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Agenda Item - 2020-11-23 - Number 08.1 - Staff Memo 11/12/20 w-Attach (PC/CCI Goal Setting) • /p'� �� MEMORANDUM o GREGo� TO: Planning Commission/Commission for Citizen Involvement FROM: Scot Siegel, FAICP LEED-AP Planning and Building Services Director SUBJECT: Planning Commission and Commission for Citizen Involvement Goals 2021— Work Session #2 DATE: November 12, 2019 MEETING DATE: November 23, 2020 ACTION Provide direction on proposed 2021 goals. EXECUTIVE SUMMARY This memo summarizes the November 9, 2020 Planning Commission/Commission for Citizen Involvement (Commission) 2021 goalsetting discussion. On November 23, the Commission will receive public input and finalize its goals for City Council consideration. DRAFT GOALS The Commission identified the following Draft Goals as part of an ongoing, multiyear work plan. The following goals are not prioritized. A. Mandated or City Council-directed projects: 1. House Bills 2001 and 2003 Implementation Goal: Continue to assist in the application of guidelines and requirements that result from State implementation of House Bills 2001 and 2003 to our community in a manner that best maintains individual neighborhood identity and quality of life. See also, PP 19-0008. 2. Boones Ferry Road Construction Staging Site—Comprehensive Plan and Community Development Code Amendments for Housing Goal: Conduct a public hearing and make a recommendation to City Council on the Comprehensive Plan and Community Development Code amendments. 503.675.3984 380 A Avenue PO BOX 369 Lake Oswego, OR 97034 www.ci.oswego.or.us Page 2 of 3 3. Flood Hazard Areas—FEMA Model Code implementation Goal: Review an update to the Flood Hazard Overlay and recommend code amendments to City Council as required by FEMA. 4. Annual Community Development Code Amendments Goal:Support the City's continuous process improvement efforts in reviewing the Annual Community Development Code (CDC)Amendments and recommending code changes to City Council consistent with the Comprehensive Plan. B. Discretionary projects subject to Planning Commission and City Council direction: 1. Citizen Involvement Guidelines Updates Goal: Review input from the Diversity, Equity and Inclusion Task Force and provide direction to staff for finalizing the draft updates to the Citizen Involvement Guidelines for land use planning. As part of this update, review proposed changes to the Commission for Citizen Involvement and the Citizen Involvement Guidelines submitted by the neighborhood associations. See also, PP 19-0006, and Attachments 1 and 2. 2. Sustainability and Climate Action Plan Implementation Goal: Review industry best practices and recommend policy or code changes supporting the addition of electric vehicle charging stations to more locations in the city. (This is a collaborative effort with a work group comprised of Sustainability Advisory Board, Planning Commission, and Transportation Advisory Board members.) 3. Lake Grove Village Center and West Lake Grove Design Standards Updates Goal: Recommend code changes for clarity, consistency, and sustainability in required building materials, building design/style, and streetscape elements (lighting, planters, trees, benches, etc.) in the West Lake Grove Design District and Lake Grove Village Center. (The Lake Grove Business Association is developing an outline of the code changes that they would like the City to consider and are coordinating their request with the adjacent neighborhood associations.) 4. Regulation of Small Cell Facilities on Real Property Goal: Review and recommend updates to the CDC for consistency with applicable federal requirements relating to small cell technology' (enabling 5G). (The work is on hold pending litigation brought by states against the Federal Communications Commission.) 1 Small Cells are low-powered cellular radio access nodes that are lower to the ground and have a shorter range than the taller cellular antennas(poles or towers).Small cell antennas are typically mounted on utility or light poles,or on buildings or other structures. Until the City adopts small cell standards, it will apply its existing code as modified by applicable federal requirements. For background,see Council Report on Ordinance 2820 from June 18, 2019. Page 3 of 3 5. Luscher Farm Comprehensive Plan Amendments Goal:Support annexation of the Luscher Area properties to Lake Oswego with updates to the Comprehensive Plan and Urban Growth Management Agreement with Clackamas County(contingent upon Metro UGB amendment). 