Colleagues,

The ad-hoc process group met on Wednesday, April 2 to prepare for the April 7^th Planning Group meeting. While discussing the protocols agendum, we developed proposals for three topics: the proposed “executive committee,” external communications, and the mission statement. By reconciling differences within our small group, we hope we have made it easier for the full group to reach consensus on these three important topics. Although distributing this on the Friday before the meeting is short notice, we hope it gives you some time to reflect so that we can reach consensus in a timely manner on Monday night.

Enjoy!

“Executive Committee”

First, we agree that there are certain functions that need to occur and that can’t be accomplished in a meeting as large and busy as the entire Planning Group. We also agreed that if the name “executive committee” suggests to people that the committee would be empowered to make decisions on behalf of the entire Planning Group, that might not be the best way to describe it, inasmuch we all agreed that this committee is not intended to have that kind of decision-making power. The functions of this committee will be only those decided upon by the entire group.

We identified several important functions:

1. Help prepare the agendas for the Monday night meeting
2. Serve as a sounding board for the project managers (Jon and Maija) on process decisions such as the project timeline or meeting logistics (tonight’s start time, for example)
3. Serve as liaisons for external communications, such as Councilors or their staffs, the media, etc.

We also brainstormed some attributes of its composition:

1. Flexible or rotating
2. Self-selecting
3. Balanced

The commitment is likely to be substantial. For agenda planning alone, there is generally a meeting shortly after each Monday night to debrief and prepare the next meeting’s agenda. During the ten days between when the agenda is sent out and the meeting itself, there is often a “game planning” meeting to anticipate the needs of each agenda item. Some of the other duties will also require flexibility and responsiveness.

[scott] - will this diminish the ability of an individual to approach the support team on their own?  say i can't be on the committee - maybe not even on a rotating or flexible schedule - yet i become really interested in wanting to be on the sounding board for a particular issue, will I still be able to do so (assuming I have it now ;)?

• Yes [scott:] this was answered at the meeting 

[scott] how/when does the executive committee relay information to the rest of the members?

•  [scott] i don't believe this was answered at the meeting.  Can someone from the process group clarify?

With respect to the name, we have identified that it should carry some weight to convey significance for the external communications function. Some ideas to start with:

• Management Committee
• Steering Committee 
• [scott] group approved "Process Committee" 4/7/08

External Communication

On 3/17, the sense of the group was that the protocols for external communication were contingent on the “executive committee” outcome. Based on what we have described above, we are comfortable proposing the following for external communications:

• Members are encouraged to share information with other community members and act as a liaison to the constituent group that they represent. When speaking in such public forums, 1) unless so directed otherwise by the group, members should expressly disclaim that they are representing the group; and 2) when describing group activity, including meetings, members should make a good faith effort to fairly represent the range of viewpoints expressed at group meetings to assure that the group’s collaborative effort is supported and not undermined.

• The group should be made aware of requests for information by the media. Media requests should be directed to Barbara Hart or Elizabeth Kennedy-Wong at PP&R. Group members are welcome to talk with the media at their discretion, but should expressly disclaim that they are representing the group, unless directed otherwise by the group. Individual group members are [delete] discouraged encouraged to refrain from initiating media contacts about the work of the Planning Group unless directed to do so by the group.

• One or more spokespersons may be named by the group if a situation arises where a spokesperson is needed (such as to report to City Council).

Mission Statement

First, a bit of background!

• At the first agenda planning meeting on January 29^th, several volunteers offered to work with Jon to prepare a mission statement as well as a letter to Commissioner Saltzman and the rest of City Council that would elaborate upon it. That group produced a detailed mission statement based upon the mediation agreement and the two-page City Council resolution and hereinafter referred to as the “Long Version” -- with the expectation that for those occasions when a shorter version was required the first paragraph of the mission statement would serve that function.
• At the second Monday night meeting, on March 3^rd, some of the small groups produced alternate, briefer, versions of the longer mission statement.
• Between 3/3 and 3/17 meetings, various revisions were proposed to both the original long version and to the alternate short version.

In our small group, we discussed the merits of both short and long versions of the mission statement. A short version, we agree, is valuable when trying to succinctly communicate the purpose of the group, in a press release, in a report, and elsewhere. A long version, we also agree, is effective in reflecting the resolution passed by City Council and articulating some of the nuanced aspects of our purpose.

Therefore, we have prepared the following: we have made minor revisions to the original, long version originally contained in the proposed memo to the Council, and from which the first paragraph could function as a short version, and we have also prepared an alternate short version that combines several existing drafts and is not simply lifted out of the long version. At the meeting on Monday (4/7) the Planning Group will be asked to consider our proposal for a long and short version of the mission statement and to finalize the language for each.

