Section 6: Appendices

This section contains documents which are additional resources for the reader.

Documents Appendix A: Glossary and Acronyms List Appendix B: Community Resource List Appendix C: Candidates Forum Guidelines Appendix D: Posting to OregonLive’s Public Blogs Appendix E: Resolution & Order 86-58 Appendix F: Boundary Task Force Report Appendix G: Neighborhood Review Meeting Packet

Appendix A

Glossary and Acronyms List

The following words and phrases are terms that are frequently used in public hearings, land use notices, correspondence, and reports. The list is not exhaustiYe and represents Must some of the more commonly used terms. 6ome Murisdictions haYe slightly different deÀnitions of these terms in their codes, deÀnitions speciÀed in code apply to the speciÀc codes. appeal - a legal proceeding in which a decision by one body is reviewed by another, usually as the result of a challenge by some aggrieved person. ,n many cities and counties, a land-use decision by a hearings ofÀcer or planning commission can be appealed to the local governing body. Local land-use decisions can be appealed to the state’s Land Use Board of Appeal (LUBA). building coverage - that percentage of the total lot area covered by buildings including covered parking areas.

Citizen Involvement Advisory Committee (CIAC) - “A State committee appointed by the Land Conservation and Development Commission to advise that commission on matters of citizen involvement, to promote public participation in the adoption and amendment of the goals and guidelines, and to assure widespread citizen involvement in all phases of the planning process. CIAC is established in accordance with ORS 197.160.” (DeÀnitions, 2regon’s 6tatewide 3lanning Goals). 6ome cities and counties call their local committee for citizen involvement by this same name.

Committee for Citizen Involvement (CCI) - “A local group appointed by a governing body for these purposes: assisting the governing body with the development of a program that promotes and enhances citizen involvement in land use planning; assisting in the implementation of the citizen involvement pro- gram; and evaluating the process being used for citizen involvement. A CCI differs from a citizen advisory committee (CAC) in that the former advises the local government only on matters pertaining to citizen involvement and Goal 1. A CAC, on the other hand, may deal with a broad range of planning and land use issues. Each city or county has only one CCI, whereas there may be several CACs.” (DeÀnitions, 2regon’s Statewide Planning Goals).

Comprehensive Plan - the comprehensive plan is the land use policy document that guides the development of the local Murisdiction (county or city). Elements of the Comprehensive Plan include Public Services, Land Use, Transportation, Economy and Housing, Environmental Quality, Safety, and Natural Resources. density - the number of dwelling units per unit of land expressed as the number of square feet of land per dwelling unit. The net density for any lot is computed by dividing the net square footage of the parcel by the number of dwelling units. The net square footage is determined by subtracting from the total square footage of the parcel that area deemed necessary for street dedication and that area used for private streets and common driveways, if any.

Department of Land Conservation and Development (DLCD) - the State agency that administers Oregon’s Statewide planning program, under the direction of the Land Conservation and Development Commission. DLCD’s main ofÀce is in Salem. The agency also maintains Àeld ofÀces in La Grande, Central Point, Bend, Newport, Eugene and Portland.

Community Development Code - the Community Development Code is the document that speciÀes the Murisdiction’s zoning districts, lists of permitted and prohibited uses, use restrictions, development standards, parking ratios, application processes, etc. (note that some Murisdictions call it simply “Development Code”).

District or Zoning District - a portion of the territory of the Murisdiction within which certain uniform regulations and requirements—or various combinations thereof—apply under the provisions of the Development Code. Engrossment (engrossed) - As a bill or ordinance goes through the decision-making process it may be changed (amended) and the drafts for consideration are labeled as engrossed. Sometimes they will have a sequential letter or number included (A-engrossed, B-engrossed), until the Ànal version is signed an enacted. governance - the act, power, authority or structure to govern.

Land Conservation and Development Commission (LCDC) - the seven-member lay commission that over- sees Oregon’s statewide planning program. LCDC’s members are appointed by the governor and conÀrmed by the senate. LCDC’s policies are carried out by the Department of Land Conservation and Development (DLCD). This combination of a State agency overseen by a lay commission is typical of most State government programs in Oregon.

Land Use Board of Appeals (LUBA) - a board established by the State legislature in 1979 to hear and decide appeals of local land use decisions. LUBA has three members: a board chair and two board members. All are appointed by the governor and conÀrmed by the State senate. All must be members of the Oregon State Bar.

Metro - the Regional Government that provides general policy direction to each Murisdiction and agency within the Portland Metropolitan area. Topics that Metro advises and provides general policy on are wide ranging and include: land use, transportation, natural resource protection, housing, parking and more.

Minute Order - decision of the Board of Commissioners if an agenda item that is not a resolution and order or an ordinance, is adopted through a vote approving the item, or through a vote approving the consent agenda containing the item.

Neighborhood Review Meeting (Neighborhood Meeting) - the purpose of this meeting is to provide a forum for an applicant and surrounding property owners/residents to review the proposal and to identify issues so that such issues may be considered before a formal land-use development application is turned in to the County. The goal of the meeting is to inform and encourage citizen involvement early in the development process so that the resultant development application may be more responsive to neighborhood concerns. Requirements for neighborhood meetings are included in Article II 203-3 of the Community Development Code. Also see Appendix F of this Handbook.

1RWLFHQRWLÀFDWLRQ - an announcement from a governmental body describing some action to be taken by that body, and explaining how interested persons can participate in or appeal that action. ORS 197.763 speciÀes the notice procedures to be used by cities and counties in making quasi-Mudicial land use decisions.

Ordinance - Washington County promulgates ordinances as a legislative function. An ordinance is the equivalent of a statute for the County, passed by the Board of Commissioners and governing matters not already covered by federal or state law. Ordinances go into effect 30 days after enactment.

Ordinance season - the period March 1- October 31 during which land use ordinance hearings may be conducted in Washington County.

Periodic Review - each Murisdiction in Oregon is required to update its Comprehensive Plan every seven years. When the update is in progress, it is known as Periodic Review.

Quasi-judicial - this term refers to process and decisions made by an administrative agency or body that in- cludes fact Ànding and discretion in application of a standard. The decisions are appealable. Quasi-Mudicial land use decisions in Oregon must include: ‡ An opportunity for parties to be heard ‡ An opportunity to present and rebut evidence ‡ An impartial tribunal ‡ A record and ‡ Adequate Àndings. Remand - this refers to when a case that has been appealed to LUBA or an appeals court and it is sent back to the court or Murisdiction from which came for further proceedings.

Resolution and Order (R&O) - this is a formal action by vote of the board which speciÀes policy or opinion of the board and orders speciÀc action to be taken. The R O goes into effect upon signing unless otherwise speciÀed.

Rural reserve - lands outside the Metro UGB, and outside any other UGB in a county with which Metro has an agreement pursuant to this division, reserved to provide long-term protection for agriculture, forestry or important natural landscape features.

Site Plan - a plan, prepared to scale, showing accurately and with complete dimensions all the uses proposed for a parcel of land, and other information as required by speciÀc sections of the Community Development Code.

Urban Growth Boundary - an acknowledged urban growth boundary contained in a city or county comprehensive plan or an acknowledged urban growth boundary that has been adopted by a metropolitan service district council. The boundary controls urban expansion onto farm and forest lands. Land inside the urban growth boundary supports urban services such as roads, water and sewer systems, parks, schools and Àre and police protection that create places to live, work and play. The urban growth boundary is one of the tools used to protect farms and forests from urban sprawl and to promote the efÀcient use of land, public facilities and services inside the boundary.

Urban reserve - lands outside an urban growth boundary designated to provide for future expansion of the UGB over a long-term period and to facilitate planning for the cost-effective provision of public facilities and services when the lands are included within the urban growth boundary.

Urban Growth Management Functional Plan - the Urban Growth Management Functional Plan is the document by which Metro speciÀes regional expectations of the regional Murisdictions and agencies.

