10/15/2008 - Packet City of Tigard
OF
Committee for Citizen Involvement — Agenda
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MEETING DATE: Wednesday, October 15, 2008, 7:00-8:30 p.m.
MEETING LOCATION: Tigard Library, Second Floor Conference Room (Located ora east side of buildin,g)
13500 SW Hall Blvd., Tigard, OR 97223
1. (Info) Welcome and Introductions 7:00-7:05 PM
2. (Action) Approval of Minutes 7:05-7:10
3. (Info) Roberts Rules Review 7:10-7:15
/Marissa Daniels/
4. (Action) Neighborhood Networks: CIP Program 7:15-7:35
/Liz Newton/
5. (Action) Urban Forestry Master Plan Communication Plan 7:35-8:00
/Marissa Daniels/
6. (Info) Committee Membership and Goals Update 8:00-8:25
/Marissa Daniels/
7. (Info) Other Business/Announcements/Next Agenda 8:25-8:30
Next meeting:
• Wednesday, November 19, 2008, Library Second Floor Conference Room
COMMITTEE FOR CITIZEN INVOLVEMENT AGENDA— October 15, 2008
Cite of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223k 1 503-639-4171 1 www.tigard-or.gov I Page 1 of 1
CITY OF TIGARD
COMMITTEE FOR CITIZEN INVOLVEMENT
Meeting Minutes
September 17, 2008
1. CALL TO ORDER
Committee Chair Basil Christopher called the meeting to order at 7:00 PM. The meeting was
held in the Tigard Public Library, second floor conference room, at 13500 SW Hall Blvd.
2. ROLL CALL
Members Present: Chairman Basil Christopher, Myrna Boyce, Bev Froude, Gary Jelinek,
Patricia Anda,Anastasia Adriano, Sue Carver
Members Absent: Rex Caffall,Alma Islas
Staff Present: Marissa Daniels,Assistant Planner, Kim McMillan, Engineering Manager;Liz
Newton, Assistant City Manager
3. WELCOME AND INTRODUCTIONS—Chair Basil Christopher asked everyone
present to introduce themselves.Jackie Chelf, a student from the Tigard High School Senior
Seminar class,introduced herself to the group and explained her class assignment.
4. .APPROVE MEETING MINUTES
Chairman Basil Christopher asked committee members if they had any August meeting minute
emendations. The following changes were suggested:
1. On page one, Duane asked Marissa to suggest the word "accuracy" be changed to
"error" under number three, to read, "The survey results are assumed to have a 4.85%o
degree to aec-urae error and will provide input..."
2. Also on page one, Anastasia noted the misspelling of her last name under the heading
"CCI Members Absent" at the top of the page.
There was a motion by Gary, seconded by Myrna, to approve the August 20, 2008, meeting
minutes as amended. The motion carried as follows:
AYES: Christopher, Carver, Froude,Jelinek
NAYS: None
ABSTENTIONS: Anda, Boyce, Adriano
EXCUSED: Caffall, Islas
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5. PRIVATE DEVELOPMENT NOTICE REQUIREMENTS FOLLOW-UP
Basil introduced Kim McMillan, the City's Development Review Engineering Manager. Back in
April, the CCI requested more signage on projects that interrupt the flow of traffic. Specifically
on larger projects, the CCI recommended:
1. An onsite project sign with construction schedule and project supervisor contact
information;
2. Advance notice of road closures and other activities affecting neighborhoods; and
3. (City) use of comment card for feedback on how to improve the public notice process.
Kim had spoken to Brian Rager, the Assistant Public Works Director, and Vannie Nguyen, the
Engineering Manager for capital improvements,whose projects also include road construction,
about the COI's requests. Kim stated that she was present to follow-up and report what
changes had been made in each department following the CCI's requests.
The big project in Public Works that was discussed at the April meeting was the reservoir
project on Bull Mountain. Bev lives near the construction site, and when Kim asked her if there
had been improvements in signage since the April meeting, Bev responded positively. For that
project,Brian Rager confirmed that the Public Works crew had made the following
improvements in signage:
1. Orange construction signs were posted that give a general idea of how long there might
be roadway construction near/adjacent to the site;
2. Prior to actual road construction, the Public Works Department made the contractor
rent large flashing reader boards that told of the actual dates of road work; and
3. Posted an on-site project sign with overall details of the project and staff contact
information.
The City did receive phone calls from citizens regarding this project, some of which came by
way of website inquiries. Comment cards have not been used for this project.
For capital projects, Vannie noted to Kim the following notification process is used:
1. Contractors are asked to submit traffic control plans for approval approximately two
weeks prior to construction;
2. City staff sends flyers/postcards to properties adjacent to construction sites two weeks
prior to the start of construction;
3. Contractors are required to install white project signs with information concerning
construction schedule, funding source, contractor's name, and the City's phone number.
Posting of these signs is required one week prior to construction (72 hours for PMMP
projects);
4. Contractors are to hang notices on the doorknobs of abutting and impacted properties
48 hours prior to construction;
5. Contractors are required to post "No Parking" signs, as necessary, 24 hours prior to
construction.
Vannie also added that for projects that require road closures, detour signs are required and
different types of notice are also delivered. As an example, on the Walnut overlay last month
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which impacted a large number of people-adjacent residents, commuters, and others- the City
received very few calls and only one complaint about using the (temporary) Barrows Rd access
to the Albertsons shopping center.
Kim spoke to the notice procedures in the Development Engineering Department. Generally
their projects do not cause the closure of an entire road, but instead they may close a few lanes
for a couple of hours. At this time, the department does not have any projects which are
ma'orly impacting traffic. With the downturn of the economy, the number of permits has
decreased and the department currently has only a few commercial projects.
For all types of large projects, the Cityscape Newsletter and press releases are used to inform
the public. Kim is now the project manager for the Burnham Street project. As this street is a
major truck route and popular cut-through, there will be major signage and outreach for this
project.
Basil asked Kim about the safety islands on Main Street which prevent motorists from making
a left turn from Commercial Street onto Main Street.. He drew a picture on the whiteboard to
illustrate the intersection for the rest of the committee. Kim said the median wouldn't change,it
was the result of collaboration by TriMet, P&W Railroad, ODOT Rail, and the City. However,
she can be sensitive to these issues when rerouting traffic for the Burnham Street project.
Kim offered that she would be glad to be the contact person for the CCI regarding issues
relating to construction signage and project notification. Basil commented that many residents
probably don't realize they can call the City and ask about construction projects.
Bev reiterated that the increased signage is good. She asked Kim to ensure the information is
updated as construction progresses.
Basil clarified for Jackie that Kim had been to a previous meeting to discuss the notice
requirements for public projects.
Patty asked Kim if there were any plans to construct a trail along the old railroad tracks near
Tigard Street. Kim replied yes, and said that City staff, Duane Roberts,is working on this
project. Also, she shared that the property owners on the corner of Tiedeman and Tigard Street
have been in for development. Liz thinks this area would be great for activities. Kim said the
plan is for a ten to twelve foot multi-use path. Liz suggested the area be a bilinear park.
Kim also talked about a linear park soon to be constructed on Canterbury by Elmers. The plans
for this park include benches, the planting of trees and shrubs, and possibly public art.
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6. NEIGHBORHOOD PROGRAM BOUNDARY CHANGE PROPOSAL
Gary submitted a letter to Liz and the committee signed by Larry Hill, president of the Blue
Heron Homeowners Association, stating that his eighteen member community favors
participating in Neighborhood Network Area 11 rather than Area 10.
Bev asked the Committee what the negatives of such a change may be. The committee
responded that the change would not create a weird boundary as it is in the corner of
Neighborhood 10. Also, we are at the beginning stages of the program so no one saw any
potential conflicts. Liz reminded the Committee that the map was based on school district
boundaries and major roads, thus it is just a starting point.
Bev then asked the Committee to talk about the positives of such a change. Gary, who is a
member of this homeowners association, said that when he and his neighbors walk, go to
parks, etc. it is in Area 11. All of their primary movement is into Area 11.
Bev said that this issue is probably going to come up again. Basil suggested that it promotes a
sense of communit5T to be included the neighborhood where you feel you belong, For Liz, she
just wants to make sure the committee is not making changes based on a single individual's
preference.
Gait'shared that the question had been put to his neighbors, "Which neighborhood would
you rather be in?"
Liz drove this neighborhood and feels it is oriented toward Area 11, not Area 10,where it is
currently included. Gary added that wetlands separate he and his neighbors from Area 10.
There was a motion by Patty, seconded by Sue, to move the 18 member community
represented by the Blue Heron Homeowners Association from Neighborhood Network Area
10 to Area 11.
AYES: Christopher, Boyce, Froude,Jelinek,Anda, Adriano, Carver
NAYS: None
ABSTENTIONS: None
EXCUSED: Caffall, Islas
7. NEIGHBORHOOD PROGRAM: ACTIVITY GUIDELINES AND
CRITERIA
To start the discussion, Liz pointed to the Committee the Annual Event and
Beautification/Clean up applications sent with the meeting packet. The Beautification/Clean
up description the Committee has seen a few times previously. Liz pointed to minor changes
that had been made at Staff and the Committee's suggestion, such as changing the title of
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Arborist to Urban Forester. The Committee has seen the corresponding application once
before.