Long Version:

The purpose of the Mt. Tabor Central Yard & Nursery Planning Group is to fulfill the intent of City Council Resolution No. 36539:  for community members to work in partnership with Portland Parks & Recreation staff to update the Mt. Tabor Master Plan to include the acreage of the Mt. Tabor Park Central Maintenance Yard, Nursery, and Long Block; and in so doing to create a comprehensive plan to restore and improve these important pieces of Mt. Tabor Park, which provide critical maintenance and horticultural services for the entire park system.

The Planning Group will undertake an open, transparent, community-wide, and inclusive public involvement process, in alignment with the standards of Bureau Innovation Project #9, to develop and recommend a plan for the future of the Mt. Tabor Park Central Maintenance Yard, Nursery, and Long Block that:

 [scott] - will we also be updating/revising/re-writing BIP 9 in this partnership?  i recall a conversation (though i don't know if it was large group or small group) about meeting and exceeding BIP 9 standards that would serve as a model process for future projects.

if so, it could be worked into any/all of these versions.

• Considers the best public use of the Yard, Nursery, and Long Block, consistent with the public interest and the values articulated in the current Mt. Tabor Park Master Plan.
• Honors this land's — and indeed the entire park's — 2004 designation on the National Register of Historic Places.
• Improves the working conditions in these areas to better meet the needs of Portland Parks & Recreation's workers, and to provide safe and efficient workspaces.
• Considers how best to maintain, refurbish, and enhance the Yard, Nursery, and Long Block, in an efficient, sustainable, and environmentally sound manner, in order to support the needs of Portland's entire park system through the twenty-first century.
• Considers the original intent that the Olmsted Report of 1903 articulated as a vision for Mt. Tabor Park.
• Includes financial analyses and facilities-maintenance analyses.

Excerpted Short Version:

The purpose of the Mt. Tabor Central Yard & Nursery Planning Group is to fulfill the intent of City Council Resolution No. 36539:  for community members to work in partnership with Portland Parks & Recreation staff to update the Mt. Tabor Master Plan to include the acreage of the Mt. Tabor Park Central Maintenance Yard, Nursery, and Long Block; and in so doing to create a comprehensive plan to restore and improve these important pieces of Mt. Tabor Park, which provide critical maintenance and horticultural services for the entire park system.

Alternate Short Version:

The purpose of the Mt. Tabor Central Yard and Nursery Planning Group is to fulfill the intent of City Council resolution No. 36359 and to serve the public interest by working in partnership with Portland Parks and Recreation to develop a plan for the Mt. Tabor Central Yard, Nursery and Long Block that a) provides safe, efficient and modern working conditions for PP&R employees; b) addresses current and future city wide parks maintenance and horticultural needs; c) honors the historic designation; and, d) includes financial and facilities maintenance analysis. The resulting plan will be an update to the Mt. Tabor Park Master Plan.

Accepted Version (4/7/08)

Mission Statement:

The purpose of the Mt. Tabor Central Yard & Nursery Planning Group is to fulfill the intent of City Council Resolution No. 36539:  for community members to work in partnership with Portland Parks & Recreation staff to update the Mt. Tabor Master Plan to include the acreage of the Mt. Tabor Park Central Maintenance Yard, Nursery, and Long Block; and in so doing to create a comprehensive plan to restore and improve these important pieces of Mt. Tabor Park, which provide critical maintenance and horticultural services for the entire park system.

Goal:

The Planning Group will undertake an open, transparent, community-wide, and inclusive public involvement process, in alignment with the standards of Bureau Innovation Project #9, to develop and recommend a plan for the future of the Mt. Tabor Park Central Maintenance Yard, Nursery, and Long Block that:

 Objectives:

• Considers the best public use of the Yard, Nursery, and Long Block [scott - need to clarify language of using 'long block' - does taking it out separate the land when the nursery is the long block?, consistent with the public interest and the values articulated in the current Mt. Tabor Park Master Plan.
• Honors this land's — and indeed the entire park's — 2004 designation on the National Register of Historic Places.
• Improves the working conditions in these areas to better meet the needs of Portland Parks & Recreation's workers, and to provide safe and efficient workspaces.
• Considers how best to maintain, refurbish, and enhance the Yard, Nursery, and Long Block, in an efficient, sustainable, and environmentally sound manner, in order to support the needs of Portland's entire park system through the twenty-first century.
• Considers the original intent that the Olmsted Report of 1903 articulated as a vision for Mt. Tabor Park.
• Includes financial analyses and facilities-maintenance analyses.