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03/29/2004 - Minutes CITY OF TIGARD PLANNING COMMISSION Meeting Minutes March 29, 2004 1. CALL TO ORDER President Padgett called the meeting to order at 6:00 p.m. The meeting was held in the Tigard Civic Center, Red Rock Creek Conference Room, at 13125 SW Hall Blvd. 2. ROLL CALL Commissioners Present: President Padgett; Commissioners Bienerth, Buehner (arrived late), Caffall, Haack, Meads, Munro, and Webb Commissioners Absent: Commissioner Sutton Staff Present: Barbara Shields, Planning Manager; Beth St. Amand, Assistant Planner; Jerree Gaynor, Planning Commission Secretary 3. PLANNING COMMISSION COMMUNICATIONS The Commission discussed the policy for City Council meeting attendance (Exhibit A). A Commission designee would attend Council meetings to represent the record of the Commission. Commissioner Munro moved and Commissioner Caffall seconded the motion to the adopt the policy outlining City Council meeting attendance, as revised by Commissioner Webb. The motion passed by a vote of 7-0. Commissioner Buehner arrived after the vote was taken. Commissioner Webb moved and Commissioner Bienerth seconded the motion to designate attendees in following priority order President, Vice President, a person decided upon by both the President and Vice President, in accordance with this policy. The policy will be reviewed by the end of the calendar year. The motion passed by a vote of 7-0. Commissioner Buehner arrived after the vote was taken. President Padgett reported that a private group will be attending the next City Council meeting to ask Council if they are going to continue their policy of not enforcing the sign code for political signs. President Padgett would like to represent the Commission on the sign code issue; he will also talk to them as a private citizen. President Padgett advised that Paige Parker was promoted at the Oregonian and that Patrick Buchanan is the new reporter covering Tigard. 4. APPROVE MEETING MINUTES Commissioner Meads moved and Commissioner Haack seconded the motion to approve the March 15, 2004 meeting minutes as amended (deleted the word "go" at the bottom of PLANNING COMMISSION MEETING MINUTES -March 29,2004-Page I page 2 in the motion). The motion passed by a vote of 5-0. Commissioners Munro and Webb abstained; Commissioner Buehner arrived after the vote was taken. 5. WORKSHOP: COMPREHENSIVE PLAN UPDATE Planning Manager Barbara Shields advised that tonight the Commission would be discussing the public involvement plan. She reviewed elements discussed by the Commission in prior meetings (issue identification and establishing a factual base). President Padgett remarked that the original concept of the Comp Plan was to establish what the City would be like when everything was developed. He believes we need to find out from the public if they want the City to turn out differently from when the Comp Plan was originally made. If so, what changes, if any, do we have to make to the Comp Plan to get to a new point. Padgett also noted that the City is largely developed already. Barbara Shields said the community has a certain set of values and, on the other hand, we have objective ways of measuring certain facts. She emphasized the need to blend the two pieces together. The community needs to help us map out policies and implementation programs. Padgett said he is afraid people will ask for things that are not possible. He would like some parameters established for the initial presentations. Shields said we need to define the scope of discussion and have alternatives. Commissioner Meads asked if there was a document that summarizes the Comp Plan. She said it needs to be condensed so people know what they're responding to. The Commissioners talked about redevelopment, mixed use, and the need to educate the public about traditional planning and new urbanism. Commissioner Bienerth stressed the need for the public to be allowed to say what they want to say. The Commission discussed the phases of the public involvement plan (Exhibit B). It was recognized that we want to get a broad cross section of citizens for discussion. The Commissioners had the following ideas for engaging the community: ➢ Send out a survey to everybody. ➢ Establish an e-mail network with citizens, e.g., Community Connectors. ➢ Hold roundtable meetings with stakeholders on live cable access. Include e-mail accessibility so citizens could e-mail their questions and comments directly to the stakeholders. The program could then been replayed several times. ➢ Planning Commissioners could give talks to various civic organizations and churches. ➢ Hold coffee talks. ➢ Engage some of Tigard's vocal minority. ➢ Engage business owners. ➢ Get the press involved. Barbara Shields emphasized the need to first develop a general message in order to have a successful public involvement plan. PLANNING COMMISSION MEETING MINUTES -March 29,2004-Page 2 The Commissioners see their role with the public involvement plan as being actively involved primary liaisons in the entire process. They do not want to form another subcommittee or task force. At the next meeting, staff will talk about the current overall Long Range Planning program and available resources. 