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12-19-1995 SPECIAL STUDY SESSIONCITY OF RIOHFIELD PLFinninG OOZY miss1On AGEt1DA December 19, 1995 7:00 p.m. -- Special Study Session Meeting ROLL CALL .. APPROVAL OF MINUTES PUBLIC HEARINGS NE OLD BUSINESS : << ITEM #1 Comprehensive Plan - Discussion of public input process LI EAISONR PORTS:.. - School Board Community Services Advisory Commission H RA City Council AdHoc 135/1494 Traffic Committee Auxiliary aids for individuals with disabilities are available upon request. Requests must be made at least 96 hours in advance to the Administrative Service's Director at 861- 9702." H: P &Z:Template: Agenda] 44 o _ RICHFIELD TOWN MEETING s : eu,•. .•t•.' }:.c:s;' s..,r;.,,.s,.,;.s a...y;,^Y7:;:,u,,yr. .s'?Fi:;tf%'i rx , rfa. / s..., ; : ' to k? ';` #'°, rh•' `.'.,,'• #:t•;#;3n`L?t:w:,jSti y 5y`s•.;•{Yi s•'c' .;¢• '"1 6 Y! /cr {., `5%' i •. ':i , ,;;.s: ik•. :: ;'. .:,:.::::: :' 3;,:;.si:L':'i,;:.;::;w':3;du •t,•:::::.....'. L,'••, L3z . rn..`' . ,•N'•. n ^.: •.t:sr,:.. < : • •S. ' w.. The Steering Commmittee agreed at its last meeting to pursue the concept of a town meeting. The purpose of the town meeting is : To obtain a more diverse input from citizens To inform citizens of process thus far and results of process To identify any additional issues not thought of by steering. committee There are a variety of ways such a meeting can be successfully carried out. In order to stimulate thought on a meeting format we have first presented a series of altemaitve meeting formats. Each format is briefly described in an outline form. After the suggested formats we have prepared a more detailed description of the elements found in the altematives. These elements can be seen as building blocks that could go together in a variety of combinations to construct a town meeting. The following are some meeting formats for using the elements or building blocks described later, they are by no means all inclusive. TUDITIOM MffTR flITfDnflTIVf This style is self explanatory, it is basically a large open meeting held much like a public hearing. It can result in considerable conflict and the least amount of public involvement. 1. Introduction 2. Background discussion Panel discussion of the steering committtee 3. Gaining input Open meeting to discussion and questions by participants. 4. Recap and summarize COI1 HTIOn STTU This style .can be varied quite a bit. For example, the background discussion can be left out and presented simply through the information stations. The information stations can be staffed by steering committee members. This style can allow for one on one interchange between committee members and the public and can allow for a more constructive framework for receiving input. Generally participants feel as though their ideas and thoughts are sincerely valued and sought. 1. Introduction 2. Background Brief discussion of the committee's purpose and basis for establishment Process of meeting 3. Gaining input Break so audience can move about and study the following displays M General history of the City's development M Comprehensive plan process IM History of comprehensive planning in Richfield N The need for a change and update N The process used by the steering committee Convene into small groups for facilitated discussion 4. Reconvene and summarize WORKSHOP STYIf This style is a variation on the convention style by adding workshops. The style may also be varied by not convening the meeting until after a predetermined time during which participants will have visited the information displays. The workshop style permits more interaction and involvement around given areas of concern such as neigborhoods or issues. The style can also produce a variety of solutions that haven't been thought of by committee members. 1. Introduction 2. Background Brief discussion of the committee's purpose and basis for establishment Process of meeting 3. Gaining input Break so audience can move about the displays so General history so Comprehensive plan process so Richfield comprehensive plan history M The need for a change and update_ so The process used by 5e -stLrenng committee From this point a variety of o# tions can occur with workshops organized asas follows` convene into small r facilitated discussion centering aroun ai ing answers to a limited questions wh ich are designed to identify issu "nd values. -- - _ convene into concurrent groups, each focu "sing on a separate topic. M participants may choose one group so participants may rotate groups after a set period of time k Convene into small groups organized around either neighborhoods or subareas. M groups will identify key issues and values associated with each area or neighborhood. 5. Convene into open meeting for recap and summary Each group presents the results of its discussions S,:S:g'.;;:a ?...;... .,:.::..f•;:;?:: 9. q> w,.? S;?' r.`:: r^:• '•: R''^ ';: t. 8^.. rs q:"•• x''::"":%.>:"' : ,•.r"• A•:«;%r,'. ^::#r <:::;:: The following are elements which might make up a successful town meeting together with a suggested format. All of these elements may be considered building blocks to construct a meeting and as such may be mixed and combined in a variety of formats. IMODIKTIOn Brief introduction of steering committee members Discussion of the appointment process Brief discussion of the meeting process and format bflCKGROMD There are several ways to present the background portion of the meeting. The background sets the tone of the meeting and prepares the participants for the process that is to follow. We feel that the background should let the public know . the general history of Richfield's development and planning efforts of the purpose and role of a comprehensive plan about the traditional model and the problems of such a model Plan must reflect community values and and be able to respond to them on a continual basis The process is equally as important as the product. Sichiield's process This presentation describes the process that Richfield has followed thus far. The reasons for the process and the findings should be set out. survey of existing conditions and initial values identification bus tour