6. Kruse Way Traffic Management Code Revisions Goal: Review and update the CDC for consistency with the Transportation System Plan and existing code requirements for transportation impact studies. See LU 19-0039. Planning Commission Operations Goals • Hold a 2021 Retreat • Resume Planning Commission tours of neighborhoods • Offer training opportunities on current issues (e.g., small cell technology) CONCLUSION/RECOMMENDATION Staff has capacity to support the four mandated/Council-directed goals and at least the first three discretionary goals in 2021. The second three discretionary goals will likely require additional time or staff resources to complete. The Commission should provide direction for finalizing the goals for submittal to City Council when it meets on November 23. ATTACHMENTS 1. Letter from Neighborhood Chairs Committee, received 11/07/20 2. Commission for Citizen Involvement Legislative History To: The Commission for Citizen Involvement Re: Goal Setting 2021 From: The Neighborhood Chairs Committee Date: Work Session 11/9/2020 On March 9a' 2020, a coalition of neighborhood representatives presented a draft to you outlining a new concept for Lake Oswego's Commission for Citizen Involvement, This inclusive CCI would have an expanded scope and consist of: 1. Mayor or City Council designee; 2. Planning commission member(appointed by Planning Commission); 3. Parks and Natural Resources Advisory Board member(appointed by PNRAB); 4. Sustainability Advisory Board member(appointed by SAB); 5. Transportation Advisory Board member(appointed by TAB);and 6. Two Neighborhood Association Chaim(appointed by vote at an NA Chairs meeting). The neighborhood association coalition has moved forward and formed the Neighborhood Chairs Committee. The Neighborhood Chairs Committee has adopted the attached Commission for Citizen Involvement proposal that includes Goals, Policies and Recommended Action Measures and bylaws. The NCC will be actively promoting this innovative CCI during Lake Oswego City Council goal setting in January 2021. We expect there will be active interest from Council and from our various boards and commissions and neighborhoods across the City. We hope you will be supportive as we seek to bring a new, broad based and ongoing cross-collaborative Commission for Citizen Involvement to Lake Oswego. Thank you, Carole Ockert, Chair, Neighborhood Chairs Committee Bob Ervin, Vice Chair, Neighborhood Chairs Committee Ginger McDowell, Secretary, Neighborhood Chairs Committee Letter from Neighborhood Chairs Committee 11/07/2020 ATTACHMENT 1/PAGE 1 OF 8 Scope, Goals, Policies, Recommended Action Measures and Bylaws for The Lake Oswego Commission for Citizen Involvement Insofar as the Comprehensive Plan, per ORS 197.015 and its implementing administrative regulations, is a generalized,coordinated land use map and policy statement of the governing body of a local government that interrelates all functional and natural systems and activities relating to the use of lands, including, but not limited to,sewer and water systems,transportation systems, educational facilities, recreational facilities,and natural resources and air and water quality management programs; insofar as "comprehensive" means all-inclusive, both in terms of geographic area covered and functional and natural activities and systems occurring in the area covered by the plan; insofar as "land" includes water, both surface and subsurface, and the air,and insofar as goal 1 of the Comprehensive Plan is Citizen Involvement,we respectfully propose the following. A. That the Commission for Citizen Involvement be restructured and replaced by a new Commission for Citizen Involvement,created by City Council resolution(resolution and bylaws,attached-4 pp.),and comprised of seven members,as follows; 1. Mayor or City Council designee; 2. Planning commission member(appointed by Planning Commission); 3. Parks and Natural Resources Advisory Board member(appointed by PNRAB); 4. Sustainability Advisory Board member(appointed by SAB); 5. Transportation Advisory Board member(appointed by TAB);and 6. Two Neighborhood Association Chairs(appointed by vote at an NA Chairs meeting). B. That the"Goals,Policies,and Recommended Action Measures" for Citizen Involvement be as follows: GOALS,POLICIES,AND RECOMMENDED ACTION MEASURES GOALS 1. Provide the opportunity for broadly based,ongoing citizen participation, including opportunities for two-way dialogue between citizens and City elected and appointed officials. 2. Provide opportunities for citizens to shape City government and other Lake Oswego institutions into exemplary organizations that foster trust,respect,courage,and honor. 3. Support involvement of Lake Oswego citizens in identifying and addressing regional issues. 