Adapted for the CPO program from the City of Beaverton website at http://www.beavertonoregon.gov DLCD website, and a variety of other sources

BCC: Board of County Commissioners BLM: Bureau of Land Management BMP: Best Management Practice BPA: Bonneville Power Administration BRT: Bus Rapid Transit CAC: Citizen’s Advisory Committee CCI: Committee for Citizen Involvement CDBG: Community Development Block Grant CDC: Community Development Code CFP: Comprehensive Framework Plan CIP: Capital Improvement Program CIP: Citizen Involvement Program CIO: Citizen Involvement Organization (Tualatin) CPO: Citizen Participation Organization CWS: Clean Water Services DEQ: Oregon Department of Environmental Quality DEIS: Draft Environmental Impact Statement DLCD: Department of Land Conservation and Development DLUT: Department of Land Use and Transportation EA: Environmental Assessment EDIS: Economic and Demographic Information Services EIS: Environmental Impact Statement EPA: United States Environmental Protection Agency FAA: Federal Aviation Administration FEIS: Final Environmental Impact Statement FEMA: Federal Emergency Management Agency FHWA: Federal Highway Administration FTA: Federal Transit Administration (formerly UMTA) GIS: Geographic Information System HCT: High Capacity Transit HO9: High Occupancy 9ehicle IGA: Intergovernmental Agreement ISTEA: Inter-modal Surface Transportation EfÀciency Act of 1991 JPACT: Joint Policy Advisory Committee on Transportation (METRO) LID: Local Improvement District or Low Impact Development LCDC: Land Conservation and Development Commission LOS: Level-of-Service LRT: Light Rail Transit, a.k.a. MAX (Metropolitan Area Express) LUBA: Land Use Board of Appeals MAX: Metropolitan Area Express, a.k.a. Light Rail Transit MOA: Memorandum of Agreement MOU: Memorandum of Understanding MPAC: Metro Policy Advisory Committee MPO: Metropolitan Planning Organization MSTIP: MaMor Streets Transportation Improvement Program MTAC: Metro Technical Advisory Committee MTIP: Metro Transportation Improvement Program NAC: Neighborhood Association Committee (Beaverton) NEPA: National Environmental Policy Act NWI: National Wetlands Inventory OAR: Oregon Administrative Rules ODFW: Oregon Department of Fish & Wildlife ODOT: Oregon Department of Transportation ORS: Oregon Revised Statutes OSU: Oregon State University OTC: Oregon Transportation Commission OTP: Oregon Transportation Plan PC: Washington County Planning Commission PSB: Public Services Building PFP: Public Facilities Plan ROW: Right-of-Way RTP: Regional Transportation Plan SDC: Systems Development Charge SIP: State Implementation Plan, air quality or Oregon Strategic Investment Program SO9: Single Occupancy 9ehicle STIP: State Transportation Improvement Program STP: Surface Transportation Program SWM: Surface Water Management TAC: Technical Advisory Committee or Transportation Advisory Committee TCM: Transportation Control Measures TDM: Transportation Demand Management TDT: Transportation Development Tax TGM: Transportation Growth Management THPRD: Tualatin Hills Park Recreation District TIF: Tax Increment Financing or TIF: TrafÀc Impact Fee TIP: Transportation Improvement Program TIS: TrafÀc Impact Statement TOD: Transit-Oriented Development TP: Transportation Plan TPAC: Transportation Policy Advisory Committee, METRO TSP: Transportation Systems Plan T9EDC: Tualatin 9alley Economic Development Corporation T9F&R: Tualatin 9alley Fire & Rescue T9WD: Tualatin 9alley Water District T9SWCD: Tualatin 9alley Soil and Water Conservation District TRWC: Tualatin River Watershed Council UGB: Urban Growth Boundary URMD: Urban Road Maintenance District UPAA: Urban Planning Area Agreement USA: Urban Service Area USB: Urban Service Boundary USDOT: United States Department of Transportation USFWS: United States Fish Wildlife Service USGS: United States Geological Survey USSCS: United States Soil Conservation Service 9/C: 9olume to Capacity Ratio 9HD: 9ehicle Hours of Delay 9HT: 9ehicle Hours Traveled 9MT: 9ehicle Miles Traveled 9PD: 9ehicles per Day 9PH: 9ehicles per Hour WCCC: Washington County Coordinating Committee WCSO: Washington County Sheriff’s OfÀce WCTS: Washington County Transportation Study WSLRT: Westside Light Rail Transit

Appendix B

Community Resources List Links to help you stay informed, engaged and active on a variety of community topics.

This list of community resources and organizations is provided to help you stay informed and provide you with links that may be of interest. The list is not exhaustive but will give you a start on Ànding information you need. The information given herein is supplied with the understanding that no discrimination is intended and no endorsement by Washington County or OSU Extension is implied. If you need assistance Ànding phone contacts, ask the CPO Program staff at 03-21-112.

Active Transportation Bike Transportation Alliance - http://btaoregon.org/ National Center for Safe Routes to School - http://www.saferoutesinfo.org/ OPAL - http://www.opalpdx.org/ (also for Environmental Justice issues) Oregon Walks - http://oregonwalks.org/ Oregon Transportation and Research Education Consortium (OTREC) - http://www.otrec.us/ The Intertwine - http://theintertwine.org/ (features an interactive map with every park, trail and natural area in the Portland-9ancouver region) Westside Transportation Alliance - http://www.wta-tma.org/

Community Building (see also: Strategic Organizational Development) The Community Tool Box (http://ctb.ku.edu/, available in English, Arabic and Spanish) is a global resource for free information on essential skills for building healthy communities.

Community News Beaverton Resource Guide & Business Directory - http://www.beavertonresourceguide.com/ Cedar Mill News - http://cedarmill.org/news/ Tualatin Life - http://tualatinlife.com/

Elders AARP-Oregon - http://states.aarp.org/category/oregon/ Elders in Action - http://www.eldersinaction.org/ Portland State University School of Community Health, Institute on Aging - http://www.pdx.edu/ioa/ Environmental Protection Agency Report “Growing Smarter, Living Healthier: A Guide to Smart Growth and Active Aging” (PDF) - http://www.epa.gov/agingepa/bhc/guide/index.html#development Washington County Disability, Aging & Veteran Services - http://www.co.washington.or.us/hhs/davs/

Equity/Opportunity Coalition for a Livable Future - http://clfuture.org/ and its Regional Equity Atlas 2.0 - http://clfuture. org//programs/regional-equity-atlas interactive map

Healthy Communities (see also: Housing and Community Development, Social Services) Washington County Health & Human Services - http://www.co.washington.or.us/HHS/ Virginia Garcia Memorial Health Center - http://www.virginiagarcia.org/ Upstream Public Health - http://www.upstreampublichealth.org/ Housing and Community Development (see also: Healthy Communities, Social Services) Community Alliance of Tenants - http://oregoncat.org/ Community Partners for Affordable Housing - http://www.cpahinc.org/ Bienestar - http://www.bienestar-or.org/ REACH Community Development Corporation - http://reachcdc.org/ Housing Land Advocates - http://housinglandadvocates.org/ Washington County Housing & Supportive Services Network - http://www.co.washington.or.us/Housing/ EndHomelessness/hssn.cfm

Intercultural Communities

$VLDQ3DFLÀF$PHULFDQ1HWZRUNRI2UHJRQ(APANO) - http://www.apano.org/ Centro Cultural de Washington County - www.centrocultural.org/ Center for Intercultural Organizing (CIO) - http://www.interculturalorganizing.org Immigrant & Refugee Community Organization (IRCO) - http://www.irco.org/

Mediation and ConÁict/Dispute Resolution These programs are offered by the cities of Beaverton and Hillsboro and are open to all County residents, regardless of residence. As a guide: if you are east of 185th Avenue, use the Beaverton program; if you are to the west go to the Hillsboro program. Beaverton Dispute Resolution Center - www.beavertonoregon.gov/disputeresolution. Phone: 503-526-2632 Hillsboro Mediation Program - Phone: 503-615-6651

Neighborhood Social Network Nextdoor.com - https://nextdoor.com/

OregonLive Blogs Post your own articles on OregonLive.com using their “My Public Blogs”: My North of 26 - http://blog.oregonlive.com/my-north-of-26/index.html My Aloha - http://blog.oregonlive.com/my-aloha/index.html My Beaverton - http://blog.oregonlive.com/my-beaverton/index.html My Forest Grove - http://blog.oregonlive.com/my-forest-grove/index.html My Hillsboro - http://blog.oregonlive.com/my-hillsboro/index.html My Sherwood - http://blog.oregonlive.com/my-sherwood/index.html My Tigard - http://blog.oregonlive.com/mytigard/index.html My Tualatin - http://blog.oregonlive.com/mytualatin/index.html

Oregon State University Extension Washington County - Other Programs and Services http://extension.oregonstate.edu/washington Charles D. Cameron Public Services Building, 155 N First Ave., Suite 200, Hillsboro Monday-Friday, 8 am-5 pm

General Information: 503-821-1150 4-H Youth Development: 503-821-1119 Family & Home: 503-821-1117 Forestry: 503-821-1124 Commercial Field Crops: 503-821-1150 Nutrition Education Program for Limited Resource Families: 503-821-1150 Master Gardeners: 503-821-1150 (Monday-Friday, 9 am to Noon, 1 pm to 4 pm)

People with Disabilities Poster ² a quick reference for terms to use and others to avoid when talking or writing about people with disabilities. http://www.rtcil.org/documents/Your%20Words,%20Our%20Image%208th%20Ed..pdf Brochure “Guidelines: How to Write and Report About People with Disabilities” - www.rtcil.org/guidelines

