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HomeMy WebLinkAbout2022-11-02 Historic PACKET HISTORIC PRESERVATION ADVISORY COMMITTEE AGENDA Community Development Building –51 Winburn Way November 2,2022, 6PM I.6:00PM -REGULAR MEETING –CALL TO ORDER II.READING OF LAND ACKNOWLEDGEMENT “We acknowledge and honor the aboriginal people on whose ancestral homelands we live, —the Ikirakutsum Band of the Shasta Nation, including the original past indigenous inhabitants, as well as the diverse Native communities who make their home here today. We also recognize and acknowledge the Shasta village of K’wakhakha —“Where the Crow lights”—that is now the Ashland City Plaza.” III.(6:05) APPROVAL OF AGENDA(5 min) Commissioner suggested amendments to Agenda IV.(6:10) APPROVAL OF MINUTES(5 min) Historic Commission electronic meeting of October 5, 2022 V.(6:15)PUBLIC FORUM(15 min) VI.(6:30)LIAISON REPORTS (5 min) Council report (Moran) Staff report (Severson) o Staff report to include discussion on standing advisory committees. VII.(6:35)PLANNING ACTION REVIEW(20 min) VIII.PLANNING ACTION:PA-T1-2022-00196 SUBJECT PROPERTY: 485 A Street APPLICANT: Steve & Kathy Hoxmeier DESCRIPTION: A request for Site Design Review approval to add a two story 400 sq. foot addition to the existing mixed use commercial building located at 485 A Street. The proposed addition will be in the same fashion as the existing building with matching siding, trim,roof and eaves. The addition adds a new bathroom to the existing apartment and a new commercial kitchen below. COMPREHENSIVE PLAN DESIGNATION: Employment; ZONING:E-1 ASSESSOR’S MAP: 39 1E 04AB; TAX LOTS: 6500 IX.(6:55)DISCUSSION ITEMS (10 min) Schedule retreat for January 2023 X.(7:05) INFORMATION ITEMS (10 min) XI.ADJOURNMENT “In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Community Development office at 541-488-5305 (TTY phone is 1-800-735-9200), or by email at planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).” ASHLAND HISTORIC COMMISSION MEETING DRAFT (Action) Meeting Minutes October 5, 2022 Community Development/Engineering Services Building – 51 Winburn Way 6:00PM CALL TO ORDER Chair Hovenkampcalled the meeting to order at6:00pm. Commissioners Present:Council Liaison: Shaun Moran Shostrom HovenkampStaff Present: Derek Severson; Senior Planner Emery Von ChamierBrandon Goldman; Interim Comm-Dev Director BonettiRegan Trapp; Admin Support Whitford Repp Commissioners Absent:Scharen Skibby READING OF LAND ACKNOWLEDGEMENT Land Acknowledgement was read by Hovenkamp “We acknowledge and honor the aboriginal people on whose ancestral homelands we live, —the Ikirakutsum Band of the Shasta Nation, including the original past indigenous inhabitants, as well as the diverse Native communities who make their home here today. We also recognize and acknowledge the Shasta village of K’wakhakha — “Where the Crow lights”—that is now the Ashland City Plaza.” INTRODUCTION OF NEW COMMISSIONERS All Commissioners introduced themselves and shared their experienceand why they want to be a part of this group. (6:05) APPROVAL OF AGENDA(5 min) Commissioner suggested amendments to Agenda. o Adding a hybrid/call-inoption for the Commissioners o Review Board o Packets and paper waste o Orientationfor new members o Retreat (6:10) APPROVAL OF MINUTES(5 min) Historic Commission electronic meeting of June 8, 2022 Whitford/Shostrom m/s to approve the minutes of June 8, 2022. ALL AYES. Motion passed (6:15) PUBLIC FORUM (15 min) There was no onein the audiencewishing to speak. (6:30) LIAISON REPORTS (5 min) Councilor Moran gave liaison report.Items discussed were: A historyas to how the Commission/Committee review came about. CitySurvey that went out to the Ashland residents. Staff report (Goldman & Severson) – Items discussed were: City Council approval of the resolution for standing advisory committees. o City Attorney will draft an ordinance rewriting chapter 2. All Commissioners should email Goldman and City Recorder Huhtala letting them know they wantto be re-appointed to the committee. This advisory committee will not affect any state requirements with SHPO. Not re-instatingreview board currentlydue to staffing issues. Severson & Goldman went over the Restrictions on Public Campaigning handout (See attachment A) (6:35) PLANNING ACTION REVIEW (20 min) PLANNING ACTION:PA-T1-2022-00192 SUBJECT PROPERTY:309½ North Pioneer Street APPLICANT/OWNER:Rogue Planning & Development Services, LLC/Ashland Food Cooperative DESCRIPTION: A request for Site Design Review approval to modify the exterior of the historic ‘Hay Warehouse’, a contributing historic resource within the Ashland Railroad Addition historic district, located at 309½ North Pioneer Street. Theproposal would add a ‘Bottle Drop’ dealer redemption kiosk/bottle bag drop zone.The drop zone is proposed as a painted shipping container with a locked deposit door that is opened by a customer’s keycard and would enable the deposit of pre-bagged bottles and cans into the receptacle rather than customers needing to wait for them to be counted by hand. COMPREHENSIVE PLAN DESIGNATION: Employment; ZONING: E-1; MAP: 39 1E 09BA; TAX LOT: 13800 Shostrom recused himselfdue toconflict of interest. Severson gave staff report for PA-T1-2022-00192. Chair Hovenkamp opened to the public hearing to the applicants. Applicants present: Amy Gunter -Rogue Planning and Development Emile Amarotico& Zach Burrows with Ashland Food Co-op Ms. Gunterbrieflyspoke aboutthe applicationfor site design review.(See findings of fact in application,part of attachment B) Chair Hovenkamp closed the public hearing to the applicants and opened to the Commission for comments and discussion. Whitford/Bonetti m/s to approve PA-T1-2022-00192as submitted.Voice vote. ALL AYES. Motion passed. (6:55) DISCUSSION ITEMS (10 min) Marking Ashland Places Update – Ken Engelund, Chair of the Public Arts Commission. (See attachment C) o ChairEngelund’s goalis to create a MAPS steering committeeto get this process fully completedand thePublic Arts Commission is looking for help from the Historic Commission. Shostrom and Chair Hovenkamp will be working with ChairEngelund and are looking for other Commissioners to volunteer their time. o ChairEngelund spoke about artist, John Pugh whowill be painting a mural on the side of the Elks building in downtown Ashland. ThePublic Arts Commission is looking for fundingto make this happen. The cost for the project will be approximately $160,000and was presented to Council at their most recent meeting. The Commission agrees that a commissioner can call into the meetingif they aren’t feeling well. This may lead to hybrid meetings in the future. Review Board will not happen at this time due to staffing but may be revisited in the new year. Agreementthat hard packets will not be mailed unless requested by a commissioner. Digital copies of the packet will be emailed well in