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HomeMy WebLinkAbout2024 01 03 AIS Annexation Code - Draft CIS Staff ReportAGENDA ITEM SUMMARY Meeting Date: 1/3/2024 Meeting Type: Regular Meeting Staff Contact/Dept.: Haley Campbell/Chelsea Hartman Staff Phone No: 541-726-3647/541-726-3648 Estimated Time: 30 minutes S P R I N G F I E L D COMMITTEE FOR CITIZEN INVOLVEMENT Council Goals: Promote and Enhance our Hometown Feel while Focusing on Livability and Environmental Quality ITEM TITLE: SPRINGFIELD DEVELOPMENT CODE AMENDMENTS: ANNEXATIONS – DRAFT COMMUNITY INVOLVEMENT STRATEGY ACTION REQUESTED: Staff request input on and approval of the Draft Community Involvement Strategy for the Springfield Development Code Amendments: Annexations project. ISSUE STATEMENT: The Community Involvement Strategy will serve as a guide for project communication and outreach activities for the Springfield Development Code Amendments: Annexations. Currently, Springfield Development Code section 5.7.115 requires a City Council public hearing for annexations with an exception in one narrow context: “a single lot/parcel adjacent to the city limits and city services and not dividable by Partition or Subdivision.” However, existing code language is unclear about the initiation and review process, and most annexations involve a Council public hearing. Additionally, the reduction in minimum lot size changes made during Phase 1 of the Development Code Update project make the clause: “not dividable by Partition or Subdivision” less applicable than before. For example, the recent changes reduced the minimum lot size from 4,500-5,000 square feet down to 3,000 square feet on most lots and even smaller for those created through the middle housing land division process. Staff will seek direction during the community outreach process on whether to continue to allow or expand instances when annexations would not require a public hearing. This project will also include clarifying existing code language to provide a straightforward initiation and review path for annexations. Staff has prepared a Community Involvement Strategy for this project for the Committee for Citizen Involvement’s review and approval. ATTACHMENTS: 1. Springfield Development Code Amendments: Annexations – Draft Community Involvement Strategy 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 involvement strategies and engagement plans. These documents propose actions to seek an effective exchange of information during the formation and adoption of amendments to land use regulations. Staff proposes the following tactics for the Springfield Development Code Amendments: Annexations: • Project information posted on the project webpage (e.g., factsheet/FAQs) • Project updates shared via social media, City newsletters • Mailings to property owners who may be most impacted by the potential changes • Workshops for interested parties to present information and request feedback • Springfield Planning Commission and City Council Public Hearings At this meeting, staff will provide an overview of the project, highlight the content of the Community Involvement Strategy, and be available for questions. Some questions for discussion include, but are not limited to: 1. Are the proposed involvement tactics the best method to achieve the outreach goals given limited resources? 2. Any edits or additions to the Key Messages? 3. Are there additional opportunities to involve the community given the adoption requirements and time constraints? Springfield Development Code Amendments: Annexations Community Involvement Strategy – Draft The Community Involvement Strategy will serve as a guide for project communication and outreach activities for the Springfield Development Code Amendments: Annexations. This document describes the activities that the City of Springfield will implement to provide opportunities to understand the proposed code amendments and provide meaningful input. I. INTRODUCTION Background This project is a continuation of work related to a larger Springfield Development Code Update project that has been ongoing since 2018 involving a phased plan to update the entire Development Code. This project is part of Phase 3 of the Development Code Update which includes sections that were not updated in Phase 1 (Housing - focused on Middle Housing requirements) or Phase 2 (Employment Lands). This project would amend the Annexations section of the Development Code in an effort to enable efficient, timely, and clear development review to support Springfield’s economic development priorities while honoring Springfield’s hometown feel now and in the future. II. PURPOSE OF THE SPRINGFIELD DEVELOPMENT CODE AMENDMENTS: ANNEXATIONS Currently, Springfield Development Code (SDC) section 5.7.115 requires a City Council public hearing for annexations with an exception in one narrow context: “a single lot/parcel adjacent to the city limits and city services and not dividable by Partition or Subdivision.” However, existing code language throughout the Annexations Development Code section (SDC 5.7.100) is unclear about the initiation and review process, and most annexations involve a Council public hearing. Additionally, the reduction in minimum lot size during Phase 1 of the Development Code Update project make the clause: “not dividable by Partition or Subdivision” less applicable than before. For example, the recent Development Code changes reduced the minimum lot size from 4,500-5,000 square feet down to 3,000 square feet on most lots and even smaller for those created through the middle housing Attachment 1, Page 1 of 6 land division process. Staff will seek direction during the community outreach process on whether to continue to allow or expand instances when annexations would not require a public hearing. The project objectives are to: 1. Provide easy to understand code language presented in a clear and user-friendly format. 