Gary gave the example of his neighborhood which has undertaken a clean out of 2 acres of
invasive species in adjacent wetlands. They are working with local nonprofits and are currently
about one-third of the way through the project.
Liz responded that, yes, this type of project would be eligible for the funding. The project
would need to be nominated and go through a process where the rest of the neighborhood
could weigh-in. However, this is a perfect example of the type of projects that would be
appropriate.
Liz asked if the Beautification/Clean up materials looked okay to move forward. The
Committee responded unanimously that they did.
On the subject of neighborhood events, Liz said the neighborhoods could hold something
once a week, but the City would only sponsor one event per year as long as the entire
neighborhood was invited. For example, Area 10 is gearing up for a neighborhood block party
which is to be their annual City sponsored event. Liz has asked the neighborhood who their
event coordinator will be. This coordinator will have City staff support in securing a location,
sending invitations, etc. Each neighborhood will have to meet the guidelines to be considered
a City sanctioned event.
Patty asked if the invites could also be sent through Cityscape. Liz said yes, that this will be
done by Staff, along with placing a notice in the newspaper.
Liz asked if the materials for the Neighborhood Event looked okay to move forward. The
Committee responded unanimously in favor of sending out the materials.
For the neighborhood steering committees, Liz handed out a preview of the October
Neighborhood Networks Cityscape article. She is trying to promote the neighborhood steering
committees, and call for applications.
Basil asked if there is a way to track the traffic on the neighborhood websites. She said yes
there is, and she has noticed a bump in traffic after the Cityscape Newsletter goes out each
month.
Liz spoke about the City Council's desire to start using the neighborhood websites to solicit
informal input from citizens. This would not be a scientific poll, but a quick pulse of the
community. Council would like to increase informal 2-way communication with residents.
Topics could include WES, the construction of a community center, or Family Fest. In
addition, Bev suggested the neighborhoods could send a representative to Council meetings to
discuss issues such as building a community center.
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Liz talked about doing parallel surveys, like what was done for the City's vision process. The
consultant conducted a 400 sample scientific survey and,in addition, the survey was posted
online on the City's webpage for residents to fill out. Liz found it amazing how close the
results were between the two surveys.
Liz passed out the proposed application for the neighborhood steering committees and a copy
of the October Neighborhood Network Cityscape article. The form asks whether you are
applying as a CERT or Neighborhood Watch program volunteer, a PSO member, or as an at-
large member. Applicants are asked to check all that apply. Liz spoke about her desire to add
an additional question about what neighborhood issues or concerns interest each applicant.
This way, if there are lots of applicants,it would be possible to mix up the representation of
the committee to reflect as many issues or concerns as possible. Bev noted that this is the
beginning of the process, and if the question does not give us the information we need to
form balanced committees, then we can always make changes down the road. Liz affirmed
Bev's comment.
Liz asked if the application looked good to roll out to the community. The members present
responded unanimously that the materials looked good. Liz shared that the online application
will have links to the other programs such as the Neighborhood Watch or CERT program.
Patty asked how applicants will know who else has applied. Liz responded that staff can post
information about the applicants online. Gary suggested only the name and Neighborhood
Network Area of applicants be posted online. Liz agreed this was a good idea.
Commenting on the October Cityscape article,Basil asked Liz about people who are
interested in serving on a steering committee, but do not fit into one of the three categories
listed as preferred for the at-large membership. He suggested that someone who has other
strengths to add to the committee may be turned off from applying to participate. Sue
responded that on the application the at-large positions do not seem to disqualify anyone else
from applying.
Liz suggested the wording be changed for the web, as the October Cityscape Newsletter has
already been sent out, to ensure that it says right up front that anyone and everyone can
participate. However, in the steering committee bylaws, it does state that preference will be
given to applicants who are involved in three specific programs. This decision was made
previously by the CCI.
Basil affirmed that the Committee would like to give preference to participants in the three
City programs, however not to discourage others from applying. Bev thinks it is okay that the
story went out as is, seeing as how this is just the beginning of the program and they can see
how things are going to work. Myrna suggested that as she reads the Cityscape article and does
not fit in any of the specific programs, her assumption would be that she does not qualify to
serve. Liz agreed, and said that as she does outreach for the steering committees she will not
place the emphasis on involvement in specific programs for the at-large positions. Patty asked
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and Liz affirmed that anyone can participate on the Neighborhood Network steering
committees.
Liz closed by talking about an award the CCI was nominated for with the League of Oregon
Cities for the implementation of the neighborhood web pages.
8. NEIGHBORHOOD PROGRAM: CIP PROGRAM
Marissa passed out the materials and application for the City of Lake Oswego's Neighborhood
Enhancement Grants. For next month, Liz would like to discuss whether or not the
Committee would support combining the neighborhood beautification program with the small
neighborhood enhancement grants.
Patty liked the idea of combining the programs for ease of use, it would be like "one-stop
shopping" for neighborhood program funding opportunities.
Bev asked Liz and the Committee what the negatives could be of combining the two smaller
programs. Liz does not want to halt everything that we are rolling out to wait for the
establishment of a new process. She also spoke to the positives, which could include the
possibility for additional money to be up for grabs by each neighborhood. Bev suggested that,
for this first year, we try it as the program is set up now,with two separate funding
opportunities.
Liz suggested also that we don't want to miss the Capital Improvement Program (CIP)
schedule as it starts in October.
Gary asked about the Jack Park extension. Would that qualify under the current CIP program
or under the neighborhood grant program? Marissa clarified that herein lies the confusion. A
big project, such as a new bridge across the stream, or any project over $25,000,would fit
under the already established CIP program. However, a small improvement such as a short
trail connection from the neighborhood to the park, or anything under $25,000,would fit
under the neighborhood grant program.
Liz suggested that this year the focus could be on neighborhood involvement in the
established CIP process. Neighborhood feedback will be important in helping to support
larger projects within each neighborhood.
Basil asked what the small CIP program was to be. Liz responded that $25,000 would be
available competitively to the neighborhoods for small improvement projects. Basil asked if
projects needed to be within a certain price range. Liz responded no, a single neighborhood
could apply for the whole $25,000. The Committee will make recommendations to City
Council regarding which projects receive funding. She would love to be overwhelmed with
applications, which Bev suggests will probably happen in later years.
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Basil summarized the three programs on the whiteboard:
City CIP Program Neighborhood CIP Program Neighborhood Beautification
Projects over$25,000 $25,000 Total $5,000 per neighborhood
Available Competitively All neighborhoods are eligible
Basil asked Liz if all the grant money is not applied for or spent in a given year, will that
money remain in the pot? Liz answered no, the City is on an annual budget cycle and there is
no roll over from year to year. He asked if the money left over could be rolled into the
beautification budget.
Liz asked the Committee if for the first year we should focus on neighborhood involvement in
the established CIP program (projects over $25,000). Basil did not think the two programs,
beautification and neighborhood grants, need to be combined.
Patty asked if the application process for the small CIP grants was only open to the Steering
Committee members or to the entire neighborhood. Liz responded that the program is open
to all members of a given neighborhood. However, applicants will have to show
neighborhood support for their project. For example, an individual could post a project online
for 2 weeks to solicit support.
Basil asked if there will be an annual meeting of all Neighborhood Network Steering
Committees. At this time, Liz says her goal is to get all of the steering committees up and
running first. In February is the annual Neighborhood Network open house and this will be an
opportunity for that cross-communication between neighborhoods. Each neighborhood could
brag about a project they completed, or showcase their website, for example. Basil asked Liz
about the timing of the open house which is planned in February to coincide with the City's
annual budget process. Also, there is less competition for people's time in February.
Everyone in each neighborhood will receive a post card informing them of the date and time
for their neighborhood's annual meeting. The post cards will include the meeting agenda as
`well. City staff will be available to attend the annual meetings as requested by each
neighborhood. For example, if a particular neighborhood wants information about the
Neighborhood Watch program,Jim Wolf will be There.
9. BIKE/PED CITIZEN ADVISORY COMMITTEE FOLLOW-UP
Marissa gave a report about the Transportation System Plan Citizen Advisory Committee
(TSP CAC) appointment process to date. Back in June the Committee recommended a new
process to Council regarding appointment of ad-hoc limited duration citizen advisory
committee's (CRCs). The TSP CAC is the first ad-hoc committee to be formed by this new
process.
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Last month, Mayor Craig Dirksen came to discuss the possibility of forming a bike/pedestrian
advisory committee. At that time Mayor Dirksen indicated there is little support on Council
for establishing a citizen's bike advisory committee. He said he would take back to Council as
a compromise the idea of creating a separate, ad hoc bike/ped advisory group that would have
a seat on the TSP CAC. He thought this would allow Council to see how the bike/ped
committee feeds into the TSP committee.
Marissa explained that, as part of the new process, Council can pull resolutions approving the
formation of a committee and determining its membership from the consent agenda (these
items are considered to be routine and may be enacted in one motion without separate
discussion) to discuss. On September 9, 2008 Council did just that to consider the formation
of the TSP CAG Originally the membership of the committee included representatives from
the following categories: Planning Commission (1), Transportation Financing Strategies Task
Force (1), Tigard Chamber of Commerce (1), bike/pedestrian advocate (1), transportation
disadvantaged advocate (1), and residents-at-large (2). Council members discussed concern
over the inclusion of any advocates. They discussed how, although they are not bike or
transportation disadvantaged advocates, they are still sensitive to all of these issues. It was the
decision of the Council to leave off the transportation disadvantaged and bike/pedestrian
advocate positions and to increase the number of at-large positions to four.
