Olympia moves to expand neighborhood associations’ roles

Olympia seek to formalize and expand avenues for community involvement in local governance and delineate neighborhood associations' roles in decision-making. 

The Olympia Planning Commission met to deliberate proposed periodic updates to the Public Participation and Partners chapter of the Olympia 2045 Comprehensive Plan on Monday, Nov. 4. 

Senior Planner David Ginther told the commission, “Residents want clear and consistent pathways for involvement, particularly through established neighborhood associations,” and “These updates are designed to make those pathways more accessible and effective.” 

 Background of the public participation update 

The chapter has been under review for over a year, starting with a 2023 community survey. In mid-2024, a second engagement phase concluded with a planning commission hearing, where commissioners and the public reviewed a summary of revisions. 

 Ginther explained that community feedback had been integral to the update, specifically improving interaction with neighborhood associations. 

 The findings prompted Olympia city planners to review and revise the chapter to create a more inclusive and responsive engagement process that adapts to the evolving needs of Olympia’s growing population. 

 Neighborhood Associations: strengthening partnerships and roles 

A proposed update in section 3.5 emphasizes partnerships with recognized neighborhood associations, including forums to discuss policy issues of mutual interest. 

Commissioner Daniel Garcia inquired about the specific responsibilities of neighborhood associations in providing feedback. 

“Would a poll conducted by a neighborhood association, for example, be recognized as representative input for city planning purposes?” Garcia asked, stressing concerns about consistency and representativeness across associations. 

Ginther explained that the city actively collaborates with neighborhood associations to address their concerns. 

“The city regularly engages with recognized neighborhood associations and responds to their specific requests for updates on topics of interest,” Ginther said. “This has been formalized to ensure these forums cover issues of common interest and align with neighborhood needs.” 

 Revisiting City Code: forum requirements and past challenges 

City Planner Casey Shaufler referenced Olympia’s Municipal Code, which mandates alternating quarterly forums between the city and neighborhood associations to address shared interests. 

 He noted these forums haven’t been consistently held, but efforts are underway to restart them as part of the Comprehensive Plan update. 

 “The city manager’s office is tasked with coordinating these forums, but this has not occurred regularly in recent years,” Shaufler said. 

 He clarified that while the forums do not carry the authority of the Planning Commission or Design Review Board, they play a key role in keeping neighborhood representatives informed of city initiatives. 

 The proposed Comprehensive Plan updates would formalize these forums within the city’s primary policy document, making them a key element of the Public Participation and Partners chapter. 

 While the forums would not hold regulatory authority, they would serve as an official mechanism for associations to engage with city representatives more formally and consistently. 

Vice Chair Greg Quetin expressed support for the proposal but questioned how the city would ensure compliance with the forum requirements and whether additional resources might be needed to sustain them. 

Ginther acknowledged these concerns, suggesting that the city allocate staff resources to oversee the forums and maintain regular communication with neighborhood associations. 

 Addressing equity and representation in neighborhood engagement 

 Commission members discussed equity and accessibility concerning neighborhood association engagement, specifically securing that all residents can access public meetings and information. 

 The chapter’s equity provisions received particular attention, as Vice Chair Greg Quetin raised questions about how the city defines and promotes recognized neighborhood associations. 

 While most associations maintain public profiles, some residents expressed difficulty in finding information about meetings or policies affecting their communities. 

 Garcia suggested that neighborhood associations might benefit from public-facing websites or updated Memorandums of Understanding (MOUs) to improve transparency. “Public-facing resources would reduce barriers for residents looking to participate,” he said. 

 Ginther acknowledged that the city has limited formal requirements for neighborhood associations but added that public feedback has highlighted a need for better resources. He shared that updates to MOUs and city code are potential next steps in addressing this need. 

 Community input and future actions 

 The commission’s review process revolved around the significance of community participation in shaping Olympia’s planning framework. 

 Ginther noted that requests from various neighborhood groups reflect diverse perspectives on engagement strategies, and the city is prepared to adapt its outreach efforts as the update progresses. 

 “We’re receiving increased requests to meet with neighborhood associations and discuss the Comprehensive Plan,” Ginther said. 

 The city’s planning, development, and engineering departments have conducted numerous outreach sessions over the past two years, which supplied associations with updates on local projects. They plan to continue these efforts as the update progresses.