advance of the meeting. A Date will be established in the next month for a “new members orientation.” Commission is looking at having a retreat in January. Dates TBD. (7:05) INFORMATION ITEMS (10 min) Ashland’s CLG Program review-Will be discussed at the retreat CLG Annual Meeting–Will be discussed at the retreat ADJOURNMENT Next meeting is scheduled forNovember 2,2022,at6:00pmat Community Development, 51 Winburn Way There being no other items to discuss, the meeting adjournedat8:04pm Respectfully submitted by Regan Trapp ORS 260.432 Quick Reference Restrictions on Political Campaigning for Public Employees Generally, ORS 260.432 states that a public employee* may not, while on the job during working hours, promote or oppose election petitions, candidates, political committee or ballot measures. Additionally, no person (including elected officials) may require a public employee (at any time) to do so. * A public employee includes public officials who are not elected, whether they are paid or unpaid (including appointed boards and commissions). As used in this Quick Reference We use the phrase advocate(s) a political position to mean promote or oppose an initiative, referendum or recall petition, candidate, political committee or ballot measure. The term mpartial means equitable, fair, unbiased and dispassionate. See the Secretary of States detailed manual on ORS 260.432 for specific factors to assist in ensuring impartiality in communications about ballot measures. It is posted on the website under Election Laws, Rules and Publications, Manuals and Tutorials. For more detailed information about ORS 260.432 and information about other election laws, contact: Elections Division phone 503-986-1518 Secretary of State fax 503-373-7414 255 Capitol St NE, Suite tty Salem, OR 97310 web www. oregonvotes.gov Prohibited Activities A public employee, while on the job during work hours may not: prepare or distribute written material, post website information, transmit emails or make a presentation that advocates a political position collect funds, prepare filing forms or correspondence on behalf of candidates or political committees produce or distribute a news release or letter announcing an elected officials candidacy for re-election (except for an elections official doing so as an official duty) or presenting an elected officials political position make outgoing calls to schedule or organize campaign events or other political activity on behalf of an elected official or political committee (however, a scheduler may, as part of official duties, take incoming calls about the officials availability and add an event to the schedule) grant unequal access to public facilities to candidates or political committees direct other public employees to participate in political activities, when in the role of a supervisor draft, type, format or edit a governing bodys resolution that advocates a political position (except to conform the resolution to a standard format) prepare or give recommendations to the governing body urging which way to vote on such a resolution sign such a resolution, except if the signature is only ministerial and clearly included to attest the board took the vote announce the governing bodys position on such a resolution to the media include the governing bodys position or vote on such a resolution in a jurisdictions newsletter or other publication A public employee who provides voter registration assistance under the federal National Voter Registration Act (NVRA) must not, when performing voter registration services, influence a clients political choices. This means no display of political preferences, including a restriction that no political buttons may be worn. ORS 247.208(3) Allowable Activities ring working hours may: A public employee, while on the job du prepare and distribute impartial written material or make an impartial presentation that discusses election subjects (using the guidelines provided in the Secretary of States detailed manual on ORS 260.432.) The Secretary of States Elections Division is also available for an advisory review of draft material about ballot measures produced by government agencies. perform standard job duties, such as taking minutes at a public meeting, maintaining public records, opening mail, inserting a proposed resolution into a board agenda packet, etc. impartially advise employees about possible effects of a measure, but not threaten them with financial loss to vote a particular way address election-related issues while on the job, in a factual and impartial manner, if such activity is legitimately within scope of employees normal duties as staff of an elected official, handle incoming calls about the officials availability for political events prepare neutral, factual information for a governing body to use in determining what position to take on an issue (planning stage of a governing bodys proposed issue before certified as a measure to a ballot is not subject to ORS 260.432) in a clerical manner, incorporate amendments into a finalized version of a governing bodys resolution on an issue respond to public records request for information, even if the material advocates a political position wear political buttons subject to applicable employer policies unless the public employee is providing voter registration services under NVRA, where additional restrictions apply - A public employee, on their own, off duty time, may send letters to the editor that advocate a political position and may participate in any other lawful political activity. It is advised that a salaried public employee keep records when appropriate in order to verify any such political activity that occurs while off duty. Prohibited and Allowable Activities for Elected Ofcials* *includes a person appointed to fill a vacancy in an elective public office Elected officials may: advocate a political position at any time. Elected officials are not considered apublic employee for purposes of ORS 260.432. ORS 260.432(4)(a). vote with the other elected officials of a governing body (such as a school board, city council or county commission) to support or oppose a measure, and publicly discuss such a votebut must not use the public employee staff time to assist in this, except for ministerial functions perform campaign activity at any time, however must take caution not to involve any public employees work time to do so Elected officials may not: in the role of a supervisor, request a public employeewhether the public employee is on or off dutyto perform any political activity A request made by a person in a position of supervisor or superior is viewed as a command for purposes of this election law. have an opinion piece or letter advocating a political position published in a jurisdictions newsletter or other publication produced or distributed by public employees Planning Department, 51 Winburn