4. Provide clear, simple,user-friendly information about how the planning process works and how citizens can be involved in land use and other City policy decisions. • 5. Preserve and protect our natural environment, and specifically, air,water,and soil quality. Letter from Neighborhood Chairs Committee 11/07/2020 ATTACHMENT 1/PAGE 2 OF 8 POLICIES 1. Provide a process for evaluating the ongoing citizen involvement programs to be certain that citizens are given an opportunity to participate in planning decisions that affect the community. 2. Support neighborhood associations as a forum for discussion and advice on issues affecting the community. 3. Encourage and facilitate individuals'use of existing groups and organizations. 4. Provide timely and adequate notice of proposed land use matters to the public to ensure that all citizens have an opportunity to be heard on issues and actions that affect them. Again,"land use"is defined here,as elsewhere,to have a broad interpretation and one that is consistent with the letter and spirit of the state and local comprehensive plans. 5. Communicate with citizens through a variety of media early in and throughout the decision-making process. 6. Encourage neighborhood associations to create neighborhood plans. 7. The following guidelines shall govern the preparation and adoption of neighborhood plans: (a)Neighborhood Plans may be adopted for City neighborhoods.It is expected that the issues identified in any of these plans shall be primarily of neighborhood interest; and(b)Neighborhood Plans shall address the applicable goals found within the state's and city's comprehensive plans. RECOMMENDED ACTION MEASURES 1. Help ensure adequate citizen participation in City decision-making processes and promote consensus on issues of City-wide importance. 2. Encourage awareness and utilization of existing mediation services. 3. Develop and maintain a neighborhood planning program through the following actions: • Maintain and update the boundaries for neighborhood associations. • Prepare neighborhood association guidelines that will assist in their formation and continued vitality. • Plan and implement staggered neighborhood planning programs that emphasize citizen participation. 4. Provide informational materials that clearly describe opportunities and processes for citizen involvement in land use application and appeals processes, code enforcement, Comprehensive Plan amendments and other land use and planning decisions.Make materials available through the City Planning Department,City Library,City's World Wide Web page,and other locations,as appropriate. 5. Evaluate notice and hearing processes to ensure that notice is timely and the process is fair. 6. Create a process to evaluate the effectiveness of the above-stated goals and policies. 7. Encourage the City Council to appoint task forces, boards,or advisory committees to address issues of citywide importance in a manner that fairly represents the various interests of those living and working in Lake Oswego. Letter from Neighborhood Chairs Committee 11/07/2020 ATTACHMENT 1/PAGE 3 OF 8 8. Encourage City Council members and representatives of City departments to attend neighborhood association meetings to discuss plans of both neighborhood and citywide importance as needed and appropriate. • • Letter from Neighborhood Chairs Committee 11/07/2020 ATTACHMENT 1/PAGE 4 OF 8 ATTACHMENT A BYLAWS FOR THE COMMISSION FOR CITIZEN INVOLVEMENT FOR THE CITY OF LAKE OSWEGO,OREGON ARTICLE I-NAME The name of this organization shall be the Commission for Citizen Involvement, hereinafter called the CCI. ARTICLE II-PURPOSE The co is an independent body intended to function as a watchdog and advocate for citizen involvement. It is responsible for advising the City Council and other bodies on the development, implementation,and evaluation of a Citizen Involvement Plan that: 1. Promotes and enhances citizen involvement in land use planning as defined as and required by Oregon State Planning Goal 1(ORS 197.015;OAR 660-015-000(1)); 2.Evaluates the citizen involvement process;and 3.Makes recommendations to the City Council to improve the citizen involvement process. ARTICLE iH-MEMBERSHIP The commission shall consist of: 1. Mayor or City Council designee 2. Planning Commission member; 3. Parks and Natural Resources Advisory Board member; 4. Sustainability Advisory Board member, 5.Transportation Advisory Board member;and 6. Two Neighborhood Association chairs. ARTICLE IV-TERM OF OFFICE The membership term shall be for the duration of the term of service on the City Council,Planning Commission, Parks and Natural Resources Advisory Board,Sustainability Advisory Board,Transportation Advisory Board,or as the Neighborhood Association Chair for such members or two years,whichever comes first. ARTICLE V-VOTING A quorum shall be a majority of the current CCI members.A vote shall be decided by a majority of the CCI members present at a meeting at which a quorum is present. ARTICLE VI-MEETINGS Meetings and agenda of the CCI