HomeMy WebLinkAboutItem 03 Appointment of Development Advisory Committee Members, Creation of a Mission Statement and Approval of a Timeline AGENDA ITEM SUMMARY Meeting Date: 7/23/2012
Meeting Type: Work Session/Reg. Mtg
Staff Contact/Dept.: Jim Donovan/DPW
Matt Stouder/DPW
Staff Phone No: 541-726-3660
541-736-1035
Estimated Time: 45 minutes/05 minutes
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Promote and Enhance
our Hometown Feel
while Focusing on
Livability and
Environmental Quality
ITEM TITLE: APPOINTMENT OF DEVELOPMENT ADVISORY COMMITTEE MEMBERS,
CREATION OF A MISSION STATEMENT AND APPROVAL OF A TIMELINE
FOR INITIAL DISCUSSION OF DEVELOPMENT ISSUES AFFECTING THE
CITY OF SPRINGFIELD BY THE COMMITTEE, PLANNING COMMISSION
AND THE CITY COUNCIL.
ACTION
REQUESTED:
Work Session: 1) Review and approve applications received for participation on
the Development Advisory Committee, 2) Provide direction to the newly formed
Committee by approving a draft mission statement, and 3) Review and approve a
conceptual work plan and timeline for the prioritization of issues for Council and
Planning Commission discussion in October.
Regular Meeting: Formally appoint members to the Development Advisory
Committee.
ISSUE
STATEMENT:
City Council considered creation of a Development Advisory Committee during
their May 14, 2012 Work Session and directed staff to proceed with solicitation of
applications and prepare draft work plans for the creation of such a committee.
ATTACHMENTS: 1. Council Briefing Memorandum
2. Development Advisory Committee Applications
DISCUSSION/
FINANCIAL
IMPACT:
Staff has solicited for, and received, nine applications for a Development Advisory
Committee. The applicants self identify in all of the core categories endorsed by
Council on May 14, 2012. The attached Council Briefing Memorandum provides
copies of the applications and details on the logistics of launching the committee
and returning to Planning Commission and Council in October with a set of issues
for consideration and next steps. Resources for the initial creation of the committee
are limited to staff time commitments and meeting materials.
M E M O R A N D U M City of Springfield
Date: 7/23/2012
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: Appointment of Development Advisory Committee members
and initial direction from City Council and Planning
Commission on formation, goals and process timelines.
ISSUE: City Council considered creation of a Development Advisory Committee during their May 14, 2012
Work Session and directed staff to proceed with solicitation of applications and preparation of draft work plans
for the creation of such a committee.
COUNCIL GOALS/
MANDATE: Promote and enhance our home town feel while focusing on livability and environmental quality.
The City of Springfield 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 proposed changes is integral to meeting those
goals and providing public involvement consistent with Statewide Planning Goal 1- Public Involvement.
BACKGROUND:
Staff has solicited for, and received nine applications for a Development Advisory Committee. The applicants
self identify in all of the core categories endorsed by Council on May 14, 2012. Copies of the applications are
attached and this memorandum sets out recommendations on the logistics of launching the committee and
returning to Planning Commission and Council in October with a set of preliminary issues for consideration and
next steps.
This memorandum provides information and recommendations for City Council to: 1) Review and approve
applications received for participation on the Development Advisory Committee, 2) Provide direction to the
newly formed Committee by approving a draft mission statement, and 3) Review and approve a general work
plan and timeline for the DAC to compile a preliminary list of development issues for Council and Planning
Commission discussion and prioritization in October.
1) Review and Approval of DAC applications.
During the May 14, 2012 Work Session, the City Council endorsed the DAC concept as an appropriate process
for the development community to communicate their priorities for updates to land use and development
regulations and provide a level of Goal 1 public involvement appropriate to the scale of any code revision
project the Council authorizes. Staff solicited applications for committee participation using the following
table of core categories, as amended in Work Session:
Attachment 1-1
Core Categories Discretionary Categories
Builder (Residential) Builder (Commercial)
Business Owner x 2 Minority Business Owner
Citizen-at-Large x 2 Large Employer
Sustainability Advocate x 2 Lane County Home Builders Assoc.
Consultant Services Consultant Services (Additional)
Developer Springfield Chamber of Commerce
Affordable Housing Interests Non-Governmental Organization
On the evening of July 3, 2012, the Springfield Planning Commission, acting as the Committee for Citizen
Involvement (CCI), reviewed the proposed committee categories of the proposed Development Advisory
Committee (DAC). The CCI endorsed the citizen involvement opportunities represented by the proposed
committee categories. The Planning Commission also expressed interest in the future functions of the
committee and their role in the process as the CCI and Planning Commission. These interests included
committee selection, the process for topic selection, analysis, and option development, and the employment of a
variety of public events, advanced communication techniques, and public hearing venues. The Planning
Commission’s role in the process is further discussed and reflected in Sections 2 and 3 of this memo; the table
below represents the results of the recruitment process endorsed by the Council and Commission.
Staff received nine applications for the Development Advisory Committee between June 12 and July 11, 2012.
The application materials submitted by the applicants are included in this AIS packet as Attachment 2. The
applicants self identify in all of the core categories endorsed by Council on May 14, 2012.
DAC APPLICATION SUBMITTAL DATA
Applicant Builder
(Res.)
