HomeMy WebLinkAbout2023-03-9 Initial Engagement and Revised Policy Part 1 Review Memo
COMMUNITY DEVELOPMENT
MEMORANDUM
TO: Deschutes County Planning Commission
FROM: Nicole Mardell, AICP, Senior Planner – Long Range
Will Groves, Planning Manager
DATE: March 1, 2023
SUBJECT: Deschutes 2040 Meeting #6 – Initial Engagement and Revised Policy Batch 1 Review
I. BACKGROUND
The Comprehensive Plan is Deschutes County’s policy document for guiding growth and
development within the county over a 20-year planning period. The plan’s purpose is to provide a
policy framework for zoning and land use regulations, demonstrate consistency with statewide goals,
rules, and laws, and serve as a cohesive vision for future planning activities.
Staff is currently completing phase 2 of the process focused on policy creation and entering phase 3
of the project, which is focused on finalizing policy language and conducting the second round of
community outreach.
II. SUMMARY OF ROUND 1 COMMUNITY ENGAGEMENT
Between October 2022 and February 2023, staff facilitated a variety of engagement events to gather
community input on key issues, challenges, and opportunities facing the County over the next 20
years. The project team has summarized these events through three documents attached to this
memo, which will assist Commissioners in understanding community sentiments surrounding
broader land use and planning related topics.
x Engagement Audit: Assessment of the initial round of outreach, successes, and areas for
improvement
x Summary of Round 1 Meeting-in-a-Box Engagement: Detailed discussion of input received
through fifty-six small group engagement events with community organizations, agencies, and
social groups.
x Summary of Round 1 Open House Engagement: Detailed discussion of input received through
29
Item #IV.2.
-2-
four in-person and one online open house event held this fall. Attachments to the report
include project posters, online comments, and written comments from the in-person open
house events.
Staff and the project consultant will provide a brief presentation summarizing this information during
the meeting.
III. REVIEW OF REVISED POLICY BATCH 1
On November 10, 2022, Commissioners conducted initial review of Comprehensive Plan policies in
three topic areas: community engagement, land use, and agricultural lands. Due to the extension of
the online survey and ongoing “meeting-in-a-box meetings”, community feedback had not yet been
incorporated into the policies. The project team has provided several in depth summaries of feedback
received through the initial round of community engagement, and has incorporated this feedback in
to the revised set of policies. Additional edits and comments were made based on Commissioner
comments at the November 10 meeting.
Staff seeks any additional Commissioner input on these topic area policies before bringing policy
concepts to the community during the second round of outreach this spring. As a reminder,
Commissioners will have a second chance to review all policies prior to the public hearing process.
IV. NEXT STEPS
The next meeting on the Deschutes 2040 Project will be on March 23 and will be focused on Part 3 of
the initial policy review. Topics are tentatively planned to include the following:
x Housing
x Economic Development
x Recreation
x Public Facilities
x Area Specific Policies
30
Item #IV.2.
-3-
Table 1 – Tentative Dates for Comprehensive Plan Update Meetings
Activity Description Start Date
2023
PC Meeting #6 - Policy Review Part 3 March 23
In Person Open House Round #2 - Review of Draft Goals and
Policies April/May
Online Survey #2 - Review of Draft Goals and Policies April/May
PC Meeting #7 - Results of Engagement Activities/Policy
Refinement May
PC Meeting #8 - Draft Action Plan Document Review June
PC Meeting #9 - Draft Comprehensive Plan Document
Review July
Attachment
Engagement Audit #1
Summary of Round 1 Meeting-in-a-Box Engagement
Summary of Round 1 Online and In Person Open House Engagement
Revised Policy Batch 1 – Agriculture, Land Use, Community Engagement Goals and Policies
31
Item #IV.2.
Page 1
Community Engagement Audit #1
TO: Deschutes 2040 Project Management Team
FROM: Ryan Mottau, Emma-Quin Smith, Andrew Parish, and Matt Hastie, MIG
CC:
DATE: January 30, 2023
INTRODUCTION
To help meet the community engagement goals of this project, an iterative process for setting,
reviewing, and resetting the path for community engagement has been built into this planning
effort. This memo lays out the goals of the engagement process, the tools we have implemented
and a status update to inform any redirection necessary at this stage of the project. The
“Recommendations” section at the end of this memo includes suggestions for the next round of
engagement.