Gary expressed concern, because the Council did not discuss the formation of a subcommittee
to the TSP CAC which would look at bike and pedestrian issues. He believes there should be
an advocate for the City on bike and pedestrian issues. This is in light of the fact that there are
a number of projects coming up which he believes could benefit from this type of input, i.e.
commuters who may bike or walk to catch WES, and to increase the means of transportation
to Downtown.
Patty feels she and Basil made these points to Council when they first discussed the formation
of a standing bike/ped committee. Basil suggested the Committee return to City Council to
discuss these issues further.
Marissa reminded the committee that this is just the first step in the process. It will be up to
staff to solicit applications and interview candidates for the TSP CAC. Bike/ ped and transit
issues represent a significant portion of the TSP.
City Council will discuss the TSP CAC again after staff has made a recommendation to
Council regarding appointment of committee members. In addition, in October City Council
will be discussing the formation of a new regular Transportation Advisory Committee. In
other cities in the Portland Metro Region bike and pedestrian issues are vetted through this
type of committee.
In the absence of time, Basil suggested adding this item as a future agenda topic.
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10. OTHER BUSINESS/ANNOUNCEMENTS/ NEXT AGENDA
Marissa pointed out the following items under other business:
1. She passed out the August Comp Plan Citizen Involvement Memo. The memo did
not get distributed at last month's meeting.
2. The Tigard Times did not publish the legal notice of the Planning Commission
Public Hearing for Comprehensive Plan Goal 14: Urbanization (CPA 2008-00006).
Marissa passed out a copy of the memo from Senior Planner Darren Wyss to
Mayor Craig Dirksen explaining what happened and what will be done to ensure
citizens have ample opportunity to provide input on this topic.
3. The Comprehensive Plan update process is nearing its end and the website has
been reorganized to reflect this. Marissa passed out a copy of the updated site. The
Comprehensive Plan citizen involvement memos will be corning to an end shortly
as well.
Suggested for future agenda items:
1. Continuation of the discussion about the formation of a bike/pedestrian
committee.
2. CCI Review of the Periodic Review Work Program. This is a state requirement.
3. Review of the Urban Forestry Management Plan (UFMP) Communication Plan.
11. ADJOURNMENT
Chair Christopher adjourned the meeting at 8:43 pm.
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Robert's Rules of Order Newly Revised
This very brief overview of parliamentary procedure which is based entirely on the material contained in Robert's Rules
of Order Newly Revised (10th Edition)was prepared so that members might have a quick reference guide at hand.
Courtesy of Connie M. Fries, Professional Registered Parliamentarian, Forest Grove, Oregon
WHAT IS IT? WHAT ARE THE STEPS? WHAT IS SAID?
Main Introduces a new idea I. After recognized by the Chair,the 1. I move that.....
Motion or proposal to the member makes a motion which is
meeting. then seconded.
• Requires a second 2. If no members seconds the 2. The motion fails for lack of
• Is debatable motion, the motion faits. Chair second
• Is amendable states:
• Majority vote
3. Chair restates the motion, and 3. It has been moved and seconded
asks for discussion that.....
Is there any discussion?"
4. After discussion, the Chair calls 4. The motion is that...... All those
for the vote. in favor, say Aye. All those
opposed, say no. All those
abstaining, say yes.
5. The Chair announces the result of 5. The motion is carried/lost.
the vote.
Amend the Provides ways by 1. As above. 1. I move to amend that...
motion which a motion may be
changed. 2. If the amendment passes,the 2. The motion is amended to read...
Chair announces.
Amendments are voted
on before the main
motion.
1. Requires a second
2. Is debatable
3. Is amendable
4. Majority vote
Table the Suspends further 1. Member makes a motion which is 1. I move that we table the motion.
motion consideration of then seconded.
something
2. Vote occurs and Chair announces 2. The motion to .... is tabled by a
1. Requires a second the result of the vote and restates majority vote.
2. Not debatable the motion that is tabled. OR
3. Majority vote
3. If motion to table does not 3. The motion to table fails. Is there
receive a majority vote, the Chair further discussion on the motion
calls for the discussion to to.....
continue.
Motion to Calls for opening 1. Member makes a motion which is 1. I move to take from the table the
"take from discussion on a matter seconded. matter of...
the table" previously tabled
2. Vote occurs and Chair announces 2. The tabled motion reading... is
1. Requires a second the result of the vote, restates the now open for discussion.
2. Not debatable original motion and calls for
3. Majority vote discussion.
R
WHAT IS IT? WHAT ARE THE STEPS? WHAT IS SAID?
Motion to Stops further discussion I. Member makes a motion which is 1. I move the previous question.
end debate of the motion seconded.
1. Requires a second 2. Vote occurs and Chair announces 2. The vote to end the debate
2. Not debatable the result of the vote. If passes, carries/loses.
3. 2/3 vote Chair restates the motion and calls 3. (If passes)The motion is that......
for a vote on the motion All those in favor, say Aye. All
those opposed, say no. All those
abstaining, say yes.
Motion to Sets out a specific time 1. Member makes a motion which is 1. I move we postpone this matter
postpone at which to take up seconded until ....
discussion consideration of a
matter. 2. Vote occurs and Chair announces 2. The motion to postpone
the result of the vote. If passes, carries/loses.
1. Requires a second Chair states the time at which the
2. Is debatable matter will be considered. 3. (If passes). This matter shall be
3. Majority vote discussed at....
4. (If loses) Is there further
discussion on the motion to...
Motion to Ends the meeting 1. Member makes a motion which is 1. I move that we adjourn.
adjourn seconded
1. Requires second
2. Not debatable
3. Majority vote
Point of Objects to a procedure 1. Member is recognized by the Chair 1. Point of order, Chair.
Order or a personal affront and makes statement
1. Second not
required
2. Not debatable
3. No vote; Chair
decides
R
Neighborhood Network Beautification/Clean-Up Events
Purpose
Neighborhood beautification and clean-up projects serve two purposes. First, sprucing up private property and
common areas promote neighborhood pride. Second, neighbors working together build a sense of community.
As part of the Neighborhood Network program, each Neighborhood Network area is encouraged to sponsor
one beautification or clean-up project each year.
Process
All residents and property owners shall have an opportunity to nominate and provide input on suggested
Neighborhood Network Beautification/Clean-up Events. Thirty to 60 days in advance of the annual meeting,
nominations shall be called for on the Neighborhood Networks' web page and in the Cityscape. Consideration
of the projects shall be listed as a topic on the annual meeting notice mailed to all residents. All nominated
projects meeting established criteria must be presented and considered at the Neighborhood Networks annual
meeting. The Neighborhood Network shall sponsor the project supported by the majority of residents.
Residents may register their support at the annual meeting or online within established time frames.
If there is not clear support for one project, the appropriate Steering Committee shall make the final selection.
Steps in Developing a Project
1. Select and nominate a project to be considered at the annual meeting and online by Neighborhood
Network Area residents. Choose a project that has community support and addresses a known problem
or concern or desired improvement in your neighborhood. The project must meet the prerequisites and
criteria listed in the next two sections.
2. Develop the scope of the project. Make a timeline and list of activities needed to accomplish your goals.
Consider if there are members of your neighborhood group who can assist with relevant professional
experience. City staff may also be able to offer some advice on matters related to public improvements
or put you in touch with other community members who can advise you.
3. Determine resources needed. Develop a list of all the resources and funding needed at each step of the
process. As you consult with City Staff, you are likely to learn of some additional items that may be
needed (e.g. Building permits). The neighborhood is responsible for applying for and receiving any
subsequent required approvals associated with their project. Costs of any additional minor permits
should be included in the grant proposal.
4. Meet with City staff to discuss the project. A meeting with staff is a prerequisite to submitting an
application. Staff can advise a group on the project's scope, provide maps, and other City related
information. This is also an opportunity to raise questions regarding timeline and costs.
5. Submit application. Applications are due , so plan your neighborhood's annual meeting to
allow enough time for the required neighborhood network support and staff meeting.
Prerequisites
I. The applicant has designated a project coordinator.
2. The project does not involve extensive engineering or land use processes/application.
3. Applicant has met with City staff.
4. The respective Neighborhood Network Steering Committee has provided a letter of support, to be
submitted with the application.
Selection Criteria
A project must:
1. Provide a public benefit;
2. Be designed for low maintenance or maintenance by neighborhood volunteers;
3. Have broad neighborhood support;
4. Be able to be completed by the end of the fiscal year, ending ;
5. Meet the purpose of the Neighborhood Beautification program which is to build a sense of community
and promote neighborhood pride.
Timeline
Project Examples and Requirements
■ Plantings —Trees, shrubs and flowers in common areas or right-of-ways. The species and location must
meet established criteria and be approved in advance by the city's Arborist.
• Right-of-Way Clean-up/Beautification/Maintenance - Clean-up/beautification of public right-of-ways
that are the responsibility of abutting property owners. The location and plan must meet established
criteria and be approved in advance by (city staff.)
■ Common Area/Tract Clean Up —Clean-up and maintenance of privately held common areas/tracts.