shall be publicized in advance of the meeting date in a manner reasonably calculated to provide notice to citizens of the same and conducted in accordance with Letter from Neighborhood Chairs Committee 11/07/2020 ATTACHMENT 1/PAGE 5 OF 8 applicable state and local law.The CCI shall meet at least once per quarter or at any time at the request of two or more cc'members. ARTICLE VII-PRESIDING OFFICER The Chair and the Vice Chair of the CCI shall be elected from its membership as soon as practicable each calendar year.The Chair,and when appropriate the Vice Chair or designee selected by the co,will preside over all CCI meetings. Letter from Neighborhood Chairs Committee 11/07/2020 ATTACHMENT 1/PAGE 6 OF 8 RESOLUTION NO. A RESOWTION ESTABLISHING REVISED BYLAWS FOR THE LAKE OSWEGO COMMISSION FOR CITIZEN INVOLVEMENT WHEREAS,citizen involvement and two-way communication with residents is a Lake Oswego priority; WHEREAS,State law requires the City maintain a citizen involvement program that ensures the opportunity for citizens to be actively involved in the land use process,as defined in ORS 197.015; • WHEREAS,Goal 1 of Oregon's Statewide Planning Goals&Guidelines states that governing bodies shall adopt and publicize a program for citizen involvement that dearly defines the procedures by which the general public will be involved in the ongoing land-use planning process; WHEREAS,effective citizen involvement is essential to good government; WHEREAS,the following guiding principles are the cornerstones to Lake Oswego's citizen involvement program: • We believe active citizen involvement is essential to the future of Lake Oswego. • We respect and consider ail citizen input. • We encourage involvement opportunities that reflect our diversity and indusivity. • We promote participation,based on citizen involvement opportunities,of individuals and of community, business,and special interest groups. • We provide communications to encourage citizen participation in city processes that are understandable,timely and broadly distributed. • We organize involvement activities to make the best use of citizens'time and effort. • We assure that citizens feel heard,valued,and respected through the process. • We strive to achieve the highest value and efficient use of taxpayer dollars. WHEREAS,the City Council formerly recognized the Lake Oswego Planning Commission as the City's CCI, thereby delegating the duties of complying with Goal 1 to the Planning Commission; WHEREAS,the City Council decided that the importance of citizen involvement required a broader cross- section of interests be represented on the CCI; WHEREAS,the City Council adopted Resolution on ,which established Bylaws for the Commission for Citizen Involvement; WHEREAS,the City Council repealed Resolution and adopted Resolution on to better establish the purpose,work and representation of the CC]; Letter from Neighborhood Chairs Committee 11/07/2020 ATTACHMENT 1/PAGE 7 OF 8 NOW,THEREFORE,THE CITY OF LAKE OSWEGO RESOLVES AS FOLLOWS: SECTION 1. Resolution is repealed. SECTION 2.The City of Lake Oswego formally recognizes the CCI in accordance with Attachment A,the City of Lake Oswego CC!Bylaws. SECTION 3.The City of Lake Oswego CCI Bylaws are adopted. This resolution was PASSED and ADOPTED this day of ,and takes effect upon passage. Kent Studebaker,Mayor ATTEST: Anne-Marie Simpson,City Recorder APPROVED AS TO FORM: David D.Powell,City Attorney Letter from Neighborhood Chairs Committee 11/07/2020 ATTACHMENT 1/PAGE 8 OF 8 Commission for Citizen Involvement Legislative History Instrument Effective Date Summary Ordinance 2162 June 2, 1998 "A general ordinance of the City Council of the City of Lake Oswego Amending LOC Chapter 12 (Administration)to approve the members of the Lake Oswego Planning Commission to serve as the Commission for Citizen Involvement and to limit the duties of the Planning Commission in this regard solely to land use matters."(emphasis added] Section 1. Creation. Membership and Term. 1.There is hereby created a Commission of Citizen Involvement(CCI) of the City of Lake Oswego consisting of seven members. 