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Res No 021-95-9570RESOLUTION NO, 21 -95 -9570 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, ADOPTING A PUBLIC PARTICIPATION PLAN FOR THE EVALUATION AND APPRAISAL REPORT, RATIFYING THE LOCAL PLANNING AGENCY REQUEST FOR INITIATION OF THE EVALUATION AND APPRAISAL REPORT, AND AUTHORIZING THE CITY ADMINISTRATION TO PREPARE A DIRECT MAILING, CONTACT SPECIAL INTEREST GROUPS VIA NEWSLETTER, AND SEND FINAL NOTICE CONCERNING THE "ORAL CONTRACT" FOR THE 1988 -1995 PLANNING CYCLE. WHEREAS, in accordance with Chapter 163, Part II, F.S., and Chapter 9J -5, Florida Administrative Code, the City of South Miami is required to prepare and submit for review by the Department of Community Affairs an Evaluation and Appraisal Report [EAR] to assess and evaluate the success and effectiveness of the City of South Miami's Comprehensive Plan; and, WHEREAS, the Building, Zoning & Community Development Department staff has prepared a Public Participation Plan and has presented said Plan to the Planning Board, acting in their capacity as the Local Planning Agency; and, WHEREAS, Planning Board, acting in their capacity as the Local Planning Agency, has recommended adoption of the Public Participation Plan by the City Commission; and, WHEREAS, the Building, Zoning & Community Development Department has recommended actions in addition to the requirements of the Public Participation Plan; and, WHEREAS, the Planning Board has recommended that the City Commission authorize the City Administration to perform such actions; and, WHEREAS, the City Manager has included in the 1994 -1995 Budget sufficient local funds for the completion of the Evaluation and Appraisal Report as required by law; and, WHEREAS, the Mayor and City Commission desire to accept, ratify and adopt the recommendations of the Planning Board. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: SECTION 1. That the Evaluation and Appraisal Report Public Participation Plan, attached hereto and entitled "Exhibit A ", be, and hereby is, adopted. SECTION 2: That the City Administration be, and hereby is, authorized to commence preparation of the Evaluation and Appraisal Report [EAR], pursuant to Florida Statues. SECTION 3: That, in addition to the Public Participation Plan, the City Administration be, and hereby is, authorized to provide for a direct mailing, one time only, to all owners of property located within the City of South Miami, which mailing will include a schedule of workshops and a notice welcoming the participation • those who have a special interest as well as is who have a general interest in the EAR. SECTION 4: That, in addition to the Public Participation Plan, the City Administration be, and hereby is, authorized to create a newsletter to be mailed to the special interest groups listed below after each Local Planning Agency workshop meeting concerning the EAR: South Miami Homeowners Association South Miami Merchants Association South Miami Property Owners Association Citizen Crime Watch Groups within the City All City Boards and Committees Senior Housing Unit Manager A7�ST:, os ary J. Wascura City Clerk 140tIt- Ear1 G. Gallop City Attorney SMIMM= VICE WYOR YOUNG COMMISSIONER BASS CWMISSIONEIS COOPER COM ail SK)NER CUNNINGRAM MEMMM= YEA YEA YEA 41' YEA YEA MEMMM= ua&a � a EVALUATION AlYD APPRAISAL REPORT PUBLIC PARTICIPATION PL.�CN Both Florida �tatutor}• law and the Florida Administrative Code require public participation in the comprehensive planning process. Rule 9J- 5.00=1 of the Florida Administrative Code states that the local governing body and the local planning agency shall adopt procedures to provide for and encourage public participation in the planning process. including consideration of amendments to the comprehensive plan and evaluation and appraisal reports. Local Planning Agency Florida law requires th 163,3174(l), The local any agency. committee, recommendations to the e designation of a local planting agency in coop, department or person to governing body shall be planning agency in Florida Statutes Section m.ration with the governing body may designate prepare the plan or plan amendment, but final the responsibility of the local planning agency. The City of South Miami Planning Board has been designated as the local planning agency for preparation of the comprehensive plan and plan amendments. Planning Board Planning Boards have served as the primary vehicle for public participation in the planning process since the inception of modern comprehensive planning in the United States. The Planning Board is made up of seven South Miami residents that have both a planning background and care for the future of the community. The board gives public input to the planning process for a long -range perspective that is not influenced by day -to -day political considerations. Evaluation and Appraisal. Report Special Workshops The special workshops shall allow time for discussion among workshop members themselves, workshop members and the staff, and between workshop members and the general public. The workshop meetings agenda should allow time for the following. 1. Presentation of research and materials from the planning staff. 2. Public discussion of concerns and comments. 