Policy Think Tanks (NW) Cascade Policy Institute - www.cascadepolicy.org Oregon Center for Public Policy - http://www.ocpp.org/ Sightline Institute - http://www.sightline.org/ Public Notice Oregon - http://www.publicnoticeoregon.com/

Public-Private Partnerships Vision Action Network of Washington County - http://visionactionnetwork.org/

Rural Community and Economic Development Rural Development Initiatives - www.rdiinc.org/

School Districts Banks School District - http://www.banks.k12.or.us/ Beaverton School District - https://www.beaverton.k12.or.us/ Forest Grove School District - http://www.fgsd.k12.or.us/ Gaston School District - http://www.gaston.k12.or.us/ Hillsboro School District - http://www.hsd.k12.or.us/ Northwest Regional Education Service District - http://www.nwresd.k12.or.us/ Portland Community College - http://www.pcc.edu/ Sherwood School District - http://www.sherwood.k12.or.us/ Tigard-Tualatin School District - http://www.ttsdschools.org/

Social Services (see also: Healthy Communities, Housing and Community Development) 211info Washington County: http://211info.org/211-oregon-sw-washington/regional-hubs/washington-county Community Action - http://caowash.org/ Home Plate Youth Services - http://www.homeplateyouth.org/ Sunshine Pantry - http://www.sunshinepantry.org/

Strategic Organizational Development (see also: Community Building) The Community Tool Box - (http://ctb.ku.edu/, available in English, Arabic and Spanish) a global resource for free information on essential skills for building healthy communities. Search the Table of Contents for 46 chapters and over 300 different sections providing practical, step-by-step guidance in community- building skills. Access the Toolkits (http://ctb.ku.edu/en/toolkits) for succinct guidance on 16 core competencies. Find help taking action and guidance for your work, including a Troubleshooting Guide with 14 common problems that may Àt your situation. Connect with others through the e-newsletter, blog, Facebook, Ask an Advisor, and Community Stories. Sustainability Partners for a Sustainable Washington County Community - http://pswcc.org/ Solar Oregon - http://solaroregon.org/ City of Hillsboro Sustainability Program - http://www.hillsboro-oregon.gov/index.aspx?page=71 City of Beaverton Sustainability Program - http://www.beavertonoregon.gov/index.aspx?NID=399

9eterans Washington County Disability, Aging & Veteran Services - http://www.co.washington.or.us/hhs/davs/

9olunteering Hands On Greater Portland - http://www.handsonportland.org/ Oregon Unlimited - https://www.oregonunlimited.org/public/sites/11052 &RPPXQLW\1RQSURÀW5HVRXUFH*URXS (CNRG) - http://cnrg-portland.org VolunteerSpot.com - Free (and premium) online volunteer scheduling and sign up software Volunteering with Washington County - http://www.co.washington.or.us/Volunteers/

Watershed SOLVE - http://www.solv.org/ Tualatin Soil and Water Conservation District - http://www.swcd.net/ Tualatin River Watershed Council - http://trwc.org/ Tualatin Riverkeepers - http://www.tualatinriverkeepers.org/ Portland Audubon - http://audubonportland.org/issues/metro

Washington County Citizen Action Network - http://www.wc-can.org/ Washington County Museum - http://www.washingtoncountymuseum.org/ Washington County Public Affairs Forum - http://washingtoncountyforum.org/ Appendix C

Guidelines for Organizing a Candidate Forum

Overview A well-organized candidate forum can assist your community in getting to know potential decision makers, encouraging neighbors to make informed choices and to vote, and in building respect and visibility for your efforts to engage the public to become involved. Note that a candidate forum is not a debate. It does not include candidates responding to each other. It is important to know that there are different laws and rules that apply to forums that involve candidates for federal level positions and those running for state and local positions.

If you decide to organize a candidate forum, your success will depend on thoughtful planning, impartial treatment of the candidates, and careful attention to the mechanics and conduct of the meeting.

Consider the following as you make your decision:

‡ Do you have adequate volunteers to divide and share tasks who are not publicly aligned with a candidate" ‡ Are you planning far enough ahead to get the cooperation of the candidates" ‡ Are there other non-partisan organizations such as the League of Women 9oters (LW9) or neighborhood groups that you want to collaborate with" ‡ Will your community neighborhoods respond and participate in the event"

Next Steps - Moving Forward

1. Choose a date that does not conÁict with other key community events. 2. Choose a facility that is accessible to all, has available parking, and access to sound systems, portable microphones and other equipment. 3. Get the “ofÀcial” list of candidates and their addresses from the County or on line. Determine which elective ofÀces will be included in the forum. Clear the date informally by telephone with the candidates themselves then conÀrm the conversation with a letter or email. The conÀrmation should contain the ex- act date, time, and place; the purpose of the forum and the ofÀces/candidates to be invited; the format to be followed; and the names of all participating organizations/neighborhood groups. Request a reply within a week but be willing to repeat the invitation as needed. Communicate that no substitute speakers will be permitted and share the general format for the event, time limits, presentation and approximate question periods. Let them know if campaign material will be permitted and where to place it. 4. Decide on a format for providing questions from the audience determining whether you will utilize writ- ten questions from the audience, verbal questions, or questions from a panel of community residents. A town hall style forum with written questions is most common and easiest to manage. You will ensure that the audience receives priority in getting answers to their issues and also provide an opportunity for candidates to campaign. 5. Plan to provide three greeters who can provide 4x6 cards and pencils to the audience then collect their questions. During a break, questions can be grouped, combined, and clariÀed for focus by the greeters who can post them on a Áip chart for all to see. The moderator should read the questions and conÀrm with the group that their issues have been included. The moderator will ensure that all candidates have an equal response time (two minutes) allowed for their replies. The moderator can rotate the order of replies to ensure that the same candidate is not always Àrst to respond. 6. Develop a strategy for publicity and a designate a committee to perform tasks such as: design a Áyer, cre- ate news release, contact media, distribute information to other organizations for their newsletters. 7. Plan the logistics of the meeting. Designate a moderator, greeters, and timekeeper. If there is more than one organization sponsoring the forum, a greeter should be assigned from each organization. 8. Ensure that sound system is available, you are comfortable working with it, and it is in good working order! 9. Designate someone to bring nametags and sign in sheets. Provide name tents in front of candidates print- ing on both sides so that the moderator can view as well as the audience. Provide water for moderator and all candidates. Create timecards with different colors to warn the speakers when they have “1 min- ute”, “30 seconds” on yellow and STOP on red. If the candidate does not appear to see the “STOP” card, stand to get attention.

10.Following the event, write thank you letters to each candidate, the press, and cooperating organizations that helped make the event a success.

Role of the Moderator: ‡ Greets and welcomes candidates and audience, explains procedures and format of event including any ground rules ‡ Determines the order of opening and closing comments by asking candidates to draw from a group of numbered slips of paper. Reverses the order for closing comments. ‡ Introduces the timekeeper, other members of organizing committee ‡ Is in charge of the forum making whatever decisions are needed to maintain control while being helpful to all participants ‡ At the end of the forum, to thank the candidates and audience for participating

What are some of the qualities you should look for in a moderator" ‡ Someone who lives outside the district represented by the candidates ‡ Someone who is absolutely committed to fairness and is not publicly aligned with a candidate ‡ Someone who has a good sense of humor, is friendly and respectful ‡ Someone who will be able to prevent a candidate from taking more than a fair share of time/interrupt- ing, etc.

Sample Meeting Format/Agenda

1. Call to order, welcome, introductions, opening comments by moderator including: explanation of any absences/cancellations if necessary, description of format of meeting and procedure for question period 2. Presentations by candidates (three-Àve minutes) 3. Break ² time for collecting and organizing questions from the audience 4. Question period- Rotate questions among the candidates so that each will be Àrst, at the middle, and at the end of the question order 5. Concluding statements from candidates 6. Moderator thanks all participants and reminds everyone to vote!

Note: This document is a work in progress as we all learn from experience. Sources include the League of Women 9oters and the Nashville Neighborhood Alliance, Inc. Appendix D

Share news and opinions on The Oregonian’s public blogs On OregonLive.com/local pages, The Oregonian hosts public blogs that invite readers to share news, information and opinions. You have direct access to these platforms. The editors at The Oregonian and our sister publications monitor the public blogs for news and opinions to feature in print and more prominently on OregonLive.

