
the planning process. Citizen engagement strategies define how to achieve overall objectives by answering “what”
will be done. The tactics answer “how” by identifying the specific activities that will be implemented to further
strategies and overall objectives. The same tactic is often used to meet multiple strategies.
Strategies
• Raise awareness of pending land use action and opportunities for public comment
• Provide accurate information to citizens who may be affected by land use action
• Provide effective two-way communication with citizens
• Assure that technical information is available and in an understandable format
Tactics
➢ Mail public notice and responses to Frequently Asked Questions to all Glenwood Riverfront residents and
property owners
➢ Provide information and answer questions regarding Glenwood-related projects at City Open House at
Roaring Rapids
➢ Advertise public hearings in legal notices section of the Register-Guard
➢ Provide public hearing agendas and/or agenda packets to interested parties who have asked for such
notification (including local media outlets and newspapers, local utilities, school districts and partner
agencies, local state representatives, the Eugene and Springfield Chambers of Commerce, the Lane
Homebuilders Association, and neighborhood groups and leaders)
➢ Post information concerning proposed amendment and dates of public hearings on City website
➢ Hold Planning Commission and City Council public hearings prior to deliberation
➢ Provide project updates on City social media sites
Commissioner Koivula asked who received the notice
City of Springfield
Committee for Citizen Involvement Minutes
January 20, 2016
Page 3
Commissioner Vohs asked if this was tied to the Springfield Development Code re-write. Greg Mott answered that this is
not part of that project. There will be months of organizing to get feedback from the Planning Commission. It is possible
that the amendments that is before the Planning Commission may be moved to a different section’
Commissioner Vohs asked if the section 2.5 incorporated into the Springfield Development Code. Molly responded that
at the time the practice was that those standards were put into the Engineering document
Commission Koivula
Commissioner James, asked when the mailing went out. Moly answered February 28, 2018. Was there much public input
. Molly answered that there was a tremendous amount of input during that process.
Commissioner Koivula asked if the public hearing will be ……………he also recommended doing a PSA announcement
as well.
Commissioner James made a motion to accept seconded by Commission Landen 6:0:1 absent.
2. OVERVIEW OF CITY’S COMMUNICATION EFFORTS-
Amber Fossen and Loralyn Spiro introduced themselves to the CCI
The City’s continuing responsibilities under Statewide Planning Goal 1, Citizen Involvement, include an appointed
Committee for Citizen Involvement and an adopted citizen involvement plan. While these elements maintain
compliance with the Goal, they are not intended to meet all demands for communications at the City.
The City’s communications staff routinely designs and implements activities and campaigns to communicate
messages to specific audiences or the entire community. Communications staff will present an overview of the current
program capabilities to help inform future CCI-approved citizen involvement plans; and also to give a sneak-peek at
what’s on the horizon.
How community members receive information and engage with their government changes rapidly as new media
channels and technology is introduced into the market. The City’s Communication team works on a daily basis to
create, enhance, promote, and support the City’s communication, education, outreach and engagement efforts.
Members of the City’s Communication team will provide an overview of the City’s overall communication efforts
including:
• Departments with communication positions;
• Examples of services provided to support City projects and programs;
• How communication needs have grown at the City over the years;
• How the level of involvement by the Communication team is determined;
• When communication planning may be used or needed;
• Communication Plan components; and
• New resources and trends on the horizon in 2018 in the field of communications and for the City.
Amber and Loralyn went through a PowerPoint presentation to the Planning Commission.
City of Springfield
Committee for Citizen Involvement Minutes
January 20, 2016
Page 4
Some of the highlights are:
• Advantages to a Communication Team
• Examples of Services
• Communications Planning
• Communications Plan Components
• Examples pf Tactics
• What’s on the Horizon
o New City Website in 2018
o The importance of visuals continues to increase
o Short, easy to read messages continue to trend up
o Emails & e-updates still effective communication channels
Commissioner James asked about communications in Spanish. Loralyn responded that they are working on this.
Commissioner James asked about the Website. Loralyn responded that we will be leaving the DreamWeaver platform to
too WordPress.
Commissioner James asked about what the City is doing about multiple platforms (cell phones, iPads…etc)
Commissioner Koivula asked if the Library will be combining their website with the Cities. Loralyn answered that yes,
the Library will be moving onto the new city platform.
Commissioner James asked what kind of data analytics. Amber responded that ……….the current website is a big hole.
Commissioner James spoke about Team Springfield. In the past, there has been a newsletter, but lately he hasn’t seen
one. Amber answered that there will be a meeting in the next couple of weeks to talk about this topic.
Commissioner Landen asked if there is a way to Loralyn responded that the new website will have a drop
down
Commissioner James noticed from the School District what he has notices about their outreach. He wants to know how
we can communicate better with the citizens when notifying about public processes
Commissioner Koivula asked about Facebook, Loralyn responded that they have used Facebook for like Spring Clean Up,
but the City could do a better job in using Facebook
Commissioner Sherwood asked if the City has anything to do with the Springfield Utility Board mailings. Lorayln
responded that the City has a contract for two flyers that go into the Utility Bills per year.
ADJOURNMENT
The meeting was adjourned at 7:00 p.m.
Minutes Recorder – Brenda Jones
City of Springfield
Committee for Citizen Involvement Minutes
January 20, 2016
Page 5
______________________
Greg James
Planning Commission Chair
Attest:
____________________
Brenda Jones
Management Support Specialist