The location(s) must meet established criteria and be approved in advance by city staff
■ Assistance to Senior Citizens/Low Income /Disabled - Clean-up and maintenance of private property
owned by senior citizens and/or low income residents. The location(s) must meet established criteria
and be approved in advance by city staff.
■ Stream Corridor Restoration Projects — Qualified restoration projects approved in advance by the city's
Surface Water Quality Coordinator.
■ Individual Property Owner Clean-up - Clean up of individual properties on one day including yard
maintenance and removal of debris/junk. Must meet established criteria to qualify for Neighborhood
Network program funds/support.
■ Signage—Signs for public areas and public streets placed in conformance with established criteria.
■ Other—Is there something we haven't thought of? Maybe its traffic calming, a short trail connection, or
a sidewalk that needs fixed. Meet with City staff to determine the eligibility of your nomination.
Staff Contact
Liz Newton
Assistant City Manager
Liz a,tigard-on ,ov
503-718-2412
Application for Neighborhood Network Beautification/Clean-Up
Introduction
Neighborhood beautification and clean-up projects serve two purposes. First, sprucing up private property and
common areas promote neighborhood pride. Second, neighbors working together build a sense of community.
As part of the Neighborhood Network program, each Neighborhood Network area is encouraged to sponsor
one beautification or clean-up project each year.
Eligible Projects:
Projects are limited to physical improvement projects enhancing areas that would not typically be covered
under another City program. Examples include: plantings, right-of-way clean up/beautification/ maintenance,
common area/tract clean up, assistance to senior citizens/low income/disabled, stream corridor restoration
projects, individual property owner clean up, and neighborhood signage.
Projects Not Eligible:
■ Projects that have already been completed
■ Projects the exceed the grant amount
■ Projects outside the City limits
Section 1: Project Information
Neighborhood Network Area: Project Coordinator:
Name of Project: Address:
Requested Grant Amount: Phone:
Email:
Section 2: Type of Event
O Neighborhood Property Clean Up O Stream Corridor Restoration Project
Resources Requested: Project Description:
O Right-ofway Clean Up/Beautification/ O Planting (Approved Plan Attached)
Maintenance (Approved Plan Attached)
O Common Area/Tract Clean-up O Signage (Approved Plan Attached)
Location:
O Other:
O Neighbor Home/Property Maintenance (Approved Plan Attached)
Property Address:
Section 3: Prerequisites
All items are required to be met prior to submittal. Please check off the items that have been satisfied:
0 The applicant has designated a project coordinator
O The project does not involve extensive engineering or land use processes/applications
O Applicant has met with City staff and received required approvals
O The respective Neighborhood Network Steering Committee has provided a letter of support, to be
submitted with the application
Section 4: Criteria
Please provide a narrative describing how your project meets the criteria listed below. For additional space,
please attach up to one additional sheet to the back of this application.
1. The project provides a public benefit. For exayriple, aesthetic improvement,provides a solution to a problem,
improves water quality, etc.
2. The project is designed for low maintenance or maintenance by neighborhood volunteers. Note: The
City will not maintain the improvement unless prior agreed upon arrangements have been made.
3. The project has broad neighborhood support. Evidence of support could include the results of an online poll,
steering committee meeting minutes,petitions, or other supporting documentation.
4. The project can be completed by the end of the fiscal year. Please include the proposed timeline for this project.
5. The project builds a sense of community and promotes neighborhood pride. How doesyourproject he p
to make Tigard, `A place to call home?"
uuld uopu:)iunxuxuo:)
i
i 1
3'-
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` 4II
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� F
Public Inv,olvement�Plan for the Urban Forestry Master Plan �,T,
I. Introduction
Goal 1.2 Ensure all citizens have access to:
Background a. opportunities to communicate
directly to the City;and
On June 3,2008,Tigard City Council voted to b. information on issues in an
approve Comprehensive Plan Amendment 2008- understandable form.
00002 adding an Urban Forest section to the
Land Use chapter of the Comprehensive Plan. ;
The Communication Plan breaks down each
Goal 2.2 Policy 11 states,"Me City shall develop
phase of the process and speaks to the ways in
and implement a citywide Urban Forestry
Management Master Plan." which citizens and stakeholders may participate,
communicate,and receive information about the
Project Purpose Urban Forestry Management Plan. �}
-y
Key Players
The purpose of the Urban Forestry Master Plan
(UFIVTP)is to provide sound recommended urban Forestry Master Plan Citi.Zen Adi sort'
action measures that are supportive of the goals Committee(UFMP CAC)
and policies contained in the Urban Forest The UFMP CAC will be comprised of the
subsection of the Comprehensive Plan.The Tree Board plus four additional community
recommended action measures shall be based on members with expertise in urban forestry,public
community values and generally accepted urban administration,community development,and
forestry practices. other fields that will be effective at developing an
Urban Forestry blaster Plan. -
Communication Plan Components Fall Color Kim Brun
Committee for Cititien Involvement
The Tigard Comprehensive Plan Citizen The role of the Committee for Citizen
Involvement section is divided between two
goals: Involvement is to review the form and process
of City communications with its residents.This
Goal 1.1 Provide Citizens,affected Committee will have the opportunity to review All photos submitted as part of the
agencies, and other jurisdictions the Communication Plan at the outset of the Comprehensive Plan Photo Contest.
the opportunity to participate inpro)'ect,and will monitor citizen involvement
all phases of the planning process. throughout the process.
2
• 01TO I I I,I I I INJ11 Jill •
Stakeholders Phase 3: Data Analysis • Development of a mission or vision
Stakeholders are community members, a. Present Findings statement that clearly outlines the
businesses,or agencies who are affected by b. Develop and Evaluate Findings purpose of the Master Plan;
the Urban Forestry blaster Plan. Stakeholder • The history of Tigard's urban forest
interviews will occur in the beginning phases Phase 4: Draft Plan as well as existing conditions and
of the project.After a draft of the document a. Draft Plan Review management programs;
is completed by staff,stakeholders will have an • A summary of community values and
opportunity to review the document. Phase 5: Plan Adoption attitudes towards Tigard's urban forest;
a. Planning Commission Review • Design,planting,and maintenance
Staff b. City Council Review goals and standards for the City;
The role of staff will be to facilitate the UFMP • Coordination of urban forest policies
CAC meetings,conduct stakeholder interviews, Phase 6: Implementation and Monitoring and procedures among different City
gather data and present analysis,and draft the departments;
Urban Forestry Master Plan.Staff will also solicitIII. Project Description
• Direction for future ordinance
additional input on the Plan through the internet, revisions;
listening posts,and the Cityscape newsletter. • Budgeting practices and policies;and
At the August 12,2008 meeting,Council authorized • Urban Forest monitoring.
Schedule staff to begin implementation of Policy 2.2.11 of
The duration of the project is expected to last the Comprehensive Plan which states, "The City The development of an Urban Forest Master
one year. shall develop and implement a citywide Urban Plan will allow for a more comprehensive
Forestry Management Master Plan."The Forestry approach to future City decisions concerning
II. Project Phases Master Plan addresses a wide array of important trees.
program and operational issues including-
Phase
ncludingPhase 1: Project Launch
Tasks: 6 Fall in the Triangle -Lemvs Detail
a. Approve Communication Plan Kathy Vincent Kim Brun
b. Get the word out
r
Phase 2:Define Current Conditions
a. Present Findings
b. Analyze Tree Canopy Results
3
IV, Public Involvement Tools
Phase 1: Project Launch Phase 3: Data Analysis Phase 5: Plan Adoption
Pr
10
Involvement Tools Comp
11 It. Comp Plan Policies
_. -
CCI Meeting Participation CAC Meeting#3: Participation CAC Meeting#6: Participation
Citysca e Article: Set Information Interview Summary Final Plan Review
Press Release: Oct Information Update Project Information Planning Commission Participation
Build Interested Communication Website Meeting: Oct
Parties List Cityscape Article: Information City Council Meeting: Participation
Tree Board Meeting: Communication April I Nov
Oct Send Message to Communication Update Project Information
CAC Meeting#1: Participation Interested Parties List Website
Purpose/Vision Send Message to Communication
Set up Project Website Information Interested Parties List
Phase 2: Define Current Conditions Phase 4: Draft Plan Phase 6: Implementation and Monitoring
Involvement Tools C—omp—PI—an P—ohcies=-]' invo�vement Tools Comp Plan Policies
I Comp Plan olicies
Scientific Community Participation CAC Meeting#4: Participation Tree Board Annual Participation
Survey Draft Plan Discussion Review
Parallel Internet Participation CAC Meeting#5: Participation When Updates are Information,
Survey Draft Plan Review required: Communication,
Stakeholder Interviews Communication Listening Posts (3) Communication • Form CAG Participation
CAC Meeting#2: Information Post draft online and Participation •Advertise in
Survey Results allow for comments Cityscape
Cityscape Article:Jan Information Cityscape Article:Aug Information •Send message to
Update Project Information Send Message toCommunication Interested Parties
Website Interested Parties List 'x List
Send Message to Communication
Interested Parties List
4
V. Project Schedule
Phase 1:Project Launch
10/15/08: CCI Meeting
11/5/08: CAC Meeting#1
Phase 2:Define Current Conditions
1/2/09: CAC Meeting#2
.a`�:d�a „Tw:iP'.»Yall,uLtac'"'a9t:9S.,r° cvG'i�:FlFH.t'9L^:'.C�' "€+hr.'4la':m":.k•,,. ..
