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Approved Minutes - 2008-02-110 Ll I. . CIALII TC CRDIE14 City of Llake Oswego 101anning Commission and Commission for Citizen Involmement Minul es FPO,, FeUtuary 11, 21008 V:icie Chair Julia. Gllimon ciad;leid thea Nanning Commission and Commimior.i fbri Citizen Invcalveament maeating of Manday, HeabruarM 11, 200EI to oidelr at a 1pprax:imaately 6:00 p;m. in thea Council Clhamlbelrs oflCity Hall, at 38(1 "A" Avenue, Lakes Csweigo, Oregon. 11. 14OLI1 CAI -1L Murribuis present beaide:i Vlica Cbairi Glisson wew Commissioners Adrianne Briockman, Philip Steawe and Aaison Webster. Chair Clallini Cocipear and Clcammiissioners Mary BetH Caffery and Scotll Siegel weirs eimiwsed. Siaff preiseim wierie Denni:i Bgnear, Long Range Planning Manager; Saral; Seldeini; Nedghlborhlood Planneui; Laura Weaigea, Nuighlbarhood P1annen, 13vian Hoone; Deiptiq City Attorrney and Iri.i Treinean, Administratime Support. III. CITIZBN C C MMENT Nona. N. MINUTES Comm:isaioneui Wiebsiem mcived to_aipprove.tha MinWe:i oflJanuary 14-2008. Vicie Chair Clisason seconded tHc motion. Sincia a majoriiq of Commissicinars aligibla to viota ori thea minuie,i wierie not priesent, the Commissicinears Held an interim vote with the final mote to oaaur al the next Alanninig Commission meeting. THe interim vote results were thait Comimiissioicin Wlebsatun and Vice Chair Glisson voted to-appmea the minutest and C ommiiss ioncr i Br ockman and Sltevmarl recau sed. A CCMM1SSION AOM CITIAEN INVOIIVEMENT The Planning Commission mai as the Commission for Clitizean Inivolvelment (CICI) lo discius:a aitizanl inivolveament guidelinie:i, neighboihlood asmaiall ions, ciommunicaiion tools and support. Dennis11 Egnler, Laing Rdnge, Planning Manager; and 51arsib Slelden and Laura Weigel, Naighliarhood Planners, preaseanted the staff) repart. Thay reaommenided reducing the four ciumml alassifications of nieigHbonhood as;aociiations to Mio: "Mecognizad Neighborhood" and "otbleri NeughtiorHood." slay neapartead that Skyllands Community Planning Organization (CPIC; Was initeareastad ire. worklinig toward City City of Lakes Clswcgo Plannin€ Commission Minuleis afRibruar)l 11, HOU i Pag f i 1 caf 71 recognition. Thley reported that ,arra rraambens of thle Palisaadeas Neaighlborhood Amociation wantetd to splill thall .association ir.ito two smaller assaacaiations. They indicated teat thlene was no established pnocaeass fon doing ao. is Staff reported that neighborwanted to krlavu i f they] were allowed to vote b y proxy]. Staff Isaid the Clitizein Involvemeanil Guidelines did not addiess that, and sarrla peoples weirs caoncaerned that peaaple voting bM proxy] would not be as informed as membensa whlo participated in the meeating and volled. Mr. Boone advised that eaahl neaighlorHood association was a separale :legal eintity and blow a neighborhload associalior.i governed itself w9s not u:iva]lyl a Cit}{ matteir, eaxcaept thlat the City did want assurancea thall each] neaighbarhood saaliciled a 1 members' opiniori.,i abaull land use applications. Staff ir..idicallead thal the City did ask eaahl neighborhood association to establish some procaeadurea fon elections. Staff I reported that ;come active associations wanted thea City lo ,iupport mcrea than the two mailings per yleaar thea Clity provided foir theam. Staff caautioned that it would nequine miorea staff) time than was aurreanillyl budgeated, so anothler alternative mighil ba 11(a givea thea associations funds to use fon that purpose. Tlhleyl reported that same, associations did nail agree with the City's pnacalicEa oflneviewing eaachl newslattear to ensure thea information was accusal a. They asked if swffl should simply] mail each nowsletllen with a `'disclaimer" prinled on it that specified the neighlbonblood was re;aponsible fon its contenll. Staff] pnoposaead waM,,i to improve seniaea ta. rie:ighbonblocad associations, including making thea City] web.tdte more eafftactrvea and eaasyl fon them lo. wi a; offering quarterly outreach wonkshlopsa ftr neighborhood associations; disatributing a quarterly r.iewsleatlen with tip;, from staff and update, on rie:ighbonblood planning activities; and creating a'"neiahbonhood association" option on Listservi fon distrlbutir.ia neaighlborhood planning now electraniaallyj. M. Egrlan advised the Clity had morae and smalleart nei'ghbonflood associations than tyflicallM found in tether