How to post news on The Oregonian’s public blogs x Visit www.oregonlive.com/local to find the Portland-area community you serve. Look for the list of public blogs: My Portland, My Beaverton, My Gresham, My Hillsboro, My Oregon City, etc. in the bottom right corner. x Link to the “My” blog. Look for the orange button that says “Write your post now.” x Create an account with OregonLive and a user profile representing your organization. Please use your full name and the name of the organization you represent. Signed public blog posts are far more likely to be printed in The Oregonian, Beaverton Leader, Forest Grove Leader and Hillsboro Argus. x Write a headline with key words that grab readers’ and search engines’ attention. x Write your post. You can seek volunteers, preview events, cover events or raise awareness about community concerns. Make sure the information is complete and can stand on its own in print or online. x Sign your post with your full name and contact information (an email address is sufficient). x Your post will be reviewed and should be published within 24 hours. We reserve the right not to publish posts that violate our user agreement or that we deem inappropriate. x Once your post is published, Tweet it, share it on Facebook or link to it on your website.

How to post photos and videos You can also submit photos and videos on our local pages. Your videos and photos can be integrated into your public blog posts. x Look for the ORANGE BUTTONS that invite you to “submit your photos” and “submit your videos.” Find them at http://photos.oregonlive.com and http://videos.oregonlive.com/ x Make sure you have the copyright to post the photo or video. x Follow the prompts to submit video and photos. x Write a complete caption that includes the who, what, when and where of the photo. x Add lowercase tags, particularly the city name, separated by commas.

Contact us if you have questions x Kjerstin Gabrielson: 503-412-7012, [email protected]

Tips for public blog posts that get attention The Oregonian is eager and grateful to see reader contributions on OregonLive and in our printed Community News sections. Here are a few tips to help your public blog posts get the attention of our readers, and the editors who will decide whether to print your contributions.

1. Write for a wider audience What do readers need to know that will make them care about your post?

2. Cover the basics with care Who, what, where, when, how and why. You’d be amazed how often people forget to cover those bases. Use the full name of your organization and its address, include the calendar date and time of your event, etc.

3. Write a strong, search-engine friendly headline Use proper names (at the very least the name of your business or organization) in the headline. Ask yourself, “If I were searching for this information on Google, what words would I search for?” Use those keywords in your headline. Limit headlines to 10-12 words.

4. Write succinctly and clearly 250-300 words is typically the most we can print. But don’t post something so short it barely gets noticed. Four to six paragraphs is about right.

5. Sign your post with your full name and contact information We strongly encourage reader contributors to be upfront about who they are and whom they represent. A post signed with the writer’s full name will always be chosen for print over an anonymous post. Always. Even better, include an email address so editors (and readers) can contact you.

6. Submit photos If photos tell the story, consider submitting them to http://photos.oregonlive.com in addition to a public blog post. Just be sure to write a full caption, including first and last names of the people pictured, when the photo was taken, where it was taken, and what’s happening in the photo. Before you upload your image, save it at 1000 pixels wide if it’s horizontal. Photos that are too small may fail to meet print standards. Once you post the photo, send an email to [email protected] to request the photo be inserted in your public blog post.

7. Consider print deadlines For time-sensitive material, consider our print deadlines. Post your item at least two weeks before the Wednesday publication date you hope for. Appendix F

Appendix F

Final Report: CPO Boundary Change Task Force May 2012

Executive Summary Washington County provides a continuum of opportunities for the public to provide meaningful input to their County government. These venues for involvement – ranging from direct access to elected and appointed officials, to nearly 30 citizen advisory committees and boards, to town hall meetings, to polls and surveys – also include organizations comprised of residents living within specific geographic areas of the county.

The means for drawing the boundaries for these Citizen Participation Organizations (CPOs) is the focus of this report. Related issues about the purpose of the CPO program and its relationship to other jurisdictions and organizations are also discussed.

Two Options for Boundary Changes Since the year 2001, Washington County has provided two means by which CPO boundaries may be changed:

1. By act of the Board of County Commissioners in the form of an amendment to the Comprehensive Plan, which is changed through the formal Land Use Ordinance process as a component of the Department of Land Use and Transportation’s annual work plan; or, 2. By approval of a proposal brought to the Board of County Commissioners by the Committee on Citizen Involvement (CCI), representing the leadership of all active CPOs, after review of the proposal by the affected CPOs.

The County has received several inquiries about changing CPO boundaries since establishing these two pathways, but no boundary change has emerged as a result. The current CPO boundaries have been unchanged since 2001.

Task Force Purpose The most recent request for a CPO boundary change from the City of Tigard in September 2009, together with a report from County administrative staff based on informational interviews with staff from cities across the county, prompted the County to convene a Task Force with the following two purposes:

1. To develop consensus on criteria and a process under which cities could request changes to CPO boundaries; and, 2. To recommend a proposal to the County Administrative Office for consideration by the Board of Commissioners that could be fully supported by both the CCI and the cities within the county.

To achieve these two objectives, an eleven-member Task Force representing active citizens in the County’s citizen involvement program as well as staff members from several city governments met throughout 2011.

May 2012: Washington County Administrative Office

1 Recommendations After extensive discussion, the Task Force developed tools to clarify how the existing process – particularly the option whereby staff and citizen participants in the citizen participation program itself – could accommodate a boundary change request from a city, special district or any resident of Washington County. Specifically, the Task Force recommended that:

1. The County’s CPO program adopt guidelines and a flow chart to support the boundary change process defined in the County’s standing procedure for making boundary changes.

In the course of discussing boundary changes, the Task Force also identified related issues. Specifically, the Task Force recommended that:

2. The CCI create a mission statement for the CPO program that would be forwarded to the Board of Commissioners for consideration. 3. This mission statement should clarify the CPO program’s role in providing citizen input to jurisdictions other than the County (e.g., cities, special districts, Metro, State of Oregon). 4. The relationship between a CPO and a city should be determined locally, through collaboration between a city and a CPO, as appropriate.

Finally, the Task Force noted that a comprehensive look at the existing CPO boundaries would be beneficial at this time. Specifically, the Task Force recommended that:

5. The CCI initiate an assessment of CPO boundaries, with support from the County, to analyze what, if any, boundary change updates are needed.

Further context and analysis of the Task Force’s work and recommendations are provided in this report.

May 2012: Washington County Administrative Office

2 Background As part of a countywide “Framework” planning process in the early 1970s, the land use planning arm of Washington County divided the entire county into roughly ten areas, both rural and urban. A land use planner was given a liaison role to each of these areas, then called “Community Planning Organizations,” for purposes of gaining citizen involvement in the planning process. In the urban unincorporated areas, boundaries were set so that each area was large enough to encompass multiple neighborhoods but small enough for the County’s existing planning staff to maintain a one-to-one “planner-to-CPO” ratio.

After state enactment of Senate Bill 100 in 1973 and the adoption of 14 statewide land use planning goals, the Washington County Board of Commissioners associated the existing County program with the state requirement for citizen involvement described in Goal 1. As part of this action, the Board approved the creation of the Committee for Citizen Involvement (CCI) where the citizen leaders of each active CPO could convene and provide input to the County government (Minute Orders 74-84 and 74-217). By 1980, the Board had recognized 14 CPOs providing citizen involvement opportunities for residents in cities, urban unincorporated areas and rural areas (Resolution & Order 80-108). By 1986, “Citizen Participation Organization” had replaced the name “Community Planning Organization.” In terms of territory, each CPO was to encompass a large group of citizens “united by geographic location, and organized to work on matters affecting their community,” regardless of whether residents within a CPO lived “within an incorporated or unincorporated area” (Resolution & Order 86-58).

Boundary Changes to Date Several changes have occurred to CPO boundaries since the program was established, but none since 2001. The following summarizes the known boundary changes made so far: x The Metzger Community Plan was completed in March of 1980, and the Bull Mountain Community Plan was adopted in 1983. Soon after, CPO 4 was divided to create CPO 4M (Metzger) and CPO 4B (Bull Mountain). x In December of 2000, the CCI requested that the County’s Department of Land Use and Transportation make several boundary changes. The result was the creation of CPO 15 (Fern Hill) and CPO 4K (King City). An additional CCI request, originating from the City of Forest Grove, resulted in the division of CPO 12 into CPO 12F (Forest Grove) and CPO 12C (Cornelius). CPO 8 (North Plains/Helvetia/Moutaindale) and CPO 9 (Hillsboro/Orenco) were adjusted to respond to the new alignment for Evergreen Road, CPO 14 (Banks/Buxton) was adjusted to coincide with the Banks School District boundary, and minor changes were made to CPO 1 (Cedar Hills/Cedar Mill) and CPO 7 (Sunset West/Rock Creek/Bethany) to avoid splitting a neighborhood.

This last set of changes was approved by the Board in 2001 as part of Resolution & Order 01-75 and Ordinance 572. At the time, it was noted that the CPO boundary map had not been updated since 1986.

May 2012: Washington County Administrative Office

3 Current Process There are currently two means by which CPO boundaries can be changed. The first method is through a staff recommendation for consideration by the Board of Commissioners. Since their creation in the early 1970s, proposals for new CPO boundaries have been drawn and re-drawn by Washington County’s land use planning staff as part of amendments to the Comprehensive Plan submitted for approval by the Board.