Phase 3:Data Analysis
3/5/09: CAC Meeting#3
4/2009:Planning Commission Update
Phase 4:Draft Plan
5/7/09: CAC Meeting#4
7/2/09: CAC Meeting#5
Phase 5:Plan Adoption
9/2/2009: CAC Meeting#6
10/2009: Planning Commission
11/2009: City Council
5
41
City of Tigard
Memorandum
,.,.-..,:,.,w 'uWaifi&I4I9:: IS, �aSa M'fiIM.MVIMM
To: Committee for Citizen Involvement
From: Marissa Daniels
Re: 2008 Goals Update
Date: October 8, 2008
CCI Goals Update:
Goal Title and Accomplishments
2008 Accomplishments:
-Discussed at meetings in January, February, March, April,May, August, and September
-Met with City Council on March 18, 2008
-Mayor attended meeting in August to discuss a compromise
�E a �FtN.,r r;�r a;.;. '' � �y -� X14 �J�€' F4£� z � �.: ,;,�. f �E 3;: fiT� �,a � a�` •* 4`�i t,�k��^-+?���y�
2008 Accomplishments:
-Met with Kim McMillan in May to discuss concerns
-Kim followed up at September meeting to discuss changes made to the process
-IC-im is happy to be the contact person for the CCI regarding such issues
���4 ��Ou�reach�to zUnder TZepreseixted Groups `�ln�'ro�cess� � � � 'A� ���
2008 Accomplishments:
-Mayor Dirksen, Councilor Sherwood, and City staff attended St. Anthony's annual picnic
N ;, r n'�cz"'• i:�;T �"�' y I� a c i � �£ GT� �; '' e \x s� S� � �' >i � �rT3� �" '?" ��, r
2008 Accomplishments:
-Discussed at meetings in January, February, April, May,July,August, September
-Approved materials for steering committee applicants, website content administrators,
and other Neighborhood Network programs
-Neighborhood Network Open House held in February
t�6 �����,Good�C�tizenship Award Progzame _ `, Not �cheduledk .4r a..�
�� ��?�Cauncil Ad Hoe Requests In Process s
2008 Accomplishments:
-Forwarded a recommendation to City Council in June regarding the creation of a new
process to appoint limited duration (pro)ect specific) ad hoc committees.
-Joint Meeting with City Council in January
d f
��r10'~< Evaluate�Publ�c Invfllvernent Plans r
2008 Accomplishments:
-Review of Barrows Rd closure public involvement strategy,June 2008
-Review of Urban Forestry Master Plan Communication Plan, October 2008
A`:� -a'� � �� P �., .t z ` p, ��:.k�-,s'. - ``-`,�� •.a-r�ri� S`�'^�a �3" -Y�����l ol.V�s l��`���a,'zF 'e- �3`' :'S � ����.z � -.
2008 Accomplishments:
-Meeting sponsored by the Washington County CPO program to be held October 23,
2008
CCI Goals and Timeline
Feb Mar Apr May June July! Aug Sept Oct Nov Dec
Goal 1: Bike/Ped
Advisory Committee xxx
Goal 2: Webpage
Advisory body xxx
Goal 3: Private Dev
Public Notice req xxx
Goal 4: Outreach to under-
represented groups xxx xxx
Goal 5: Neighborhood
Program xxx xxx xxx xxx xxx xxx xxx
Goal 6: Good Citizenship
Award Program xxx s xxx xxx
[Council mandate]
Goal 7., Fanne Gr-ee4(-
Gen fe
Goal 8: Civic Youth - xxx : xxx
Involvement Program
[Council mandate]]
Goal 9: Council ad hoc
Requests
[none to date]
Goal 10: Evaluate Public
Involvement Plans
Geal 14., Skate Park Advisery
[assign to bike/ped or youth adv com]
Goal 12: Sustainability
[move to 2009] ?
Goal 13: Parks & Open Space
[move to 2009]
Geal 1:4., Tigard Balleen
[no longer sponsored by City]
Goal15: CPOs xxx
[presentation by OSU Ext Service]
Goal 16: Schools
[combine with neighborhood program]
Goal 17 Civic Leadership
Academy
[move to 2009]
City of Tigard
® , CITY ADMINISTRATION
Citizen Committee Interest Application
Lf"Y19-" .y1}0111-TOW&...;sem,: ,cw.;'�',`�,�:&r'U.9:-T={.Fll%"'#�
Please check which Board/Committee you are interested in serving on:
❑ Budget Committee ❑ Building Appeals Board ❑ City Center Advisory Committee
❑ Committee for Citizen Involvement ❑ Fanno Creek Master Plan Steering Committee ❑ Library Board
❑ Parks and Recreation Advisory Board ❑ Planning Commission ❑ Tigard Youth Advisory Council
❑ Transportation Financial Strategies Task Force ❑ Tree Board
Name: Date:
Address (Res.): Res. Phone:
City: Zip Code: Bus. Phone:
Address (Bus.): E-mail:
City: Zip Code: Suggested by:
Length of Residence in Tigard:
Where did you live previously?
Educational Background:
Occupational Status and Background:
How long have you been employed with this firm:
Previous Community Activity:
Organizations and Offices:
Other Information (General Remarks):
Any other pertinent information you want to share?
Person to notify in case of emergency:
Address: City: State/Zip:
Contact Phones:
I acknowledge that any photograph or videotape taken of me participating in this activity may be used for
outreach, education or documentation purposes,without compensation, by the City of Tigard.
Signature of Participant: Date:
Please return this form to City of Tigard, 13125 SW Hall Blvd, Tigard, OR 97223
http://n .tigard-or.gov/community/volunteer_ops/docs/Citizen_Interest_Application.docrevl l/14/07
;{
< �
•. ' }'' ,gym x y,�a1;ayry �g� 4�'v
Citizen Involvement
"To develop a citizen involvement program that
ensures the opportunity for citi.Zens to be involved in
all phases of the planning process. "
11 I CITIZEN INVOLVEMENT
ADOPTED AMENDMENTS
DATE CPA# CHANGES
02-05-08 2007-00005 Entire chapter updated by Ordinance 08-01.
SECTION COVER PHOTO: LOUIS BABCOCK
Butterfly Garden Volunteer.
1 City of Tigard I Comprehensive Plan
oil
CITIZEN INVOLVEMENT
ecision-makers must have an effective way to hear the voices of the
community. These voices are a key component to a livable community
and help elected officials in establishing the priorities for City
government. This value given to citizen involvement is not a new idea,but one
that professionals in the planning field have long identified as an important
aspect of the planning process. This is particularly true at the local level where
neighborhood residents need to be empowered to help develop ideas and plans
that reflect the wishes of the community. The City's commitment to Citizen
Involvement is partly based on Statewide Planning Goal 1.
"To develop a citizen involvement program that ensures the opportunity for citizens to be
involved in all phases of the planning process."
Goal 1 requires the local citizen involvement program"clearly define procedures
by which the general public will be involved in the ongoing land-use process."
These actions include methods to involve citizens in land use issues;promoting
successful two-way communication and feedback between the City and its
citizens;means by which citizens may affect
outcomes; clarity and availability of technical
•
ard
information; and financial support and other
resources for citizen involvement efforts. All of
complies
these actions align with the community's vision
where citizens are informed about how to access with the
public services and understand their responsibility state')s citizen
to participate as members of the community.
involvement
Citizen Involvement
Requirements and Aspirations
IL
Tigard complies with the state's citizen involve-
ment requirements as they relate to the City's land use program activities. As part
of its Community Development Code, the City has adopted application,notice,
and hearing procedures that assure the procedural rights of both applicants and
citizens are observed during quasi-judicial land use procedures. In addition, the
Development Code contains specific notice, application, and procedural require-
ments to guide the review and hearing process of legislative land use matters
such as the update of the Comprehensive Plan; changes to the Community
Development Code; Plan and Zoning Map amendments; and development of
specific area plans, etc.
Comprehensive Plan I City of Tigard 1-1
IJP
11 i CITIZEN INVOLVEMENT
It is the City's intention to maintain and improve citizen involvement as
part of the land use planning program. However,Tigard also values citizen
involvement in all other City government venues. The City aspires to engage
its citizens to address important community issues and for them to express
their collective voice to decision-makers. Therefore, the Citizen Involvement
chapter includes goals,policies and recommended action measures that reflect
Tigard's citizen involvement values and aspirations, as well as the need to
observe state requirements related to land use planning.
Citizen Involvement in Tigard
Tigard has a long history of citizen involvement in City affairs,including land
use planning. The structure of citizen involvement has evolved over time,
beginning with the creation of Tigard's Community Plan in 1971. Shortly
thereafter,in 1973 the
City began to formulate
Neighborhood Planning
Organizations (NPOs)
and a Committee for
Citizen Involvement
(CCI),both of which
were formally recog-
nized in 1975. After
the creation of
Neighborhood Plans,
participation in NPOs
PHOTO: DOUG VORWALLER and the CCI lapsed
Staff interaction with interested citizen at City sponsored until they were reestab-
Open House, lished in 1982 to work
on an update of the
Tigard Comprehensive
Plan. After the updated plan was approved by the Land Conservation and
Development Commission in 1984,the function of NPOs transitioned to a
community involvement body focused on land use issues.