jurisdicalions. He cautionead that all .,iarriea point an assacuaiatkin might becomea too ,mall to be wry effective. Mn. Boone, stressed that the City, was primarily conceamead with eni:auring that each associiation gathuread opiniomi about leagi:ilative and land usea matiens fiom all its members and repcartead both majcirity and minority vieawsa. Staff clarified that thea City roquired each] association to adopt an offuaial pnocedunea fbr elecationisa, but allowed eaahl neighbonhlood to determine vuhlat that procedure was to b ea. During de quesationirig peiriod, staff neportead that thea City hlad twetr.ity .neighbotflaod aswaiablons. They sugacnied that if thea Comms ssiorien;a ag#ied thle City ;ihould a lova a neighborhood association to split, the same pnoceadurea and ariteria could be useid for that as was used 11ca form a neva assoaiallior.i. Commissaionew Brockman absaervied that thlene weave 20 neighborhood associations, but only 118 persons ir.i the audiences.. C ii) cif Lal a Oswe iglo P' anninit C ommi ssiein M iu ui e; c fl Bet ruaryt : 1, 2( d 8 Halle 2 oft 1: Puibbic Tesfimor} ® OUIJIV 1V.LUl1Cl-1G11, %-UMV Ul 1U0. La11baUC3 11 WArUUUl. UUUU 11JA.UdIatIUII, &W -F-7 A%I V cuucll Wad, submiitteid a document that duscribead how the Association was organi2ied; what thley wearea working on, and flaw they were trying to inviolviei 'all F alisades Naighborhood Asasociationi (FNA) membears.' She sand the asaoaiation's large ,,iin was a beanefiit beacause it was wall-organizead, einjay ad a flange pool of poteritial uoluntecirsi and had it l board miumbers and 12 areia managers who were Working on their weabsitea, loaal projects issueis and member inviolvicamient. She reaportead PNA meaatings ware typically well attended and the association was doing a good job of readhing its members. Ms. Monicrieiff said they werea caurruntly working on an emergeanay ruspomiei plan sustainability, a local park, and the nielghlborhlaod plan. She relaled that a vendor had cafl areid to pubaish thea PNA. neawsiletller beciausea 111a association was big enough the publiAleir could anticipate sufficient advertising reveanue. She said the Associations planned to focus on betller communication. Mark_Easiley, l 921_ Woodland _Terraacie, a Aali adesi. NcighHonhood Association A rea Reoresentallive indicaatud'he did not support ;splitting thea PNA. He ,iuggeastead thea City help thea association with autreaach by hositing and financially supporting a weabsiite lhat all City neighborhoods could use. He predialed the result woulld be a highear levell of partieaipatican and it would fauilitate "'quick asurveays. He ncaled that people could cahocase to "op1 yin" to receiving communications via email, instead cif Iregular mail. ® indicaated that ,,,iha favored ,ipllitting the associiaticin in a manner that would giviea two or threea of thea arenas around publicly owneid land a stronger voices in what happened IMare. She recallead lheiy had bean told years ago to wait until their neighborhocad plan wars compllested beiforei disimisling a spl:il. She ears-plained that the plan curtently div:idud thea PNA into "awas" and that would make it ciasier to Mcillitatea a split, She noted C ]d Town only included 100 homes. She asked why Palisades NciighborHood.Assocsialioni had beacin originally madei so larges. During the questioning Feriod, sahle explained that hear area did not flael thea association gave enough weiighlt to thein op:inicin, and civcin beifore thea issues of public -:land camel up, they bolievead they lead a communicaation problem with the rest of thea assiocial ion. Shea :itresisied that it was time ftar the neighborhood to Er lit. David R anthers. 17721 Overlook C ircles,y ice Chair of the Aalisades Neiahb erHood Associate cin said ",,ihrink'ng" the PNA would not be a good thing, and it would seat a dangerous precedent. He notead PNA sizea was the reaascin Ilia newsleatter veandor was ablle to antiaipatu eanicaugh advear ising reaueniue thal they could offtar the FNA that service at no cost to the as.,icaaiatican. Ha argued that residents who l:ivead farlhler away from lhlea acHool wearea aIilll initureastead in and impaaled by its uses. Ha indiciated the solution 10 thea perceived communicalion problem was to di.,iousE miumber diffbtsenicels it an open fcaruma, and the view PNA board was doing that. He said meeatingsa typically draw civielr I(KI members. He said aftear the'last vales on a land