Way, Ashland, Oregon 97520 541-488-5305 Fax: 541-552-2050 www.ashland.or.us TTY: 1-800-735-2900 NOTICE OF APPLICATION PLANNING ACTION: SUBJECT PROPERTY: APPLICANT/OWNER: DESCRIPTION: COMPREHENSIVE PLAN DESIGNATION: ZONING: MAP: TAX LOT: NOTE: The Ashland Historic Commission will review this Planning Action at its monthly meeting on Wednesday, October 5 at 6:00 p.m. in the Siskiyou Room Siskiyou Room of the Community Development & Engineering Services Building. See page 2 of this notice for information about participating in the electronic public hearing. NOTICE OF COMPLETE APPLICATION: September 20, 2022 DEADLINE FOR SUBMISSION OF WRITTEN COMMENTS: October 6, 2022 OVER SITE DESIGN AND USE STANDARDS 18.5.2.050 The following criteria shall be used to approve or deny an application: A. Underlying Zone: The proposal complies with all of the applicable provisions of the underlying zone (part 18.2), including but not limited to: building and yard setbacks, lot area and dimensions, density and floor area, lot coverage, building height, building orientation, architecture, and other applicable standards. B. Overlay Zones: The proposal complies with applicable overlay zone requirements (part 18.3). C. Site Development and Design Standards: The proposal complies with the applicable Site Development and Design Standards of part 18.4, except as provided by subsection E, below. D. City Facilities: The proposal complies with the applicable standards in section 18.4.6 Public Facilities and that adequate capacity of City facilities for water, sewer, electricity, urban storm drainage, paved access to and throughout the property and adequate transportation can and will be provided to the subject property. E. Exception to the Site Development and Design Standards: The approval authority may approve exceptions to the Site Development and Design Standards of part 18.4 if the circumstances in either subsection 1 or 2, below, are found to exist. 1.There is a demonstrable difficulty meeting the specific requirements of the Site Development and Design Standards due to a unique or unusual aspect of an existing structure or the proposed use of a site; and approval of the exception will not substantially negatively impact adjacent properties; and approval of the exception is consistent with the stated purpose of the Site Development and Design; and the exception requested is the minimum which would alleviate the difficulty.; or 2.There is no demonstrable difficulty in meeting the specific requirements, but granting the exception will result in a design that equally or better achieves the stated purpose of the Site Development and Design Standards. August 18, 2022 Si te DesignReview for a newstructure Property Owner: Ashland Food Cooperative 237 N Pioneer Street Ashland, OR 97520 Applicant:Rogue Planning & Development Services, LLC 1314-B Center Dr., PMB 457 Medford, OR 97501 D esign Consultation: ShostromBrothers LTD Dale Shostrom 1240 Tolman Creek Road Ashland, OR 97520 Subject Property Property Address: 309 ½ Pioneer Street Map & Tax Lot: 39 1E 09BA: Tax lot 13800 Comprehensive Plan Designation: Employment Zoning: E-1 Residential Overlay Adjacent Zones: E-1, R-2 Railroad Historic District Request: Request for Site Design Review to modify theexterior of the historic, contributing structure at 309 ½ A Street through the addition of a Bottle Drop, Dealer Redemption kiosk. This kiosk is intended to facilitate the transfer of the hand counting of redeemable bottles and cans by an employeeof theAshlandFood Cooperative (AFC), to a ‘Dealer Redemption Center’ BottleBag drop zone. The drop zone is proposed as a painted shipping container with a locked deposit door that is opened by the customer’s account specific keycard. By law, Ashland FoodCooperative is requiredto provide a public place where redeemable beverage containers are recycled. This is presently occurring outside of the building in the parking area and by the entry to the building. This proposal will allow for deposit of prebagged bottles and cans into the receptacle instead of waiting for a hand count. Page 1 of 14 The structure at 309 N. Pioneer circa 1900, is a historic primary contributing, smallone-storywoodframestructure,knownasthe"LucindaGainardRentalHouseVI."Thebuilding remained a residenceuntil1987whenitsusewasconvertedtooffice(Planning Action87-045).This649 squarefootofficespaceusedbythe Ashland Food Coop. Therearetwooffstreetparking spacesatthis property and an on-streetparkingspace. Page 2 of 14 DetailedProposal: The request istoadd a shipping container thatisretrofitted to be a BottleDrop Dealer Redemption Center bag drop location. The application seeks Site Design Review approval to modify the exterior of the historic, contributing structure at 309 ½ Pioneer Street through the addition of a Bottle Drop, Dealer Redemption kiosk. This kiosk is intended to facilitate the transfer of the hand counting ofredeemable bottles and cans by an employee of the Ashland Food Cooperative (AFC), to a ‘Dealer Redemption Center’ Bottle Bag drop facility. Following a site visit,theOregonBeverage Recycling Cooperative (OBRC) who oversees all of Oregon's beverage container recycling suggested a new service that is rapidly becoming the favorite recycling method of consumers around the state. OBRC recommended that AFC become a 'Dealer Redemption Center'that uses the'BottleDrop' system. The Bottle Dropredemption center isproposed tobe repurposed from a 8'x8'x20' shipping container. The proposal is to locate this self-contained, sanitary, and efficient unit on the north side of the Hay Warehouse building. The container will be setback from the Pioneer Street sidewalk, a minimum of 24- feet. This will allow for the visual preservation of the Hay Warehouse historic facade. There willbe no alterationstothewarehousestructureitself. TheBottleDropredemptioncenterexteriorwallswillbe painted a darkcolor,matchingthewarehousehistoric'rusty'metalsidingtokeep theappearanceaslow keyas possible. As with current refundablebottleand canreturns the tripsto drop bags or haveredeemablecontainers hand counted are anticipated to be consolidated. According to the OBRC representatives that is how the redemptioncenterspresentlyareutilized. Parking: The warehouse building is1,872 square feet and the bottle redemption container adds 160 square feet of area. According to AMC 18.4.3.040, the 2,032 square foot warehouse structure requires 1 spaceper1,000sq. ft.ofgrossfloorarea, oronevehiclespacepertwoemployeeswhicheverisless, plus 1 spacepercompanyvehicle. Therearetwoemployeesthathandcounttheredeemablebottles andcansandare‘assigned’tothewarehousebuilding. Basedonthe“whichever isless”statement,there is one space requiredfor the warehousebuilding required per the two employees, and there is not an associated company vehicle. One parking space is required. Thereareeightspaces immediately to thesouth of thewarehouse