3. Discussion on the topics raised during the staff presentation and the public input (above items 1 and 2). The special workshops will be advertised in a paper of general circulation 10 days prior to the meeting. The advertisement shall encourage the public to provide input either at the meeting or in the form of written comments. The special interest groups identified in the comprehensive plan will also be notified of the Evaluation and Appraisal Report workshops. 3 The Cite Cumtnission will rect Nie a full report at the earliest City Commission meeting followirnLT the workshops. This report will contain a surnman of the staff presentation. a summan of the public discussion and a summary of the workshop members discussion in general. The Evaluation and :appraisal Report Public Participation Plan This plan sets forth herein procedures to ensure compliance with Florida statutory and administrative code public participation process requirements. The City of South Miami City Commission should adopt the following by resolution to be adhered to by the City. 1. Schedule. at a minimum, four public participation workshops to allow public review and input in preparation of the Evaluation and Appraisal Report and possible comprehensive plan amendments. 2. Provide notice to the public of the scheduled workshops. The notice should state that the City welcomes the participation of those who have a special interest as well as those who have a general interest. The public should also be encouraged to prepare written comments and suggestions to be submitted to both the staff and the workshop members. Notice of the workshops should be published in accordance with Florida law. 3. Executive summaries of the Comprehensive Plan will be made available to the general public as well as updates to keep the citizens informed of the planning activities. These summaries will be made available throughout the planning process. 4. Following the public participation workshops the Planning Board (local planning agency) will hold at least one public hearing, with due public notice as required by Florida Law, before making its recommendation to the City Commission, pursuant to section 163.3174(4)(a), F.S. 56 At the appropriate time, the City Commission (local governing body) will hold two public hearings on the completed Evaluation and Appraisal Report (EAR) and proposed EAR based amendments. Schedule and notice of the hearings will be provided as required by Florida law. Advertisement of Public Hearing Notices The public notice for the local planning agency (Planning Board) shall be published twice in a newspaper of general circulation within the local government's jurisdiction, once not less than 14 or more than 21 days prior to the local planning agency public hearing, and again not less than 5 or more than 10 days prior to the local planning agency public hearing. The Loc; The first after the adoption zl Goveming hearing sha day the first stage on a v Body i City Commission) shall hold at I be held during the transmittal stage advertisement is ptuoiished. The seco leek-day approximately .5 days after the least two advertised public hearittg�. on a weekday approximately 7 days td public hearing shall be held at the day the second hearing is published. The advertisement shall state the date. time. place of the meeting, the subject of the meeting, and the place where the public can obtain or see a copy of the proposed Evaluation and Appraisal Report (EAR) and or the EAR based amendments. The advertisement shall also advise interested parties to attend the meeting and be heard regarding the transmittal or adoption of the Evaluation and Appraisal Report (EAR) or the EAR based amendments. If the Evaluation and Appraisal Report based amendments change the permitted uses of land or land use categories, the required advertisement shall be no less that one - quarter page in a standard size or a tabloid size newspaper. and the headline in the advertisement shall not be smaller than 18 point. The advertisement must also adhere to all other regulations as set forth in subsection 163.3184(15)(c) Florida Statutes. 5 To: Dean Mimms, AICP Director of BZCD From: Bill Mackey JX Planner CITY OF SOUTH MIAMI INTER - OFFICE MEMORANDUM Date: January 20, 1995 Re: Evaluation and Appraisal Report: Public Participation Plan Please find the attached Public Participation Plan for review by Planning Board, acting in their capacity as the Local Planning Agency, to initiate the Evaluation and Appraisal Report [EAR]. SCHEDULE The Public Participation document, prepared by Brian. T. Soltz, [Attachment 11 will necessitate the following schedule for the Planning Board over the next four months: JAN 31, 1995 INITIAL WORKSHOP MEETING 25) Public Participation 3) Summary of Plan Amendments FEB 289 1995 WORKSHOP MEETING TO DISCUSS: 1) Condition of Each Element at Time of Adoption 8) Accuracv of Population Proiections and 18) New Population Projections 6) Condition and Oualitv of All Natural Resources 16) Unanticipated and Unforeseen Problems and Opportunities [Hurricane Analysis and Report; Charrette I and H Results] MAR 289 1995 WORKSHOP MEETING TO DISCUSS: 11) Actual vs. Projected Revenue and Expenditures 12) New Revenue Sources 13) Deterioration of Public Facilities 14) Deterioration of Commercial and Industrial Facilities 9) Effect of Concurrence and Maintenance of LOS Standards 10) Coordination of development with services, location of development with regards to existina infrastructure, and Actual vs, Projected location of development 17) Effect of Statutory and Rule Changes 15) Social and Economic Effects of Maior Problems I APR 25. 