Urban Forestry Code Revisions - Citizen Advisory Committee - 06/09/2010 City of Tigard
Urban Forestry Code Revisions CAC — Agenda
MEETING DATE: Wednesday,June 9, 2010, 6:30-8:30 p.m.
MEETING LOCATION: TVF&R Fire Station 50, Community Room
12617 SW Walnut Street, Tigard, OR 97223
MEETING GOALS: Provide brief project overview and background
Review committee purpose and goals
Establish committee protocols
Discuss desired outcomes
1. (Info) Welcome, introductions and agenda overview 6:30-6:35 PM
/Adrienne DeDona/
2. (Info) Review committee purpose and goals 6:35-6:45 PM
/Todd Prager, Marissa Daniels/
3. (Action) Establish committee protocols and operating procedures 6:45-7:45 PM
/Eryn Kehe/
5. (Discussion) Open discussion of desired outcomes 7:45-8:05 PM
/Adrienne DeDona, Eryn Kehe/
3. (Info) Public Comment 8:05-8:15 PM
7. (Info) Wrap up and Next Steps 8:15-8:30 PM
8. (Info) Thanks and adjourn
Next meeting:
• Please come prepared to discuss potential meeting dates and times.
URBAN FORESTRY CODE REVISIONS CAC AGENDA—June 9, 2010
City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 1 of 1
Urban Forestry Code Revisions Citizen Advisory Committee
I would like to find the best time to schedule the Urban Forestry Code Revisions Citizen Advisory Committee meetings. To do that, I need to know times
that don't work for you to meet, such as regularly scheduled meetings and previous commitments. Please block out times that you cannot meet on the chart
below with an "X". I would also like to get a sense of your preferred time of day for these meetings. Please indicate the two-hour time period(s) that you
would prefer as the regular time for this meeting by circling one (or more in) the far left column. Please return this sheet to me at our first meeting or by mail
(Community Development, 13125 SW Hall Blvd.,Tigard, OR 97223) or email (marissa e,tigaLd-oror.gov). I will do the best I can to accommodate everyone's
busy schedules! - Marissa
Day of the Week Monday Tuesday Wednesday Thursday Friday
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Time of Day
7 - 9AM
8 - 10 AM
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City of Tigard Urban Forestry Code Revisions
Citizens Advisory Committee (CAC)
DRAFT PROTOCOLS
For discussion
June 9, 2010
MEETING PROTOCOLS
During Meetings:
Committee members will:
■ Focus questions and comments on the subject at hand and focus on successfully
completing the agreed upon agenda
■ Treat everyone with respect. Be open to the group and other ideas.
■ Let others finish before speaking. Share the air— let others speak once before
speaking twice.
■ Collaborate with other group members—seek to find common ground.
■ Raise issues honestly, clearly and early in the process. Bring information to the
group about simultaneous processes or any other information relevant to the
process. This will help the group make recommendations about how to move
forward.
■ Represent our designated constituent groups.
■ Place name tents vertically on the table to indicate a desire to speak; wait for the
facilitator to call on you.
■ Put cell phones on silent mode.
■ Participate!
Other Meeting Protocols:
Committee members will:
■ Provide commitment to continued and consistent involvement in the process from
start to finish.
■ Read materials in advance.
■ Be prepared to start meetings on time.
■ End meetings on time. If agenda items cannot be completed on time, decide if the
meeting should be extended or if an additional meeting should be scheduled.
■ Formally declare any conflicts of interests (defined as any personal or family
member's loss or gain as a result of the project).
■ Provide opportunities for public comments at the end of each meeting.
■ Notify the meeting facilitator, Adrienne DeDona at Adrienne@ila.us.com or 503-235-
5881, if unable to attend a meeting.
COMMUNICATION BETWEEN MEETINGS
■ Meeting materials will be distributed by e-mail, generally one week in advance of
meetings, or mail by request (time permitting).
Between meetings, we will:
■ Speak with each other about issues and in ways that support the group process, and
not take actions or discuss issues in any way that undermines the group process.
■ Serve as conduits for information sharing. Share information with groups,
organizations and/or constituents we represent. Gather information from our
constituents that will inform committee deliberations.
■ Funnel project related communications to the committee via the facilitator or during
meetings.
■ E-mail between meetings is for information only, not for decision-making outside of
the committee meetings.
