Terms of Reference. Village of Cumberland Official Community Plan 2012 Review & Revision LOCAL COMMUNITY ADVISORY GROUP.

Transcription

1 Village of Cumberland Official Community Plan 2012 Review & Revision LOCAL COMMUNITY ADVISORY GROUP Terms of Reference Stantec Consulting Ltd Tyee Road, Victoria BC V9A 6X5 Ph: (250) , Fx: (250)

2 LOCAL CITIZEN ADVISORY GROUP TERMS OF REFERENCE VILLAGE OF CUMBERLAND OFFICIAL COMMUNITY PLAN 2012 REVIEW AND REVISION Prepared by: Stantec Consulting Ltd Tyee Road Victoria, BC V9A 6X5 Tel: (250) Fax: (250) Proposal No.: Date:

3 Proprietary Restriction Notice This document contains information proprietary to Stantec Consulting Ltd. and shall not be reproduced or transferred to other documents, or disclosed to others, or used for any purpose other than that for which it is furnished without the prior written permission of Stantec Consulting Ltd. No portion of it shall be used in the formulation of a Request for Proposal for open bid, now or in the future, by the agencies and/or persons who may see it in the process of its review, without the prior written permission of Stantec Consulting Ltd.

4 Table of Contents TABLE OF CONTENTS 1 Project Description Introduction Past Engagement for Cumberland Terms of Reference Purpose of the Local Citizen Advisory Group (LCAG) Duties and Responsibilities Establishment Governance, Membership Composition and Selection Governance & Membership Composition LCAG Selection Local Citizen Advisory Group Areas of Focus Authority Organization Meeting Procedures Committee Term Remuneration Attachments Attachment A LCAG Organizational model i

5 1 PROJECT DESCRIPTION 1.1 Introduction The Revision and Rewriting of Cumberland s Official Community Plan (OCP) will not just produce a guiding policy document; it will also be a concerted effort aimed at re-engaging the public in the municipal consultation process. Re-establishing community involvement and trust in Cumberland s policy development begins with a clear understanding of what an OCP is and what it is not. Providing clarity at the onset will assist in managing expectations and identifying future policy and guidance development. A large portion of the Cumberland OCP consultation process will therefore focus on public information sharing and education in addition to meaningful opportunities for the community to identify the strengths and areas of improvement in the current OCP as well as policy alternatives. The primary objectives of the OCP Review and Revision are to: Develop a Public Consultation Plan to be adopted by Council in order to engage the community and stakeholders in a consistent and effective manner. Provide a review and analysis of the 2004 OCP and associated municipal and regional planning policies and tools in order to produce a comprehensive Background and Policy Alternatives Report. Obtain public input on the Background and Policy Alternatives Report in order to understand the desirability of different policy approaches. Utilize a common framework rather than create multiple planning hierarchies within the bylaw. Ensure alignment and compliance with existing local and regional plans and initiatives, all legislative frameworks and the 20 year planning horizon of the Regional Growth Strategy. Enable practical implementation and the translation of policy into specific action within the community. The review and revision of the Village of Cumberland OCP is scheduled to be completed no later than Mid-November Key milestones for the OCP review and revision are as follows: Phase 1: January February 28, 2013 Community Consultation and Engagement Plan: December 17, 2012 Advisory Committee Meeting #1: February 13, 2012 Phase 2: March 1 April 30, 2013 Draft OCP Amendments: April 11, 2013 Draft OCP Amendments presentation: April 12, January 21, 2013

6 Advisory Committee Meeting #2: March 7, 2013 Phase 3: May 1 November 15, 2013 Advisory Committee Meeting #3: May 9, 2013 Legal Review: June 17 July 5, 2013 First Reading: July 29, 2013 Second Reading: September 9, 2013 Public Hearing: September 30, 2013 Third Reading and Adoption: October 28, 2013 Project Closure: November 15, Past Engagement for Cumberland In the spring and summer of 2003, a two-phased consultation approach was taken to write a new OCP based on the inclusion of 22 km 2 of new lands within Village limits. Phase 1 aimed at developing a common information base from which to identify the social and cultural, environmental and historical, and economic pillars of Cumberland. Working citizens Task Forces were established for each pillar and reports were delivered by each Task Force to every household in the Village. Review of the report s findings occurred through a large public meeting and a small group participatory program that spanned two months. Forty-eight meetings were held in total involving over 300 Village residents. Facilitators and recorders assisted each meeting, leading the discussion with probing questions to focus the conversations. A collective statement was distilled from these discussed, termed the Voice of the People. It was presented in September 2003 in a Town Hall style meeting. This statement formed the foundation of the current OCP and acts as a reference point for public verification of the integrity of the process. As the 2004 OCP states: The framework will serve to focus all public debate and assessment on development principles, community growth objectives, and environmental standards which can be demonstrated to be: Coherent Inclusive Comprehensive Consistently and equally applied 3