1995 WORKSHOP MEETING TO DISCUSS: 5) Current Existing Traffic Circulation MaT) 2) Condition of Each Element at the Date of the EAR 4) New Existine Land Use Map & Table of Existing Land Uses 20) New Future Condition Maps JUNE 13 N4A ?81 1995 WORKSHOP MEETING TO DISCUSS: 7) Comparison of Obiective to Actual Results 21) New Capital Improvements Element 22) New Studies and Other Needed Actions 19) New Goals. Obiectives and Policies 23) Identification of Needed Plan Amendments 24) Plan Amendment Transmittal Schedule DIRECT MAILING TO PROPERTY OWNERS In order to inform the public, the preceding schedule of issues, if approved by Planning Board acting as Local Planning Agency, will be sent via direct mail to all property owners in the City. SPECIAL INTEREST GROUPS A schedule will be sent to the Department Heads and Supervisors throughout City Hall and the following special interest groups as identified in the public participation process [Attachment 21: 1. South Miami Homeowners Association 2, Sunset Merchants Association 3. South Miami Property Owners Association 4. Chamber of Commerce PRESS RELEASES AND NEWSLETTER Staff will prepare press releases and a brief newsletter to inform the public of the ongoing EAR process and workshops. These kinds of publicity will be prepared in response to each of the workshop meetings and include Public Comment Review Reports [see discussion contained in Attachment 2, p. A -6.51. Press releases will be reviewed by the City Manager for approval. Newsletters will be mailed to representatives of the special interest groups listed above and interested citizens who request such newsletters at the workshop meetings: yl ORAL CONTRACT In 1988 the City entered into an oral contract with the citizens and members of the public who attended the workshops and public hearings regarding adoption of the Comprehensive Plan. The City agreed to mail notices of any Comprehensive Plan amendment hearing to interested patties who signed a roster for such mailing; almost four hundred interested parties signed this roster. The City has faithfully fulfilled this agreement. Staff recommends that a final notice be sent to these interested parties to inform them of the EAR workshop schedule and notify them that no future notices or mailings will be forthcoming. Staff believes that the oral agreement with the public has been fulfilled and that each five -year planning cycle may be considered as a separate process, distinct from any other planning cycle; therefore, the first five -year planning cycle is completed by initiation of the EAR process. Staff does not recommend that the roster and mailing procedure be adopted for this upcoming planning cycle. In our experience only two or three parties have responded to these mailings. RESOLUTION Staff has prepared a Resolution for the next regular meeting of the City Commission in order for the City to adopt the Public Participation portion of the EAR. The adopted Comprehensive Plan Public Participation document [Attachment 21 will be utilized for proposed amendments resulting from the EAR. • :1 1 EVALUATION AND APPRAISAL REPORT PliBLIC PARTICIPATION PLAN Both Florida statutory law and the Florida the comprehensive planning process. Rule that the local governing body and the local for and etcourage public participation in Administrative Code require public participation in 9J- 5.004 of the Florida Administrative Code states planning agency shall adopt procedures to provide the planning process, including consideration of amendments to the comprehensive plan and evaluation and appraisal reports. Local Planning Agency Florida law requires the designation of a local planning agency in Florida Statutes Section 163.3174(t). The local planning agency in cooperation with the governing body may designate any agency, committee, department or person to prepare the plan or plan amendment, but final recommendations to the governing body shall be the responsibility of the local planning agency. The City of South Miami Planning Board has been designated as the local planning agency for preparation of the comprehensive plan and plan amendments. Planning Board 1 1. Planiiing Boards have served as the primary vehicle for public participation in the planning process since the inception of modern comprehensive planning in the United States. The Planning Board is made up of seven South Miami residents that have both a planning background and care for the future of the community. The board gives public input to the planning process for a Iong -range perspective that is not influenced by day -to -day political considerations. Evaluation and Appraisal Report Special Workshops The special workshops shall allow time for discussion among workshop members themselves, workshop members and the staff, and between workshop members and the general public. The workshop meetings agenda should allow time for the following: L Presentation of research and materials from the planning staff. 29 Public discussion of concerns and comments. 3. Discussion on the topics raised during the staff presentation and the public input (above items 1 and 2). The special workshops will be advertised in a paper of general circulation 10 days prior to the meeting. The advertisement shall encourage the public to provide input either at the meeting or in the form of written comments. The special interest groups identified in the comprehensive plan will also be notified of the Evaluation and Appraisal Report workshops. 