ENGAGEMENT GOALS
The following goals were established in the Community Engagement Plan in June 2022 at the start of
this project:
1. The Deschutes County Comprehensive Plan Update project will reach across the county and
engage a broad spectrum of community members, including those who have not been a part of
past comprehensive plan projects. This will include multiple, targeted methods to hear the
perspectives of:
o All parts of Deschutes County (geographic coverage)
o Residents that the Community Development Department doesn’t typically hear from
(demographic diversity, less-vocal communities)
o Younger residents who will live with the direction of this plan (age under 25)
o Residents and stakeholders who are disproportionately impacted by planning decisions
(people of color, low-income residents, veterans, linguistically isolated communities)
o Recent and long-time residents (length of residency)
2. Individual activities will be designed to not only collect input from large numbers of participants,
but also allow for disaggregation of results to explore differences in opinion.
32
Item #IV.2.
Engagement Audit #1 Page 2
3. We aim to hear directly from the individuals of Deschutes County; we will also reach out to
community organizations and advocates representing the perspectives described above.
4. We will facilitate meetings to maximize the diversity of voices heard and avoid having the
conversation dominated by individual perspectives.
5. At key points in the process, we will pause to reflect on the results to-date as well as
engagement with social and web content. We will conduct a detailed Engagement Audit during
the project to evaluate how well the County’s goals are being met and make changes to tools
and outreach methods as needed.
6. We will continue the commitment of Deschutes County to remove barriers to participating in
community discussions. This will include access to the physical, technological, cultural, and
language spaces that are a part of the process.
7. We will make it clear to community members how feedback will be used and the limitations at
this level of planning and jurisdiction.
33
Item #IV.2.
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Engagement Audit #1 Page 6
RECOMMENDATIONS
The following list represents the start of a discussion about specific actions the project team could
take to improve performance connected to community engagement goals for the project:
x In general, the project should continue as planned. The reach of the initial engagement
effort was good, though there is room for improvement.
x Consider an event in/near Brothers for the next round to improve geographic reach of the
project.
x One press release advertising the open houses and project website was translated into
Spanish. Staff worked with the Deschutes County Health Department staff who coordinate
closely with Spanish speaking community members to offer “meeting in a box” meetings and
presentations. No other project materials so far have been translated to Spanish and staff
was unsuccessful in receiving a response from Spanish language outlets.
x No requests have been received by the project team for accessibility or language
accommodations. Even so, the team should be proactive about Spanish-language
engagement.
o Possible channels include churches in Latinx communities and school-related
organizations.
o Consider a targeted set of materials to translate into Spanish, even though the
County has not received and translation requests so far.
x Look for opportunities to directly contact other underrepresented groups, particularly
County residents with lower incomes.
x Continue to create interim opportunities to speak with the project team or voice concerns.
o Less formal and smaller than open houses.
o Potentially self-scheduled online sessions, like providing the community
opportunities to sign up for “office hours.”
o Highlight these opportunities via the Project Website, the County’s social media
channels and during other activities.
o Highlight ongoing opportunity to comment at any time via the website (17 comments
received as of January 2023).
x Use social media and email to frame large policy questions, such as destination resorts,
water use, natural hazards, etc. and invite public participation through online events or
direct (email) contact.
x Demographic cards distributed at meetings have been difficult to tabulate. For round two
MIG will reformat the demographic card to facilitate automated (scanned) tabulation of
results.
37
Item #IV.2.
Engagement Audit #1 Page 7
x Some locations have inherent limitations for access and accessibility but are the only known
community meeting spaces. There may not be a good solution to this issue although
conducting meetings outdoors in some of these locations, if space allows and weather
permits, may be one possible solution.
i Google Analytics: Users
ii Constant Contact: Count of emails
iii Constant Contact: Opens
iv Post Analytics from Twitter, Facebook, LinkedIn, and Nextdoor: Total Impressions
v Alchemer (MIG Account): Total Respondents
38
Item #IV.2.
Meeting-in-a-Box Engagement Summary
Meeting-in-a-Box Round 1 Summary
TO: Deschutes 2040 Project Management Team
FROM: Nicole Mardell, Deschutes County Senior Planner
CC:
DATE: February 23, 2023
EXECUTIVE SUMMARY
Deschutes County is updating its Comprehensive Plan. Through this process, staff and the project
team utilized a variety of tools to reach community members and gather input to inform the plan
update. One of these tools, called a “meeting-in-a-box” brought all materials for an engagement event
to a group for a more intimate and casual conversation about the future of the County. Through this
process, staff was able to gather a variety of perspectives and opinions about key issues facing the
future of the County, and potential solutions. The most popular topics of discussion include:
x Housing. Concern regarding the lack of affordable housing in the region, its impacts on the
workforce and increasing visibility of homelessness.
x Wildlife and Natural Resource Impacts. Interest in exploring ways to protect wildlife habitat
and other natural resources through increased education, incentives, and regulations.
x Water and Wildfire. Discussion of increasing natural hazard events and desire for more local
and state action to address impacts of drought and wildfire events.
x Destination Resorts and Sustainable Recreation. Desire to review need for new resorts
and golf course development. Interest in partnering with other agencies to create new or
expanded recreation opportunities.
x Agricultural Lands. Diverging opinions about the role of agricultural lands in the County, and
potential uses or new designations of low productivity lands.