I* illustration through boards, slides photo exercise so show photos and evaluations values identification and clarification briefly discuss the process present results of values clarification process issue identification Description of what issues are, and how they relate to the values present issues and catagories trend analysis describe trends and their importance to strategic planning present results of trend analysis the strategic framework This section can illustrate the multiplicity of levels that values, issues and trends can interact on and effect the city and it's citizens. It can show that the city as a whole represents a collection of values that project an identity to the outside world and are perceived as a collective identity by that outside world. In addition, the subareas and interestis within the city represent a separate collection of values, issues and trends on a more smaller geographic level. All of which not only play a major role in determining the future of that subarea but also exert their own influence on the community's collective value and issue structure. This section should illustrate the presence of this value, issue, trend stratification and the importance of successfully recognizing and responding to it. citywide focus on issues, values that are on a community wide level of concern identify trends and forces that have an effect on Richfield and could influence its future subarea focus on smaller geographic areas with more grassroots levels of concern. present sub area maps and issues related to subareas 6flinifl6It R One of purposes of the town meeting is to gain a broader range of input from the community. There are seve ethods for doing so, most are small group exercises. Small group exercises permit a more r personal level of interaction and can v a strong positive influence on building community. The following are three examples of mostly gaining input. However, they can also be used to communicate the steering committee's thoughts as well, workshop stations our approach and how it differs from other approaches the process that went into identifying issues and values The following is a more detailed explanation of the key elements that should be covered in a background presentation. The form of that presentation can be: brief summary of the meeting nmcess_ a series of information stations organized around vp juncral history N strategic planning process M need for update M Richfield's process iw the strategic framework a panel discussion led by the steering committee t any combination of the above general history A brief discussion of Richfield's development history showing its evolution from an outer ring suburb to a first ring suburb, and the forces that have come to play on it in the process. This should also illustrate how the early development decisions have influenced some of the issues Richfield is facing today and will face in the future. Some key points: Richfield's development from farmland to present population changes outline growth of metro area and its influence on Richfield description of comprehensive/strategic plan This should be a discussion on the purpose of a comprehensive plan, in order to acquaint the audience /participants with the concept and prepare them for understanding the need tom_ the current Ian. The presentation should outline the traditional model highlighting i s intended use u ness, but inability to provide a working policy tool for cities to make growth decisions in a quickly changing economic and political environment. It would be effective to illustrate these problems using Richfield as an example. A brief outline of the key points that such a presentation might cover are: Brief description of what a comp plan is the traditional model M purpose of the plan- to guide development and growth that reflects community values 11M applicability to policy implementation M adaptabilility to changing demands Richfield's comp plan history The Th Ability of Richfield's plan to provide policy auidanae - F'° u rate changes over time and how old plan did not provide a process for reflecting Illustrate the need to have continual reflection of community values Describe changes since 1982 plan and areas plan did not treat why update? or change? This presentation logically follows the presentation above by posing the question of why a change is needed. It will focus on the short comings of the current planning model and its inability to provide solid guidance based on community values and desires. Describe need for update and what an update should do These can be small stations presenting a particular subject area and affording the public and opportunity to discuss that area on a more personal level. They may also allow for input and evaluation. Some ideas: Organized around issue catagories M Several stations could present through a variety of media and discussion on transportation, environment etc. Organized around products M Product stations could present descriptions of the Products Richfield has to offer and the market for such products as well as a discussion of how such products fit into the overall scheme of Richfield's growth. Organized around geographic areas M Neighborhood and /or subarea stations could beset up that would show the key issues of each area along with the relationship of those issues to the rest of Richfield. Organized around other pertinent subjects M These may be subject areas that are not or have not been covered yet by the Committee Open Issue forums These can be facilitated and participatory workshops conducted for a set period of time in order to identify issues and values. They may also identify conceptual solutions. This format will work particularly well if organized around neighborhoods or geographic areas. facilitated discussions These can be facilitated disussions using a very limited set of questions as methods of gaining input and stimulating interchange. They should be done with groups of no more than 10 people with steering committee member facilitating. Open meeting An open meeting may be used at the beginning to introduce the process and at the end to summarize the results of small group exercises.