10 The Citv Comnission will receive a fill] report at the earliest City Commission meeting followitt(T the workshops. This report will contain a summary of the staff presentation, a summary of the public discussion and a summary of the workshop members discussion in general. The Evaluation and Appraisal Report Public Participation Plan This plan sets forth herein procedures to ensure compliance with Florida statutory and administrative code public participation process requirements. The City of South Miami City Commission should adopt the following by resolution to be adhered to by the City. 1. Schedule, at a minimum, four public participation workshops to allow public review and input m preparation of the Evaluation and Appraisal Report and possible comprehensive plan amendments. 2. Provide notice to the public of the scheduled workshops. The notice should state that the City welcomes the participation of those who have a special interest as well as those who have a general interest. The public should also be encouraged to prepare written continents and suggestions to be submitted to both the staff and the workshop members. Notice of the workshops should be published in accordance with Florida law. 3. Executive summaries of the Comprehensive Plan will be made available to the general public as well as updates to keep the citizens informed of the planning activities. These summaries will be made available throughout the planning process. 4. Following the public participation workshops the Planning Board (local planning agency) will hold at least one public hearing, with due public notice as required by Florida Law, before making its recommendation to the City Commission, pursuant to section 163.3174(4)(a), F.S. 5. At the appropriate time, the City Commission (local governing body) will hold two public hearings on the completed Evaluation and Appraisal Report (EAR) and proposed EAR based amendments. Schedule and notice of the hearings will be provided as required by Florida law. Advertisement of Public Hearing Notices The public notice for the local planning agency (Planning Board) shall be published twice in a newspaper of general circulation within the local government's jurisdiction, once not less than 14 or more than 21 days prior to the local panning agency public hearing, and again not less than 5 or more than 10 days prior to the local planning agency public hearing. The Local Governing The first hearing sha after the day the first adoption stage on a v� Body ( City Commission) shall hold at I be held during the transmittal stage advertisement is published. The secoi leekday approximately 5 days after the least two advertised public hearings. on a weekday approximately 7 days id public hearing shall be held at the day the second hearing is published. The advertisement shall state the date. time. place of the meeting, the subject of the meeting, and the place where the public can obtain or see a copy of the proposed Evaluation and Appraisal Report (EAR) and or the EAR based amendments. The advertisement shall also advise interested parties to attend the meeting and be heard regarding the transmittal or adoption of the Evaluation and Appraisal Report (EAR) or the EAR based amendments. If the Evaluation and Appraisal Report based amendments change the permitted uses of land or land use categories, the required advertisement shall be no less that one - quarter page in a standard size or a tabloid size newspaper, and the headline in the advertisement shall not be smaller than 18 point. The advertisement must also adhere to all other regulations as set forth in subsection 163.3184(15)(c) Florida Statutes. N z_ • CI 1 /3 i r t I k AppaN- DIX A•6 PUBLIC PARTICIPATION PURSUArT TO FLORIDA LAW Both Florida statutory law and the Florida Administrative Code require public participation in the comprehensive planning process. Section 163.3181 of the comprehensive planning statute states: It is the intent of the Legislature that the public participate in the comprehensive planning process to the fullest extent possible (emphasis added). Towards this end, local planning agencies and local governmental units are directed to adopt procedures designed to provide effective public participation in the comprehensive planning process and to provide real property owners with notice of all official actions which will regulate the use of their property. The statute also requires that during consideration of a "...proposed plan or amendments thereto by the local planning agency or by the local governing body...' provision shall be made for: 1. broad dissemination of proposals and alternatives, 2, receipt of written comments from the public, 3. public hearings, 4. open discussions. 51 communication programs. 6. information dissemination programs. 