The second method involves citizens within the CPO Program taking a proposal directly to the Board. The same Board action that last adjusted CPO boundaries, Resolution & Order 01-75, also gave rise to this citizen-driven process.

This second method, which may be used to create new CPOs or alter current boundaries, was codified as an amendment to the Comprehensive Plan as follows:

1. The proposed CPO boundaries shall be clearly identified on a map that shows streets and street names. 2. The proposed boundaries shall be reviewed at a regularly scheduled CPO meeting to allow open discussion of the proposal. If the proposal would change the boundaries of two or more CPOs, the proposal shall be considered at a regular meeting by each of the affected CPOs unless a joint meeting of all the affected CPOs is conducted. 3. The Committee for Citizen Involvement (CCI) shall then review the proposed CPO boundaries at a regularly scheduled meeting. 4. The CCI shall prepare a recommendation on the boundary proposal and notify the affected CPO(s). 5. The CCI shall then forward their recommendation to the County. The CCI shall submit a map that clearly indicates the proposed CPO boundary changes and a narrative that describes the reasons why the boundary changes are or are not needed and, if applicable, why the CCI’s recommendation differs from that proposed by the CPO(s). 6. The Board of County Commissioners shall conduct a public hearing on the proposed CPO boundaries and shall approve, modify or deny the request. 7. Following a Board decision, which modifies the CPO boundaries, the County will then prepare a new Citizen Participation Organization map and provide copies to the CCI, all active County CPOs, and all County departments. (Resolution & Order 01-75)

Task Force Formation Although the possibility of changing CPO boundaries has been discussed since adoption of Resolution and Order 01-75, no such changes have been made. In 2003, the CCI requested a boundary change that would have created CPO 16 from an area within CPO 5 (Sherwood) to represent citizens in the Norwood area. An issue paper written by Planning Division staff dated March 14, 2003, provided background on the Board decision to deny this request. The report echoed staff findings from 1986 that more work was needed to address policy issues associated with the creation of new CPOs. Instead of creating a new CPO, the report recommended that the

May 2012: Washington County Administrative Office

4 area proposed for CPO 16 could function as a neighborhood association (as defined by Resolution & Order 86-58) or a sub-committee of CPO 5 in the meantime.

The City of Tigard requested in September of 2009 that the County Board of Commissioners consider CPO boundary changes to create a CPO that aligns with Tigard’s city limits. In its 2010 Work Plan, Washington County’s Department of Land Use & Transportation responded to Tigard’s request by recommending that consideration of CPO boundary changes be delayed until other projects had progressed, including a review of the citizen participation program by the County Administrative Office.

The Administrative Office’s report entitled “Cities and the CPO Program: An Administrative and Programmatic Review,” released in August 2010, highlighted policy implications that stemmed from information learned during interviews with city staff. A key finding was the need to look at the role of CPOs within city jurisdictions and re-examine the structural relationship between cities and the CPO Program.

Task Force Purpose To address the issues and requests identified since the last adjustment to CPO boundaries in 2001, the County Administrative Office initiated a task force of CPO representatives and city staff initially charged with assessing whether a third process should be created for addressing boundary-change requests initiated by cities. The two goals of the Task Force were to develop consensus on criteria and a process under which cities could request changes to CPO boundaries, and to recommend a proposal to the County Administrative Office for consideration by the Board of Commissioners that could be fully supported by both the CCI and the cities.

Membership Members of the Task Force included: x CPO 4B -- Julie Russell x CPO 4M -- John Frewing x CPO 4M -- Jim Long x CPO 7 -- Marty Moyer x CPO 7 -- Mary Manseau x CPO 9 -- Albert Stanfield x CPO 4K -- Kathy Stallkamp x City of Banks -- Jim Hough x City of Beaverton -- Lani Parr x City of Hillsboro -- Erik Jensen x City of Tigard -- Liz Newton

Staff support to the Task Force was provided by: x Margot Barnett and Linda Gray, citizen involvement faculty with Oregon State University’s Extension Service; x Philip Bransford and Sia Lindstrom with the Washington County Administrative Office; and, x Victoria Saager with Washington County’s Department of Land Use and Transportation.

May 2012: Washington County Administrative Office

5 Task Force Recommendations Over the course of four meetings, the Task Force developed the following recommendations:

1. Process for Boundary Changes – The current process for initiating CPO boundary changes through a CCI recommendation is appropriate for handling external requests. A third process is not needed. However, the current process would benefit from further definition. Ÿ The Task Force recommends the CPO Program adopt guidelines and a flow chart to support the boundary change process defined in the original Resolution and Order (R&O 01-75).

2. Create a Mission Statement for the CPO Program – Multiple guidance documents have been produced over the years that reflect an evolving purpose and scope for the CPO Program. Creation of a mission statement would bring cohesion and clear direction for the CPO Program and the community about the CPO Program’s current purpose. Ÿ The Task Force recommends the CCI create a mission statement for the CPO Program that would be forwarded to the Board of Commissioners for consideration.

3. Clarification of the Role and Relationship between Other Jurisdictions and CPO Program – The Task Force discussed the varied understanding of the CPO Program’s role for providing input to jurisdictions other than Washington County. For example, the CPO Program’s role in providing citizen input to cities is unclear. Ÿ The Task Force recommends the mission statement for the CPO Program clarify the CPO Program’s role in providing citizen input to jurisdictions other than the County (e.g., cities, special districts, Metro, State). This mission statement should be shared with other jurisdictions for input as it is drafted. Ÿ The Task Force notes that the relationship between a CPO and a city should be determined locally, through collaboration between the city and the CPO, as appropriate. The Task Force further notes that it is beneficial to the citizen participation process for CPOs and local jurisdictions to work collaboratively.

4. Update to CPO Boundary Map – There is a need to comprehensively assess current CPO boundaries countywide. The CPO boundary map was last updated in 2001. Ÿ The Task Force recommends that the CCI initiate an assessment of CPO boundaries, with support from the County, to analyze what, if any, boundary change updates are needed.

Boundary Change Guidelines & Process Flow With respect to the first recommendation of the Task Force, the group identified the following decision-making guidelines and process flow chart. In keeping the existing procedure in Resolution & Order 01-75, these considerations and steps should be used to assess proposals to change CPO boundaries and/or create new CPOs. These considerations carry equal weight and are not listed in priority order, but are numbered for ease of reference.

May 2012: Washington County Administrative Office

6 Specifically, a CPO boundary change proposal shall address the following guidelines:

Guideline Lead Assessment Responsibility

1. Express Clear Purpose. How would the recommended Affected boundary change strengthen citizen involvement in CPOs/CCI Washington County?

2. Continue County Connection. The proposal must Affected demonstrate how opportunities for citizen involvement and CPOs/CCI connection with Washington County government will be maintained or enhanced. The proposal must also demonstrate how the re-configured CPOs’ connection with the CCI will be actively maintained.

3. Provide Citizen Involvement and/or Build Relationship Affected with Multiple Jurisdictions. With assistance from staff, the CPOs/CCI proposal should list the various public agencies and governmental jurisdictions existing within the boundaries of new or affected CPOs. The proposal must speak to maintaining a venue where these multiple jurisdictions, agencies and organizations may engage Washington County citizens. The proposal must also indicate how relationships between new or affected CPOs and these jurisdictions would be built or strengthened over time. The proposal must address how the new or affected CPOs would work together with any existing citizen participation mechanisms.

4. Have Appropriate Size. The proposal must demonstrate Affected how new or affected CPOs shall be sized to best serve the CPOs/CCI involved citizenry, maintain neighborhood cohesion and reinforce the existing sense of local community. The re- shaped territory of current or new CPOs shall be contiguous and not contain islands or holes. As much as possible, new or affected CPO boundaries shall follow and not cross jurisdictional boundaries, prominent land forms, major streets or highways or other physical features that are commonly thought to define geographic areas of Washington County. As these geographic or jurisdictional features may change from time to time, the proposal must address how new CPO boundaries will balance the need for both (a) boundary adjustments and (b) boundary stability.

May 2012: Washington County Administrative Office

7 5. Be Feasible. In order to demonstrate the on-going OSU Extension/ sustainability of new or affected CPOs, the proposal must Washington indicate that no fewer than 10 citizens residing within the County CAO new or adjusted CPO boundaries and living throughout the proposed territory shall be active participants of the new or affected CPOs. Among these 10, half must commit to taking a defined leadership role within the CPO. These leaders must commit to promoting dignity, respect and a welcoming attitude toward all involved citizens and staff. The proposal should take into account the need for sufficient staff support and resources, recognizing that Washington County and OSU Extension retain resource allocation authority for the County CPO program. If a new CPO is to be created as part of a boundary change proposal, draft by-laws for this new CPO are encouraged. (Boundary change proposals for existing CPOs do not need to meet this requirement for draft by-laws.)