■ Prior to the meeting, comments on non-agenda items should be provided in writing.
Committee members are encouraged to provide comments to Adrienne DeDona at
least three days before meetings to allow CAC members time to review and reflect
on comments. Comments received after that time will be provided to CAC members
at the next meeting.
COMMITTEE DECISION MAKING
As an advisory committee, we recognize that decision making is the responsibility of the
Tigard City Council. However, we also recognize the significant role we have in providing
recommendations to staff based upon our technical knowledge and familiarity with
urban forestry issues. To that end, we will:
■ Work together to serve the purpose of this committee to make recommendations
that are consistent with the agreed-upon goals and objectives for this project.
■ Provide constructive suggestions for addressing issues and improving proposals.
■ Set aside personal interests in order to seek the best recommendations for all
stakeholders.
■ Work toward consensus on all major committee recommendations. [Consensus is
the point at which all committee members can support the decision as the most
viable decision for the group as a whole, although it may not be an individual
member's personal favorite]. If it is clear, after repeated attempts to find a solution
all can support, that no consensus is possible, the committee's recommendation can
include majority and minority opinions.
■ If consensus cannot be reached, a majority of CAC members present must reach
consensus for group advisement to be forwarded. If that threshold cannot be
reached, the Project Management Team will consider all comments and make an
informed decision in order to keep the project moving forward. The group does not
require a quorum to develop a group recommendation.
■ All decisions will be "frozen" unless the committee as a whole reaches consensus
that a decision needs to be revisited.
Urban Forestry Code Revisions process as presented to and chosen by Tigard City Council on 2-16-10
Tigard Tree Code Update
Draft Option 1: Comprehensive Tree Regulation Update with Enhanced Public Involvement
Project Goals
Consolidate, simplify, and update Tigard's urban forestry regulations in a manner that achieves the
following outcomes.
1. Implements the Goals and Policies of the Comprehensive Plan;
2. Implements the Goals and Sub-Goals of the Urban Forestry Master Plan;
3. Consistency with State and Regional Policies and Standards; and
4. Consistency with Council Direction and Community Preferences.
Project Scope
The project goals will be realized through a package of recommendations to Council including:
A. Amendments to consolidate and update tree management and protection standards in the
Community Development Code;
B. Amendments to consolidate and update tree management and protection regulations in the
Tigard Municipal Code,including the identification and abatement of hazard trees;
C. Development of a Tree Grove Protection Program;
D. Clarification and programming of tree removal mitigation funds; and
E. A design and maintenance manual for trees.
Public Involvement
Option 1 will utilize a high level of public involvement, to be coordinated through a Public
Involvement Plan that will appear before the Committee for Citizen Involvement (CCI) in February
and March of 2010. The role of the CCI is to review the process of communications with residents
and provide input to assist in defining an appropriate approach.
A Communication Plan will be developed and implemented to ensure that all Citizens have an
opportunity to access information on issues in an understandable form; to communicate directly
with the City; and to participate in the planning process. Each phase of the project will be broken
into discrete components to ensure transparency and comprehension of project milestones. The
Plan will speak to the ways in which Citizens and Stakeholders will be able to receive information,
communicate with City staff, and participate in the Tree Code update during each component.
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Urban Forestry Code Revisions process as presented to and chosen by Tigard City Council on 2-16-10
Based upon recent projects, and Council's desire for innovative outreach programs, the following
items will be components of the project's public involvement efforts:
➢ Formation of an ad-hoc Citizen Advisory Committee (CAC) that will meet and advise staff
throughout the process
➢ Project Website
➢ Informational documents including maps, flyers, factsheets, and other educational handouts
➢ Cityscape articles and press releases
➢ Listerve messages
➢ Utilization of a neutral facilitator to help manage the process, focus the dialogue, and build
meaningful consensus.
➢ Workshops, Open Houses and Public Forums
➢ Informational Booths at Community Events
➢ Presentations to Community Groups such as service clubs and key stakeholders
➢ Opportunities for public comment at meetings of the CAC, Planning Commission, and City
Council
Key Players
Project Management Team
The Project Management Team (PMT) will consist of City staff from Community Development and
Public Works. The PMT will be responsible for project management and oversight; developing
draft documents; facilitating meetings (except for the CAC); and implementation of the
Communication Plan.