urea isisue (thea result was 90 in famor and 13 against) the board issuead both a majon:ityl and a minority statement. City oflLake Clswega Planning] Coriimiss;'cm M' I s cal FEbruiay l 1,:ICIOFI Pagf 3 cif 1 ] Jay WoodwortH, 2070 Ridge WintelDm. e, explained that) a hill divided of tree Plalisadeas Neighborhood A sscacaiallion inito east and west. He said hes resided oni thea "ciasl" aide wherea residents werea challenged by thea prcasi oflincreasing traffic and safeq' issucis as land around therm was developead. He sad a splint was justified beaaausea east sides residents lJourreartly the "minoriq") shou]d Havel a grleatlelr voko irl developments that would affect 1l•le east, bull not the west side. Mi. Woodworth said Ile Had searvead oni the "`old" board, and the "r.ieaw" board was riot f6stearir.i8 goodwill and frieandship because they wears demanding and impractical. He said thall members should havea to atteand meetin8s to discauss issueas and vote and proxy voting did not offiul sufficieant oppartuni f6111 hat.. H cm (aawners Associationredayead questionis posead by thein ri geanearal manager and theairi board. He said Ile was President of We Summit at Mountain Park, whicirl vias cane) of a numbear of smallem hlomeownem associatians within trea laijain Mauntairi Aarkl BlomeowraiisMsoclatiorii Hle asked the Cityta clarify trea status and nelalior.ishfp oflthea large and small associations. Staff) clariified that thea :leaaal and finiancial nealationiship of thea smaller and large association: and blow tHey addressed lcacial issues and surnipublica cacammor.i areas was not a Commission for Chimp Irivolvemeanl matUen, and the Clity'a interest was to €insure that all thea neighborbloods and Homeowrears assoc:iationis sufficiar.itly eanga8ead tHeir members before they took). a positian rani land use miattears being clonsideread by the I lanninig Dlepartni or b} the Pllanhing Commissican, They advis€ad that Maur ini AaAl Ilad a tln quea staltus ini thea City system as a Homieaowners association - ri neighborhood wisociation but thenen waT a ;tep:a outlinead ini thea Citizear.i Involvement Guidelineas that Mountain Park could chose to follow if it decided to become an officaial Cit} nieighbothood asasociatican too. Becky S al shlurg, 17986. _ S t. Clair Drive. who Had serine d on the Palisades NeigHhorHucad Associiation, Ncaightlanhood Plan _Committee reaportead that the eonun ittti a members Bad recogniaead that beaciain a the asscacaiatican was vary large and dividend by CookIs Buttes; reasideants who livcld on thea slide of Cooks Rutile that was'lesas challenged by neivtia develaprrort, werea less mcalivatead by common intearests and were less likely tca attenid mecitinig;a. She iiecalled they had inteandead to recwmrneanid splitting the ANA beafkarea the new board was eleacated, but after that the suggeojor.i was set aside. She questioned % lether an email suneypnoceass could be estab:lishead that would eansiure broad enough outreaall. Cheryl Uchida, 15190 Quarry Road,_. _Secretary/Treasurer of the Waluga Neighborhood Association, wondered if a few neaighbcmhoods - neagcatiating togethear - could neagotiatEa a lower printing coal for neawsletllers than the City, reportead cosat. SHe stressed volunteaers in the Waluga Neighboncacid made an anaarrraus eii to keep the m tail i n8 list updated, publ i Ac ld two, new sl ettai s a year, and passed out informati canal flyeria. She added lhay werie " tliread." Shea doubled an email -basad commun:icaation proceassa would wcark well in her nciighlbarbood wheme many people cither did not awn a cicarrlputem cin did riot access their email regularly. She reacalled them hlad bean tini %blen City staff wari the assoaialiora tc edit thea aoritent of a draft neawslettem, but thle association had insistead c n no cillange. She rciporl edit took) two trips to City Hla 111 o put out a riewsleatter. City of Lakes Csweiga Fllanning Cammissican Wit teas of February 1 I , 21008 Puget 4 at 11 She r sported the association currently blad an upldated trailing list with over 500 addressie.