7. consideration of public comments, and 8. response to public comments. Rule 9J -5.004 of the Florida Administrative Code requires communities to adopt procedures to ensure compliance with statutory requirements far public participation. lusWOODUMV) • ' • :eoc. Planning boards have served as the primary vehicle for public participation in the planning process since the inception of modern comprehensive planning in the United States. Planning boards have traditionally been composed of a representative selection of different public interests. Their historic role has been to recommend land use policies and regulations to elected officials. In addition to providing public input, the planning board is also intended to give the planning process a long -range perspective which is removed from dayto -day political considerations. While planning boards are intended to be representative of the community as a whole, most planning boards do not specifically represent each type of special interest in the community. Neither the law, tradition or sound planning procedure requires that they do so. However, a planning board charged with preparing a comprehensive plan should make a diligent effort to identify and consider all special interests. • V: . . Florida law requires the designation of a local planning agency (LPA). The local planning agency is responsible for preparation of the comprehensive plan. In preparing the plan, it may utilize whatever professional help is deemed appropriate, but the final recommendation of a plan for enactment by the governing body is the responsibility of the local planning agency. Most Florida communities designate their planning board as their local planning agency. Designating the planning board as the local planning agency affirms the board's traditional role as a public participation body with a long - range planning perspective. The City of South Miami Planning Board has been designated as the local planning agency for preparation of the comprehensive plan and plan amendments. As Adopted: June 1988 !4 Appendix Page Number A -6.2 Special Interest Groups As in most other cities. the City of South Miami contains groups which have a particular interest in land use regulation and related comprehensive plan provisions. There are also institutions which provide vehicles for focusing general public interests. Prominent among these groups and institutions in South Miami are the following: 1. South Miami Home Owners Association 2. Sunset Merchants Association 3. South Miami Property Owners Association 4. Chamber of Commerce Residents of the Community As a group, residents have a greater investment in their community than any other individual property owner or group of property owners. Yet residents often are not well represented in the land use decision- making process. They are not well represented because only a small proportion are affected by individual land use decisions and because many land use questions as well on the way to being decided before residents are aware there is a question. In order to gain a more effective voice in the land use decision. making process, home owner residents can form and join special interest groups. The South Miami Home Owners Association is an example of such a group. In order to gain a more effective voice in the land use decision - making process. business people, like residents, can form and join special interest groups. The Sunset Merchants Association is an example of such a group. As in the case of resident groups, business groups are not always able to represent all interests. Therefore, it is desirable for the public participation process to include special approaches to directly identify the interests and needs of business people. Planning opinion surveys are one of the best ways to obtain the input to resident and business people. Planning opinion surveys allow direct contact with the thoughts and ideas of individuals. The thoughts and ideas obtained are not filtered through the perspective of a particular special interest group and they include the thoughts and ideas of people who are not represented by special interest groups at all. Planning opinion surveys are not perfect. They usually produce only a small percentage of responses compared to the number of opinions solicited. Proper design can maximize the accuracy of planning opinion surveys. The City of South Miami recently completed a detailed planning opinion survey pursuant to preparation of an interim plan amendment under provisions of 9J- 11.014, FAC. The amendment completely replaces the then in effect comprehensive plan, text and map. Broad Dissemination of Proposals and Alternatives Special tools are needed to achieve broad dissemination of planning proposals and alternatives. Two effective tools are comprehensive plan newsletters and press releases. I` As Adopted: June 1988 Appendix Page Number A -6.3 i NEWSLETTERS: A comprehensive plan newsletter can be sent to representatives of special interest groups and to interested individual residents, business people and property owners. To be effective, each issue of such a newsletter should be short and feature facts, proposais or alternatives which will attract the attention and interest of potential readers. Newsletters should not be expected to present all relevant planning information. They are worthwhile if they make readers aware that comprehensive plan issues are being studied and discussed by local authorities. PRESS RELEASES: Most newspapers maize a diligent effort to cover local planning and zoning issues. However, such issues must compete with a number of other compelling and newsworthy stories. Reports and editors are necessarily limited in the time they can devote to land use and related planning concerns. In order to facilitate the most in -depth press coverage possible, it is helpful to provide reporters with press releases. Press releases should set forth facts and ideas which may be difficult for a pressured reporter to get during a public meeting or an interview with a local official. Most reporters appreciate the help press releases provide. Press releases can result in more press space for important local planning issues. •, It is desirable that