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HomeMy WebLinkAboutResolution 3510, Adopting Land Use Facilitation Program -. -...--.'" .._--,. .., ... COMMISSION RESOLUTION NO. 3510 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, PROVIDING FOR THE ADOPTION OF THE LAND USE FACILITATED MEETING PROGRAM. WHEREAS, the City of Bozeman is experiencing rapid growth; and WHEREAS, the Bozeman City Commission seeks to implement constructive methods for resolving land use conflicts that arise in conjunction with growth; and WHEREAS, in November, 2000 the Bozeman City Commission unanimously voted to collaborate with the Community Mediation Center (CMC) on a grant proposal to jointly develop a land use facilitation program; and WHEREAS, the grant application was funded and a committee of City staff and CMC board members and staff worked on the development of a facilitated meeting program during 2001; and WHEREAS, the proposed program was presented to interested parties and the public for comment in November, 2001; and WHEREAS, the proposed land use facilitated meeting program containing a facilitated meeting element and a facilitated dialogue element was completed after consideration of the input received at the public meeting; and WHEREAS, the committee, composed of CMC members, CMC staff and City staff, recommend adoption of the program. NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Bozeman, Montana: Section 1 That the Bozeman City Commission hereby approves and adopts the "Land Use Facilitated Meeting Program" attached hereto, and by this reference made a part hereof. PASSED AND ADOPTED by the City Commission of the City of Bozeman, Montana, at a regular session thereof held on the 11th day February 2002. ATTEST: STE~~ -:l~~(- ~Lst:~ Clerk of the Commission -.--------..-------- . ...----.---- .-- ----.- City of Bozeman Land Use Facilitated Meeting Program This pilot program is a collaborative service offered by the City of Bozeman and the Community Mediation Center to foster more creative, less contentious decisions on land use proposals. The goal is to promote a productive exchange of information, clarify potential issues early in the review process, and collaboratively problem-solve in areas of mutual concern. This pilot program offers citizens two services: . Facilitated Information Meetings - A proactive information exchange . Facilitated Dialogues - Constructive communication to find innovative solutions Facilitated Information Meeting . Applicants request this service in order to exchange information with neighbors and receive early feedback on a potential project. . Neighbors have the opportunity to learn about the application and voice views early and informally in a neutral setting. . Meetings occur before or very soon after an application is submitted. . The emphasis is on a proactive information exchange among parties to streamline the review process. Initiation: . At the applicant's request Participants: . Neighbors within 200 feet of the property . Neighborhood Association representatives / open to association membership; no association member is excluded from attending or participating . Other identified stakeholders . One city staff person if appropriate . Applicant & representati ves . Press is allowed but neither invited nor notified. ........-...-.. .-....-- Cost: . Sliding scale fee: $25 for sketch plan, $50 for minor site plan, $75 for major site plan . Applicant pay for cost of mailing . Other incidentals costs - name tags, coffee, cookies Procedure: . City turns in referral form to CMC; request made by the applicant . CMC meets with applicant and discusses the following: location of project; what specifically does the applicant want feedback on or to explain; timing; possible dates & times; stakeholders; copies of background information; names and addresses of neighbors within 200 feet (available at County Recorder) and other participants on labeled and stamped envelopes; . CMC assigns facilitators, sets up location, and confirms a date . CMC confirms date with city staff person who may participate . CMC mails out program brochure, letter outlining expectations, date, place, agenda & background information . CMC calls organizations which are stakeholders, mails brochure, letter outlining expectations, date, place and agenda to organizations . Facilitators have those who attend the meeting sign a participant list . Facilitators submit a report to the City Commission and Dept. of P &CD . Facilitators return a report of their hours and participant evaluations to CMC . City posts report on website / provide copies for participants Prototype Agenda: Introductions Ground Rules History / Location / How fits into 2020 Plan / Zoning Presentation of Project Questions Identify Issues Prioritize Issues Discussion Reporting: . Facilitators draft report from the flip chart notes approved by the participants . Minutes are not taken; nor are individuals quoted without approval . Reports submitted to the City Commission and Department of Planning and Community Development . Copies of the report will be available at the Dept. of Planning and Community Development and on the City's website Facilitated Dialogue . Applicants, concerned parties, city officials, city advisory boards, a majority of the City Commission, the Inter-Neighborhood Council and neighborhood associations may request the service when a potential conflict is identified. -------....-----.. -------..----...---.---...-..--...---- ------- . The emphasis is on constructive communication among a11 parties and brainstorming innovative solutions. . There is no cost to participants for this service. . Meetings occur prior to a city commission hearing. Initiation: . City Dept. Heads or Superintendents . City Advisory Boards . City Commission (a majority) . Inter-neighborhood Council . Neighborhood Associations . Applicants or Concerned parties Participants: . Neighbors who attended the Facilitated Information Meeting . Concerned citizens who contacted the City via letter, email or phone call about the situation . Neighborhood Association representatives . Other identified stakeholders . One city staff person if appropriate . Applicant & representatives Observers: . Facilitators will have the discretion to determine if the number of participants needs to be limited in order to ensure a productive meeting and earnest discussion. Facilitators may request that organizations select representatives. Observers may speak through their representatives. The facilitator mayor may not allot a time for observers to speak. Media . Press is a110wed but neither invited nor notified. Case Criteria . Conflict exists . Easily defined issues . Parties are readily identifiable . Realistic Time Deadline . Do city regulations allow the consideration of proposed solutions? Cost: . No cost to participants for the 01-02 pilot program -.--. --- - .--.-.---.-.-------.-.-..-- --.---.....-...--.. Procedure: . City turns in referral form to CMC . CMC contacts applicant and key stakeholders to gauge willingness . CMC assigns facilitators . CMC sets up date, time and location . CMC invites participants with a letter outlining expectations, participant list and brochure . Facilitators have those who attend the meeting sign a participant list . Facilitators submit a report to the City Commission and Dept. of P &CD . Facilitators return a report of their hours and participant evaluations to CMC . City posts report on website / provide copies for participants Reporting: . Facilitators draft report from the flip chart notes approved by the participants . Minutes are not taken; nor are individuals quoted without approval . Any action plans are signed by all participants . Reports submitted to the City Commission and Department of Planning and Community Development . Copies of the report will be available at the Dept. of Planning and Community Development and on the City's website Confidentiality Statement: Our goal in the Facilitated Meeting Program is to create an environment where people feel free to discuss and explore issues fully. Facilitators' written report on the meeting will include recommendations made by the group and a summary of what was discussed. They will not cite individuals by name without permission. Participants are asked to participate in GOOD FAITH and be willing to listen - to share all pertinent information - keep an open mind - abide by the rules of common courtesy respect the collaborative effort made by a11 participants after the meeting has disbanded Land Use Facilitated Meeting Program EARLY PRE- RING Requested by - Applicants or Concerned parties - City Dept. Heads or Superintendents - City Advisory Boards - City Commission (a majority) - Inter-neighborhood Council - Neighborhood Associations Facilitated Facilitated Dialogue Information Meeting -Proactive Information Sharing -Constructive Communication to -Early Feedback on project find Innovative Solutions Unresolved issues identified in info meeting Results in a Report to the City Commission and the Planning and Community Development Department