2. Provide a straightforward initiation and review path for annexations. 3. Enable efficient review of annexation applications, which includes a discussion on whether to continue to allow or expand instances when annexation would not require a public hearing. III. INVOLVEMENT STRATEGY Per Section II.A.1.b.(2) of the City of Springfield’s Citizen Involvement Program, the Springfield Committee for Citizen Involvement (CCI) is charged with: “The preparation and adoption of legislation or other programs necessary to implement adopted plans. In this context the citizen involvement program must provide the opportunity to participate in the preparation and adoption of such legislation or programs.” Outreach Goals 1. Ensure the community understands the key issues related to the proposed Development Code amendments – e.g., require a public hearing for all annexations or expand instances where a public hearing would not be required. 2. Communicate accurate, understandable, and timely information to the community and interested parties throughout the process, including explaining potential impacts and tradeoffs of the proposed changes. 3. Seek feedback on the proposed Development Code amendments from interested parties, community members, and decision-makers. Interested Parties & Outreach Audiences Given the nature of the amendments, coordination and notice will be focused on the following: 1. Property owners who may be most impacted by the potential code changes, especially owners of properties with septic tanks and single-unit dwellings within the urbanizable area of the urban growth boundary (UGB). 2. Builders, landscape architects, engineers, and residential realtors who take an interest in development in Springfield. 3. General community members who may have an interest in providing comments. Attachment 1, Page 2 of 6 Community Engagement Process Community Input & Decision-Making Structure The community input and decision-making structure is presented below. The structure is designed to ensure that the community is engaged and consulted, and that the Springfield City Council, Planning Commission, and Governance Committee have the benefit of community input at major milestones of the project. Decision-Making Groups Springfield City Council: The Springfield City Council has oversight and decision-making responsibilities for the project. The Springfield City Council holds the ultimate local authority on the approval and adoption of the final Development Code. Planning Commission: The Planning Commission will act in its capacity as the Committee for Citizen Involvement (CCI) to approve the Community Involvement Strategy. The Planning Commission will conduct a work session and public hearing that will provide opportunity for community input on the proposed code amendments before making a recommendation to City Council. Advice & Input Groups Governance Committee: A Governance Committee has been established to provide informed direction to the project team by providing direction on at a policy level. If staff is needing policy direction on how to approach the amendments to the annexation section of the Development Code, staff could ask this committee to convene and provide direction. The Governance Committee is comprised of two Elected Officials and two Planning Commissioners. General Community Input: Springfield community members will have opportunities to provide input at key points throughout the project as outlined in this Community Involvement Strategy. A concerted outreach effort will seek input from the community on draft code language that is developed. This input will feed into a public hearing draft code that will be presented to the Planning Commission. The Planning Commission will conduct a public hearing and make a recommendation to the City Council. The City Council will conduct a second public hearing and take into consideration the Planning Commission recommendation as well as additional public input to make a final decision. Attachment 1, Page 3 of 6 Key Messages The use of key messages throughout project communications is helpful in maintaining consistent messaging about the outreach goals and project objectives. These messages are to be used both on written communications and as talking points. • The City of Springfield is committed to: o Reducing development barriers to allow for efficient utilization of the available land supply inside Springfield’s urban growth boundary. o Promoting compact, orderly, and efficient urban development. o Making development decisions predictable, fair, and cost-effective. o Broadening, improving, and diversifying the Springfield economy. • The Springfield Development Code Amendments: Annexations project will explore changes to clarify existing Development Code language, such as clarifying what