A detailed summary of input provided through the meeting-in-a-box events is included in this report.
The following page includes a table of contents with a breakdown of the topic area for ease in
reference.
39
Item #IV.2.
2
TABLE OF CONTENTS
Introduction .................................................................................................................................... 3
Key Issues, Opportunities, and Challenges .............................................................................. 8
Community Engagement .............................................................................................................................. 8
Regional Coordination and Planning for Growth .................................................................................... 10
Farm and Forest Lands ................................................................................................................................ 12
Water Availability, Use, and Management ................................................................................................ 16
Natural Resources ........................................................................................................................................ 19
Historical and Cultural Resources .............................................................................................................. 22
Recreation ..................................................................................................................................................... 23
Natural Hazards ........................................................................................................................................... 25
Energy ............................................................................................................................................................ 29
Housing .......................................................................................................................................................... 30
Transportation .............................................................................................................................................. 34
Economic Development .............................................................................................................................. 36
Public Facilities .............................................................................................................................................. 37
Local Government and Agency Comments ............................................................................ 39
40
Item #IV.2.
3
Meeting-in-a-Box Round 1 Summary
INTRODUCTION
Between October 2022 and February 2023, Deschutes County staff conducted a series of informal
virtual and in-person meeting with County Departments, government agencies, nonprofits, and social
groups. This meeting format, referred to as a “meeting-in-a-box" was intended to bring a more
intimate discussion regarding the County’s Comprehensive Plan update and supplement the online
and in person open house activities in Fall 2022.
PARTICIPATING GROUPS
County staff gathered an initial list of community groups through internet searches and past outreach
events. The groups on the list were identified as organized, existing groups that have dedicated staff
or regular meetings. Staff attempted to identify groups that could provide countywide and regional
perspectives, represented a variety of different perspectives and focus areas (e.g. environmental
focus, economic development focus, etc.), and had some interaction with the rural County. Staff also
met with City staff from Bend, La Pine, Redmond, and Sisters and a variety of state agencies to gather
supporting materials to inform the plan. Additionally, staff set out to reach out to at least one group
interacting with the following populations to promote inclusive outreach: low income populations,
Spanish speaking populations or linguistically isolated communities, youth, people of color, and
veterans. Staff also allowed groups to request a meeting-in-a-box through the County website or by
emailing staff. These opportunities were advertised through the project constant contact list and
social media. Several groups requested presentations through this medium. A list of groups met with,
the date of the meeting, and approximate number of attendees is shown below.
Name of Group Date No. of Attendees
Backcountry Hunters and Anglers Association 12/19/2022 3
Bend- Ft. Rock Ranger District (Forest Service) 11/22/2022 2
Bend Parks and Recreation District 11/16/2022 6
Bureau of Land Management - Bend Field Office 11/15/2022 2
Central Oregon Builders Association and Central Oregon Realtors
Association 11/9/2022 2
Central Oregon Fire Chiefs Association 10/20/2022 12
Central Oregon Intergovernmental Council 11/30/2022 3
Central Oregon Land Watch 10/13/2022 2
Central Oregon Regional Solutions 11/16/2022 8
Central Oregon Veteran's Ranch 10/11/2022 1
41
Item #IV.2.
