HomeMy WebLinkAboutAgenda - 10-03-2006-9aREVISED 1012/06 to Incorporate
Updates to a Portion of Attachment 2
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 3, 2006
Agenda
Item No. ~ ' Ol
SUBJECT• Comprehensive Plan Update Process
DEPARTMENT: Planning & Inspections PUBLIC HEARING: (YIN) ~~
ATTACHMENT(S):
Draft Comprehensive Plan Update:
1) "Process";
2) "Roles"; and
3) "Timetable"
INFORMATION CONTACT:
Tom Altieri, Comprehensive Planning
Supervisor, 245-2579
Rod Visser, Interim County Manager, 245-2308
PURPOSE: To receive a brief presentation from Planning Staff on revisions to the Planning
Board's recommended Draft Comprehensive Plan Update Process and Administration's
recommendations for roles and timetable.
BACKGROUND: At its March 21, 2006 meeting, the Board of County Commissioners (BOCC)
requested that the Planning Board devise a process for updating the Orange County
Comprehensive Plan. At the August 28, 2006 BOCC Work Session, the Planning Board
presented their draft process as requested. At the work session, the BOCC provided feedback
and directed the Planning Board and County Administration to do the following:
Planning Board - To make further revisions in response to BOCC comments and to
further review and consider comments that had been received from several County
advisory boards.
County Administration -Working with the Chair of the Planning Board, develop
recommendations for a general timetable and staff resources for completion of the
Comprehensive Plan Update; advisory boards to be involved in the development of each
Element; and ideas for Project Management and meeting facilitation.
The remainder of this"Background" section is split between the items addressed by the
Planning Board and those addressed by County Administration.
Planning Board:
The Planning Board held a Special Meeting on September 18, 2006 to revisit their draft process,
incorporate revisions requested by the BOCC, further review comments provided by other
County advisory boards, and direct staff where additional revisions were desired in response to
advisory boards comments.
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The following provides a brief summary of the revisions that the Planning Board made to its
Draft Process since the August 28, 2006 BOCC Work Session:
Summary of Revisions:
• Planning Board to review and evaluate the "1981 Land Use Element/Comprehensive
Plan" rather than multiple advisory boards.
• Planning Board to review the credibility of historical population projections.
• BOCC to endorse identified advisory boards and departments associated with Elements
and process/guidelines for Comprehensive Plan implementation earlier in the process.
• Additional Joint Advisory Board Meeting added as the first step in Phase II.
• Advisory boards will be asked to designate Liaisons (defined in Attachment 2).
• Planning Board to conduct outreach with assistance from other Lead Advisory Boards
(defined in Attachment 2).
• Objectives to be developed during Phase II rather than Phase I.
• Reconciliation process added to identify and summarize any inconsistencies between
and/or among Elements. Any minor inconsistencies that cannot be easily reconciled to
the satisfaction of the respective Lead Advisory Board are forwarded to the BOCC with
recommendations.
The Planning Board's revised Draft Comprehensive Plan Update Process is provided as
Attachment 1.
County Administration:
Attachment 2 - "Draft Comprehensive Plan Update Roles" defines and assigns the various roles
of County staff, advisory boards, and elected officials in the development of the Comprehensive
Plan. Attachment 2 has been developed in response to several County advisory boards
requests for clarification, including the Planning Board. Definitions for the following roles have
been provided:
• -Board of County Commissioners (BOCC)
• Project Management Team
• .Element Manager
• Planning Staff Liaison (Consistency Coordinator)
• Contributing Departments
• Element Lead Advisory Board(s)
• Planning Board
• Advisory Board Liaisons
• Intergovernmental Coordinator
Attachment 3 - "Draft Comprehensive Plan Update Timetable" has been developed based on
the Comprehensive Plan Update Process that is being recommended by the Planning Board.
Overall, the process spans a little over twoyears. However, it should be noted that if changes
were made to the Future Land Use Map as part of the update to the Land Use Element, Zoning
Map amendments would need to follow for consistency, which would take an additional six
months to prepare and adopt. In general, each of the two phases being proposed will take
approximately one year to complete.
3
Administration and the Planning Board Chair discussed meeting facilitation to some length and
are in agreement that the County should seek the assistance of a consultant to aid in the
facilitation of a few of the meetings to be conducted as part of the Update Process.
Administration will continue to research and develop specific ideas regarding facilitation, which
can be shared with the Planning Board as they "Develop Plan Framework and Guidelines" and
are brought forward to the BOCC at a later date.
RELATION TO BOCC PRIORITIES:. At the work session on September 14, the BOCC
discussed previously identified priorities and directed staff to proceed and develop a set of
written goal statements and timelines associated with its top priorities for the remainder of 2006.