7 2 TERMS OF REFERENCE 2.1 Purpose of the Local Citizen Advisory Group (LCAG) To provide advice to Village staff and Stantec consultant team on the strengths, areas for improvement of the 2004 OCP and policy alternatives to address a range of growth, planning and development opportunities and constraints affecting the Village of Cumberland. The advice provided will lead to the review and revision of the 2004 Official Community Plan (OCP). 2.2 Duties and Responsibilities The LCAG is an advisory body for the OCP revision and update process. This will entail the following responsibilities: 1. Communicate local and regional opinions related to key areas of interest with other participants on the LCAG and offer advice and recommendations to Council, Village Staff, and the consultant team. 2. Provide advice on the development of a draft community vision and principles for a sustainable community as part of the community engagement processes outlined in the Community Engagement Plan (CEP) for the Village of Cumberland OCP Review and Revision. 3. Provide advice on the strengths and areas of improvement of the 2004 OCP. 4. Identify and provide advice on policy alternatives to address identified improvements to the 2004 OCP. 5. Provide recommendations on opportunities and constraints identified by Council, Village Staff and the Consultant team. 6. Recommend to Council the approval of the revised OCP. The following items are not included as part of the LCAG s responsibility: Municipal governance, organization and operations Municipal expenditures Municipal taxation Population limits Advice on the appropriateness of land use proposals before Council Local, Regional and Provincial legislation beyond the current OCP 4 January 21, 2013

8 2.3 Establishment The LCAG is to be established by the Village Municipal Staff and Council who will administer the selection process and direct the work program overall functioning of the LCAG. This will be done in coordination with the Stantec consultant team and the approved Community Engagement Plan 2.4 Governance, Membership Composition and Selection Governance & Membership Composition See Attachment A for project governance model. Project Steering Committee The LCAG will report directly to the Project Steering Committee who will include: Chief Administrative Officer (CAO), Senior Planner and appointed Village technical staff, Comox Valley Regional District Planner, and, Chair of the Working Group. The Project Steering Committee will report directly to Council. It is expected that the Village of Cumberland will prepare an appropriate meeting schedule for the Steering Committee to meet. This may be tied to other Council events as appropriate. Local Citizen Advisory Group The LCAG will include approximately citizens who bring local and regional environmental, social and economic expertise as well as represent a broad range of community interests and demographics (listed below). Members of the LCAG are expected to minimize individual interests and agendas and focus efforts on achieving what is best for the Village of Cumberland. Geographic representation from the region may also be considered through the LCAG membership within the specific areas of community interest. Representation on the LCAG will work to include members with the following expertise and interest: Environment & Climate Land use & Development Local Economy Transportation & Infrastructure Parks, Recreation & Tourism Heritage & Culture Local First Nations 5

9 Representation will also look to achieve diversity in demographics such as age, ethnicity and length of residency LCAG Selection LCAG members will be selected by the Steering Committee through an advertised application process and in a manner that ensures a broad range of community interests are reflected on the Working Group (see section Tables 1 + 2) 2.5 Local Citizen Advisory Group Areas of Focus For consistency and alignment with the previous OCP focus areas, the LCAG will generally focus their OCP review and advice on the following headings: Table 1 - LCAG Focus Areas Number OCP 2004 Goals/Objective Headings General Approach 1 Community OCP Vision, Values and Objectives - General A review of the current the vision, values and objectives of the OCP 2 Participatory Planning 3 Process Management 4 Residential Growth Management 5 Heritage Preservation 6 Economic Development A review of the current goals and objectives of the OCP to determine policy priorities for the revision of the OCP Document for Infrastructure Development In addition to the above OCP focus areas, the LCAG is invited to provide advice on the following complimentary discussion areas for discussion that may inform future policy direction for the revised OCP. These are intended to provide starting points in identifying gaps and opportunities as they present themselves throughout the revision process. 6 January 21, 2013

10 Table 2 Complimentary s for LCAG Number s General Description 1 Village of Cumberland Sustainability Vision goals and objectives Focus on developing a sustainability vision informing the revisions to the OCP 2 Land Use and Development Focus on the land uses and development within the boundaries of the OCP. Includes the Built environment, future development growth and impacts on the current OCP. This will be also integrated with regional initiatives and policies as appropriate. 3 Local Economy Focus on local business and the community, regional opportunities and constraints, growth and impacts on the current OCP A local economy is the system of production, distribution and consumption of the Village and its immediate geography. This will be also integrated with regional initiatives and policies as appropriate. 5 Social Well Being Focus on quality of life and health for citizens in the Village. This focus area will aspects of life that society collectively agrees are important for a person s happiness, quality of life and welfare. Ten outcome domains or areas of people s lives that influence social wellbeing are identified as follows. The ten areas are: Paid Work Knowledge and Skills Civil and Political Rights Life Satisfaction Economic Standard of Living Health Cultural Identity Social Connectedness Safety Leisure and Recreation 6 Transportation and Infrastructure Focus on current and future transportation needs and 7

