HomeMy WebLinkAbout2010-09-28 Planning PACKET
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ASHLAND PLANNING COMMISSION
STUDY SESSION
SEPTEMBER 28, 2010
AGENDA
I. CALL TO ORDER:
7:00 PM, Civic Center, 1175 E. Main Street
II. ANNOUNCEMENTS
III. PRESENTATIONS
A. Public Meeting Procedures/Ethics (City Recorder Barbara Christensen)
B. Copenhagen Bicycling & Pedestrian Facilities (video)
IV. OTHER BUSINESS
A. PC Subcommittee Recommendations on the Pedestrian Places Public Process
V. ADJOURNMENT
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contact the Community Development office at 541-488-5305 (TTY phone is 1-800-735-2900). Notification 48 hours prior to the
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Memo
DATE: September 22, 2010
TO: Ashland Planning Commission
FROM: Maria Harris, Planning Manager
RE: Public Process Subcommittee Recommendations
Pedestrian Places Project
Questions:
Does the Planning Commission have comments on the Publicity and Workshop Framework
incorporating the recommendations of the subcommittee? Is the Planning Commission in agreement
with moving forward with the Publicity and Workshop Framework?
Is the Planning Commission prepared to participate in the public process to the level identified in the
framework? Specifically, a Planning Commission representative(s) would need to be identified for the
radio and television interviews, and Planning Commissioners would serve as small group facilitators at
the upcoming workshop on October 27.
When would the Planning Commission prefer to meet for facilitation training in preparation for the
October 27 Public Workshop?
6:30 pm – 7:00 pm October 26 (before joint study session)
o
9:00 pm – 9:30 pm October 26 (after joint study session)
o
October 27 (late afternoon or early evening prior to the workshop)
o
Background:
th
At the August 10 Planning Commission meeting, the Commission formed a subcommittee to make
recommendations for the upcoming public process for the Pedestrian Places project. The subcommittee
includes Commissioners Mindlin, Miller and Rinaldi. The subcommittee met on September 2 and
September 13, and the summary of the meeting comments is attached.
Staff prepared the attached Publicity and Workshop Framework based on the discussion and
recommendations of the subcommittee. Initially when the Planning Commission formed the
subcommittee, the purpose was to prepare recommendations for the consultant team. The majority of
the subcommittee’s recommendations involve pre-meeting publicity measures. While the consultant
team will work with staff to incorporate the Planning Commission’s recommendations for the public
workshops, the consultant responsibility in the scope of work for pre-meeting publicity is relatively
limited. As a result, the majority of the work on the publicity measures will need to be completed by the
Planning Commission and staff.
There are three decisions for the Planning Commission to make on the Publicity and Workshop
Framework.
-
2-
Does the Planning Commission have comments on the Publicity and Workshop Framework
incorporating the recommendations of the subcommittee? Is the Planning Commission in agreement
with moving forward with the Publicity and Workshop Framework?
Is the Planning Commission prepared to participate in the public process to the level identified in the
framework? Specifically, a Planning Commission representative(s) would need to be identified for
the radio and television interviews, and Planning Commissioners would serve as small group
facilitators at the upcoming workshop on October 27.
When would the Planning Commission prefer to meet for facilitation training in preparation for the
October 27 Public Workshop?
6:30 pm – 7:00 pm October 26 (before joint study session)
o
9:00 pm – 9:30 pm October 26 (after joint study session)
o
October 27 (late afternoon or early evening prior to the workshop)
o
Attachments:
Publicity and Workshop Framework
Subcommittee Meeting Summary, September 2, 2010
Subcommittee Meeting Summary, September 13, 2010
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-488-5305
20 E. Main Street Fax: 541-552-2050
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Pedestrian Places Project
Publicity & Workshop Framework
Purpose
Effectively provide information about project.
Facilitate an increased understanding of citizen desires and concerns
regarding the project.
Create a two-way communication flow with residents, businesses and
interest groups on the project.
Utilize existing opportunities and create new opportunities to provide and
receive information.
Publicity Tools
Direct Mail
workshop notice in city source
o
send meeting invite (flyer) to properties within 200 feet
o
send meeting invite to businesses in areas
o
Internet
City web page news item
o
facebook and twitter posts
project web page
o
Newspaper
letter to editor from PC Chair
o
press release
o
Radio and Television
Jefferson Exchange interview
o
RVTV Channel 30 slide
o
television interview
o
Word of Mouth
service club announcements (e.g. Chamber, Rotary, etc.)
o
event announcements (e.g. Bear Creek Festival Oct 2)
o
chamber greeters
o
Workshop Framework
Greet and Open Meeting (chairs PC & TC)
Project Background (OTAK/Kittelson consultant team)
Interactive Exercise in Breakout Groups (facilitated by PC members)
Summarize (OTAK/Kittleson consultant team)
9/22/2010
Page 1
Pedestrian Places Project
Planning Commission Public Meeting Subcommittee
9.2.10 Meeting Summary
Planning Commissioners in attendance: Debbie Miller, Melanie Mindlin, John Rinaldi, Jr.
Staff in attendance: Maria Harris, Brandon Goldman
Publicity
start 3 weeks before
make announcement at service clubs (e.g. Chamber, Rotary)
get word out at schools
prepare handout for distribution at service clubs, schools, events (e.g.
Eat Local Week)
should address question “why should I care?” and who, what,
o
when, where, why and how
tv station interview one week before
Planning Commissioner
o
on location
o
Jefferson Exchange interview
Workshops
workshop terminology
important to call workshop and not open house
o
open houses are generally drop in and pedestrian place
o
meetings should be more interactive
meeting format
chair greet and open meetings
o
background first, breakout groups lead by planning
o
commissioners, bring back to large group
suggestions
keep consultant/staff presentation short
o
cover how pedestrian place project ties into TSP
o
use photos of examples of pedestrian nodes from big and small
o
towns to make idea come alive for people
go over steps or pieces that make a pedestrian node work
o
include visual things for people to see and draw on
o
have cookies
o
have a way for people to give comments after workshop
o
logistics
may need a meeting place that is less formal than council
o
chambers (e.g. community center, schools)
move location to north and south
o
may need 3 hours for workshop
o
Pedestrian Places Project
Planning Commission Public Meeting Subcommittee
9.13.10 Meeting Summary
Planning Commissioners in attendance: Debbie Miller, Melanie Mindlin
Staff in attendance: Maria Harris, Brandon Goldman
Consultant team in attendance: Tom Litster, OTAK, Susie Wright, Kittleson and Associates
Workshops – Call with Consultant Team Staff
concern about explaining project in lay terms, node is cryptic
terminology
important to ask people what do you think will fit in our town
concern that previous project (i.e. Croman) was presented with pre-set
boundaries and that initial concepts were presented as “a done deal”
there is a need to lay the ground work for why pedestrian nodes are
important
help group at workshops to focus on possibilities and
o
opportunities
get past here and now (e.g. things like parking and impact on
o
neighborhoods)
Publicity – continued Subcommittee discussion
people need to see things three times
Chamber has a list of service organizations
locations suggested were middle school or high school
important to explain grant on print pieces
follow up on press releases with phone call
there is a need for one page of talking points for Planning
Commissioners – ideally by September 28 study session
would be good to incorporate smart growth principles