the local planning agency allocate substantial public meeting time to the plan preparation process. A substantial amount of time is needed in order to: 1) achieve a high level of public participation, and 2) fully evaluate data and analyses pertaining to all planning issues. Public meeting time can effectively be scheduled at special comprehensive plan workshops. Workshops can focus on particular aspects of the plan preparation process or on specific proposals and alternatives. Workshops can allow time for discussion among LPA members themselves, between- LPA members and planning professionals, and between-LPA members and the public. The need to make progress requires that discussions be subject to ground rules and time constraints, but all interested parties should be able to comment. The City of South Miami recently completed a series of Local Planning Agency and City Commission workshops pursuant to preparation of an interim plan amendment under provisions of 9J- 11.014, FAC. The amendment completely replaces the then in effect comprehensive plan, text and map. Local Planning Agency workshops included the following: 1. Commercial, Industrial and Hospital Area Issues and Opportunities Workshop; held August 17, 1987. 2. Residential and Neighborhood Issues and Opportunities Workshop; held l August 31, 1987, 3. City -wide Issues and Opportunities and Special Studies Design Workshop; held September 14, 1987. 4, Future Land Use/Traffic and Pedestrian Circulation Evaluation and Appraisal Report (EAR) and Element: Proposals /Alternative/Recommendations Workshop; held October 19, 1987. 5. Land UselTraffic and Pedestrian Circulation EAR and Revised Recommendations Workshop; held November 9, 19871 6. HousingiIntergovernmental Coordination/Recreation and Open SpacwConservation/Sanitary Sewer, Solid Waste, Drainage, Potable Water and Natural Groundwater Aquifer RechargeiCapital Improvements EAR and Element: Proposals and Alternatives Workshop; held November 30, 1987, 7. Overall EAR and Comprehensive Plan: Preliminary Recommendations Workshop; held December 7, 1987. 8. Overall EAR and Comprehensive Plan: Final Recommendations Workshop; held December 21. 1987. I As Adopted: June 1988 Appendix Page Number A -6.4 City Commission workshops were held on the following dates: 1. September 22.:987. 2. October 27, 1987. 3. November 10, 1987. 4. December 8, 1987 Solicitation of Written Comments from the Public It is good planning practice to accept written comments from the public. In fact, the public should be encouraged to prepare written comments and suggestions. Opportunities to provide such encouragement occur with the publication of plan - related notices, at public hearings, at planned workshops, at regular Planning Board meetings, in newsletters, in press releases and by direct invitation. At a minimum, Florida law requires that communities provide an opportunity for the public to submit written comments on the comprehensive plan and the planning process (Section 163.3181, F.S.). ... x .. Executive summaries of comprehensive plan elements facilitate public participation. They make -it easy for busy people to keep up with planning evaluations and decisions. In addition to facilitating public participation, they also are a big help to the City administrative staff, the Planning Board and the City Commission. The Florida Administrative Code encourages local governments to make executive summaries of comprehensive plan elements available to the public (Rule 9J -5.004 FAC). Public Comment Review Report Sound planning requires that public involvement in the planning process be meaningful. It is not usually sufficient for local officials to solicit public response to planning issues in the form of oral comments at hearings or written comments. Meaningful citizen participation should result in the incorporation of public opinion into local goals, objectives, and policies. In order to assess the impact of public comments regarding the comprehensive plan, a Public Comment Review Report will be prepared. The report will note the issues raised during the public participation and specify how public comments have been incorporated into the plan. Public Hearings Public hearings are required by Florida law prior to enactment of a local comprehensive l plan. Hearings must be held by both the LPA and the City Commission. Notice of hearings is also required. At least one hearing must be held by the local planning agency prior to making a recommendation to the City Commission. The City Commission must hold at least two hearings, one prior to transmitting the plan to the Florida Department of i Community Affairs (DCA) for review and one after DCA comments have been received. PUBLIC PARTICIPATION PLAN This plan sets forth procedures to ensure compliance with Florida statutory and administrative code public participation requirements. PUbLic .. ... �m Pursuant to the Require=wnts of Rule 9&Jw& FAC 1. Adopt public participation procedures by resolution of the City Commission. and local planning agency. 