In 1992, the City Council prioritized citizen involvement and replaced the
Neighborhood Planning Organizations with Citizen Involvement Teams
(CITs).At this time the Comprehensive Plan was updated to shift emphasis
from the NPOs to the CITs. The structure of the Committee for Citizen
1-2 City of Tigard I Comprehensive Plan
oil
CITIZEN INVOLVEMENT
Involvement (CCI) was also revised to include
Citizen Involvement Team Facilitators. This effort
continued until 2002 when participation reached
a lull. involves
In 2004 the City again took steps to reactivate the citizens and
CCI. The CCI's membership was expanded to seeks ,
include the remaining Citizen Involvement Team
Facilitators and a representative from each of the on important
City's active boards and commissions (Planning
Commission,Library Board,Parks and Recreation community
Advisory Board, etc). The focus of the CCI
was also expanded to include the promotion and
enhancement of citizen participation in the wide IL
range of non land use issues, and on improving
the effectiveness of the City's two-way communication
with citizens.
In 2007 the City Council again stressed the importance of citizen involvement
by adopting as one of its goals, "Improve communication with Tigard's
citizens." Subsequently, the City moved to strengthen citizen involvement
through establishment
of the Tigard Enhanced
Neighborhood Program.
This was done to foster
broader and more
diverse citizen involve-
ment in land use activi-
ties and other aspects of
City government. CCI
membership was also ,I
expanded. In addition
to its current member- '
ship, the CCI includes
five citizens appointed PHOTO: DOUG VORWALLER
"at-large," a youth repre- Staff Long Range Planner conversing with concerned citizen.
sentative, and Tigard
Neighborhood Program
representatives.
Comprehensive Plan I City of Tigard 1-3
IJP
11 i CITIZEN INVOLVEMENT
Besides the CCI and Neighborhood Program, the City involves its citizens
and seeks advice on important community issues in several other ways. These
include Council appointed boards and commissions such as the Planning
Commission,Library Board,Tree Board,Parks and Recreation Advisory Board,
Budget Committee,Youth Advisory Committee, etc. Furthermore, Council
often appoints ad hoc citizen committees to
19 1 provide advice on matters such as public facilities,
land-use,urban design,transportation projects,
values citizen etc.
involvement Honoring Past Citizen
in all aspects-EdA Involvement —
f City "Tigard Beyond Tomorrow"
i
government The Tigard Comprehensive Plan also honors
the past efforts by Tigard's citizens to express
and seeks a shared community vision of the future.
During the past decade Tigard citizens met and
to involve assembled the Tigard Vision from the results of
its citizens community workshops, surveys, open houses, and
ongoing dialogues with citizens and the business
in other community. The values and aspirations expressed
55 by"Tigard Beyond Tomorrow"visioning have
venues. been significant in the 2007 Comprehensive Plan
IL update.
KEY FINDINGS:
0 Tigard's citizen involvement efforts have changed over time and the
Comprehensive Plan's current Citizen Involvement chapter is out of date.
It requires significant update to reflect current conditions, circumstances,
community values and aspirations.
0 Tigard's citizen involvement efforts are partially based on Statewide Planning
Goal 1, Citizen Involvement. However, the City values citizen involvement
in all aspects of City government and seeks to involve its citizens in other
venues.
1-4 City of Tigard I Comprehensive Plan
oil
CITIZEN INVOLVEMENT
0 (implementing Statewide Planning Goal 1 and
Tigard Development Code Standards will
ensure citizens can participate in the City's quasi-judicial and legislative land
use processes.
0 Mther avenues for citizen participation include Council appointed boards
and commissions and ad hoc citizen advisory committees.
0 Tigard is committed to: successful two-way communication and feedback
between the City and its citizens; providing processes by which citizens
may affect outcomes; clarity and availability of technical information; and
providing financial support and other resources for citizen involvement
efforts.
0 The charge of the Committee for Citizen Involvement is to promote
citizen involvement in land use matters and in many other aspects of City
government.
0 UJpdate of the Comprehensive Plan has involved a structured citizen involve-
ment effort including open houses, engagement of policy interest teams
and boards and commissions,Planning Commission, and City Council work
sessions and public hearings. Also, the Comprehensive Plan Project has
been significantly
informed by the
Tigard Beyond
Tomorrow visioning
process. �..
0 The citizens of
Tigard value and
understand their
responsibility
to participate as
members of the
community.
GOAL: PHOTO: DOUG VORWALLER
Involved citizens participating in a City sponsored
1.1 Provide citizensComprehensive Plan Open House.
,
affected agencies
and other jurisdictions the opportunity to participate in all phases of the
planning process.
Comprehensive Plan I City of Tigard 1-5
11 CITIZEN INVOLVEMENT
POLICIES:
1. The City shall maintain a Committee for Citizen Involvement represen-
tative of a broad cross-section of the Community to:
A. Make recommendations to the City regarding ways to engage the
public in City issues,projects, and the land use process;
B. Help implement and develop a public information and citizen
involvement program applicable to a wide range of issues; and
C Support the enhancement of Tigard's overall level and quality of
civic engagement by promoting meaningful citizen involvement in
city government.
2. The City shall define and publicize an appropriate role for citizens in
each phase of the land use planning process.
3. The City shall establish special citizen advisory boards and committees to
provide input to the City Council,Planning Commission,and City staff.
4. The City shall provide staff and financial support to the Committee for
Citizen Involvement and any other appointed board or committee.
5. The opportunities for citizen involvement provided by the City shall be
appropriate to the scale of the planning effort and shall involve a broad
cross-section of the community.
RECOMMENDED ACTION MEASURES:
i. Report the activities of the Committee for Citizen Involvement
annually to the City Council to ensure they are in accordance
with the needs of the Tigard community and Statewide
Planning Goal 1 requirements.
ii. Establish a process for the Citizen Involvement Committee
to meet with the City Council and Planning Commission on
topic-specific issues relating to citizen involvement.
iii. Recognize citizens, organizations, and stakeholders who put
forth exceptional civic efforts.
1-6 City of Tigard I Comprehensive Plan
oil
CITIZEN INVOLVEMENT
iv. Work with the Tigard-Tualatin School District and local private
schools to encourage the involvement of youth in City govern-
ment.
V. Appoint additional citizen task
forces, as the need arises, to "The City
advise the City with regard to
Comprehensive Plan issues. shall
vi. Develop and maintain a neighto maximize
-
borhood program that includes citizen
land use planning.
vii. Review and evaluate the involvement
effectiveness of the citizen
involvement program,including througheducation
the effectiveness of individual
boards, committees, and the a
nd
enhanced neighborhood
program on a yearly basis. accessibility.
viii. Assist and support any City
Council appointed citizen group by providing adequate
meeting places, distribution of materials,policy direction, and
staff involvement.
GOAL:
1.2 Ensure all citizens have access to:
A. opportunities to communicate directly to the City; and
B. information on issues in an understandable form.
POLICIES:
1. The City shall ensure pertinent information is readily accessible to the
community and presented in such a manner that even
technical information is easy to understand.
Comprehensive Plan I City of Tigard 1-7
IJP
11 i CITIZEN INVOLVEMENT
2. The City shall utilize such communication methods as mailings,posters,
newsletters, the internet, and any other available media to promote
citizen involvement and continue to evaluate the effectiveness of
methods used.
3. The City shall work to maximize citizen involvement through education
and accessibility.
4. The City shall ensure citizens receive a timely response from policy-
makers regarding recommendations made through the citizen involve-
ment program.
5. The City shall seek citizen participation and input through collabora-
tion with community organizations,interest groups, and individuals in
addition to City sponsored boards and committees.
6. The City shall provide opportunities for citizens to communicate to
Council,boards and commissions, and staff regarding issues that
concern them.
RECOMMENDED ACTION MEASURES:
i. Provide translations of information to non-English speaking
members of the community.
ii. Update and maintain the City of Tigard Communications Plan.
iii. Ensure that when citizens ask questions the response is
welcoming, timely, and includes sources of additional
information.
iv. Review City notification requirements and methods periodi-
cally to determine if they adequately provide notice to affected
citizens. Revise these requirements and methods as necessary.
V. Continue to publish information on land use planning issues in
a form accessible to all citizens.
1-8 City of Tigard I Comprehensive Plan
oil
CITIZEN INVOLVEMENT
vi. Utilize methods such as town halls, open houses,public
displays,newsletters, mailings, comment cards, surveys, and
the internet to inform the public and receive information from
them about important issues and events.
vii. Update and maintain a running list of citizen involvement
opportunities to be posted in City Hall,the Tigard Library, and
online.
viii. Include and publicize a final citizen involvement report at the
end of any major decision or process.
ix. Define the feedback mechanism in advance of citizen
comment.
X. Ensure response to citizen comment is welcoming, timely, and
includes suggestions for how citizens can be further involved.
xi. Update and maintain a list of community organizations to
participate in discussion of City issues.
xii. Implement a Speakers Bureau program to facilitate two-way
communication between community organizations and City
Hall.
xiii. Require Communication Plans in advance of major City
Projects for review by the Committee for Citizen Involvement.