% including addiie;ises of bwdr.ie:is piopearty tenants who did r.ical live :in thea ® neaighborhlood Sha thanked Planning Dlepartmanit staff for hlelping Waluga wiilh their neaw., letteua. Shea reported that a plait oflthe Waluga r.laighboncciod along Waluga Drive had previously split off and joined the Llake Aonesal NEaighbarhood after they differed with the neast of the Waluga NaiOborhood Associiatican nagardin8 traffic cialm:ing on Quarry Reaad and A:Ibearfsoni'sa developmeanil. Shle recalled her neighborhood Had initiallycahlalloniged the split, but subsequenitly deeaided to lel them make the change. Sha s id the Wal uga Ne:ighbonhood A ssociiallion had learned over time that it was miost effecitivea to join logethlen wills other adjacent as;aociiations to fund common ground on issuesa befbne they look a positican on them, becaausfa them was strangth in numbers. During the questioning period, Commimionan Brockman sugge.,ded adding a neighborhood section to Bach monRhly issue of Ballo LIO! to promote outreacih and neaducie the cost to r.iaighlborhood& Ms. Ulchida said :aha would discum thall with Hear board, and she sugge.ated the C lity also asld Lake C swego N sigh boncaod Action C foal iti cin (L C NA C I' . Wf eni Commissioner Brockman askad if the CCI should be a ,iearlarata body r.iol the Planning Commission acit:ng as CC] - Ms. Uchida. cion firmed thall was flan plersaonal opinion. When Commissioner Brockman asked wkly there w0he not micire nepnesenteltives frorn associiations presenil at the CICI meeting, Ms. Uchida said it was likely not due to aplathy bul because wonkinig people warited ilea spend available time with ilhein families and felt they cioud hely on thein neighborhood veptesienitatives. Cthens present neciallad that oris of the Clity. ,i neighboAlood asasociat:ions Had ,icihaduled thein own mieeling that ® evening, and somie presanl splecaulated that Llake •Grove and Bake Aorest members might be lified aflen spending so much time at meatingsa on tha Village Center F ]an. Mike Hall. 2080 Ridge Pointe Drive, Palisades Neiahborhood Association Area 11 Reapreasentatime, arguled that nio matter blow =call a nieighboAlood was, thane would be diversity of oplinioni, to that was not a sufficiienit reason to ;split the association. He siaid the now board was more active. They had been working blard since they had been eleacited in Jluly, and they just needed to" fosaten diialogule that wcauld' enicomage tole online nieighbonHood to trust each other and world together. Ha said thay all wane impacited to somie exllent by whall happened at publici facaiihilies in the neighborhood. Discwssioni Staff asked ifl the Commissioniens wanted to recommand a prnocessa for !splitting a neighborhood association and incorporate it,inito the Commission for Citizen Involvement gulidealines. Commissioner Webmern wanted to know the cincaurristancie;a under which tha Palisacl as Neighbonblood Asisociation boundary was oriigi'nally established, and what hac cahanged sincia then. She suggested that if a neighborhood split were pnoplosed, the poteanlia now nuiebonhood should final blave to maut Cityl crileriia for forming a neighborhood and than be ,iupport(id by majoriiq voile of the ar.itine original misociiat:ion. Commissioner Brockman agraud there should be a prociess and the ci iteria should be meal first — whether the gnoupl wanted to split, on modify boundaries. Haweven, ;she suggesiled the appll:iciation than be reviewed and aplproved by a City hearngsa body, ini;atead cafIby an associalion vote, because soma areas, lilde her own, wave so diver;ie that they miigfk be C ity cif Lal e OsAcEp Planning C ammissicin Minutes cif F et ruarM 'I 1, 20CI8 Hage ` (ifl l ] able to agneaea to asld foci reacognit:ican, but would likle:ly not be abler to agree on a specific plan. Commissioner Steawart suggeastead the praciem sHould also ad dreass whlat was necemMI to mar8a pail of a neighbothlcaod with an adjaceanl neighborhood. Mn. Egneri0 agreead to fhshican criteria and a nedatud piiocess foci Planning Clormission examination. Her ant:icaipatead it would considers facatots sucH as w1lether the areia was dividend by a miajoir streaet cfr lopagraphy; whatheri thara hlad begin a chlangea in circaumstancaesl; ori if thearea wase a problem with rep imentatican. He advised thea City Cciuncil would make the final detearmainatican cafl whetheni ori not to reacaognize the neighborhood. Mice Clhaiii Clisson suggestead cionsidering whlat ciommon interests held the area logathen, Commissioner Webster suggested leaning taward keaeping a neaighborhood together unless there was a good iieason not loci, beaausea it might not be beaneficial to allow a ne:ighborhlood to gel too srr a] 1. C thersa recal led that a developer had fbrmad Mountain Park and th