requirements apply based on different annexation initiation methods. • The City of Springfield will continue to annex properties only when the property owner(s) requests to be included within the city limits and the proposed annexation will result in a boundary in which the minimum level of key urban facilities and services can be provided in an orderly, efficient, and timely manner. • Existing language throughout the Annexations Development Code sections is unclear about the initiation and review process and most annexations involve a Council public hearing. • Currently, Springfield Development Code section 5.7.115 requires a City Council public hearing for annexations with an exception in one narrow context: “a single lot/parcel adjacent to the city limits and city services and not dividable by Partition or Subdivision.” • The reduction in minimum lot size changes made during previous phases of the Development Code Update project make the clause “not dividable by Partition or Subdivision” less applicable than before. For example, recent Development Code changes reduced the minimum lot size from 4,500-5,000 square feet down to 3,000 square feet on most lots and even smaller for those created through the middle housing land division process. • Staff will seek direction during the outreach process of this project on whether to continue to allow or expand instances when annexations would not require a public hearing. For example, allowing an exception for properties with failing septic or to facilitate proactively connecting to sewer before a septic system fails. • Current state law does not require a public hearing for all annexations and potential amendments could make the Springfield Development Code more consistent with state law. • Public hearings will continue to be required for withdraw properties from special districts to remain in compliance with state law. Attachment 1, Page 4 of 6 Community Involvement Tactics There will be multiple ways and opportunities for the Springfield community to receive project information and provide input on the project prior to and during the adoption process. The activities listed below highlight the specific communication strategies that are anticipated to be used throughout this project. These strategies will include explanation of the potential impacts from the proposed changes where applicable. Additional outreach tactics will be explored on an as needed basis working in tandem with the City’s Development and Public Works Communications Team. Community Engagement Strategies Purpose Timeline Level of Community Involvement Project webpage Provides project information and an opportunity to provide public comment. Ongoing Inform and gather input Updates through Social Media (ex. Facebook, Instagram, X (formerly Twitter), Nextdoor, etc.) and the City’s Development Code Update newsletter Build overall awareness and promote project activities and findings using the City’s social media and newsletters. Ongoing/As needed Inform Factsheet/FAQ’s Provide information about project and answer common questions. As needed Inform Workshops Gather input on options to consider for draft code updates to inform which option(s) move forward for consideration in the Adoption Phase. Target audience includes property owners, developers, realtors, etc. Winter 2024 Consult and gather input Mailings/postcards to property owners who may be most impacted by the potential code changes Provide information, invite to participate, and request feedback. Create based on project timeline, update as needed Inform and gather input Governance Committee Provide input and feedback on options to consider for code updates to inform which option(s) move forward for consideration in the Adoption Phase. If needed Consult and gather input Attachment 1, Page 5 of 6 Public Hearings Receive public comment on draft code Adoption Phase Gather input Measures of Success Measures of success will help determine the effectiveness of community involvement efforts. The City will evaluate the effectiveness of community engagement throughout and at the end of the project in staff debrief meetings after key project milestones. The following factors can be used to assess the engagement efforts: • Number of participants attending meetings or events. • Number of website views during a specific time period. • Number of project comments received (phone, email, comment cards, online). • How project decisions have been modified as a result of public input. • Whether the comments received are relevant to the project (project understanding). • Was the project executed as planned or did changes support the goals. Timeline The proposed Springfield Development Code Amendments: Annexations must be finalized and adopted by the Springfield City Council. The target schedule is: November 2023 – February 2024: Draft Code Language for Staff and Community Review January 2024: Take the Community Involvement Strategy to the Committee for Citizen Involvement for Review and Approval Winter 2024: Conduct Involvement Tactics and Refine Code based on Feedback Spring – Summer 2024: Springfield Planning Commission Work Session, Public Hearing, and Recommendation Fall 2024 and Beyond: Springfield City Council Work Session and Public Hearing Followed by Deliberation and Adoption. Post-Adoption Implementation. Attachment 1, Page 6 of 6