CITY OF CANNON BEACH AGENDA Meeting: City Council Combined Work Session with Planning Commission Date: Thursday August 29, 2019 Time: 5:30 p.m. Location: Council Chambers, City Hall CALL TO ORDER AND APPROVAL OF AGENDA DISCUSSIONS & PRESENTATIONS ( 1) Vision 2.0: Cannon Beach Joint Work Session on Comprehensive Plan Update and Visioning Process INFORMATIONAL/OTHER DISCUSSION ITEMS ( 2) Good of the Order ADJOURNMENT Please note that agenda items may not be considered in the exact order listed, and all times shown are tentative and approximate. Documents for the record may be submitted to the City Manager prior to the meeting by email, fax, mail, or in person. For questions about the agenda, please contact the City of Cannon Beach at [email protected] or (503) 436.8052. The meeting is accessible to the disabled. If you need special accommodations to attend or participate in the meeting per the Americans with Disabilities Act (ADA), please contact the City Manager at (503) 436.8050. TTY (503) 436-8097. This information can be made in alternative format as needed for persons with disabilities. Posted: 8/21/19 City of Cannon Beach, P. O. Box 368, Cannon Beach, OR 97110 (503) 436-1581 • Fax (503) 436-2050 • TTY: 503-436-8097 • www.ci.cannon-beach.or.us CANNON BEACH CITY COUNCIL STAFF REPORT VISION 2.0: CANNON BEACH JOINT WORK SESSION ON COMPREHENSIVE PLAN UPDATE & VISIONING PROCESS ____________________________________________________________________________________ Agenda Date: August 29, 2019 Prepared by: Jeff Adams Joint Work Session Community Development Director BACKGROUND Earlier this year, the City Council asked staff to give an overview of potential planning projects on the horizon. The City has had many incremental updates to the Comprehensive Plan and to the City’s functional plans, such as Water, Wastewater and Parks, over the past few years, yet there has not been a cohesive plan review and comprehensive strategy for moving the City forward. At this year’s City Council Retreat, and the subsequent work session, both the Strategic Plan and Comprehensive Plan were part of the priorities listed. In April the Council asked staff to schedule for a fall start date to begin the process. ANALYSIS/INFORMATION Staff has discussed what is needed to be put in place to make that scheduling of that discussion occur. 1. A meeting with Council to talk about what you want the City to get out of the project, which was held on July 5th; 2. A joint meeting with the Planning Commission to review and assess the current state of the City’s plans, discuss the Commission’s ideas about what the Council hopes to get from the effort and what help they will need from staff, which is this evening’s work session agenda; 3. Staff to go out for consulting services or secure support services for the facilitation of the process based on the decisions of the Council and Planning Commission; 4. Consultant or support selection for the process; 5. Initiation of Community Engagement Process. PO Box 368 Cannon Beach, Oregon 97110 • (503) 436-1581 • TTY (503) 436-8097 • FAX (503) 436-2050 www.ci.cannon- beach.or.us • [email protected] RECOMMENDATION Staff recommends a consensus be reached on a timeline for the Visioning Process, outlining the expectations for deliverables, staffing and resources necessary to achieve such expectations. ATTACHMENTS A: City Plan Community Engagement Plan, Staff B: City Plan Timeline, Staff C: Using Visioning in a Comprehensive Planning Process, Anna Haines, UWExtension (2014) D: What is Community Visioning? Steven Ames, APA (2006) E: Hillsboro 2035 Community Plan F: Greater Newport Area Vision 2040 G: Sisters Country Vision H: Sisters Country Vision Action Plan CANNON BEACH VISION 2.0 COMMUNITY ENGAGEMENT PLAN: BIG QUESTION: How should our community’s Comprehensive Plan be updated for the next 10-20 years in Cannon Beach, and what policy guidance, scenarios, and action items will realize the Vision we have for the future? KEY AUDIENCES: Residents; business owners; property owners; workforce; non-profit organizations (social justice, social services, environmental, health, arts and culture); various Business Associations; Cannon Beach Chamber of Commerce; Tolovona Arts Council; Clatsop County; major employers; School District, faculty, staff, and parents; youth; City boards and commissions; City Council; City of Cannon Beach departments; and other interested organizations and members of the public. OBJECTIVES: • Explain project goals, scope, process, and purpose • Provide information about existing conditions, policies, and new topics/issues • Confirm existing policies’ relevance • Explore new topic/issue ideas • Gather guidance on Vision, Comprehensive Plan, and direction for future • Develop new policies and recommendations to achieve the vision, based on community feedback GOALS: • Target total engagement number of 360 (approx. 