2. Hold one Local Planning Agency public hearing to address the Evaluation and Appraisal Report and the Comprehensive Plan. As Adopted: June 1988 Appendix Page Number A -6.5 rl 1 3. Direct the appropriate City Administrative personnel to provide notice to the general public of the scheduled public hearing. At a minimum, the notice should include publication of legal notice of the City's desire to obtain the direct involvement of individuals and groups in the plan amendment process. The notice should state that the City welcomes the participation of those with a special interest in plan amendments as well as those with a general interest. Include in the notice an invitation to participate in plan amendment decision-making by: a. reviewing proposed plan amendment drafts and related studies: b. attending the public hearing and participating in discussions subject to procedural rules: and c. presenting to the LPA written material containing relevant facts, ideas and comments. 4. Adopt procedural rules for the conduct of comprehensive plan meetings. Rules should include reserving time for: 1) presentation of planning research and recommendations by the City's planning consultant, 2) discussion of planning consultant presentations, and 3) presentation of comments by the public. 5. Direct the planning consultant to prepare executive summaries of each plan element. 6. Direct the appropriate City official to prepare copies of executive summaries and plan element drafts for distribution to individuals and groups requesting such. T. Direct the planning consultant to prepare one or more public comment review reports. The reports should summarize public comments. They should also indicate how the planning process has responded to public comments. 8. At the appropriate time, hold City Commission public hearings on a completed comprehensive plan draft. Schedule hearings and provide notice as required by Florida law. 9. Assign responsibility for monitoring effectuation of this public participation plan to the individual with the most appropriate administrative authority. 1. Schedule, as a minimum, one local planning agency public participation workshop on each proposed plan amendment or group of amendments to be considered together. 2. Direct the appropriate City Administrative personnel to provide notice to the general public of the scheduled planning workshop(s). At a minimum, the notice should include publication of one legal notice of the City's desire to obtain the direct involvement of individuals and groups in the plan amendment process. The notice should state that the City welcomes the participation of those with a special interest in plan amendments as well as those with a general interest. Include in the notice an invitation to participate in plan amendment decisions making by: a, reviewing proposed plan amendment drafts and related studies: b. attending the public participation workshops Iand participating in discussions subject to workshop procedural rules: and c. presenting to the LPA written material containing relevant facts, ideas and comments. As Adopted: June 1988 Appendix Page Number A -6.6 1 i 3. Adopt procedural rules for the conduct of comprehensive plan workshops. Rules should include reserving time for: 1) presentation of planning research and recommendations by the local planners and consultants. 2) discussion of locai planner and consultant presentations, and 3) presentation of comments by the public. 4. Direct the appropriate City official to distribute the proposed plan amendment drafts and related studies. 5. Direct the appropriate City official to prepare copies of plan amendment drafts and related studies for distribution. 6. Direct local planners to prepare a public comment review report. The report should summarize public comments. It should also indicate how the planning process has responded to public comments. 7. Hold local planning agency and City Commission public hearings on proposed plan amendments. Schedule hearings and provide notice as required by Florida law. 8. Assign responsibility for monitoring effectuation of this public participation plan to the individual with the most appropriate administrative authority. As Adopted: June 1988 I Appendix Page Number A•6.7 CITY OF SOUTH MIAMI INTER - OFFICE MEMORANDUM 'o: Mayor & City Commission 'rom: Eddie Cox City Manager BACKGROUND: Date: February 1, 1995 02/07/95 City Commission Agenda Re: Item #A; Resolution for adoption of the EAR Public Participation Plan This Resolution officially adopts the Evaluation and Appraisal Report Public Participation Plan. The Public Participation Plan will determine those actions required of the City concerning the current Evaluation and Appraisal Report and all future Evaluation and Appraisal Reports. In addition, the Resolution formerly initiates the EAR process and authorizes City Administration to perform three actions which are not required by the Public Participation Plan but have been recommended by the Planning Board, acting in their capacity as the Local Planning Agency. These actions serve to inform the public and resolve issues of notice. These actions apply only to the current Evaluation and Appraisal Report; therefore, these actions are not in included in the proposed Public Participation Plan considered for adoption. Please, find attached the Building, Zoning & Community Development Department memorandum concerning the additional recommended actions. RECOMMENDATION: The City Commission is urged to adopt this Resolution so that the City may comply with the requirements of the Florida Statutes regarding the Evaluation and Appraisal Report [EAR]. In addition, adoption of this Resolution will authorize the City Administration to perform additional activities in order to encourage participation by the public in the EAR process and resolve the outstanding issue of notice regarding the City's "oral contract" with the public. PO