2. Members of the CCI shall be in good standing in Planning Commission. Resignation or termination from the Resignation or termination from Planning Commission shall be considered resignation or termination from the CCI. 3. Implement the City's Citizen Involvement Program pursuant to the requirements and the relevant guidelines of Statewide Planning Goal 1, Citizen Involvement and the goal and relevant policies of the Goal 1, Citizen Involvement Chapter of the Lake Oswego Comprehensive Plan. 4. Procedure.The Planning Commission may call itself into session as the CCI to carry out the CCI's duties under subsection 3 of this section during any regularly scheduled Planning Commission meeting pursuant to the public meeting law.The Planning Commission shall report to the City Council on an annual basis regarding its activities as the CCI and, if determined necessary, make recommendations to enhance citizen involvement in Lake Oswego. Section 2.Transition. The terms of the current members of CCI shall terminate as of the effective date of this ordinance.The members of the Planning Commission shall become the members of CCI as of the effective date of this Ordinance, and shall serve as members of the CCI for their remaining terms on the Planning Commission. Section 3. Severability. The provisions of this ordinance are severable. If any portion of this ordinance is for any reason held to be invalid,such decision shall not affect the validity of the remaining portions of this ordinance. Ordinance 2101 August 1, Section 2. 1994 12.51.025. Commission for Citizen Involvement. 1. Creation. Membership and Term. There is hereby created a Commission of Citizen Involvement (CCI) of the City of Lake Oswego consisting of seven members. Commission for Citizen Involvement Legislative History 11/19/1991 -06/02/1998 ATTACHMENT 2/PAGE 1 OF 5 Instrument Effective Date Summary 2. Qualifications. Members shall reside within the City limits. Or within the Urban Services Boundary, except no more than three members may live outside the city limits. 3. Duties a. Assist the City Council, its advisory bodies, and staff in providing opportunities for the residents of the community to participate in the governing process. b. Inform residents about the decision-making process and how they may participate in it. c. Inform residents of the nature of choices facing the community. d. Encourage residents to take part in decisions which affect the community. e. Encourage and support neighborhood associations. f. Periodically evaluate the effectiveness of the citizen involvement opportunities available to the residents of the community. g. Encourage a plan for the effective utilization of the cable TV public access channel by the City of Lake Oswego, its agencies, and groups, institutions, and individuals within the community. h. Encourage citizen participation in land-use planning decisions. i. Encourage citizen participation in implementation of the Comprehensive Plan. j. Consider, while in the early stages, city, county, regional, state, and federal plans and actions which may have substantial impact on local citizen involvement. k. Encourage citizen participation in periodic review and evaluation of the Comprehensive Plan and planning and decision- making procedures. (Ord. No. 2042, Sec. I; 12-03-91.) Ordinance 2091 April 19, 1994 Article 12. 50. Citizen Advisory Boards, Committees and Commissions. 12.51.025. Commission for Citizen Involvement. 1. Creation; Membership;Term. See Ordinance 2101 2. Qualifications. See Ordinance 2101 3. Duties. See Ordinance 2101 Ordinance 2042 November 19, Section 1.The Lake Oswego Code is amended by the addition of a 1991 new section 12.1700 to 12.1790 Chapter 12 which shall read as follows: 12.1700 Committee for Citizen Involvement. The Committee for Citizen Involvement originally created by Resolution R-75-39 and modified by R-85-9 is hereby codified.The resolutions are repealed. Commission for Citizen Involvement Legislative History 11/19/1991 -06/02/1998 ATTACHMENT 2/PAGE 2 OF 5 Instrument Effective Date Summary The terms of the members of the Committee for Citizen Involvement shall continue and not be affected by this change. Reference made in LOC 12.1700- 12.1799 to the "CCI" means the Committee for Citizen Involvement." 12.1710 Composition,Term, Removal. The CCI shall consist of seven members appointed by the Mayor with the approval of the City Council for a term of three years.Any vacancy shall be filled by the Mayor with the approval of the Council for the unexpired term of the predecessor in office.A member of the CCI may be removed by the City Council, after hearing,for misconduct or non-performance of duty. As used herein "misconduct and non-performance of duty" include but are not limited to the following:Adjudicated incompetence, conviction of a felony,failure to reveal any conflict of interest in matters heard by the CCI, or unexcused absence from three consecutive regular meetings of the Committee. 12.1730 Officers. At the first meeting of each year the CCI shall elect a Chairman and a Vice-Chairman.The officers shall hold office at the pleasure of the CCI.Any vacancy in such offices shall be filled by election of the CCI. approval of the Council for the unexpired term of the predecessor in office.A member of the CCI may be removed by the City Council, after hearing,for misconduct or non-performance of duty. As used herein "misconduct and non-performance of duty" include but are not limited to the following:Adjudicated incompetence, conviction of a felony,failure to reveal any conflict of interest in matters heard by the CCI, or unexcused absence from three consecutive regular meetings of the Committee. 