4
Central Oregon Visitors Association and Travel Oregon 10/25/2022 3
City of Bend 11/30/2022 1
City of La Pine 10/24/2022 2
City of Redmond and Redmond Economic Development Initiative 10/31/2022 8
City of Sisters 11/9/2022 4
Department of State Lands - Wetlands Division 1/18/2023 1
Deschutes Basin Board of Control 12/12/2022 5
Deschutes County Assessor's Department 12/5/2022 1
Deschutes County Emergency Management Department 10/18/2022 2
Deschutes County Farm Bureau 1/5/2023 10
Deschutes County Health Department 10/10/2022 2
Deschutes County Historic Landmarks Commission 1/9/2023 5
Deschutes County Joint Office on Homelessness 11/14/2022 1
Deschutes County Juvenile Services - Homelessness Outreach 11/8/2022 1
Deschutes County Language Access - Latinx Outreach 10/19/2022 1
Deschutes County Natural Resources Department 12/9/2022 3
Deschutes County Property Management Department 11/8/2022 1
Deschutes County Road Department 10/10/2022 3
Deschutes County Solid Waste Department 12/9/2022 2
Deschutes Land Trust 11/30/2022 5
Deschutes Public Library Administrative Team 10/13/2022 8
Deschutes River Conservancy 12/12/2022 3
Deschutes Soil and Water Conservation District 11/17/2022 8
Economic Development of Central Oregon 10/26/2022 1
Environmental Center 1/31/2023 8
High Desert Education Service District 11/28/2022 1
High Desert Food and Farm Alliance 10/12/2022 1
NeighborImpact 11/8/2022 16
Old Bend Neighborhood Association 11/3/2022 7
Orchard District Neighborhood Association 1/10/2023 7
Oregon Department of Fish and Wildlife 11/23/2022 6
Oregon Department of Geology and Mineral Resources 1/23/2023 2
Oregon Dept Agriculture - Food Safety Division 10/19/2022 2
42
Item #IV.2.
5
Oregon Dept Agriculture - Land Use and Water Division 10/17/2022 1
Oregon Housing and Community Services 12/14/2022 1
Oregon Hunters Association - Deschutes Chapter 2/8/2023 35
Oregon Natural Desert Association 11/17/2022 1
Oregon Water Resources Department - Deschutes County Field
Office 11/21/2022 2
Project Wildfire 12/21/2022 41
Redmond Area Parks and Recreation District 10/11/2022 9
Region 4 - Oregon Department of Transportation 11/3/2022 7
Seventh Mountain Resort 11/7/2022 1
Sisters Park and Recreation District 11/29/2022 6
Sunriver Area Homeowner's Association 11/7/2022 1
Upper Deschutes Watershed Council Board 11/28/2022 6
total 283
Throughout the duration of the meetings, staff also asked each group if they had recommendations
of other groups or individuals to meet with, that led to the expansion of the outreach list. Some groups
either did not have capacity to take on a meeting-in-a-box request due to more pressing agenda items,
and in certain occasions staff did not hear back from groups at all, even after several attempts.
Staff will conduct a second round of meeting-in-a-box meetings during the Spring outreach phase and
will have opportunities to engage groups that we previously had not heard from. These groups
include:
Name of Group
Agricultural Connections
Bend La Pine School District
Black Butte Ranch Resort
Boy Scouts – CO Field Office
Central Oregon Coalition for Access
Central Oregon Community College staff and student association
Central Oregon Veteran’s Outreach
Deschutes County Veterans Services
Girl Scouts – Bend Field Office
Juntos
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Item #IV.2.
6
La Pine Chamber
Latino Community Association
Oregon State University Cascades staff and student association
OSU Extension – 4H
OSU Extension – Deschutes Office
Redmond School District
Sisters School District
The Fathers Group
Vamanos Outside
Warm Springs Tribal Government
Widgi Creek Resort
MEETING-IN-A-BOX FORMAT
To aid in the conversation, the consultant provided a set of materials to be used at each meeting.
These materials included: an icebreaker activity, worksheet, project FAQs, demographic surveys,
agenda with website QR code, comment forms, and a background presentation on the project.
County staff facilitated these meetings, typically with one staff member in attendance to provide
background information, prompts, and transcribe feedback from larger group discussions. Meetings
were on average one hour in duration and either held virtually through Microsoft Teams and in person
at the organization’s typical meeting location.
44
Item #IV.2.
7
COMPLETED MEETING-IN-A-BOX ACTIVITY WORKSHEET
Staff asked the following initial questions at each meeting to prompt conversation:
x How would you describe the most important topics facing Deschutes County over the next 20
years?
x Are there any obstacles or opportunities to address these issues?
x Where might there be areas for partnership?
x What projects are your organization undertaking that might relate to these issues?
Staff found this meeting format to be extremely valuable. It led to discussion amongst meeting
participants, questions with staff about state and county land use requirements, and greater depth in
understanding community members desires and concerns. As a disclaimer, staff has attempted to
incorporate all key issues, challenges, and opportunities expressed during meeting-in-a-box meetings.
These ideas have not yet been vetted for specific projects or with compliance with state laws or other
regulations. More detailed integration of this feedback will occur as staff drafts goals and policies for
the Comprehensive Plan document.
45
Item #IV.2.