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HomeMy WebLinkAboutFoothills CAC Adopted Bylaws+Roles+Charge 2025-10-14______________________________________________________________________________________________ Foothills Community Advisory Committee Charge Statement and Bylaws Page 1 of 7 Foothills Community Advisory Committee Advisory Committee Charge Statement, Roles & Bylaws Approved – October 14, 2025 INTRODUCTION The Lake Oswego Foothills District Framework Plan Update will be supported by a representative Community Advisory Committee (CAC) consisting of members appointed by City Council. Members represent property owners, businesses, residents, and community stakeholders in and around the District. The CAC will advise City of Lake Oswego (City) staff and the consultant team by reviewing work products, identifying issues, and providing feedback at key project milestones. The Committee will help ensure that planning concepts, refinements, and recommendations reflect community priorities and will help inform updates to the Foothills District Framework Plan and related post-plan amendments. Although the CAC is advisory and not a decision-making body, its input will help guide staff recommendations to the Planning Commission, City Council, and the Lake Oswego Redevelopment Agency (LORA). Members are expected to listen respectfully, engage constructively, and serve as conduits to their broader stakeholder networks. City staff will also convene a Technical Advisory Committee (TAC) to provide technical input from partner agencies, service providers, and City departments. CAC discussions will be informed by, and complementary to, TAC input. Public engagement will consist of broad community outreach, including workshops, surveys, and events tied to seven major project milestones (from Opportunities and Constraints through Framework Plan Adoption and Post-Plan Amendments). The CAC will play an important role in connecting the community to this process. ADVISORY COMMITTEE CHARGE Per Resolution 25-33, attached, the Foothills Community Advisory Committee is charged with reviewing work products and providing feedback to the City project team to help staff make a recommendation for updates to the 2012 Foothills District Framework Plan and post-Plan amendments to the City Council. ADVISORY COMMITTEE COMPOSITION The Foothills Community Advisory Committee (CAC) consists of the members appointed by City Council in Attachment A to Resolution 25-31, pursuant to Resolutions 25-31 and 25-33 (Resolutions attached). A CAC Chair and Vice-Chair will be selected by the group. Given the limited timeframe of the CAC’s work, in the event that a member cannot serve out the term of this appointment or fulfill their responsibilities, no alternate will be chosen to fill the vacancy unless directed by the City Council. Any member who has two unexcused consecutive absences is automatically removed from the CAC, and new members will not be appointed to fill their positions. ______________________________________________________________________________________________ Foothills Community Advisory Committee Charge Statement and Bylaws Page 2 of 7 ROLES The CAC’s role is to advise and make recommendations to City staff and the consultant team. Staff and consultants are committed to ensuring CAC discussions and proposals are accurately recorded and shared with the community. Key responsibilities include: • Reviewing the initial Foothills District Framework Plan (2011), the Revised Foothills District Framework Plan (2012), and the Foothills Urban Renewal Plan (2012, now repealed). • Reviewing related planning and housing documents such as the Economic Opportunities Analysis (2013), the Housing Needs Analysis (2023), the Housing Production Strategy (2024), and the City’s Comprehensive Plan. • Providing feedback on planning concepts, design alternatives, and draft recommendations. • Representing stakeholder perspectives and sharing information with community networks. • Helping shape a shared vision for the District that reflects Lake Oswego’s current priorities: affordable housing, connectivity, floodplain resilience, economic development, and high-quality urban design. The City Council and LORA, through a public process, will make final decisions on the adoption of the Framework Plan Update and related amendments. The final Framework Plan and Engagement Summary will document CAC input, how it shaped the Plan, and how public feedback was considered. MEMBER RESPONSIBILITY The Foothills CAC will be making recommendations to City Council that will also serve as guidance to the Planning Commission, as provided in Resolution 25-33. The CAC is expected to:  Participate in meetings: The CAC will meet regularly during project milestones (estimated 8–10 meetings between late 2025 and 2027). Meetings will be facilitated by staff and consultants, typically lasting 90–120 minutes and held in-person with a remote attendance option (hybrid) to maximize accessibility.  Review and prepare: Members must review materials in advance and come prepared for discussion.  Engage respectfully: Listen with an open mind, respect differences, and work toward consensus when possible. When consensus cannot be reached, the CAC may vote; a two-thirds vote of those present is required to approve a recommendation.  Attend public events: Members are encouraged to attend community workshops, open houses, or tabling events to connect CAC conversations with broader community feedback.  Support adoption: CAC members are encouraged to attend Planning Commission and City Council hearings on the Draft and Final Framework Plan.  