Citi.Zen Advisory Committee
A Citizen Advisory Committee (CAC), composed of Citizen Stakeholders will advise staff and seek
consensus solutions. The CAC may be led by an independent and neutral project facilitator in order
to focus and manage the meetings, ensure meaningful input by all participants, and deal with
differing views and ideas. At a minimum, the CAC will be composed of representatives from
existing Tigard committees including the Tree Board, the Planning Commission, and the Parks and
Recreation Board. These members are uniquely qualified to advise staff due to their technical
knowledge and familiarity with urban forestry issues unique to Tigard. In addition, Council may
wish to expand the CAC to include the following:
➢ Representatives from affected City departments.
➢ Representatives from specific stakeholder groups such as the Home Builders Association,
environmental groups, and professional associations.
➢ Citizens at large.
Peer Review Panel
A Peer Review Panel (PRP) will provide a comprehensive technical evaluation of the draft
amendments prior to consideration by the Planning Commission and City Council. The function of
the PRP will be to provide a professional evaluation of the package of code amendments and
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Urban Forestry Code Revisions process as presented to and chosen by Tigard City Council on 2-16-10
program recommendations to ensure they are technically sound and are likely to perform as
intended. The PRP would include private and public sector professionals and stakeholders with
experience in urban forestry, development, and natural resources.
Major Tasks
Code Amendments
Amendments to the Community Development Code &Tigard Municipal Code will address the
following issues related to Tree Management:
➢ Tree Removal,Protection, and Maintenance Standards
➢ Mitigation Standards
➢ Landscape Planting and Maintenance Standards
➢ Street Tree regulations
➢ Nuisance Trees and Hazard Abatement
➢ Code Flexibility
Clarification and Programming of Tree Removal Mitigation Funds
The project will clarify the intent and programming of tree mitigation funds collected as a result of
Tigard's tree protection regulations.
Tree Grove Inventory and Protection Program
The project will develop a tree grove inventory; an Economic, Social, Environment, and Energy
(ESEE) analysis; and grove protection incentives and/or protection standards. A consultant will be
hired to assist in this phase of the project.
Vorkshops
The project will host one or more day-long facilitated workshops for the purpose of disseminating
information, fostering dialogue with an expanded list of stakeholders, and providing opportunities
for meaningful public input prior to public hearings. City staff would be a participatory stakeholder,
with the meetings run by a neutral professional facilitator.
Design and Maintenance Manual
The project will include the development of a design,protection and maintenance manual to assist
developers and property owners. This manual will include drawings and specifications for species
selection,planting,protection, and maintenance.
Timeline & Phasing
In Option 1, the project begins with a kickoff phase where information materials are developed and
public involvement plans are reviewed and approved by the CCI. Project kickoff would also include
hiring consultants to implement specific functions such as facilitation, tree grove inventories, and
preparation of an ESEE analysis.
Time for completion of Option 1 is estimated at approximately 18-24 months. Approximately half
of this time will be spent utilizing the advice of the CAC to inform and guide the development of
comprehensive tree management regulations and related materials. The CAC would meet
periodically, on a set schedule, and would provide a venue through which stakeholder consensus
5
Urban Forestry Code Revisions process as presented to and chosen by Tigard City Council on 2-16-10
could be built before draft amendments are placed before the Planning Commission and Council.
As discussed above, the CAC schedule will incorporate one or more day-long workshops as a
mechanism for facilitating dialogue and input from an expanded group of stakeholders at key points
in the process.
Following the completion of draft amendments by the CAC, a Peer Review Committee will review
and report on the technical coherency and likely impacts of the proposed amendments. The
purpose of the committee is to provide independent, technical certainty to the Planning
Commission and Council before public hearings begin.
Following the completion of peer review,project staff will present recommended amendments and
related materials to the Planning Commission and Council for review and approval. At a minimum,
this process will take approximately four months. It is hoped that the duration and number of
public hearings will be minimized due the varied and repeated mechanisms for public information
and comment throughout the project,which should assist in the development of consensus or a
narrowing of recommended options. Beginning with project kickoff, staff will disseminate
information to the public through a variety of media and face-to-face interactions. In addition,
public questions and comments will be recorded throughout the process and presented to the CAC,
the Planning Commission, and Council as final recommendations are made for each body's
consideration.
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