Business
Owner
Consultant
Services
Developer Citizen
At
Large
Sustainability
Advocate
Affordable
Housing
Farrington X
Koivula* x x x x x X x
Satre X
Hall* x X x x x x x
McMahon* X x
Knapel* X x
Burstein X
Clough* X x
Hyland * x X
*Application materials asked applicants to check all categories that apply.
Attachment 1-2
The above distribution reflects an approach that selects single category applicants first and fills out the category
list using the flexibility provided by the applicants who self identified in more than one category. It should be
acknowledged, and the Council may wish to reinforce the principle that the applicants will be required to
represent the category for which they are selected. Two additional observations are noteworthy: 1) two thirds
of the applicants are JWT alumni, and 2) the lack of a second viable sustainability advocate.
With regard to Joint Work Team overlap, the alumni have self identified and fit into the categories identified by
Council for professional development, however 6 of 9 JWT positions represent an imbalance of interests. The
overall make up is more balanced if a City Councilor and Planning Commissioner are added, however in lieu of
overlapping interests and active Council and Commission involvement, the Council may wish to have staff
formally or informally recruit for additional committee members. The interests of sustainability, affordable
housing and business owners are under represented and could be served by major employer or professional
market economics and real estate interests. With six committee members from the JWT and six from the public
and other interests the Planning Commission and City Council targets of approximately 12 members and broad
based representation are met. Council and Planning Commission liaisons could approve additional committee
members during initial meetings of the DAC.
Staff Recommendation: Staff recommends that Council appoint the submitting members at or near the above
distribution and direct staff to informally recruit three additional sustainability, housing and real estate
advocates from the public.
City Council may:
a) appoint from the list as received and approved herein,
b) form their own distribution of candidates in the selected categories from the pool, or
c) appoint any portion thereof and direct staff to solicit additional candidates in specific categories.
Staff will proceed under direction of Council to inform candidates on the disposition of their applications and
provide further instructions and timelines where appropriate.
2) Draft Mission Statement
The mission of the DAC should be set by the City Council with Planning Commission input, and a well
articulated mission or purpose statement would inform the development of some general guidelines to be used
in the selection of the topic areas to be pursued by the DAC as they nominate specific topics contained in the
Development Code that should be evaluated for their effectiveness and continued relevance to the community.
Staff Recommendation: Staff suggests that Council provide initial direction to guide the DAC’s activities in the
form of a draft mission statement. The following is provided as a sample for Council consideration directions:
The Development Advisory Committee shall: 1. review the process and requirements of land use and
development in the City of Springfield; 2. provide the Planning Commission and City Council with
recommendations on improving this process and outcome consistent with the Council Goal of promoting and
enhancing our hometown feel while focusing on livability and environmental quality; 3. provide a robust
forum and venue for citizen participation in this process.
A draft mission statement may be modified by the DAC, Planning Commission and City Council in the initial
joint work session of the committee.
3) Review and approve a general work plan and timeline for the DAC to compile a preliminary list of
development issues for Council and Planning Commission discussion and prioritization in October.
Attachment 1-3
The above diagram incorporates City Council and Planning Commission feedback from the July 16, 2012 Joint
Work Session on Committee, Mission Statement and Process. Key elements include:
1. DAC forms and focuses on ground rules, process issues (such as recruitment of new or replacement
members, duration of the Committee, etc.) and initial list of issues. Planning Commission review the initial list
created by DAC in Work Session. (Oct. 2012)
2. Initial level of analysis with DAC will include filtering for statutory mandates and estimates of time and
resources; the draft analysis will be presented back to PC for first prioritization. (Jan. 2013)
3. The Planning Commission and City Council conduct Joint Session to authorize process and initiatives. (Feb
2013)
4. The DAC conducts full review and approved public involvement procedures for initiatives. (July 2013)
5. Formal adoption procedures commence (Sept 2013)
1. DAC forms and
proposes
preliminary list of
potential code
revisions to PC for
draft review.
2.Staff & DAC
analyze PC-
approved draft
list and present to
PC for
refinements.
3. Council
Approves Final
List and Resources
for Review of
Code Provisions in
Joint Session
4. DAC Prepares
Public
Involvement Plans
and Reviews
Development
Regulations as
Directed by PC/CC
5. PC/CC Review,
Adoption and
Implementation
Procedures
Attachment 1-4
RECOMMENDED ACTION: Staff recommends that the Council select for appointment the nine current
applicants, and provide direction on additional members who would further represent sustainability, affordable
housing and real estate interests. Council is asked to designate one member of the Council to serve ex officio,
and request that the Planning Commission similarly designate an ex officio member. Finally, staff
recommends that the Council direct the committee members to consider the draft mission statement, with such
modifications as Council deems appropriate to make at the work session. And report back with a final
recommended mission statement and with a proposed list of issues to be reviewed in a joint work session with
the Planning Commission in October.
Attachment 1-5
Attachment 2-1
Attachment 2-2
Attachment 2-3
Attachment 2-4
Attachment 2-5
Attachment 2-6
Attachment 2-7
Attachment 2-8
Attachment 2-9
Attachment 2-10
Attachment 2-11
Attachment 2-12
Attachment 2-13
Attachment 2-14
Attachment 2-15
Attachment 2-16
Attachment 2-17
Attachment 2-18
Attachment 2-19
Attachment 2-20
Attachment 2-21
Attachment 2-22
Attachment 2-23
Attachment 2-24
Attachment 2-25
Attachment 2-26
Attachment 2-27
Attachment 2-28