Share information: Act as liaisons to their networks by soliciting feedback and communicating progress. ______________________________________________________________________________________________ Foothills Community Advisory Committee Charge Statement and Bylaws Page 3 of 7 PROJECT STAFF RESPONSIBILITY City staff and project consultants will do the following to support the Foothills CAC process:  Support the CAC Chair in facilitating a transparent and inclusive process where all participants are heard.  Provide the CAC with relevant, factual information in a timely manner and readily understandable format to facilitate decision-making.  Prepare meeting agendas in consultation with the CAC Chair, and prepare meeting summaries that focus on discussion topics and key agreements.  Maintain a project web page and central file repository where the CAC and public can access all meeting materials and key work products.  Provide opportunities for the public to provide input, and make public comments available to the CAC, decision-makers and public.  Be accessible and responsive to questions and ideas from the CAC. QUORUMS AND DECISIONS At its first meeting, the CAC shall elect a Chair and Vice Chair, as provided in LOC 12.50.025. The CAC shall follow all provisions of LOC Article 12.50 that apply to ad hoc committees, except that, instead of requiring a simple majority of the members present and eligible to vote to decide any question [LOC 12.50.030(2)], a vote by two-thirds of the members present and eligible to vote will be required to approve a policy recommendation. Members shall strive for consensus and may use straw poll , interactive/instant polling, or consensus voting procedures to gauge members’ opinions. For controversial issues, the CAC may include a minority opinion with the majority recommendation. Where the CAC does not reach consensus on a particular issue a roll - call vote shall be taken. TIMEFRAME Pursuant to Resolution 25-33, attached, the CAC is tasked with reviewing work products and providing input on project deliverables by August 1, 2027, unless its tasks are concluded earlier or the term is extended by resolution of the City Council. PUBLIC RECORDS Regular meetings of the CAC will be held either by Zoom or in-person with a remote attendance option (hybrid). All meetings will be subject to the requirements of Oregon Public Meetings Law, ORS 192.610 et seq. All meetings will be recorded and posted to the project website for public observation. ______________________________________________________________________________________________ Foothills Community Advisory Committee Charge Statement and Bylaws Page 4 of 7 PROJECT MILESTONES The Foothills District Framework Plan Update engagement process will be shaped around key engagement milestones that offer opportunities to involve stakeholders, City departments, elected officials, and the broader community in identifying what is valued in the future of the Foothills District, recognizing key challenges and opportunities, and shaping the project’s goals, scenarios, and implementation strategies. Phase 1: Opportunities and Constraints Focus: Reconnect with the community; build a shared understanding of current conditions. Objectives: • Promote awareness that the plan is a continuation, not starting from scratch. • Share a summary of updated goals and objectives for the project. • Confirm community values, opportunities, and challenges. • Build a system for ongoing engagement. Tactics: • Dedicated project page and listserv. • Visual storytelling to explain what has changed. • One-on-one conversations, surveys, and event tabling. Phase 2: Concept Level Plan Alternatives Focus: Reaffirm community values and vision; explore potential alternatives. Objectives: • Revisit and reaffirm values and vision. • Introduce early land use and transportation ideas. • Provide tools for participants to build on ideas. Tactics: • Host workshops and open houses. • Use mapping activities, surveys, and storytelling. • Ensure underrepresented voices are included. Phase 3: Schematic-Level Plan Refinements Focus: Present refined alternatives and draft policy direction. Objectives: • Review how input has shaped the options. • Gather input on tradeoffs, priorities, and policy direction. • Begin drafting plan elements and code ideas. ______________________________________________________________________________________________ Foothills Community Advisory Committee Charge Statement and Bylaws Page 5 of 7 Tactics: • Storytelling to explain choices. • Online and in-person engagement. • Community-led or partner events. Phase 4: Draft Framework Plan Focus: Share the draft plan and refine it. Objectives: • Present the full draft plan and recommendations for post-plan code changes. • Collect input through meetings, open houses, and focus groups. • Make final revisions. Tactics: • Clear, digestible summaries of draft content. • Visuals and storytelling to show how input shaped the draft. • Targeted meetings with key stakeholders. Phase 5: Framework Plan & Adoption Focus: Document the process and share the final plan. Objectives: • Support City Council and LORA public hearings with materials. • Share the final plan and explain what changed and why. • Thank participants and highlight their impact. Tactics: • “What We Heard / What We Did” summaries. • Infographics for key elements. • Encourage attendance at hearings. Phase 6: Post Plan Amendments Review Focus: Present draft post-plan amendments for review and comments. Phase 7: Adoption of Post Plan Amendments Focus: Present revised post-plan amendments for adoption. ______________________________________________________________________________________________ Foothills Community Advisory Committee Charge Statement and Bylaws Page 6 of 7 FOOTHILLS COMMUNITY ADVISORY COMMITTEE MEETING BYLAWS I. Commitment to Decision-making Process The Ad Hoc Community Advisory Committee (“CAC”) will endeavor to reach consensus on recommendations to update the Foothills District Framework Plan and adopt post-Plan amendments to implement the Plan. A consensus process will enable the members to freely discuss issues and to arrive at a decision. Consensus is a participatory process whereby, on matters of substance, the members strive for agreements that they can accept, support, live with, or agree not to oppose. Consensus means that no members voiced objection to the position and they agree not to oppose the position. Expectations for the decision-making process include: A. The CAC agrees that consensus has a high value and that the members should strive to achieve it. B. The commitment to work for consensus means that members will participate in the give-and-take of the process in a way that seeks to understand the interests of all, and will work together to find solutions workable for all. C. When consensus cannot be reached, the facilitator or chair may initiate or entertain a motion to vote on the issue. Members may make motions and seconds. All motions must be seconded to be acted upon. D. Votes shall be taken by all present participating members. A vote by two-thirds of the members present and eligible to vote will be required to approve or advance a policy recommendation. E. If no consensus is reached on an issue or recommendation, minority positions and any alternatives considered will be documented. Those with minority opinions are responsible for proposing alternative solutions or approaches to resolve differences. F. Meetings will be conducted in a manner deemed appropriate by the chair and facilitator to foster collaborative decision-making and consensus building. Robert’s Rules of Order will be applied when deemed appropriate by the chair or facilitator. G. CAC members will honor decisions made, including accurately representing CAC decisions to the public, and avoid re-opening issues once resolved. H. CAC members will strive to make decisions within the agreed-to timeframe. Meeting notes will be kept documenting decisions of the CAC. The CAC will review, make any corrections to, and then approve the notes. Notes for the final CAC meeting will be distributed to the CAC Chair for their approval. II. Ground Rules for Conduct of the CAC All participants agree to act in good faith in all aspects of the planning process. This includes being honest and refraining from undertaking any actions that will undermine or threaten this process. It also includes behavior outside of meetings. Expectations for behavior of Ad Hoc CAC participants – including members and project staff – during and outside of meetings include: ______________________________________________________________________________________________ Foothills Community Advisory Committee Charge Statement and Bylaws Page 7 of 7 A.Participants agree to be respectful at all times of others. They will listen to each other to seek to understand the other's perspective, even if they disagree. One person will speak at a time. Side conversations and other meeting disruptions will be avoided. For virtual/videoconference meetings, members should have both video and audio functions enabled and refrain from private/chat conversations. B.Participants agree to make every effort to bring all aspects of their concerns about these issues into this process to be addressed. C.Participants agree to refrain from personal attacks, intentionally undermining the process, and publicly criticizing or misstating the positions taken by any other participants during the process. Participants shall maintain a “safe” space for CAC proceedings, where there is permission to constructively and respectfully express all perspectives, including unique or opposing viewpoints, without fear of being met with criticism or recrimination. D.Any written communications, including e-mails, blogs and other social networking media, will be mindful of these procedural ground rules and will maintain a respectful tone even if highlighting different perspectives. Members are reminded that any City government e-mail, blog and other social networking media is considered public record. E.Non-members upon registering with City staff may attend virtual/videoconference Ad Hoc CAC meetings. The public may also submit written comments for distribution to the Ad Hoc CAC , but may not otherwise participate in the CAC deliberations. F.Requests for information made outside of meetings will be directed to the City staff. Responses to such requests will be limited to items that can reasonably be provided within a reasonable amount of time. G.All participation in this process is voluntary. A member may withdraw by submitting a written withdrawal request to the CAC Chair or City staff project manager. However, members agree that before withdrawing they will discuss the reason for their withdrawal with the Chair or City staff and will give the CAC the opportunity to understand the reasons for withdrawal and to encourage continued participation, if appropriate. ATTA CHMENTS 1.Council Resolution 25-33, Creation of Ad Hoc Foothills Community Advisory Committee 2.Council Resolution 25-31, Appointing Members to the Foothills Community Advisory Committee (incl. Attachment A) Resolution 25-33 Page 1 of 2 RESOLUTION 25-33 A RESOLUTION OF THE LAKE OSWEGO CITY COUNCIL CREATING AN AD HOC FOOTHILLS COMMUNITY ADVISORY COMMITTEE. WHEREAS, a 2025 City Council Initiative is to ‘Begin the update of the Foothills District Plan and continue to evaluate the Lake Grove Urban Renewal Plan; and WHEREAS, the creation of an ad hoc Foothills Community Advisory Committee to review work products and provide feedback to the project team would help staff make a recommendation for updates to the 2012 Foothills District Framework Plan and post-Plan amendments to the City Council. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lake Oswego that: Section 1. Creation . Pursuant to LOC 12.50.010(1), an ad hoc Foothills Community Advisory Committee (“CAC”) is hereby created. Section 2. Membership. The CAC’s membership shall consist of not more than 15 community members and local professionals, appointed and approved as provided by the City Charter, Sec. 19 and LOC 12.50.015(1). The membership shall include at least one representative from each of the following groups: • City Council (non-voting); • Planning Commission (non-voting); • The Neighborhood Chairs Committee; • Foothills neighborhood residents; • Lake Oswego business owners and/or Lake Oswego Chamber of Commerce members; • Community members with expertise in Diversity, Equity, and Inclusion, such as members of the City’s DEI Advisory Board, affinity groups, or other identity-based community groups; • Community members under the age of 18; • Urban design professionals, such as land use planners, architects, landscape architects, or developers with a connection to Lake Oswego; • Community members with knowledge and experience with infrastructure planning, including transportation planners, civil engineers, environmental planners, or similar fields; and • Community members with knowledge and experience with sustainability, including members of the City’s Sustainability Advisory Board or the Lake Oswego Sustainability Network. Section 3. Term. The term of the CAC is from the date of this Resolution through August 1, 2027, unless its tasks are concluded earlier or the term is extended by resolution of the City Council. Resolution 25-33 Page 2 of 2 Section 4. Charge Statement. The CAC is charged with review ing work products and providing input on the following: • Existing infrastructure and environmental conditions in the District; • The City’s vision, goals , and objectives for the future of the District; • Concept- and schematic-level plan alternatives; • Selection of a preferred plan schematic; • Draft and revised Framework Plans; • Post-Plan amendments to the City Code and Comprehensive Plan; and • A full -scale public involvement strategy, contingent upon a City Council decision to advance this project. Section 5. Effective Date. This Resolution shall take effect upon passage. Considered and enacted at the regular meeting of the City Council of the City of Lake Oswego on the 17th day of June, 20 25. AYES: NOES: EXCUSED: ABSTAIN: ___________________________________ Joseph M. Buck, Mayor ATTEST: ___________________________________ Kim Vermillion, Interim City Recorder APPROVED AS TO FORM: ________________________________ Ellen Osoinach, City Attorney Resolution 25-31 Page 1 of 1 RESOLUTION 25-31 A RESOLUTION OF THE CITY COUNCILORS OF THE CITY OF LAKE OSWEGO APPROVING APPOINTMENTS TO THE FOOTHILLS COMMUNITY ADVISORY COMMITTEE. WHEREAS, the Lake Oswego City Council has adopted Resolution 25-33 creating an ad hoc Foothills Community Advisory Committee; and WHEREAS, the Mayor has proposed appointing, subject to the approval of the Councilors per City Charter, Sec. 19, those listed on Attachment A to this Resolution as members of the Foothills Community Advisory Committee. NOW, THEREFORE, BE IT RESOLVED by the Councilors of the City Council of the City of Lake Oswego that: Section 1. The persons identified on Attachment A are approved for appointment to the Foothills Community Advisory Committee created under Resolution 25-33. Section 2. Effective Date. This Resolution shall take effect upon passage. Considered and enacted at the regular meeting of the City Council of the City of Lake Oswego on the 2nd day of September, 2025. AYES: Mayor Buck, Corrigan, Rapf, Afghan, Mboup, and Verdick NOES: Wendland ABSTAIN: None ABSENT: None ___________________________________ Joseph M. Buck, Mayor ATTEST: ___________________________________ Kim Ono, Interim City Recorder APPROVED AS TO FORM: ________________________________ Ellen Osoinach, City Attorney CITY COUNCIL Attachment A to Resolution 25-31 Foothills Community Advisory Committee Appointments September 2, 2025 (term expires August 1, 2027) 503-635-0215 380 A AVENUE PO BOX 369 LAKE OSWEGO, OR 97034 WWW.LAKEOSWEGO.CITY 1.City Council Liaison (non-voting): Joseph M. Buck 2.Planning Commission Representative (non-voting): Rachel Naujock 3.Neighborhood Chairs Committee Representative: Jeff Gudman 4.Foothills neighborhood residents: Jymn Meier 5.Lake Oswego business owners and/or Chamber of Commerce members : Lisa Shaw Ryan 6.Lake Oswego business owners and/or Chamber of Commerce members : Keely O’Brien 7.Community members with expertise in Diversity, Equity, and Incl usion: Melissa J. Williams 8.Community members under the age of 18 : Shail Brixey 9.Community members under the age of 18 : Monica Goodwin 10.Urban design professionals : Trell Anderson 11.Urban design professionals : Meeta Salunkhe 12.Community members with knowledge and experience with infrastructure planning : Randy Arthur 13.Community members with knowledge and experience with infrastructure planning : Ken Sandblast 14.Community members with knowledge and experience with sustainability : Michaeleen McNerny 15.Community members with knowledge and experience with sustainability : Kara Orvieto