The Task Force also produced the following step-by-step guidance for addressing boundary change requests. Staff at OSU Extension and Washington County will jointly develop maps, template forms and other documentation to support the effective functioning of the process.

May 2012: Washington County Administrative Office

8 May 2012: Washington County Administrative Office

9 Conclusion Washington County’s approach to citizen involvement has attempted to provide meaningful ways for citizens to give input to their county government. Among the various means for this involvement are the County’s citizen involvement program and the community-by-community venue that Citizen Participation Organizations provide. As these communities have grown and changed, citizens and city governments have periodically requested that the County adjust CPO boundaries. The record shows that the County’s decisions to actually change boundaries have been infrequent yet comprehensive. This history also shows that a deeper understanding and clarity among all involved – citizens, city governments and special districts, and County and program staff – about what constitutes a desirable outcome with respect to CPO boundary changes has been needed for some time.

The work of the 2011 CPO Boundary Change Task Force was intended to provide this shared understanding and clarity. The product of the Task Force’s work is provided in this report in the form of agreed-to guidelines and explicit process steps for making boundary changes. Related issues and suggestions for future improvements to the County’s citizen involvement program were also identified by the Task Force have been summarized in this report.

Addenda x Response from Countywide Managers Group (cities and special districts) x Response from CPO Program’s Committee for Citizen Involvement (CCI)

May 2012: Washington County Administrative Office

10 Addendum #1: Response from Countywide Managers Group (Cities and Special Districts)

County Administration staff, along with Task Force members Liz Newton (City of Tigard) and Jim Hough (City of Banks), presented the Task Force’s recommendations to the countywide managers group for feedback on January 25, 2012. Represented in the meeting were: cities of Beaverton, Hillsboro, Forest Grove, Banks, Sherwood, Tigard, and Tualatin; Tualatin Hills Park and Recreation District (THPRD); Clean Water Services; and Tualatin Valley Water District. Discussion from the managers included the following comments and ideas.

Connection/Collaboration with Cities: x It would be nice to make a better connection between city citizen participation activities and the County’s CPO Program. x One question that is unclear is how city residents, who are also county residents, can access Washington County’s citizen participation mechanism to give feedback on issues that affect the county as a whole. x Another key issue is county unincorporated residents who want to interact with the city or cities near them.

Special Districts: x Special districts sometimes use the CPOs and NACs as one of their citizen participation qualifiers for new projects. The district must balance this approach so the CPO/NAC process serves as a qualifier but not the sole qualifier to ensure a full citizen input process. An issue or project brought to a CPO or NAC by a district can take over the meeting agenda if the district presenters are not careful.

Impact of Boundaries on CPO Identity/Cohesion: x Some CPOs struggle with identity and cohesiveness, which affect their ability to remain active and vital. x The “active” status of a CPO in one area has been in a state of flux. CPO participants seem unsure of their scope or identity. Maybe this CPO needs to be smaller geographically to help create a more cohesive sense of identity. x School district boundaries might also be helpful in creating a common identity for CPOs. x The changes in urban reserve designations may also need to be part of the boundary change process. x CPO meetings can sometimes be dominated by a special purpose or special interest if a CPO only encompasses one part of a city. In some cases, a CPO that is contiguous with the entire city could help CPO participants keep the larger issues in the forefront. x The question of identity is not just a geographic one. How we define our county and our city citizen participation groups also affects their identity.

Purpose of CPO Program: x The beauty of the CPO Program is that it is driven by the interest of the people who participate. x The CPOs serve the County and ultimately need to meet the needs of the County.

May 2012: Washington County Administrative Office

11 Addendum #2: Response from CPO Program’s Committee for Citizen Involvement (CCI)

County Administration staff, together with Task Force member Jim Hough (City of Banks), presented the Task Force’s recommendations to the Committee for Citizen Involvement at their meeting on February 21, 2012. CPO Program representatives from the Task Force were also present at the meeting: Jim Long, Mary Manseau, Marty Moyer, and Albert Stanfield.

The CCI took formal action to approve the Task Force’s recommendations at a subsequent meeting on March 20, 2012, with a vote of 10 in favor and 5 against. While the meeting minutes reflect significant support for the recommendations and for the Task Force’s report, at least one member expressed a need for additional assistance and solutions regarding CPO boundary changes (particularly around the issue of CPO size) given how complicated the issues are.

The response letter from the CCI is attached.

May 2012: Washington County Administrative Office

12

Appendix G

NEW MANDATORY REQUIREMENTS FOR NEIGHBORHOOD MEETING MAILINGS

R&O 2006-20 ADOPTED FEBRUARY 7, 2006

NOTE: The following listed materials are MANDATORY notice items to be mailed: 1. Letter to Neighborhood (see attached sample). 2. Official Tax Map or G.I.S. Map, featuring the subject property (see attached sample). 3. The 2-page letter titled, “Welcome to a Neighborhood Review Meeting,” with the Summary of Washington County DLUT Type II and Type III Procedures flow chart (see attached). 4. Please remember that the mailing list shall be obtained from Washington County Current Planning staff. Mailing lists generated by title companies or other agencies are unacceptable. 5. Please remember that your application must be submitted within 180 days from the day that you hold your neighborhood meeting.

The attached materials are provided to you from the Department of Land Use and Transportation and your CPO (Citizen Participation Organization). (Sample Letter to Neighborhood / CPO)

Date

Name Address City/State/Zip

RE: NEIGHBORHOOD REVIEW MEETING PROPOSED DEVELOPMENT

Dear (CPO Representative/Resident):

(I/my company name) (am/is) (the owner/representing the owner ) of the property located at (address if available or general description of location/cross street and tax map and lot), in the (land use designation) District, more specifically shown by the attached map. (Optional: indicate if property is designated as a Significant Natural Resource, Area of Special Concern and/or a Local Street Connectivity Area). (I/we) (am/are) considering a proposal to (describe proposal, i.e. special use, subdivision, acreage, number of lots/units, housing types). Prior to applying to the Department of Land Use and Transportation (I/we) would like to take the opportunity to discuss the proposal in more detail with you.

The purpose of this meeting is to provide a forum for the applicant and surrounding property owners/residents to review the proposal and to identify issues so that such issues may be considered before the formal application is turned in to the County. This meeting gives you the opportunity to share with (me/us) any special information you know about the property involved. (I/we) will attempt to answer questions which may be relevant to meeting development standards consistent with Washington County’s Community Development Code and respective Community Plan.

Pursuant to Washington County’s Resolution and Order No. 2006-20, you are invited to attend as meeting on:

(Date) (Time) (Location) (Address)

(Time shall be an evening meeting starting between 6 pm and 8 pm/weekday or between 9 am - 5 pm/weekend; not held on a legal holiday; located somewhere accessible to the public within the CPO boundary; and held as close as possible to the involved neighborhood.)

Please note this meeting will be an informational meeting on preliminary development plans. These plans may be altered prior to submittal of the application to the County. Depending upon the type of land use action required, you may receive official notice from Washington County for you to either participate with written comments and/or an opportunity to attend a public hearing.

(I/we) look forward to more specifically discussing the proposal with you. Please feel free to call (me/us) at (phone number) or fax (me/us) at (fax number) if you have questions.

Sincerely,

(Name)

Attachments x G.I.S. or Tax Map x Letter titled, “Welcome To A Neighborhood Review Meeting” OR Welcome To A Neighborhood Review Meeting

We citizens of Washington County have an individual and a collective responsibility to assure that our neighborhoods are developed in a manner that is consistent with Washington County’s Community Development Code (CDC). Before submitting a land-use development application to Washington County for review, the applicant must meet with neighbors who live near the proposed development as required by Washington County’s CDC. This meeting has been scheduled by, and will be conducted by, the applicant. The applicant is sometimes the property owner but can be the property owner’s representative such as the architectural or engineering firm, builder or developer.

It must be recognized that the applicant has a right to develop or change the property involved in accordance with the CDC, the Community Plan and the Conditions of Approval for an approved development application. A copy of your Community Plan or the development application may be obtained from the Washington County Department of Land- Use and Transportation (DLUT). The fee for the Community Plan is $7 to cover expenses. The complete CDC is on the County’s website, http://www.co.washington.or.us/LUT/Divisions/LongRangePlanning/Publications/cdc-community-development-code.cfm

MEETING PURPOSE: To provide a forum for the applicant, surrounding neighbors, and interested members of the Citizen Participation Organization (CPO)* to review the proposed application and to consider issues/concerns before the development application is submitted to the County. This meeting also gives everyone the opportunity to share with the applicant any special information about the property involved and to express all concerns about the proposed development. The applicant is required to take notes during this meeting to provide a record of comments and their answers to be turned into the County as part of the development application. The meeting may be tape-recorded. The notes will include meeting date/time, names/addresses of attendees and verbal/written comments received.