propertyon the Coop Site,there and additional 41 parking spaces in the other areas of the CoOp Thereis a driveway access from A Street that presently provides fortwo parking spaces for employees. These spaces will be retained but will have a physical barrier (construction cones) topreventuse ofthe spaces as drop off parking. These spaces will be resurfaced with asphalt or concrete. The driveway parking space is the loading zone for the OBRC BottleDrop Bag collection truck. The bag collection truck will schedule pick up of the redeemed bags on a weekly, or as needed basis. The collection truck transports the bags to a redemption facility located at the OBRC White City plant. Page 3 of 14 The useof the driveway is an existing use. Vehiclesbacking into the driveway from A Streetto load or off-load is a use that has been occurring on the site since the 1900s. Indurstruail related trucks use of the driveway will continue and the other backup conflict space will be paved area for access to BottleDrop eliminating the backing out by employee parking and increasing safety at the intersection. Findi ngs of fact addressing thecriteriafrom the Ashland Municipal Codefor the ConditionalUsePermit request are found on the following pages. CriteriafromtheAshland LandUseOrdinance SiteDevelopmentDesignStandards Approval Criteria: 18.5.2.050 Approval Criteria AnapplicationforSiteDesignReviewshall be approved if the proposal meets the criteriain subsections A,B,C,and D below. A.UnderlyingZone.The proposal complieswithall of the applicable provisions of the underlying zone (part 18.2), including but not limited to: building andyardsetbacks, lot areaand dimensions, densityand floor area, lot coverage, building height, building orientation,architecture, and other applicablestandards. Finding: The4,781squarefootpropertyisEmploymentzonedandisoccupiedby a 1,872squarefoot,historic contributingstructure. Theexistingsiteimprovementscouldbeconsiderednon-conforming development. The E-1 zone does not have setbacks requirements excepting landscape areas, parking, buffering, or building code requirements. The existing structure as a warehouse building lacks distinctive orientation to the street, lacks a formal landscape area and there are no buffers between the surface parking spaces and the adjacent parking area. The proposed small addition to the north side of the historic structure is setback substantially from the front property line where no setback is required. The structure is more than 10-feet from the north, side property line and more than 10-feet from the rear property line, adjacent to N Pioneer Street. Thep roperty is inthe detailed site review zone and developments are subject to a Floor Area Ratio standard of .5. The structure on the property and the increased area brings the property closer to the required FAR of 2,395.8 square feet in area. There is lessthan 85 percent ofthe site covered with impervious surfaces. The proposal proposes surfacing of the existing parking area which does not reduce or increase the existing impervious areas. Thereare two off-street parking spaces presentin thedriveway accessfrom A Street. According toAMC 18.4.3.040, the 2,032 square foot warehouse structure requires 1 space per 1,000 sq. ft. of gross floor area, or one vehicle space per two employees whichever is less, plus 1 space per company vehicle. There are two employees that hand count the redeemable bottles and cans and are ‘assigned’ to the warehouse Page 4 of 14 building.There is not a company vehicle. Based on the “whichever is less” statement, there is one space required for the warehouse building required per the two employees. Thepaved drivewaywill beutilizedbythe scheduled OBRCboxtruck.These pick-ups will be scheduled and like most delivery and pickup drivers, they are familiar with their route and the complexities of each site they attend too. Inaddition to the single parking space required for the warehousestructure, there is ample parking provided on the adjacent properties owned by the same property owner and easement to the parking areascanbeprovided.Theadjacent officeat309 N PioneerStreetrequires1.2spaces(600SFoffice / 500')withthree(3)spacesprovided(twooff-streetandoneon-street)andthe Ashland Food Coop building requires 42 spaces (see pg. 5) and has 42 on-site with an additional 12 diagonal spaces on 'A' St. According to the OBRC representatives, the customers of the coop properties are theones using the drop box and uniquetripsarenotgenerated by the redemption facility. Additionally, other facilities are proposed in Ashland so there is not pressure of this facility being the only one. Signage:Directional Signage exists on theend of the building that states, “No Parking”. An exempt sign ofless than two square feet in area indicating the BottleDrop redemption facility is located around the corner.ThesignageontheBottleDropredemptionfacilityexplainingoperationissmallinareaandnot readableorreadilyvisiblefromthe A Streetright-of-way. Hours of Operation: The BottleDrop redemption facility hours will correspond with the Ashland Food Coop hours of operation which at this timeare7:00AM to 8:00 PM B.OverlayZones.The proposal complieswithapplicableoverlay zone requirements(part 18.3). Finding: The property is subject to the Historic District Standards for exterioradditions. As evidenced in the findingsbelowit can be found thattheproposed s converted shipping container to create the BottleDrop redemption facility complies with the SiteDesignStandards for Employment zoned property with a historic industrial use, and is consistent with the standards for expansion of a non-conforming site. C.SiteDevelopment and DesignStandards.The proposal complieswith the applicable Site Development andDesign Standards of part18.4,exceptas provided by subsectionE, below. 18.4.2.040Non-ResidentialDevelopment Finding: The use ofthe site is non-residential intheEmploymentzone. B. Basic SiteReviewStandards. 1.OrientationandScale. Page 5 of 14 Finding: The existing Hay Warehouse building is oriented towards A Street with a large sliding warehouse door. There are two smaller doors on the north sideof the structure. There are no openings for customers or pedestrian entrance to the historic warehouse building. The building is setback only a few feet from the A Street façade. Theproposal is to install a completely utilitarian facility that does not provide interior access to the warehouse or the converted shipping container. The converted shipping container is proposed onthe north side of the structure and the container will be placed between these doors. The refurbished container is setback substantially from A Street and will not impact the orientation of the building to the public street. A solid surface walkway will be provided from the sidewalk tothe door of the container to allow easier access to the key card activated door. The driveway accessing the warehouse building is to theside of the structure. Vehicle orientation remains the same. 2.Streetscape. Finding: The streetscape is not proposed to bealtered. Thecurbside sidewalk and the driveway areexisting elements that will not be relocated or removed. Thelarge setback of theadditionalarea will not alter the streetscape. 