Comprehensive Plan I City of Tigard 1-9
. 44 City of Tigard
Memorandum
To: Committee for Citizen Involvement
From: Darren Wyss, Senior Planner
Re: Periodic Review
Date: October 9, 2008
Many local governments are required to periodically review their comprehensive plan and land use
regulations to ensure the plan continues to provide for the growth and development needs of the
community. This periodic review process also ensures that city plans are consistent with the Oregon
Revised Statutes, Oregon Administrative Rules,programs of state agencies, and the statewide
planning goals.
The City of Tigard has been notified that the Oregon Department of Land Conservation and
Development (DLCD) has initiated periodic review for the community. DLCD is tasked with
overseeing the process.
Periodic review includes several steps. First, an evaluation of the comprehensive plan and land use
regulations takes place to determine what,if any, changes are needed. Second, a work program is
developed with scheduled tasks to be followed to make the necessary changes. Third, the work
program is carried out.
Periodic review also requires the opportunity for interested citizens to participate in the evaluation.
The City is required to take comment on the evaluation at a meeting of the committee for citizen
involvement. For this reason, staff has scheduled the November meeting of the Tigard Committee
for Citizen Involvement (CCI) to take public comment on the evaluation. The CCI is not expected
to respond to comments in any way,but may submit comments if desired. Planning staff will gather
all comments and provide citizens with a written response.
If you have any questions regarding periodic review, or the meeting to accept comments in
November,please feel free to contact me at 503-718-2442 or Darren@tigard-or.gov.
Application for Neighborhood Network Steering Committee
Name: G°,4R Y
Address: l a 5"J
�� �` �` o.-✓ �� r
Email: �rL6<r'Jr"'E' / �'vtilPhone:
Neighborhood Network Area Name/Number_,Js�,- /C,4 ll
The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or
concerns;convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP)
projects, neighborhood clean-up activities, community building events and promote neighborhood
network program opportunities; based on input, determines issues to be carried forward and projects
and activities to be sponsored by the Neighborhood Network.
Membership Representation:
O Community Emergency Response Team Member
Training Dates
O Neighborhood Watch Captain
Name of Neighborhood
O School PSO Representative
Name of School
Attach confirmation from PSO
O Neighborhood Web Page Administrator/Content Manager
O At-Large Member (mark any that apply)
Served as a Community Connector
Am a Member of the City's Committee for Citizen Involvement (CCI)
Interested in being trained as a Land Use Coordinator for my neighborhood
What Neighborhood Issues/Concerns Interest you?
[:\ADM\L[Z\NE[GHBORHOOD PROGRAM-PLOT\Application for Neighborhood Network steering Committee 08091 G.docx
Liz Newton
From: Jeff Pezzotti[jeffpz@gmail,com]
Sent: Thursday, October 02, 2008 10:36 AM
To: #Neighbor Network
Subject: Fwd: Neighborhood Network Steering Committee Application
City of Tigard
Neighborhood Network Steering Committee Application
NeighborhoodNetwork
Name: Jeff Pezzotti _
Address: 12345 SW 128th
Ave
Email: jeffpz@gmaii.com Phone:
_503.702.8969
Neighborhood Network Area Name/Numben Areal 1
The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or
concerns; convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP)
projects, neighborhood clean-up activities, community building events and promote neighborhood
network program opportunities; based on input,determines issues to be carried forward and projects
and activities to be sponsored by the Neighborhood Network.
Membership Representation:
0 Community Emergency Response Team Member: Training Dates
0 Neighborhood Watch Captain: Name of Neighborhood
❑ School PSO Representative: Name of School
Attach confirmation from PSO
X-Neighborhood Web Page Administrator/Content Manager
❑ At-Large Member
1) What neighborhood issues interest you?
Trails,clean up...
2) Mark any of the following that apply:
Served as a Community Connector
Am a Member of the City's Committee for Citizen Involvement(CCI)
X Interested in being trained as a Land Use Coordinator for my neighborhood
r
City of Tigard
Neighborhood Network Steering Committee Application
RECEIVED
..fft-_� Xeuf waiiA SE 3 C 2008
Name: /''I A RK M-6611j City of Tigard
�
Wrii#ion
Address: f W f k(AlLLs 1KPW LAAAC ,1/l6kQ %/�7 ),,Zj
Email: AVk d4f& IPkyev�. k1Ll Phone: tri. J-%P.
Neighborhood Network Area Name/Number:
The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or
concerns;convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP)
projects,neighborhood clean-up activities,community building events and promote neighborhood
network program opportunities;based on input, determines issues to be carried forward and projects
and activities to be sponsored by the Neighborhood Network.
Membership Representation:
O Community Emergency Response Team Member: Training Dates _
O Neighborhood Watch Captain: Name of Neighborhood
O School PSO Representative: Name of School
Attach confirmation from PSO
O Neighborhood Web Page Administrator/Content Manager
At-Large Member
1) What neighborhood issues interest you?
&Sed f#4'!.e
J�grr(C f f f
A Nu EX,4 frog
2) Mark any of the following that apply:
Served as a Community Connector
Am a Member of the City's Committee for Citizen Involvement (CCI)
Interested in being trained as a Land Use Coordinator for my neighborhood
Return completed application to:
City of Tigard Neighbor Network 1 13125 SW Hall Blvd.,Tigard,OR 97223 j Email:NeigbherNehvork@tiggn1 orgoz,
City of Tigard
Neighborhood Network Steering Committee Application
Name:
Address:
Email Phone: S 3 — 3 b�r�-b
Neighborhood Network Area Name/Number: ._ ...
The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or
concerns;convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP)
projects, neighborhood clean-up activities, community building events and promote neighborhood
network program opportunities; based on input, determines issues to be carried forward and projects
and activities to be sponsored by the Neighborhood Network.
Membership Representation:
O Community Emergency Response Team Member: Training Dates
O Neighborhood Watch Captain: Name of Neighborhood
O School PSO Representative: Name of School
Attach confirmation from PSO
O Neighborhood Web Page Administrator/Content Manager
�4 At-Large Member
1) What neighborhood issues interest you?
Gr--V o,
2) Mark any of the following that apply:
Served as a Community Connector
Am a Member of the City's Committee for Citizen Involvement (CCI)
Interested in being trained as a Land Use Coordinator for my neighborhood
Return completed application to:
City of Tigard Neighbor Network 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 Email:Nei
ghborNe&ork@tigard-orgov
City ofTigard
Neighborhood Network Steering Committee Application
Name: a i n ed an
Address: % /o Lew f':5 Lan ei
Email• (31k I , com Phone: 2-
1 Neighborhood Network Area Name/Number:
The Neighborhood Network Steering Committee serves as a conduit for residents to raise issues or
concerns;convenes an annual meeting to gather input on proposed Capital Improvement Program (CIP)
projects, neighborhood clean-up activities,community building events and promote neighborhood
network program opportunities;based on input,determines issues to be carried forward and projects
and activities to be sponsored by the Neighborhood Network.
Membership Representation:
O Community Emergency Response Team Member: Training Dates
O Neighborhood Watch Captain: Name of Neighborhood
O School PSO Representative: Name of School
Attach confirmation from PSO
Neighborhood Web Page Administrator/Content Manager
O At-Large Member
1) What e hborhood issues interest you?
—:5tkooI C6r�he�'f 1'6n s
C, e a h G, 'Vrtre�
2) Mark any of the following that apply:
Served as a Community Connector
Am a Member of the City's Committee for Citizen Involvement(CCT)
_Interested in being trained as a Land Use Coordinator for my neighborhood
Return completed application to:
City of Tigard Neighbor Network 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 Email:NeighborNe[work@tigard-orgov
6-2. Vummary of public involvement techniques from The Planner's Use of Information 2nd Edle.jn.
Elaine Cogan, author, 2003
SPEAKER BUREAU Purpose Strengths Weaknesses
B Presentations to selected - Inform specific Convenient; - Does not reach broad
E groups in the community organizations about representatives go out to public
G plans or activities people - Requires significant
Obtain opinions or Opportunities for some staff time to organize,
ideas two-way dialogue train and carry through
May draw in volunteers
TASK FORCE Purpose Strengths Weaknesses
A Committee charged.with - Make decision or - May represent a - Involves small number
D accomplishing specific mission recommendations variety of perspectives of people
H in specific amount of time about one or more - Opportunity to - Requires significant
issues showcase project time commitment of
May attract media staff
- Limited scope
TOUR Purpose . Strengths Weaknesses
B Orientation to physical site for - Improve understanding - Opportunity to - May require special
E invited stakeholders/public with "hands-on" showcase project safety or other
H - experience - May.attract media precautions
Helpful when written Difficult to organize
descriptions are not - Only a few people
enough involved
VISUAL AIDS Purpose Strengths Weaknesses
B Graphs, charts, overheads and - Explain concepts or - May help people - Often misused, poorly
E computer-assisted graphics ideas to lay audiences understand technical executed or too
G information - complicated
- May be relatively Requires skilled
inexpensive presenter(s)
Less is often best
WEB PAGE Purpose Strengths Weaknesses
B Graphic display of information - Provide information to - Of interest to growing - Precludes those
E available to computer users individuals who may segment of the public without computers
G not otherwise be - Moderate set-up cost - User must take initiative
reached by other - May be used to to access information
techniques facilitate e-mail - Expertise needed to
Obtain comments and communication or establish and maintain
reactions review of specific - Requires periodic
documents updating and monitoring
of responses
Location: F:\Current Projects\0710 - Tigard Comp Plan PT\Trainings\CCBchapter 6 excerpt.doc
Legend:A: max. target audience B: poss. target budience C: min. target audience 6
D: high 2-way comm.E:'some 2-way comm. F: min.or no 2-way comm. G: ext. staff effort H: reasonable staff effort 1: min. staff effort COGAN
OWENS
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6-2. Summary of public involvement techniques from The Planner's Use of Information 2"d Edition.