11 Table 2 Complimentary s for LCAG Number s General Description constraints; including transit, active transportation, and accessibility to and from the region. Infrastructure includes a focus on the current capacities and future requirements of all utilities, services and communications impacting Village growth and development. Focus on green transportation and infrastructure initiatives. This will be also integrated with regional initiatives and policies as appropriate. 7 Recreation and Tourism A focus on current and future recreational and tourism opportunities and constraints to be taken into account for the Village and immediate geography. Includes quality of amenities, trails, cultural and interpretive attractions. This will be also integrated with regional initiatives and policies as appropriate. 8 Heritage and Culture Focus on opportunities and constraints for existing heritage and cultural values and amenities that contribute to the identity of the Village. This will be also integrated with regional initiatives and policies as appropriate. 9 Natural Areas and Preservation Focus on opportunities and constraints affecting natural areas within the OCP boundaries. This will be also integrated with regional initiatives and policies as appropriate. 10 Youth and Education A focus on current and future educational and academic opportunities and issues for the village, including amenities and services for youth. 11 Climate and Environment A focus on meeting the requirements of Bill 27 Local Government (Green Communities) Statues Amendment Act that is tailored to the opportunities and constraints of the village. This will be also integrated with regional initiatives and policies as appropriate. 8 January 21, 2013

12 2.6 Authority 1. The LCAG is an advisory body who will be asked to make recommendations and provide advice to Stantec consultant team and council on the focus areas within their scope, 2. The LCAG role will not include advice on day-to-day, operational planning issues, decisions and other items that are out of scope. 3. Updates on progress of the LCAG will be provided to Council at key milestones as outlined in the Community Engagement Plan Schedule. 2.7 Organization 1. Village Staff will plan and facilitate the meetings. 2. The consultant will provide materials and thematic workbooks for the LCAG. The thematic workbooks provide organization and direction for the LCAG to inform the OCP update and revision process. 3. The advisory committee will review the vision, goals, objectives and principles as a whole. 4. The LCAG will then form working-groups to review OCP policies organized by the current OCP goals. 5. Findings and advice from the sub-committees will be brought back to the full LCAG for discussion, refinement and finalization. 6. Through these discussions the LCAG will work to achieve consensus as to what they feel needs to be addressed in the OCP update and revision. 7. A simple majority of the existing sitting members shall constitute a quorum. 8. If any member misses three regularly called consecutive monthly meetings without giving a reasonable cause to the Chair in advance, she or he will be deemed to have resigned. 9. Any unexpired, vacant memberships will be filled by the Steering Committee. 10. All points of procedure not specifically provided for in these Terms of Reference shall be decided and determined in accordance with Robert s Rules of Order. 11. Municipal staff shall provide professional advice and information, as needed. 12. The Working Group may establish sub-groups to work on specific tasks as needed. 2.8 Meeting Procedures 1. LCAG meetings are anticipated to occur based on the Community Engagement Plan Schedule. More frequent Working Group meetings may be needed, as required and organized by the Village staff. 9

13 2. Specific meeting dates and the length of each meeting may vary to accommodate the agenda topics and the needs of committee members. Meetings will be held either at Municipal Offices or as noted otherwise. 3. The Steering Committee will be responsible for preparing agendas for upcoming LCAG sessions. 4. LCAG meetings will be facilitated by a member of Village Staff. The facilitator will be responsible for distributing agendas, focusing discussions and producing LCAG meeting notes. 5. Agendas and information pertinent to meeting discussions will be made available to LCAG one week prior to the meeting so as to allow members an opportunity to review the information in advance of the meeting and to enable meaningful discussions at the meeting. 2.9 Committee Term 1. The initial term of the LCAG will expire on November 15, Remuneration 1. Members will not receive remuneration. Respectfully submitted, Stantec Consulting Ltd. Original signed by: Mark Crisp Project Manager 10 January 21, 2013

14 3 ATTACHMENTS 3.1 Attachment A LCAG Organizational model Community At Large Village of Cumberland Council Village of Cumberland Staff OCP Steering Committee Stantec Consulting Team Local Citizen Advisory Group OCP Focus Area - 1 OCP Focus Area - 2 OCP Focus Area - 3 OCP Focus Area - 4 OCP Focus Area - 5 OCP Focus Area - 6 OCP Focus Area See Table 1 See Table 2 11