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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