at several others re ighbothlocads had fbrmead to protecat themselveas fiom an adjaceanl business district. They obsearvead shat Palisades would ba tremendously impactead by Stafford area deve:lopmeanl. THey suggested every part of the Urban Growth Boundary (UGB) should be in a neighbothaod. The Commissionets discussead other parts of the staff raport. They geanenially ffavoread the simrlifiiead neighborhood alass:iflciation system. They also indicaated they fell tl:at a neighbophlocad that was inactivea shlould be allowed la remain "`dormant" until an issuea deve:lopead that motivated thea membears to become more actives again. They suggested that some neighborhoods that had been espeacaially acstive iiecefihly might want to give theaill membears a respite fiom frUclueant meelings. Comm:issionem Brocakmlan neacaallead 1JONAC hlad discussed "conatinuity frcableiiii" afteir compleale neva boar& wearea eleacated and lhle previous, eaxiperiianieed, board merrbenis werea gone. Shea sauggeastead a ]cawing staggearead, two-year; l ermsa mighlt kleeap some expanien ced board mean bears on the board after an elcralon and mighl result in involving more membears in theaft associiation. dice Chaim Glisson agreied that would fkastear continuity, while miring now and old opinions about issues. Mii. ,E gneri suggeasl gad allowing a mix of cores and two-year terms. Mn. Hoonca said the City caurreanlly tecluired annual elections, but il' was of la eaach neighborhocad to decaicl a thea terms ofllhlein board members. He advisead thal if tha Planning Commissican decided the Clity should mandate sUggered terms, thea Commissicanears aneeded to provide thea taticanale.Alowing why that requireament wase lildealy to reasult in betteni repnesentalion. He iie teuaated thlat lha City's inlenesat was ensuring that neigHboAlocid boards fulfillead their pesponslibility tca submit all positions, including minority positions, to thea City during legislative and land uses hlear:ings. He observed that some CICI Cuidalines 'encaounagd' inslead of mandate. When askled, he alarifiead that a neigHbothacad ciould exist outside ofIClity reacaogmjtion, tut tecognition gave them sutus to testify as a neighbothaod and :incacarporatea theist plan into the Comprehensive Plana. Commissioner Brockman moved to-. reacaommend that the City add a cariiterion fop neaighlboncaod reacagniition that reaquiyed an asacaciiatican to have _twa-yeaar-minimum, staggaiied terms for membears. of.. their board cafl dipectars. Commisls:ioner. Webslem secaandead thea motion and dimiussaion followed. dice Chair Glisson obxr-vied that would nal preavant a board member from vaciating his/her position in maid-tearm. CommAsioneua Brockman clarified the cihange would set a minimum two-year termi, but would. allow City oflLake Oswe€10 Planning C ammissican Minutes of Fetr=3 11, 210(8 Paagei 6 of 1 1 threie-year terms, iifI a ne:ighborhlocid warted that. Clommissioner Steawarl suggested thal one-yeaar terms might make it eiasier to convince people to commit to survei an a board, ® and suggested allowing a board member to auilarnaticiatly extend his/her one-year termi for one more year. Mr; Egner suggestead requiriing that a speciific peneeintage of board positions ciarry over 1a thea naxt yeiar. Commissiiciner Brockman agreaed that wcauld halp ensure continuity of gained knowledge and perhaps gilleatem partiiciipaticin. Commis.:iionem Webster sauggeastead requiring one-year terms but reciammienidinig that teirms be staggenied so thea entire board and its agenda did not change aftear an elecition. Vice Chair Glimoni suggesaled :ipeaciifyring thal at ',least 90% of board positiomi were 10 bee staggered. Commissioner Bracekman witdd new her motion: Mises Chair Glisson moved to reacommend to thea City Councai'l that CCI] Cuidalineas bel cahanlaed to reacommend thal neiishborhlood association boards esetab'lish a minimum of two-veam_terrris_of[serviiaeon _their board of_direcitors_and schledule.e]action s so that at lleaast 30% of board positicins werea staggered turms. Commissioner Brockman metonded the motion and it passed 4.;0. The Commissiiciners then discussed thea isesue of proxy voting. Commissioneni Brcacakman did not fhvclr allowing proxy voting because she worried that it would deistalbiliiae the r.ie.ighboiihood planning proceass if some mearnbenis werea allowed to votes against a plan the planning commitilee had worked hard on and reached