3.Landscaping. Finding: The site ‘landscaping’ is pre-existing and is not proposedto be altered. There is no irrigation source at the site and due to the door at the endofthe building for the warehouse, theonly location for landscaping would be as far from the existing improved landscape areas and in an areathatwouldprovidetobenefittothesite. The use ofthestructureremainswarehouse use, the driveway access, and the parking pad exist onsite. Except paving to provide a solid surface for the container, truck access, and an accessible route, there are no physical alterations to the site proposed. A planter area of approximately25 squarefeetintwofourfootround painted stock tanks or similar is proposed to provide landscapearea and to prevent parking within the area at the front of the Hays Warehouse building. 4.DesignatedCreek Protection. Page 6 of 14 Finding: Not applicable 5.NoiseandGlare. Finding: Additional light and glare beyond what is standard in the employment zone are not anticipated. There are existing exterior yard lights and cameras on the warehouse structure that are directed downwardandfocusontheproperty.Thehoursofoperationofthe BottleDroparetimedwith the hoursof the AshlandFood Cooperativeand will not generate morenoisethan theexisting hand count customers awaiting the employee. Thismayreduce the noise levelas it’s a dropand go system versus an at times, 30 min. wait for the line to be workedthrough. A gooseneck light standard over theBottleDrop accessdoor is necessary, it would be directed downwards to the door of the BottleDrop and only during the hours of operation or motion activated. 6.Expansion of ExistingSitesand Buildings. Forsitesthat do not conform to the standards of section18.4.2.040 (i.e., nonconforming developments), anequalpercentage of the site must be madeto comply with the standards of this sectionas the percentage of building expansion. Forexample,if a building areaisexpanded by 25 percent,then 25 percent of the site must be brought up to the standards required by this document. Finding: The existing site is non-conforming in that it does not have any landscaping (AMC 18.4.4.030.F), or parking spacebuffer totheproperty line per AMC 18.4.4.030.F.2.a. The site location, lot size, structure location, setbacks, coverage, landscape areas, vehicle parking bufferare non-conformingand through theapproval of the small shipping container ‘addition’ on the sideofthestructure will not increase the non-conformity. There is not additional lot area to lot install additional parking, landscapeareasor vegetated buffers. The site is coming into closer compliancewith the standards for vehicle maneuvering area in commercial zones to be paved and with the proposed landscape improvements. Two, raised landscapeplanters areproposed that will provide for required landscape improvements and prevent parking infront of the Hay Warehouse building. These are proposed as painted galvanized stock tank in either the oval or round shape to prevent vehicular access area behind sidewalk placed upon the existing surface. The area of the planters is25.12 square feet. Page 7 of 14 T he paving of the driveway is a required standard in AMC18.4.3.080.E.1 and theaddition of asphalt or concrete area is substantially more than the 8.5 percent of the site that is being expanded. Paving or concrete surfacing brings the site closer to conformance with the Site Design Standards. The e xistinglot coverage is retained and notto be enlarged leaving the site development area and impacts the same as they have been since at least the early 1900s. C.DetailedSiteReviewStandards. Finding:ThepropertyislocatedwithintheDetailSiteReviewZone.TheproposedBottleDrop redemptionfacilityincreasestheFloorAreaRatioofthestructureslightly, by8.5percentthus increasing conformity withrequired FAR. The existinghistoricstructures orientationtowards A Steetis not impacted by the proposal.The existingHayWarehouse building is orientedtowards A Streetwith a large sliding warehouse door. There are two smallerdoors onthe north side of the structure. There are no window or door openings for customers or pedestrian entrance to the historic warehouse building. The structure does not have, nor would it be appropriate to install 20 percent of the wall area facing thestreet in display areas, windows, or doorways for view into the warehouse structure. The proposal does not provide windows that allow view into working areas, lobbies, pedestrian entrances, or display areas as they do not exist on the historic warehouse structure and the BottleDrop redemption facility is utilitarian in nature like the warehouse and the secure key card/fob activated door is utilized to prevent theft of the redeemable beverage containers within. Theexistingwarehouse building is setbackthree feet from the A Street sidewalk. The proposal is to install a completely utilitarian facility that doesnotprovide interior access to the warehouse or the converted shipping container. The shippingcontainer is setback 24-feet from the façade of the historic structure, this diminishes the visual impacts to the historic building. The converted shipping container is setback substantially more than 20-feet from the street and does not have a pedestrian entrance / exist but is a walkup door for dropping redeemable bottles and cans. The pedestrian orientation is provided by the paving of the parking area to provide access to the electronically operated drop door. The shipping container will be painted a dark color to minimize its visual impacts and upon the historic Hay Warehouse structure. The shipping container is substantially shorter than the existing structure, setback substantially from the street and painted in a manner that will camouflage with the exterior colors and materials of the Hay Warehouse. D.AdditionalStandardsfor Large ScaleProjects. Page 8 of 14 Finding: Not applicable. 18.4.2.050 HistoricDistrictDevelopment B.HistoricDistrictDesignStandards. Finding: The property is in the employment zone and is an industrial use type of structure. Theproposal is consistent with the historic use and architectureofthe Hays Warehouse. According tothe National Registerof Historic Places Registration Documents; “Given its proximity to the railroad and access to shipping, traditional developments within the Ashland Railroad District included numerous industrial and related uses. Livery stables, transfer warehouses and similar uses were once common. Today, only a few of these simple industrial structures remain with the most notable being the Ashland Fruit and Produce Association Warehouse (Site 149.0,built1912)and its relatedthough separatelyinventoried HayWarehouse (42.0, built1908). It can befound thatproposal is historically consistent as a transfer warehouse serving a modern purpose. The proposal does not substantially impact the historic district design standard objectives such as a sense of entry, a rhythm of openings, and compatible materials. 