Elaine Cogan, author, 2003
PUBLIC WORKSHOP Purpose Strengths Weaknesses
B Interactive meeting to - Provide information - Potential for - Significant staff time
D address/solve specific - Engage in meaningful, two=way and resources
G issues/problems collaborative dialogue required
discussions - Opportunity to - May be attended only
generate ideas/solve by groups or
problems individuals with
specific a endas
QUESTIONNAIRE Purpose Strengths Weaknesses
B Unscientific survey of general - Obtain information - Relatively low cost - Does not allow for
F public or selected individuals about opinions on - Caw be widely two-way dialogue
H or groups specific issues disseminated where - Respondents do not
people congregate necessarily represent.
(e.g., libraries, general public
schools, shopping - Requires skilled staff
centers) to develop questions
and interpret results .
REPORT Purpose Strengths Weaknesses
B Written account of process or - Provide information - Detailed information is - May provide more
F project about the project or provided information than
H sum up specific efforts - Potential for broad use general public wants
or issues and distribution to know
May be too technical
for average public to
understand
SCIENTIFIC SURVEY Purpose Strengths Weaknesses
A Query of random sample of - Obtain information that - Representative - Does not allow for
F given population is statistically reliable opinion of specific two-way dialogue
H demographic groups - Relatively costly to
- Administered by design, administer
professional polling and interpret
organization
Legend:A: max. target audience B: pass.target audience C: min. target audience 5 a-�•+�
D: high 2-way comm. E: some 2-way comm. F: min. or no 2-way comm. G: ext. staff effort H: reasonable staff effort I: min. staff effort COGAN
OWENS
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6-2. Summary of public involvement techniques from The Planner's Use of Information 2nd Edition.
Elaine Cogan, author, 2003
PERSONAL INTERVIEWS Purpose Strengths Weaknesses
A Discussions with specific - Inform selected - Better understanding - Involves limited
D stakeholders individuals is facilitated number of people
H - Obtain in-depth - Valuable information is - Requires skilled
opinions and reactions provided interviewers
administer and
interpret results
PUBLIC DISPLAY Purpose Strengths Weaknesses
B Information placed in - Provide information - Relatively low - Little to no
F community gathering places that general public can maintenance opportunity for two-
H (e.g., libraries, grocery stores understand without - Limited staffing way dialogue
and banks) personal explanation - Convenient to public - Must be well
produced, maintained
and updated
- May be perceived as
promotional
PUBLIC HEARING- Purpose Strengths Weaknesses
C Formal process before final - Comply with legal - Opportunity for the - Little to no
F decisions are made requirements public to hear what opportunity for two-
H decision makers say way dialogue or new
about the project information to emerge
- Preset agenda and - Public perceptions
formula.is foliowed that decisions have
already been made
PUBLIC MEETING Purpose Strengths Weaknesses
B Meeting with general or - Provide information - Flexible format - Little opportunity to
E specific audiences to present and address issues - Opportunity to engage explore issues in
H information and answer and concerns before in some two-way depth
questions decisions are made dialogue - May be attended only
by groups or
individuals with
specific agendas
- Difficult to generate
significant turnout
Legend:A: max. target audience B: poss.target audience G: min.target audience 4 ....
D: high 2-way comm. E:some 2-way comm. 1=: min. or no 2-way comm. G: ext.staff effort H: reasonablestaff effort 1: min. staff effort COGAN
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6-2. Summary of public involvement techniques from The Planner's Use of Information 2nd Edition.
Elaine Cogan, author, 2003
INTERNET Purpose Strengths Weaknesses
B Electronic communication - Involve individuals - Use of"cutting edge" - Requires staff
E about a project or process who may not come to technology involvement and
G meetings or otherwise - Engagement of people monitoring
participate in public who may be alienated - Technology not yet
process from public discourse familiar to vast
numbers of the public
MEDIA Purpose Strengths Weaknesses
B Written releases, briefings or - Communicate - Opportunities for - Limited control over
F interviews to representatives information to the exposure to people content
H of radio, television and general public who may not - Not likely to promote
newspapers otherwise be involved two=way dialogue with
the 2ubli.c
NEWSLETTER Purpose Strengths Weaknesses
A Periodic publication - Provide ongoing - Convenient to read - Must be reader-
F information to general and use as reference friendly
H or specific audiences - May be targeted to - May be costly or time-
Update stakeholders specific people or consuming to
and/or public on status groups produce and
of project distribute
- One-way
communication:
questionnaire needed
to solicit direct input
OPEN HOUSE/COMMUNITY Purpose Strengths Weaknesses
FAIR
B One-day event over a period - Meet people informally - Target to broad - Generally a one-time
D of time (usually 4 to 6 hours) to to discuss issues and audience event; ongoing
G provide information and receive input before - Opportunities for two- dialogue or follow\-up
receive comments from a decisions are made way dialogue often needed
disparate audience - May provide useful Requires significant
feedback staff involvement
May be difficult to
generate public
interest
Legend: A: max. target audience B: poss.target audience C: min.target audience 3
D: high 2-way comm. E: some 2-way comm. E: min. or no 2-way comm. G: ext.staff effort H: reasonable staff effort!: min.staff effort COGAN
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6-2. Summary of public involvement techniques from The Planner's Use of Information 2nd Edition.
Elaine Cogan, author, 2003
CORRESPONDENCE Purpose Strengths Weaknesses
A Response to comments from - Receives information - Message conveyed - Little opportunity for
E stakeholders/public; may be by about specific that you take concerns two-way discussion
G letter or e-mail concerns that may not seriously - Replies may be
be raised elsewhere - Understanding of one misconstrued
Give individual or more individuals - May be time-
attention to those who increased consuming
write - Possibility of mass-
mailing campaign
DIRECT MAIL Purpose Strengths Weaknesses
B Notices or othermaterials sent - Provide information to - Relatively inexpensive - One-way dialogue;
E to individuals, businesses or. select audiences to produce mail-back
H organizations - May be distributed questionnaire or form
widely, or targeted to may mitigate this
specific demographic - First-class mail
or geographic expensive; third-class
audiences unreliable
ELECTRONIC VOTING Purpose Strengths Weaknesses
B Test of people's opinions - Obtain speedy - Fun! People like to - Trained operator
D through use.of individual information about use technique required
H keypads preferences and - Instant results - Superficial results
priorities that lack depth
EXPERT REVIEW PANEL Purpose Strengths Weaknesses
B Group of recognized experts - Provide outside - 'Opportunity for a - May be expensive
D or special interests expertise and neutral perspective - May be difficult to
H oversight, particularly - Helpful in reviewing assemble and
at points of crisis or complicated date coordinate
impasse - May encounter
disagreement over
who is an "expert"
FOCUS GROUP RESEARCH Purpose Strengths Weaknesses
A Small group (10-20) of people - Gauge reaction of - Useful for testing - Limited number of
E specifically chosen to representative groups reactions before participants
G represent ppulations/interests of people to specific presenting to public - Requires professional
plans or concepts - Tool for generating recruiting, organizing,
new ideas and facilitating
-
May be expensive,
Legend:A: max.target audience B: poss.target audience C: min.target audience 2 CO_GAN
D: high 2-way comm. E:some 2-way comm. F: min. or no 2-way comm. G: ext.staff effort H: reasonable staff effort 1: min. staff effort
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6-2. Summary of public involvement techniques from The Planner's Use of Information 2"d Edition.
Elaine Cogan, author, 2003
ADVISORY COMMITTEE Purpose Strengths Weaknesses
B Group of.12-25 stakeholders - Advise about design - Forum for detailed - Requires ongoing
D who meet regularly during the and progress of the discussion staff commitment
H course of the project project - Environment for two- - Some cost for
Discuss pertinent way dialogue supplies and
issues - Builds relationships to refreshments
May sponsor public the community - Risk of low
event(s) attendance if
- Possibly make policy meetings are not
recommendations productive
Involves relatively
small number of
people
BRIEFING Purpose Strengths Weaknesses
C Meeting with one or more - Provide information - Opportunity to reach - involves relatively
E stakeholders or the media about specific program specific groups and small number of
H or projects answer individual people
Receive limited questions - Limited public
feedback exposure
- Little control over
what the media
chooses to report
BROCHURE/FACT SHEET Purpose Strengths Weaknesses
B Publication(s) describing - Provide general - Easy to read - Little opportunity for
F project and/or citizen information to a wide - Cost-effective way to two-way dialogue
I participation process variety of audiences reach numbers of (mail-back
people questionnaire may
mitigate this
somewhat)
May be costly to
produce
- No guarantee that
information will be read
- Professional
layout/design may be
best
- Not always reader-
friendly
Legend: A: max.target audience B: poss. target audience C: min.target audience 1 COGAN
D:' ti 2-way comm. E:some 2-way comm. F: min. or no 2-way comm. G:ext audience.
effort H: reasonable staff effort I: min. staff effort O WENS
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