conseansus ori. She said riot allcawinig proxy voting would mean that members would have 10 atilanid meeetingsi and learn the phos, and cions beiftirei thay voted on issues. Commissioner W absteni observied ® that peacaple led busy livese with schedukis ilhait might cionf]ict with neaighbcarhood meaeating sacihodulese, and they were used to voting by mail) in other eilections. She said it would be fain to allow them to vote by alternative mieiaami if they ciould not atteand.a specific meetinig. Mr. Bgnear added if thea Commiissiionenis wanted to difftnientiate betweien allowing prcaxy voting in electicans and votese regarding a land use position. Commissioner W absler was not sure proxies should bei ciountead in land use votes; dice Chair Glisson also was not sures. She agileed with tesetimoniy that arrai] could be `°abumid," and perhaps sahoulld not be used in voting, but she said it was a goad mcethod of commiuniciaticin. She recialllead that neighborhood representatives can thea cacimmiitteie that chafteid the Lake Groves Vl:illagci Centear Plan usead emaiil as onie mieawi of communicoatifig with their constituents, but many busey naighbors trusteed their repremir,itative to bei thein voice and vote on the committee, and reapreiscant thlem at land use and prea-arTIl ication meeatings. C lommi ss ionier Steawart stressed the CICI should enuouragei people to atteric neighborhlocid meetings if they wanted1 a vote ori the issues. C lommi ssiorier Brcac kman observied that ii f l thay ceoul d not attend, they could send a letilem, or ar.calhleni repreeseeritativee to share their position, inisilead. Vlicti CHair Glisson iinVIed publia communis regarding proxy voting. Holl Barman, 1445 Oak Terrace, said hes was likle many others and had obligations that sometimes conflicted with the neighborhood meeting sahadule. He Held they shlcauld riot bei diseeenifranichliseeed because they caciulld riot attend a meet ng. Hee reported that it was typical fbr 80% of Lake Cswego Corporation meamiber votes to be by prox-M. He asked ® why on: y the 20% present in a meeting room shlould be al'Iowed 11 make the deicision. He City of Laka Osmigio Planning Clommissien Minului, cfFeibruar5l 11, 2(a8 Aagiui i of 11 addeid teat in a dcimiacmacy, all were allowed to votes, no matllet what thein leiveil of knowledge, and it was the reisplonsibility afltte neighborhlood associalion to try harden to inform them. He said peoplei trusted their miarei-infarrrad friends to guides and reipliosent 41 lheim in good faith at Ilde Csweigo Clorporation meietings. He aciknow] edged the proxy system ciould plalent;ially bei abuseid, but He worried that not allowing_ proxy voting would result in increased apathy, beciausci peiople would wondeir why they shauld bother to pay attenl i on. Mice Chain Glisson agreed that a proxy voting system could be abu.,ad uniass there wa, also a good communication system in place that karlt members well inforfred and gavel them Inst in their representatives. She suggested the Blaming Commission ciould recommend Waving the decision up to each neighborhood, on neiaommend conditions that had to be in place before a neighbonHood adopted a plroxy system. Ms. Moncriefl explained that aven'thaugh Palisades Neighbonhload Assaciiation bylaws allowed plroxy voting, the association Had never conducted an electian or made a land use decision using plraxy vales. All those decisions Had been madel by Hand votei at meetings. Stile saiid the members understood that. SIha said they also used other means to inforrr. member:, but they did not uses alectroda miaans to conduct surveys or make duclisions. Cthen neighborhlood representatives stremd that it was important for a neighborhlood to makes strong affarls to inforrr and involve members in the planning proms, but when. peoples ciould nal atteind meetings they should still be able to parliciipate in voting. One stressed that he often voted by proxy in inve;lment-entity-related duaisions. The maprasent.8tives said alectlanic means was gaod for distriibuling information, but not for surveys on voting, beciausa some people ciould not use it. Thley added that proxy vatars were nal neciessarily uninformed votevs. Commis,ionan Brockman said stile could agreei to nal plrohibitproxy voting if neighbonHoods wanted it. She suggesled tracking how well it worked. Palisades Neighborhood Association reppeseritatives cilaefied'that they had never Had to uses