2.Height. Finding: The eight-foot-tall structure is substantially less than the existing Hay Warehouse structure and will not affect the height of the historic structure. The proposal does not vary in height from the heights of the historic buildings in the vicinity. 3.Scale. Finding: The scale of the property is not impacted by the proposed BottleDrop redemption facility. The eight-foot-tall shipping container is substantially less tall than then the existing 16-foot adjacent wall height and is proportionally scaled to the scale of historic warehouse building. 4.Massing. Finding: The massing of the historic structure is notaltered with the proposal. The proposed modified shipping container is a smaller mass that is as varied as the historic warehouse structure. Page 9 of 14 Theexistingexterior treatments provides a verticalfaçadeon a lowhorizontal form consistent with historical, industrial building and shipping oriented rectangular and boxy rhythms. 5. Setback. Finding: The proposed BottleDrop redemption facitiliyat the side of the building is setback 24-feet from the front façade of the building. 6.R oof. Finding: Not applicable. 7.Rhythm of Openings. Finding: Not applicable. Nodiscernablechange. 8.Base or Platforms. Finding: The existing structure lacks a baseor platform. Thestructure is raised off the ground with a rock and concrete pier block. The proposal is to setthe convertedshipping container,BottleDrop redemption facility upon theasphalt surface. This is a compatible base in the Employment zone. 9.Form. Finding: The form of the structure is industrial in shape, setback, coverage, consistent with the historic use of the property. 10.Entrances. Finding: TheBottleDrop redemption facility is not an entrance to the structure and the sense of entry of the historic structure is not modified. Page 10 of 14 11.Imitation ofHistoricFeatures. Finding: The material of the exterior of the modified shipping container is vertically oriented metal sides with a 3 X 4 opening that is key card or QR code activated locking system. The ‘structure’ is industrial in nature similar to the historic warehouse structure that the BottleDrop facility is adjacent to. The proposed exterior material of metal is consistent with this standard. 12.Additions: Finding: The proposal is not for an addition it is a standalone facility that is not structurally connected. 13. Garage: F inding: TheHayWarehouseis a garagetypebuildingwith a largedooronthe A Streetfacingfaçade.The proposedBottleDropredemptioncontainerissetbacksubstantiallyfromthefaçade.The industrial nature of the container is an appropriate addition to a warehouse structurethat provides a legally required service that is not visual distraction with a compatible historically appropriate exterior. SiteDesignReview Standards Continued D.CityFacilities.The proposal complieswith the applicable standards insection 18.4.6 Public Facilities, andthatadequatecapacity of Cityfacilitiesforwater,sewer,electricity, urban stormdrainage,paved accesstoand throughout the property, andadequate transportation canandwill be provided to the subject property. Finding: There are adequate public facilities that service the property. There is an existing driveway apron serving the Hay Warehouse historic structure that will remain. Adequatetransportation is provided to the Ashland Food Coop onthe public streets that abut the property. There are two surface parking spaces adjacent to the warehouse building that are proposed to be paved. Though those parking spaces are legally allowed and necessary to retain the functionalityof the historicwarehouse structure, the drivewaylocation at the curve in A Street creates a potential conflict point for automobiles, other vehicles, pedestrians, and bicycles. Page 11 of 14 Thepaving of these parking spaces is proposed to allow better access for thescheduled OBRC pickup truckand toprovide a more direct route from thesidewalk and parking areas ofthe associated Coop. To prevent the useof the driveway, there will be safety cones blocking the driveway. This allows for the BottleDroppickup truck to backinto the site and have access to a solid surface access area and allows for a solid surface area for the BottleDrop redemption facility to be placed and access tothe BottleDrop redemption facility door. There are ample parking spaceson theimmediately adjacent Coop properties and on street parking spaces publicly available in the immediate vicinity. AccordingtotherepresentativeoftheOBRC,thebenefitoftheBottleDropredemptioncenterssimilarto the proposal, the customers of these facilities are using them when they go to thefacilitywherethe BottleDropisconvenientlylocated,andtheydonotcreateindividualtrips.Theyareancillarytothestore where the facility is located. With additional facilities being approved in Ashland at the various grocery stores, the convenience of the BottleDrop will allow for consolidated trips as expressed by the OBRC representative. There are publicsidewalks along both sides of A Street,Pioneer Street and First Streets. On street parking will continue to be utilized as it presently is. There are on street parking spaces presently along A Street just to the east of the Hay Warehouse building on the north side of the Coop. There are 12, on-street parking spaces on First Street adjacent to the Coop. There are six on-streetspaceson A Street, north of the adjacent property. Additionally, there are other on street parking spaces across A Street. It isanticipatedthat as presently the pattern of use is that vehicles park on-street and the occupants exist the vehicle and then walks to their destination in one of the numerous commercial businesses in the vicinity. There are crosswalks provided at the intersections of A and Pioneer Street and A First Street. It is not anticipated that the use of the on-street parking will be altered by the creation of the BottleDrop redemption facility. Theproposed BottleDrop container will nothave any impactonwater,sewer,or electricitymorethan a typical employment/commercial type of use. As required by building codes the structure and the new paved surfaces will be connected to the urban storm drain facilities to prevent site run-off. E.ExceptiontotheSiteDevelopment and DesignStandards.The approval authority may approve exceptions to the Site Development andDesign Standards of part 18.4 if the circumstancesineither subsection 1, 2, or 3, below, are found toexist. Finding: No exceptionsarerequested. Page 12 of 14 Photo1: Doortoredeemablecontainerdrop. Similarintypetoproposedshippingcontainer. Photo 