MEETING GOAL: To inform and encourage citizen involvement early in the development process so that the resultant development application may be more responsive to neighborhood concerns. If the development is built, the result should ideally be a better neighborhood for everyone. At least, the meeting should allow real problems and issues to be addressed in the actual development application.

WHAT NEXT? Neighbors and others requesting notification will have opportunities, after a development application has been submitted, to express their ideas and concerns either during a public comment period or a public hearing (see the back for details on Type II and Type III processes). You will be notified of public input/review time periods if you live within 500 feet of an urban development (1000 feet for rural) or if you signed-in at this meeting. The progress of the submitted application will be reported in the CPO Newsletters or you can ask the Washington County DLUT to be included on the notification list (Voice: 503-846-4530, Fax: 503-846-4412, Email: [email protected], Website: http://www.co.washington.or.us/LUT/Divisions/CurrentPlanning/Projects/projectsunderreview.cfm). The development application submitted to the County may ultimately be different than the one presented at this meeting. Your CPO leaders receive the complete land-use application initially proposed (including detailed drawings and descriptions) and can share that information with you. The CPO leaders’ contact information is listed in the CPO newsletters (see next page about newsletters). If you have serious concerns, it is necessary for you to be involved at each stage of the development since changes are a natural part of the development process.

If you wish to receive a copy of the County’s recommendation and staff report for the application and/or the notice of decision for the application, you will need to become a party of record to the application. To become a party of record for a Type II application (administrative decision without a public hearing) , you must submit a written request during the public comment period for the application. To become a party of record for a Type III application (decision requiring a public hearing), you must submit a written request after the notice of the hearing has been mailed and prior to the public hearing date.

You are strongly discouraged from writing or calling DLUT immediately after this meeting. The County will be unaware of this proposal until the development application has been filed, at which time a case file number and staff person will be assigned. Once the application is deemed complete, notices will be sent to neighboring properties and your CPO. Send in your comments after you receive notice from the County and include the case file number. The DLUT Staff Report, written prior to the final Conditions of Approval, will respond to all written comments received during the comment period.

If you live in, or have a business in Washington County you are eligible to become a member of the county’s Citizen Participation Organization (CPO) program. To become a CPO member and receive a free monthly CPO newsletter for your area, you have two choices: electronic or paper copy. Please consider signing up for the electronic copy which saves the CPO program funds. You will receive just one monthly email informing you the CPO newsletter is posted online. To sign up, simply go to http://extension.oregonstate.edu/washington/cpo/news-signup.

If you prefer to receive a paper copy, give your name and address to the CPO representative at this meeting, if one is present, call the CPO offices at 503-821-1128 or sign-up online. Summary of Washington County DLUT Type II and Type III Procedures NEIGHBORHOOD REVIEW MEETINGS I. INTENT AND PURPOSE The purpose of the neighborhood meeting is to provide a means for the applicant and surrounding neighbors and Citizen Participation Organization (CPO) representatives to meet to review a development proposal and identify issues regarding the proposal so they may be addressed prior to application submittal in a manner that is consistent with the requirements of the Community Development Code. This preliminary meeting is intended to result in an application that is more responsive to the special circumstances of the property and surrounding neighborhood, and to expedite and lessen the expense of the review process by avoiding needless delays, appeals, remands, or denials. Early citizen participation and interaction with the applicant through the neighborhood meetings is an effective form of citizen involvement. It provides the opportunity to maximize citizen participation to identify issues very early in the process and offers the opportunity to develop a sense of community partnership between the neighborhood and the development community. II. APPLICABILITY If a proposed development involves any the Land Use applications listed in Section 203- 3.2 of the Community Development Code (CDC) the applicant shall hold a Neighborhood Review Meeting pursuant to the procedures listed below. If substantial changes to the development proposal are made after the initial neighborhood meeting, the applicant should hold subsequent neighborhood meeting(s). III. PROCEDURES Prior to the submittal of an application listed in CDC Section 203-3.2, the applicant shall provide an opportunity for the proposed project to be reviewed by the neighboring property owners, residents, and businesses as well as representatives from the CPO within whose boundaries the site is located. In addition, the applicant shall provide documentation of the neighborhood meeting at the time the application is submitted for acceptance. An official mailing list shall be obtained from the Department of Land Use and Transportation. A requested mailing list is valid for forty-five (45) days from the date of request. For all Neighborhood Review Meetings the following shall apply: A. The applicant shall select the meeting time and meeting place. The starting time selected shall be limited to weekday evenings between the hours of 6:00 p.m. and 8:00 p.m. or weekends between the hours of 9:00 a.m. and 5:00 p.m. Neighborhood review meetings shall not be held on legal holidays. The meeting shall be held at a location open to the public or at a public facility within the boundaries of the CPO. All non-contiguous sites are considered separate applications and the applicant shall hold separate neighborhood meetings for each site. If the meeting is held at a private residence or business, it shall be visibly posted at the time of the meeting as the meeting place and shall note that the meeting is open to the public and all interested persons may attend. B. The applicant shall send a written meeting notice to: the Director of Land Use and Transportation, the neighbors within 500 feet (urban) and within 1000 feet (rural) of the property involved in the anticipated application (this includes any adjoining County neighbors), and to the representatives of the CPO where the subject property is located. The notice shall include the date, time, and location of the meeting, and the tax map and tax lot number(s) of the proposed site. In addition, the notice shall state the site address (if one exists), acreage, and the land use designation. The notice shall briefly discuss the nature and location of the proposal (i.e. approximate number of lots or units, housing types, and proposed development action). The meeting notice shall include the attached letter entitled “Welcome To A Neighborhood Review Meeting” provided in this packet. The meeting notice shall include a copy of the Washington County tax map or a GIS map that clearly identifies the proposed site location. The notice shall be mailed not less than 20 calendar days prior to the meeting date. C. Not less than 20 calendar days prior to the neighborhood meeting, the applicant shall post a free standing 2' x 3' public notice sign(s) with minimum 2" lettering on the property which is subject to the proposed application (the sign shall be weather proof, marked with permanent ink, securely fastened to two sturdy posts, and placed in a position that is legible from the street right-of- way). If a parcel (or parcels) does not have frontage on a public or County road, the property shall be posted in a conspicuous place at the point such property obtains access to a County or public road. The public notice sign shall state that the site may be subject to a proposed development (e.g. subdivision, variance, special use) and shall set forth name of the applicant and a telephone number where the applicant, or applicant’s representative, can be reached for additional information. The sign shall include the date, time and location of the meeting. The site shall remain posted until the conclusion of the meeting The Land Use and Transportation Department will not be responsible for posting the site. D. At the neighborhood meeting, the applicant shall review the proposed application with the neighbors. The attendees may identify reasonable issues that should be addressed in the proposed application. It is recommended that the applicant be prepared to discuss the following aspects of the project: size and scope of the project, architectural style, traffic impact, proposed variances, landscaping, and anticipated start and completion dates. E. The neighborhood meeting shall occur within 180 days of the submittal of a Current Planning application. F. The applicant should allow the CPO representative to present comments at the beginning of the meeting regarding the desired purpose of the neighborhood meeting. G. An application shall not be deemed complete until the applicant demonstrates substantial compliance with this section by including the results of the meeting and supporting documentation with the application. This includes: (a) A copy of the notice to surrounding property owners; (b) A copy of the official mailing list from the Department of Land Use and Transportation of surrounding property owners. (If the notification area includes an adjoining County, submit official documentation of the names and addresses of the owners of record from the Department of Assessment & Taxation of the adjoining County. (c) A signed affidavit of the mailing and posting of the required notice; (d) A copy of the meeting notes taken to provide a record of the proceedings (minutes), which shall include the meeting date and time, the name and address of all people attending, and the verbal and written comments received. The applicant shall send a copy of the meeting notes within 14 days of the meeting to the CPO representative who attended the meeting and the respective CPO leaders. All issues raised and a summary of the applicant’s responses should be listed in the meeting notes including issues outside the purview of the applicant’s responsibility. Notes should include issues raised by neighborhood responses by telephone or fax. (e) A signed affidavit of the mailing of the meeting notes to the CPO. [NOTE: If responses to the meeting notice were not received by the applicant and no one attended the neighborhood meeting, the applicant shall submit evidence as indicated above, with the meeting notes reflecting the absence of comment and/or attendance.] H. The CPO shall be allowed to comment on the meeting notes regarding the content of the meeting. Any comments on the meeting notes may be sent to the applicant within 14 days of receipt of the applicant’s meeting notes. The CPO may submit its comments on the meeting notes to the Department of Land Use and Transportation prior to the closing date of the public comment period (Type II application) or the close of the record (Type III application/Public Hearing). I. The Director shall provide affidavit of mailing and posting forms and maintain the current addresses for the CPO representatives on file in the Land Use and Transportation Department. In addition, the Director will make available an example form letter for the CPO representative/property owner/resident mailings, example of a location map, mailing list request form, example of meeting notice sign, summary of procedures, and CPO neighborhood meeting handouts. APPLICANT PLEASE NOTE: This is to be submitted as part of your Current Planning application

NEIGHBORHOOD MEETING AFFIDAVIT OF MAILING

STATE OF OREGON ) ) ss County of Washington )

I, , being duly sworn, depose and say that the day of , 20 I caused to have mailed to each of the persons on the attached list a notice of a meeting to discuss a proposed development at , a copy of which notice so mailed is attached hereto and made a part hereof.