6. OTHER BUSINESS a. YOUTH INVOLVEMENT WITH PLANNING COMMISSION The Commissioners discussed ways to get youth involved with the Commission. They made the following comments: D Use this as an opportunity to emphasize the government process, not necessarily just for Tigard. D. Recruit a younger student rather than a High School senior. D Consider recruiting talented and gifted students. D Call Boise, Idaho and ask how they recruited students. D Consider including students in the Comp Plan update process. D Have a student be an ex officio member on the Planning Commission. They would receive packets and participate in discussion, but would not vote on items. D Put announcements in the newspaper and have interested students send in applications. D The Commission will discuss a job description at their next meeting. b. DOWNTOWN PUBLIC INVOLVEMENT QUESTIONNAIRE Commissioner Munro provided input on how the questionnaire was developed. The questionnaire will be distributed throughout the month of April and most of the responses should be received by the end of April. 7. ADJOURNMENT The meeting adjourned at 8:15 p.m. /tie/ r ree aynor, Planning Coy mission Secretary ATTESS Pr; dent Mark Padgett PLANNING COMMISSION MEETING MINUTES -March 29,2004-Page 3 DRAFT (154la- /4 PLANNING COMMISSION POLICY— CITY COUNCIL MEETING ATTENDANCE As a result of recent testimony by Planning Commission members at a City Council meeting and the subsequent discussion at a joint City Council/Planning Commission meeting on February 17, 2004, it was agreed that direction from the Planning Commission is needed before a Planning Commission designee attends a Council meeting. The following policy is hereby adopted by the Planning Commission: Attendance of any Planning Commission member to City Council meetings in an official capacity as a member of the Commission is subject to designation and vote by the Commission. Said attendance shall be at the invitation of the City Council. In the capacity as the designated attendee, the Commission member would be in the audience to answer questions only as a representative of the Commission. Planning Commission members may, however, represent themselves at the City Council on items not related to Planning Commission actions. Mark Padgett, President Date DRAFT PLANNING COMMISSION POLICY — CITY COUNCIL MEETING ATTENDANCE As a result of recent testimony by Planning Commission (Commission) members at a City Council meeting and the subsequent discussion at a joint City Council/Planning Commission meeting on February 17, 2004, it was agreed that direction from the Planning Commission is needed before a Planning Commissioner designee attends a City Council meeting in the official capacity as a designee of the Commission. The following policy is hereby adopted by the Planning Commission: Attendance of any Planning Commissioner member to City Council meetings in an official capacity as a Commissioner is subject to designation and vote by the Commission. Said attendance shall be at the invitation of the City Council. In the capacity as the designated attendee, the Commissioner member would be present in the audience to answer questions only as a representative of the Commission. Planning Commissioners members may, however, represent themselves at the City Council on items not related to Planning Commission actions. Mark Padgett, President Date What is a Public Involvement Plan? Phase I: Who, what and why? 1. Draft Public Message What is the key message? What is the objective of the Update? 2. Define Stakeholders Who has an interest in Downtown? What are their interests? • broad public participation • all groups "equal access" 3. Identify Preliminary Issues [conflicting images/expectations] • Public surveys • Stakeholder interviews/questionnaires • Group meetings • Existing reports/studies Phase II: Involving the Public i. choose Venues and Formats [best gathering places to attract public] • public/private gathering spaces • workshops, coffee talks, roundtables, etc. • others? 2. Set up News Network [what really works to reach all stakeholder groups?] • press release • brochures, newsletters • web, e-mail, technology 3. create Information Materials [graphic image/logo/artistic touch] • hard copies of materials • innovative ways to produce hard copies • graphic images/logo