2: Example of signage atthe drop access door. Hours of operation are thesame as the Ashland FoodCoopvs. thosenoted here Page 13 of 14 From: Eric Chambers <echambers@obrc.com> Date: July22, 2022 at 4:29:36 PM PDT To: Gretchen Bell <gbell@obrc.com> Subject: Ashland Food Coop Hi Gretchen, Thanks for passing along the question from Ashland Food Co-op about the volume of customers/bags that we tendto see at Dealer Redemption Center bag drop locations. To get some perspective about the number of daily visits/bagsthey might see at the Ashland Food Co-op site, I pulled data for a comparable store (New Seasons 7- Corners in Portland). That store has an average of 20 door scans per day at their drop facility (door scans correlatestrongly with individual customers). No two stores are the same, so I just provide that as background/reference for comparative purposes. While the daily limit for bags dropped at Dealer Redemption Centers is 15 bags per day, realistically the typical customer drops the number of bags they can fit in the trunk of a car, so between 1 and 3 bags. The higher limit is intended to prevent somebody from showing up with a trailer full of bags, blocking access, and clogging the drop door. With the 15 bag limit, if the retailer sees somebody abusing the program, they can just take a photo of the bags/bag tags and share them with us, and we have the ability to take account action against individuals violating our terms and conditions. Another important factor is that, typically, these are not unique vehicle trips to the sites. Customers couple their bagdrop off trips with their already existing shopping trips, which is a big advantage of this program, and dramatically reduces unique vehicle trips to the facilities. Finally, work is underway to create a BottleDrop Express site at the Shop-n-Cart, which will also help spread out the bag volume/demand over multiple sites, easing any issues around volume or congestion at either site. It’s a big advantage to be able to deploy two similar bag drop facilities/options in the same community at the same time. I hope that information helps! Thanks, EC EricChambers External Relations Director OregonBeverageRecycling Cooperative th 17300 SE 120Ave. Clackamas, OR 97015 O: (503) 542-2928 | M: (971) 930-5163 Page 14 of 14 Council Business Meeting October 18, 2022 Agenda ItemAppointments to Standing Advisory Committees FromMelissa HuhtalaCity Recorder ContactMelissa.huhtala@ashland.or.us541-488-5307 SUMMARY Standing Advisory Committee Appointments. POLICIES, PLANS & GOALS SUPPORTED AMC 2.04.090 (C) Regular Commission and Board Membership Appointments Except for the Municipal Audit Commission (AMC 2.11) all regular advisory committees and boards not required by state law to be appointed by the City Council shall be appointed by the Mayor with the consent of the Council. The Mayor may request assistance or recommendations from Councilors in making appointments. PREVIOUS COUNCIL ACTION N/A BACKGROUND AND ADDITIONAL INFORMATION The City council voted by informal ballot at the May 23, 2022, Special Called Business Meeting to restructure (reduce and rename) advisory bodies reporting to the City Commission from an approximate seventeen commissions to the following: Commissions(continuing)withspecific areas of program discretion orpolicy implementation responsibility o Park and Recreation Commissions o Planning Commission Standing Advisory Committees with continuing areas of Council advisory responsibility o Climate and Environment Policy Advisory Committee (CEPAC; combining Climate Policy and Conservation & Climate Outreach Commissions) o Historic Preservation Advisory Committee (HPAC; to support historic dist. certifications) o Housing & Human Services Advisory Committee (HHSAC) o Public Arts Advisory Committee (PAAC) o Social Equity and Racial Justice Advisory Committee (SERJAC) Management Advisory Committees o A number of ad hoc management advisory committees canbe established by City management to providing support technical assistance in the review and development of recommendations for the City Counciland continuing commissions, including: Airport City Band System Development Charge (SDC) Transportation Trees and Urban Forest Wildfire Safety Page1of2 On September 20, 2022 Council approved unanimously that Council address the Resolution in 3 parts starting with Commissions moving to the Standing Advisory Committee and then the Manager Advisory Commissions. FISCAL IMPACTS N/A STAFF RECOMMENDATION N/A ACTIONS, OPTIONS & POTENTIAL MOTIONS recommendations for the Standing Advisory Committees. REFERENCES & ATTACHMENTS Attachment 1: List of appointments Page 2 of 2 STANDING COMMITTEE APPOINTMENT LIST Climate and Environment Policy Advisory Committee (CEPAC; combining Climate Policy and Conservation & Climate Outreach Commissions): Richard Barth Gary Shaff Bryan Sohl Rebecca Walker(SOU REP) Historic Preservation Advisory Committee (HPAC; to support historic dist. certifications): Beverly Hovencamp Katy Repp Sam Whitford Terry Skibby Dale Shostrom Bill Emery Piper Von Chamier Eric Bonetti Shelby Scharen Housing & Human Services Advisory Committee (HHSAC) Joy Fate Echo Fields Kathy Kali Heidi Parker Linda Reppond Rich Rohde Public Arts Advisory Committee (PAAC) Laura Bloom Ken Engelund Joel Frank Cassie Preskenis Stanley Smith Destiny Young Social Equity and Racial Justice Advisory Committee (SERJAC) Emily Simon Precious Yamaguchi Julie Gillis Amit Choudhary Tamara Williams Angela Decker Juan Santiago Planning Department, 51 Winburn Way, Ashland, Oregon 97520 541-488-5305 Fax: 541-552-2050 www.ashland.or.usTTY: 1-800-735-2900 NOTICE OF APPLICATION PLANNING ACTION:PA-T1-2022-00196 SUBJECT PROPERTY:485 A Street APPLICANT: Steve & Kathy Hoxmeier DESCRIPTION: A request for Site Design Review approval to add a two story 400 sq. foot addition to the existing mixed use commercial building located at 485 A Street. The proposed addition will be in the same fashion as the existing building with matching siding, trim, roof and eaves. The addition adds a new bathroom to the existing apartment and a new commercial kitchen below. COMPREHENSIVE PLAN DESIGNATION:Employment; ZONING:E-1ASSESSOR’S MAP: 39 1E 04AB; TAX LOTS: 6500 NOTE:The Ashland Historic Commission will review this Planning Action at an electronic public hearing onWednesday, November 2, 2022at 6:00 PM.See page 2 of this notice for information about participating in the electronic public hearing. NOTICE OF COMPLETEAPPLICATION:October 26, 2022 DEADLINE FOR SUBMISSION OF WRITTEN COMMENTS:November 9, 2022 Historic Commission Meeting Notice is hereby given that the HistoricCommission will hold ahybrid public hearing on the above described planning action on the meeting date and time shown on Page 1. If you would like to watch and listen to the Tree Commissionmeeting virtually, but not participate