The six emerging issues the BOCC considered as its top priorities, in no rank order, included
"Continuation of the process for updating the County's comprehensive land use plan and related
elements." This agenda abstract and its attachments constitute a major step in the act of
moving forward with one priority issue before the BOCC in this calendar year.
FINANCIAL IMPACT: There is no immediate financial impact associated with the discussion of.
the draft Update Process. Staff will continue to assess requirements for any additional costs or
staff resources that may be necessary to carry out the top priorities of the Board.
RECOMMENDATION(S): The Manager recommends that the Board:
• Receive the presentation;
® Adopt the proposed Plan Update Process, Roles, or Timetable as provided, or with any
modifications, as the Board may desire; and
® Direct County management to pursue the approved Plan Update Process, Roles, and
Timelines in recognition of its priority status as authorized by the Board.
ATTACHMENT 1
Draft Comprehensive Plan Update Process
Completed at Special Planning Board Meeting, September 18, 2006
Phase 1, Framework, Guidelines, County Profile Element, and Goals Developed:
1) Develop Plan Framework and Guidelines
a) Planning Staff develops Comprehensive Plan Process website for posting
schedule, meeting dates, work products, BOCC principles, and any other
information requested by the Planning Board.
b) Planning Board/Staff develop process for updating the BOCC throughout the
Comprehensive Plan development process.
c) Planning Board/Staff develops opportunities for citizen knowledge, access, and
participation.
d) Planning Board/Staff define Purpose and Scope of Comprehensive Plan.
e) Planning Board/Staff review sample Comprehensive Plans from other
jurisdictions to develop Table of Contents and definitions for Comprehensive
Plan, reflecting sections that cross Elements, as well as sections to be addressed
under each Element, and ensure comprehensiveness. Links to other
comprehensive plans are provided on website.
f) Element Managers develop formatting requirements for Comprehensive Plan (i.e.
font type, size, numbering scheme, etc).
g) Planning Board/Staff reviews the "1981 Land Use Element/Comprehensive
Plan".
h) Planning Board/Staff develop guidelines for each pertinent advisory board to
develop its own Draft Goals and Objectives consistent with BOCC principles in a
collaborative effort.
i) Planning Board/Staff develop Process/Guidelines for the implementation of
action strategies that are included in Draft Elements. Those that involve
amendments to the County's land use ordinances (Land Use Element, Zoning,
Subdivision, etc.) must be channeled through the Planning Board.
j) Planning Board/Staff develop Process for periodic evaluation and update of
completed Comprehensive Plan.
k) BOCC endorses process/guidelines for implementation of amendments to land
use ordinances (Land Use Element, Zoning, .Subdivision, etc.).
2) Draft County Profile Element
a) Planning Board/Staff compile, review, and select data (e.g. demographic,
socioeconomic, and agricultural) available from Planning Department, other
County Depts., and other sources.
b) Planning Board/Staff interpret historical data, identify trends/assumptions, and
prepare projections.
c) Planning Board/Staff develop list of tables/charts/graphs to be included in County
Profile.
d) Planning Staff prepares Draft County Profile Element for Planning Board review
and comment. For comparison, more than one source can be used for
projections (i.e. Planning Department and State of NC) and more than one
scenario can be provided (i.e. low, medium, and high growth). Planning Staff will
also review historical projections to see how accurate they have been.
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e) Planning Staff revise Draft County Profile Element to address Planning Board's
comments.
f) Planning Staff and Planning Board forward Draft County Profile Element and
guidelines for use to Element Lead Advisory Boards for preliminary review in
advance of upcoming joint advisory board meeting.
3) Planning Board and Planning Staff (Meeting Facilitator?) Conduct Joint
Advisory Board Meeting(s)
a) Present Draft Purpose and Scope
b) Present adopted process and schedule
c) Present Draft County Profile Element for feedback
d) Distribute the Planning Board's evaluation of the 1981 Land Use Element/Plan
(original Comprehensive Plan)
e) Convey process for developing new Goals and Objectives, which will include
independent work on behalf of pertinent advisory boards. Advisory Boards asked
to designate Liaisons.
4) Element Lead Advisory Boards Develop Work Products - [a Planning Board and
Planning Staff Liaison will be available upon request to assist each advisory board
through these steps.]
a) Review adopted County Principles, goal development guidelines, and other
pertinent documents as determined by the Element Lead Advisory Board.
b) Each advisory board will be invited to summarize or reference its own existing
reports and plans, which are forwarded to the Planning Staff for distribution to
other advisory boards.
c) Each advisory board will be invited to comment on Draft County Profile Element
and will develop new Goals for its individual element(s).