proxy votes to decide a vote because theiii meetings were typically very well attended and counting proxy voters — even if they all voted the samei way -would nal have charged the outcomes. They explained that they tnled to inform al 1 members; they dooun. anted every action; and they had asked the Clity to assign neighborhood -planning staff to eni,ura that. everything was done fairly. Commissi oneln Brockman stressed that in C ragon's locia l and national eleationis everyone was mauled a balled, and a neighlbonhood should follow that exarr.. pl e. C ammis, ionem Wlebli ten suggested llhle C ammissiionens table the disicuission, takle no action to cihange Commission for Citizen Involvement Guidelines, and allow eaicihl in eighblorHood to deiciid a wHetHer May wan ted to allow p roxy vating, Commission er Bnockniain suggested the City monitor How well proxy voting workled. Thle Commissionena them discusseid the nuwslettler issuei. Clommiissionen Wubstar recalled that al vendor Had offered to plublisH the Palisadea Neighborhood Association nlewslutlen because they had a large m ie mben, hip. She :aid such an arrangeme nl mighl not ba offered to smaller rye ighbonhloods. Nuclei Chlaan G]isson reclalleld hearing thart eimail. communiciationi C it3 aft Lek a Osw E i8o P1 ann in€i C ommi ssicin Mir..ules of Bet ruarm : ], 2(IQ18 Ha€Ie fl of 11 would not woidd fdr some people. Commissiioner Braak:man askled if each neigHboAload could Havel a seclion in. Bello LIO! each month_. Staff obsieirwid that publicalion was ® generally used as the City Administrator's means of informing the public, but they offezned to talkl with Public Affairs staff) about adding a new seiat:ion fbn neighbofflood announcements. Clammiissionezn Webster suggested adding a di.ialaiimier that each ne:ighbofflood aantralled the comemil oft ills mictian. Commis.lionlerl Brcick:man suggeisteid thei naighbcinhood sectian could refezr ineadeirs ilei the ne:ighbofflood weibsita, oii somie other plane to gel more informatian. Clammiissionen Weibsteir sand if space waiie an issue, neighborhoods could be given Hello Z&i space on a rotating basis that was coordiniateid with them micieting sahai ule. CommisMonein Bziock:man suggested ilhat sitafflwikl each neighborhaad to fashion theiin own camimiuniaaticin strategy. Thai staff report deiscribed an apilion to simply give neiighbonHood a sisoc:iationisi mianey to gjcind cin ciammunication aetivitieis; and allow theimi la punahasei what they) neeideid themselves. However, sllaff zieaomrr.enided agaiinst this option beiaausa there was a cont ,iavirigs la the-neighbonhloods in Having the City pnov:idei copyir. pmailinig .ximices, the City would bei prnovidinig neighboibood mailing lists thal er.iaompa.is thle entirei association, and staff) would t e infarmad of nie:ighboziio& associalion activities published :in the newsleiltezns. Staff clarified tHat the otfler aplion was that eacih neigHborhood association would be given a spec:ifia bud tit and.the City] would, continue assiisting theirn witt. tl:a printing and mailing. Commisisianeir Broakman a0leed ilhei City should leit neighboziioods deiterm;inei the ways r ilhay wanted to aommunicale and g:ivei theim ilhei marry fbzn it, as long asi ilheiii+ praciesis was desiigned to reach all membeirs. Sloe iiecalled ;il was typical now fdr onganiaat:ions to offer thein ® membens thle abillity to opt to znecialve edectrcinia communication instead of `°sinail mail." Stelffl said tHey were deiveiloping training mateirials to use in neighboAlocid outneiachl workshops, and would suggest that. Vice CHair GIhison advised haat it was ;imparWt to identify the authors of nawsletllen articles because the membens slaaulld be able to see whose opinion it wa-si Staff cionfirmed they) ware no l angar ziequiring that neiws intens be editai for cionl enit accuracy, but pravi dead suggested ed:i l s foii the nei ghbonHoW s cansideiv i on and also iiequizned it heim to include the eiditor's name and cantalct informiat:icin. They said tHey could also require lhlat individual authonsi be ideritificid. The nuiebonhood ziepziesenitatives indicalled than it was important to fnd a waM to protect individual privacy when ria ghborhoods developed an email databasei, Sia somelone would not use it to spazri membemsr on fdr somei otHen kind of abuse. Thant wportad than a resident who was a policeman had abjected to thei r,ieighlboAlaad Weping a database that