12.1720 Qualifications. At least five members of the CCI shall be residents of the City of Lake Oswego. If a member ceases to reside in the City, he/she shall nevertheless be eligible to complete his/her other appointment term. 12.1740 Secretary, Minutes and Records. The Planning Director or his/her designated representative shall serve as Secretary of the CCI.The secretary shall keep an accurate record of all proceedings and shall serve as the custodian of the files and records of all proceedings before the CCI.A record of all testimony and proceedings before the CCI shall be made by a tape recording, shorthand, stenotype, or other suitable means. 12.1750 Quorum, Meetings, Rules. 1. Four members of the CCI shall constitute a quorum. 2.Any questions before the CCI shall be decided as follows: (a)The concurrence of a majority of the members present and eligible to vote shall be necessary to decide any question before the CCI. No Commission for Citizen Involvement Legislative History 11/19/1991 -06/02/1998 ATTACHMENT 2/PAGE 3 OF 5 Instrument Effective Date Summary question shall be decided with fewer than three affirmative votes, except as provided by subsection (b) of this section. (b)When three or fewer members are eligible to vote on a question it shall not be decided until there has been a unanimous vote by those eligible to vote at two consecutive regular meetings. If at the second regular meeting more than three members are eligible to vote on the question it shall be decided as provided by subsection (a) of this section. 3.The CCI shall meet at such times and places as may be fixed by the CCI.Special meetings may be called by the Chairperson or by any three members pursuant to such notice provisions as may from time to time be adopted by the CCI. 4.The CCI may from time to time adopt and amend rules of procedure consistent with the laws of the State,the City Charter and the provisions of other applicable ordinances. 12.1760 Compensation. Members of the CCI shall receive no compensation for their services but may be reimbursed for duly authorized expenses. 12.1770 Conflict of Interest. The conflict of interest provisions of LOC 12.175 and state law shall apply to the CCI. 12.1780 Powers and Duties Generally.The CCI shall: 1.Assist the City Council, its advisory bodies, and staff in providing opportunities for the residents of the community to participate in the governing process. 2. Inform residents about the decision-making process and how they may participate in it. 3. Inform residents of the nature of choices facing the community. 4. Encourage residents to take part in decisions which affect the community. 5. Encourage and support neighborhood associations. 6. Evaluate, periodically,the effectiveness of the citizen involvement opportunities available to the residents of the community. 7. Encourage a plan for the effective utilization of the cable TV public access channel by the City of Lake Oswego, its agencies, and groups, institutions, and individuals within the community. 8. Encourage citizen participation in land-use planning decisions. 9. Encourage citizen participation in implementation of the Comprehensive Plan. 10. Consider,while in the early stages, city, county, regional, state, and federal plans and actions which may have substantial impact on local citizen involvement. Commission for Citizen Involvement Legislative History 11/19/1991 -06/02/1998 ATTACHMENT 2/PAGE 4 OF 5 Instrument Effective Date Summary 11. Encourage citizen participation in periodic review and evaluation of the Comprehensive Plan and planning and decision-making procedures. 12.Assist the Council as requested by Council. 12.1790 Coordination with Other Bodies.The CCI serves as an advisory arm of the City Council and the City staff. It reports to the City Council through its minutes and through written adopted reports and joint meetings. It reports and makes its recommendations in minutes and meetings with City staff.The CCI, upon the request of the City Council, Planning Commission, Development Review Board, or a developer, may advise the City on land use actions. Recommendations made to the City Council by the CCI shall be in writing. Recommendations to the staff or requests for staff assistance shall be in the form of motions recorded in the minutes of the CCI. Section 2. Severability. The provisions of this ordinance are severable. If any portion of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance. Commission for Citizen Involvement Legislative History 11/19/1991 -06/02/1998 ATTACHMENT 2/PAGE 5 OF 5