5) Final Draft County Profile Element, Draft Evaluation of the 1981 Land Use
Element/Plan, and Goals- Completed or in the case of Goals, compiled by
Planning Staff and reviewed by Planning Board.
a) Advisory Boards forward new Goals for their individual Element(s) and .comments
on Draft County Profile Element to Planning Board
b) Planning Staff and Planning Board accept and review submitted work products
from advisory boards.
c) Planning Staff drafts proposed composite profile element, evaluation of 1981
Land Use Element/Plan, and compiles Goals submitted by Element Lead
Advisory Boards.
d) Planning Board accepts and reviews draft composite profile element and Goals
e) Planning Board invites advisory boards to joint work session to review proposed
draft composite profile element, share Planning Board's evaluation of 1981 Land
Use Elerrment/Plan, and compiled Goals.
f) Planning Board revises proposed draft composite profile elements appropriate
and with input from Element Managers develops outreach to the public.
g) Planning Board submits proposed draft composite profile element, evaluation of
1981 Land Use Element/Plan, and compiled Goals to BOCC.
h) BOCC accepts Planning Board's submission from item g above.
2
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6) 1St Public Hearing
a) Planning Board-with assistance from other Lead, Advisory Boards-conducts
outreach identified in the previous step (item 5f).
b) BOCC holds public hearing on Draft County Profile Element, Evaluation of the
1981 Land Use Element/Plan, and Goals.
c) BOCC conveys any required changes to the Draft County Profile Element and
Evaluation of the 1981 Land Use Element/Plan to the Planning Board. Any
changes to Goals will be conveyed to respective Element .Managers and Lead
Advisory Boards for revisions.
d) Planning Board provides recommendations to BOCC on Draft County Profile
Element, Evaluation of the 1981 Land Use Element/Plan, and Goals.
e) BOCC may also invite additional county advisory boards to provide
recommendations.
f) BOCC adopts Draft County Profile Element, Evaluation of the 1981 Land Use
Element/Plan, and Goals.
END OF PHASE l
Phase ll, Remaining Elements Developed:
1) Planning Board and Planning Staff (Meeting Facilitator?l Conduct Joint
Advisory Board Meeting to Review Advisory Board Roles and Work Products
to be Completed during this Phase.
2) ,Respective Departments and Element Lead Advisory Board(s) Develop Draft
Elements
a) Draft Elements, including Objectives to reach Goals, are prepared by the
appropriate advisory boards working from adopted County Profile Element and
Goals (A Planning Board and Planning Staff Liaison will be available upon
request to provide assistance to each advisory board).
b) Within respective areas of expertise, Contributing Departments review pertinent
sections of draft text for accuracy.
c) Advisory Boards will provide for appropriate public access and awareness using
` Comprehensive Plan website.
d) Each advisory board may review staff and advisory board reports and other
pertinent documents such as Shaping Orange County's Future Report and Rural
Character Study.
e) Element Lead Advisory Boards exchange their Draft Elements.
3) Element Lead Advisory Boards Exchange Draft Elements and Planning Board
Reviews in Preparation for Public Information Session
a) Element Managers, Planning Staff Liaisons, Planning Board Liaisons, and
Element Lead Advisory Boards highlight and summarize any inconsistencies
between and/or among Elements and forwards to Planning Board.
b) Planning Board accepts and reviews ideas from Element Managers, Planning
Staff Liaisons, and Element Lead Advisory Boards on reconciliation of any
inconsistencies identified during the preceding step. Any minor inconsistencies
3
0
that can be reconciled to the satisfaction of the Element Lead Advisory Board are
addressed.
4) Planninq Board --With Assistance from other Lead Advisory Boards --
Conducts Public Information Meeting(s) -Planning Board drafts agenda with
input from other Lead Advisory Boards
5) Planninq Board Develops Recommendations on Reconciliation of Any
Remaining Inconsistencies between and/or among Elements and Forwards to
BOCC and Element Lead Advisory Boards.
6) 2"d Public Hearing
a) BOCC holds public hearing.
b) BOCC conveys any required changes, including reconciliation of any remaining
inconsistencies, to Element Managers and Lead Advisory Boards for
incorporation into their respective sections of the draft text.
c) Planning Board provides recommendations to BOCC on entire Comprehensive
Plan.
d) BOCC may also invite additional county advisory boards to provide
recommendations on their respective Element.
e) BOCC adopts Comprehensive Plan.
END OF COMPREHENSIVE PLAN UPDATE
The following are to occur after completion of Comprehensive Plan Update:
Implementation: Implementation consistent with process/guidelines adopted at 1St
Public Hearing
Evaluation and Update: According to process developed by the Planning Board during
Phase I, Part 1 and later adopted by BOCC.
4
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