20 percent of the Cannon Beach population). Includes participation in events and questionnaires, downloads of online documents, attendance at presentations, engagement on social media, clicks in newsletters, etc. o 60 interactions per engagement series; 60% in-person/online, 40% broadcast o Stretch goal: 480 interactions (approx. 30 percent of the Cannon Beach population) • Demographics of participants will be collected at public events and via online questionnaires whenever possible; goal of representative participation o Geography o Race o Socioeconomic Status o Age o Gender • Target number of plan ambassadors is 4-10 o Each ambassador will be asked to host 3 meetings with 5-10 attendees o Plan ambassadors will represent different geographic areas across the city • Target number of community grant recipients is 3 o Each grant recipient will be asked to host 3 meetings with 10-20 attendees Cannon Beach Vision: Community Engagement Plan 1 o Grant recipients will represent a range of traditionally underrepresented groups (i.e. people with limited English proficiency, low-income residents, people with disabilities) • Questionnaire target number of responses is 180 SUCCESS: The engagement process for City Plan will be successful if we achieve our target engagement numbers, interact with a representative group of community members throughout the planning process, engage traditionally underrepresented groups (low-income residents, youth, Spanish-speaking residents, etc.) and encourage the consistent participation of plan ambassadors and community grant recipients. Additionally, the engagement process will be successful if participants can clearly see how their involvement and input shaped the policies and recommended actions in City Plan. Figure 1: We envision an engagement structure that is representative of the Cannon Beach community, provides several potential levels of involvement, and ensures consistent feedback and communication among all groups. OVERALL STRUCTURE + APPROACH: City Plan will engage a diverse range of stakeholders in the planning process, including those with limited English proficiency or who speak Spanish as a primary language, as well as other sectors of the community that have not traditionally engaged in the public process (students, youth, low-income people, people of color, etc.). Outreach materials will be translated into Spanish whenever possible, and at minimum will include instructions in Spanish for contacting the City for translation support or more information on the project. Cannon Beach Vision: Community Engagement Plan 2 An engagement working group will be assembled in the first few months of the planning process and will be responsible for evaluating this engagement strategy throughout the planning process. This engagement strategy will be monitored and adjusted throughout the planning process to ensure broad community representation in all phases of City Plan. ENGAGEMENT STRATEGY: The engagement strategy for City Plan will consist of 4 “event series,” each corresponding to a specific phase of the planning process. A broad range of coordinated approaches and techniques will be used to engage people in City Plan during each event series – including community- wide public events, small-group and stakeholder techniques, online and mobile engagement, and broadcast notification. Figure 2: Four “event series” throughout the planning process will provide opportunities for people to engage with City Plan both at community-wide events and at smaller, more targeted events. Online and mobile tools, combined with notification techniques, will inform and encourage participation among community members who may not attend meetings in person. A focus of engagement efforts will also be directed towards smaller, more frequent events held throughout the community. Staff will be more focused on attending existing meetings or events to be where people already are. This focus will also include meeting at times, locations, and with constituencies that may be missed by traditional downtown evening open houses or workshops. Each event series will include the following engagement opportunities: • Community-Wide Engagement o 4-5 community intercept events or discussions with community groups o 2-3 other community events (table at existing events, participation in open houses, or similar) o 1 larger public event (workshop, forum, or similar) • Online/Mobile Engagement o 2-3 online engagement tools (questionnaires, mapping activities, or similar) Cannon Beach Vision: Community Engagement Plan 3 o Social media posts • Small Group/Stakeholder Engagement o 2 City Leadership