I further state that said notices were enclosed in envelopes plainly addressed to said persons and were deposited on the date indicated above in the United States Post Office with postage prepaid thereon.

Signature

Subscribed and sworn to, or affirmed, before me this day of , 20 .

Notary Public for the State of County of

My Commission expires: APPLICANT PLEASE NOTE: This is to be submitted as part of your Current Planning application

NEIGHBORHOOD MEETING

AFFIDAVIT OF MAILING MEETING MINUTES TO THE CITIZEN PARTICIPATION ORGANIZATION (CPO)

STATE OF OREGON ) ) ss County of Washington )

I, , being duly sworn, depose and say that the day of , 20 I caused to have mailed to CPO ____ the minutes of the neighborhood meeting held on the ______day of ______, 20______, to discuss a proposed development at , a copy of the minutes so mailed is attached hereto and made a part hereof.

I further state that said minutes were enclosed in envelopes plainly addressed to CPO ______and were deposited on the date indicated above in the United States Post Office with postage prepaid thereon.

Signature

Subscribed and sworn to, or affirmed, before me this day of , 20 .

Notary Public for the State of County of

My Commission expires: APPLICANT PLEASE NOTE: This is to be submitted as part of your Current Planning application

NEIGHBORHOOD MEETING AFFIDAVIT OF POSTING NOTICE

Name of Applicant Subject Property: Tax Lot(s) Tax Map(s) Address or General Location:

I, , do swear or affirm that I am (represent) the party initiating interest in a proposed affecting the land located at , and that pursuant to R&O No. 2006-20, did on the day of , 20 personally post the notice indicating that the site may be proposed for a application.

The sign was posted at . (state location of sign on property)

This day of , 20

Signature

Subscribed and sworn to, or affirmed, before me this day of , 20 .

Notary Public for the State of County of

My Commission expires: Guidelines for a Successful Neighborhood Meeting Preparation: x Choose a facility that will be large enough to accommodate you audience and offer a comfortable setting conducive to their participation. x Provide an attendance roster (name & address) near the entrance of the facility and encourage neighbors to print clearly. x Bring handout maps so participants can follow as you point to a large wall map (90% of verbal messages are misinterpreted and only 10% retained) x Arrange seating in semi-circles with an aisle and position yourself close to the participants. x Bring a ChartPak (easel & display materials) and someone to act as recorder to note community concerns. Recording comments before the group validates the issues and provides a written record to refine into meeting notes, which you need to send in with the attendance roster. x You may consider the need to hire a trained facilitator to ensure an effective meeting for all involved. x Refreshments may be provided.

The Meeting x You are encouraged to introduce the CPO volunteer, if present, and allow him/her to make introductory comments. Take time to introduce yourself and other representatives from your project. Also, take time for the neighbors to introduce themselves before you begin the meeting. x Prepare an agenda and post it where all can see it. By discussing the time frames for presentations and questions, neighbors are likely to support the agenda and can be asked to help keep all on track. x Establish ground rules and get agreement on them. x Give your presentation in the language of the participants (no jargon/acronyms). x Be prepared to explain why some requirements exist. You are not expected to be an expert on the Community Development Code, but can inform neighbors that all libraries have copies of the Code in the Reference Section. x Remind participants to sign the attendance roster. x Inform participants of the processes and how to participate when your application goes forward. (See “Summary of Procedures” in this packed.) The CPO will receive a complete copy of the application from the County. Neighbors may call 503-821-1122 to be added to the CPO member list. x Thank the neighbors and be open to receive additional questions/ideas (give them your card). Guidelines for a Successful Neighborhood Meeting From your OSU Extension Service NEIGHBORHOOD MEETING CHECKLIST

‰ This list has been prepared to help a potential land use applicant meet the neighborhood meeting requirement AND hold a successful meeting. The attached Resolution and Order sets out the legal requirements. This sheet is NOT a substitute for following the exact requirements set forth in said R&O.

‰ The Washington County Board of Commissioners desire that potential land use applicants, neighbors and Citizen Participation Organization (CPO) leaders work together. It is in the best interest of the County that those who build our communities and those who live in our communities become partners for the good of the entire community.

‰ Determine whether your development application requires a neighborhood meeting;

‰ Schedule a meeting within the CPO where the property is located;

‰ Obtain mailing labels from the (Washington County) Department of Land Use and Transportation;

‰ Meeting shall be held not less than 20 day s AFTER mailing meeting notice;

‰ Post a 2’ x 3’ public notice sign on the site not less than 20 days before the neighborhood meeting (see example);

‰ The meeting shall begin between 6-8 p.m. weekdays or after 9 a.m. and before 5 p.m. weekends;

‰ Determine approximate number of attendees (can call local CPO leadership for guidance or use judgment based on number of notices to be mailed and level of expected controversy of potential application);

‰ Prepare the mailing notice; please include information the applicant believes might be helpful to notice recipient including plot plans, elevations, pictures, etc.

‰ At the meeting bring sign-in sheets;

‰ Have someone available at the meeting to take notes (It is often helpful to use ChartPaks [easel & display materials] to note issue to participants can be assured their concerns are heard);

‰ Be sure displays are easily visible to attendees or allow time for them to come forward to clearly see your proposal;

‰ Take good notes. Your job is to listen and explain your project, but you are not asked to be an expert on the Community Development Code. (If the meeting is to be taped, inform attendees;)

‰ List ALL issues raised, even if they are not applicant’s responsibility. Applicant is only required to “address” all issues in his/her application, not resolve all issues.

‰ Send a copy of the meeting notes to the CPO representative who attended the meeting within fourteen days of the meeting.

‰ The County hopes you view this neighborhood meeting as an opportunity to build partnerships in the community and we wish you a successful meeting. CPO leaders are working hard to help with this process. Feel free to call on them to help and consider referring the neighbors to their CPO in order to follow the progress of your application. CPO leaders are not expected to be unpaid facilitators. Should you find a need for a trained facilitator, many are available in the region. 3’ min. MEETING NOTICE [NOTE: MINIMUM 2” LETTERS ARE REQUIRED ON THE ENTIRE SIGN] PROPOSAL:

MEETING DATE:

2’ min. TIME: PLACE: CONTACT PERSON: PHONE NUMBER: NEIGHBORHOOD MEETING ATTENDANCE ROSTER

PROJECT: MEETING DATE: PLEASE PRINT LEGIBLY!

PRINTED NAME FULL MAILING ADDRESS & CITY, STATE ZIP CODE PHONE # E-MAIL ADDRESS

WASHINGTON COUNTY Dept. of Land Use & Transportation Planning and Development Services Division Current Planning Section 155 N. 1st Avenue, #350-13 Hillsboro, OR 97124 Ph. (503) 846-8761 Fax (503) 846-2908 http://www.co.washington.or.us Request For a Mailing List Counter Date Stamp For A Neighborhood Meeting

Mailing list requests may be emailed to [email protected] or you can mail, fax or hand deliver to Washington County at the address/fax # in the upper left hand corner of this form

To ensure accuracy, a photo copy or printout (8½” X 11”) of the subject parcel(s) most current tax map(s) must accompany this request. (CIRCLE ONE): URBAN (500’ RADIUS) OR RURAL (1000’ RADIUS)

List the subject parcel map & tax lot number(s) below: (i.e. 1N1 34CB 00100)

PROPOSAL: Note: If an adjacent County is within the mailing radius, it is the applicant’s responsibility to obtain official adjacent County tax map(s) and official ownership names and mailing addresses. This information is also required with your Development Application submittal. THE LIST AND A MAP OF THE MAILING AREA WILL BE SENT TO THE APPLICANT BELOW. NAME/COMPANY: PHONE #:

EMAIL ADDRESS:

MAILING ADDRESS: STREET/PO BOX CITY STATE ZIP Questions? Please contact Teri Heino, Asst Planner in Current Planning at (503) 846-3834 or [email protected]