conneclad His email address with his name and physiicial address They wondered if it waulld be batten if tHei City maintaineid the email siy.item and cantrolled email privacy. Staff advised thm amauils fiom thea City wezie public records, but thenal weir ways to seind eimia lsr I lat laid all the cid em neiaipients' email addrasse.i fiom each individual reicipient, and people novo had the ability to usei a "thriow-away" email addreiss to recieive mailings. Comm:isisiioneni Weit stem suggesteid giving each neighboAload associiaticin thein own link ® fiom thle City webs;il e, and making wabs;ite content "'plri ntalble," so maim t eros wtla opteid out oft"`snail mail" cauld easily prinit a copy. C ity of Lakes Osweiga Alarming Cammission Mimteis oflFebruary 1:1, 30.M Page 9 oft 1:1 Vices Cheiir Glisson said it maids senses fon the Planning Department %eb:ute to tell people whlere they ciaulld go to gest neighbanhood information. She also liked the idea ofloutreaahl workshlopls. W. Egnen said they %ould ask thea Information Teahriology (IT) stdff what would be involved in Having thea City host individual neighborhloads' websites. Ms. Se:ldein alarifieid thlat thea Ciq's ricighbonhood association websites provided a )link to individual r.eigblborhaod associaitions and thlat they plrefenied not getiling involved with managing emiai:l lista. Shai ,iaid thea Clity wanted the neighbo4laod associations to use the web as a ;iourcia for information and a taol for reaching out to thein neighbors. That' said t hley allready planned lo seind a staff email new sill etteir to all nai gh bonhoods thait contained ir.frirmiaaion and "tirls." Theiy pairted out that Comm:is:iioneni Siegel had emailed a suggestion to ;iand out a supplemental survey to aLl neighborhoods thall would help) dettirmine d a eifftictivemess off the CCII program, and Ile had not specified %blat means should be err ipl oyed to da that. One off thei Pali.,iaidei.i Neighbonblood Associiat:ion repnesentaltives said he Had more in common geographically, politically, and with regard to zoning and development concerns, with) lakefrant owneirs, and hes suggested a `°lakefrcinf' neighborhood nsociat:ion sho4l d be formed lo in cll ude rpopewties Il aciated within two blocks of the lake. He necal led that Count* Club residents wanted a height nestricdion to prevent tall) hames in thein area, but that ;limit did riot woAl %till along North Shone slopes. He added that North Shone owneirs weine move comfortable with very ,irral'l side yard setbacks, bacawie they wanted more spaici=i bacik)jards. Vica Chair .Glisson closed the CC] discussian. Staff) was to proplosti changes and draft an update to thle CCI Guidelline.,i fofi futurle CICI consideration. VI: PLANNING COMM] 99ION - WORK 9HS91 OT Can munitY UERIe1lloUment Cod c (CDC) Amend m emtsi _(PA .08,0402) Upldate on pinop aced text amendments ]la the Lake Oswtigo Code (LC CI, Chapter 90 (Community Development Code) foil clarifying, aarnecting and updating seat ion s.. The Commissicme1s agreed to plastpone thhi dhiaussion to whein thley cuaulld sciihleidule morie meeting times fiar it. Mr. Bgnitir empllaiineid the updallei ww so flange that staff had divided it and would present it in three part,. Thle Clomrrissionens planneid to btigin con:udanatian off thea updates by determining whichl were "'housekeeping" cis ange;i and which were substantive changas that could Have more impact and required more publ:ia vatting. Commi ssion en Brockman suggested staff also pnesenit them to LC NAC and aleirl the loco ntiw:ipalpeln.. Vice Clhlaiin Clisson suggested thleiy also alert the r.eighlborhoods that the Cad€i updating prioces.,i had beigun. Staff invited each Clommiasioner to highlight :items they saw m potential issues for staff. Trey anticipated that same piiopased CDC update.,i might conflicit Witt; pnoposeid Infill changes and if would be betteir to wait until thle final dnafis of both proposals wc.wa ready before hlcilding Heariir.gs. C ity of Lakes Osweiga Alarm ing C cimm:: icm Minu teis of I Feibruar)i 1:, 30(18 Paget it, i a of i i VII. A DJOURNMENI'II is Thlere buinig no furthers busines.,i beifone thea F lanninig Commission, Viciei Chlaiir C lisisoni adjourned thti mi ming at appnoximalely 81:50 p.rr. Rle: ipeictfu 11}I s iubrr ittcd, pI - ---" 7kw-,�� Iris Trafrien Adm'irii:ibativa Support City ciflLake Cl wega Plannin8 Commiss'ain Minutes affebruary 11,.ICIOFI Pagel 111 of ] 1