in any discussion, you can use the Zoom link posted on the City of Ashland calendar website https://www.ashland.or.us/calendar.asp. OVER G:\\comm-dev\\Commissions & Committees\\Historic Commission\\Packets\\2022 Packets\\11.2.2022\\A_485_PA-T1-2022-00196_NOC.docx Oral testimony will be taken during the electronic public hearing. If you wish to provide oral testimony during the electronic meeting, send an email toPC-public-testimony@ashland.or.us by 10:00 a.m. on Wednesday,November 2, 2022.In order to provide testimony at the public hearing, please provide the following information:1) make the subject line of the email “Advisory Commission TestimonyRequest”, 2) include your name, 3) specify the date and commission meeting you wish to testify at, 4) specify the agenda item you wish to speak to,5)specify if you will be participatingby computer or telephone, and 6) the name you will use if participating by computer or the telephone number you will use if participating by telephone. In compliance with the American with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator’s office at 541-488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting. (28 CFR 35.102.-35.104 ADA Title I). The Ashland Planning Division Staff has received a complete application for the property noted on Page 1 of this notice. Because of the COVID-19 pandemic, application materials are provided online and comments will be accepted by email. Alternative arrangements for reviewing . the application or submitting comments can be made by contacting (541) 488-5305 or planning@ashland.or.us A copy of the application, including all documents, evidence and applicable criteria are available online at “What’s Happening in my City” at https://gis.ashland.or.us/developmentproposals/. Copies of application materials will be provided at reasonable cost, if requested. Under extenuating circumstances, application materials may be requested to be reviewed in-person at the Ashland Community Development & Engineering Services Building, 51 planning@ashland.or.us. Winburn Way, via a pre-arranged appointment by calling (541) 488-5305 or emailing or to the City of Ashland Planning Division, 51 Winburn Any affected property owner or resident has a right to submit written comments to planning@ashland.or.us Way, Ashland, Oregon 97520 prior to 4:30 p.m. on the deadline date shown on Page 1. Ashland Planning Division Staff determine if a Land Use application is complete within 30 days of submittal. Upon determination of completeness, a notice is sent to surrounding properties within 200 feet of the property submitting application which allows for a 14-day comment period. After the comment period and not more than 45 days from the application being deemed complete, the Planning Division Staff shall make a final decision on the application. A notice of decision is mailed to the same properties within 5 days of decision. An appeal to the Planning Commission of the Planning Division Staff’s decision must be made in writing to the Ashland Planning Division within 12 days from the date of the mailing of final decision. (AMC 18.5.1.050.G) The ordinance criteria applicable to this application are attached to this notice. Oregon law states that failure to raise an objection concerning this application, by letter, or failure to provide sufficient specificity to afford the decision maker an opportunity to respond to the issue, precludes your right of appeal to the Land Use Board of Appeals (LUBA) on that issue. Failure to specify which ordinance criterion the objection is based on also precludes your right of appeal to LUBA on that criterion. Failure of the applicant to raise constitutional or other issues relating to proposed conditions of approval with sufficient specificity to allow this Department to respond to the issue precludes an action for damages in circuit court. If you have questions or comments concerning this request, please feel free to contact Aaron Andersonat 541-552-2052 or aaron.anderson@ashland.or.us. SITE DESIGN AND USE STANDARDS 18.5.2.050 The following criteria shall be used to approve or deny an application: A.Underlying Zone:The proposal complies with all of the applicable provisions of the underlying zone (part 18.2), including but not limited to:building and yard setbacks, lot area and dimensions, density and floor area, lot coverage, building height, building orientation, architecture, and other applicable standards. B. Overlay Zones:The proposal complies with applicable overlay zone requirements (part 18.3). C. Site Development and Design Standards:The proposal complies withthe applicable Site Development and Design Standards of part 18.4, except as provided by subsection E, below. D. City Facilities:The proposal complies with the applicable standards in section 18.4.6 Public Facilities and that adequate capacity of City facilities for water, sewer, electricity, urban storm drainage, paved access to and throughout the property and adequate transportation can and will be provided to the subject property. E.Exception to the Site Development and Design Standards:The approval authority may approve exceptions to the Site Development and Design Standards of part 18.4 if the circumstances in either subsection 1 or 2, below, are found to exist. 1.There is a demonstrable difficulty meeting the specific requirements of the Site Development and Design Standards due to a unique or unusual aspect of an existing structure or the proposed use of a site; and approval of the exception will not substantially negatively impact adjacent properties; and approval of the exception is consistent with the stated purpose of the Site Development and Design; and the exception requested is the minimum which would alleviate the difficulty.; or 2.There is no demonstrable difficulty in meeting the specific requirements, but granting the exception will result in a design that equally or better achieves the stated purpose of the Site Development and Design Standards. G:\\comm-dev\\Commissions & Committees\\Historic Commission\\Packets\\2022 Packets\\11.2.2022\\A_485_PA-T1-2022-00196_NOC.docx Mail - E revbev549@gmail.combill@ashlandhome.netshobro@jeffnet.orgpiper@terrainarch.comskwhippet@charter.netterryskibby@gmail.comashlandoregon@gmail.comshelby@scharendesignstudio.comKaylynnrepp@gmail.comshaun .moran@council.ashland.or.usDerek.Severson@ashland.or.usregan.trapp@ashland.or.us 2767 - 889797613194047420402233 488 --- --- Work 944Fax488821552552 621 COMMISSION List 9.27.2022 Updated 6157 9863 - - 2320660873734502805765344645412 860 --------- Home 488482482951708 458482503215 HISTORIC Membership Rd. Lane Way Drive Street Creek ASHLAND Apple Grizzly of of HiddenBeach Scenic Mailing 2962Drive1240Tolman6111330 Seena Lane514 Siskiyou BlvdCityAshlandCityAshland 1385174355548 C Street 55 4/30/23 Term 4/30/244/30/234/30/244/30/24/30/244/30/24/30/234/30/23 Name Staff - Council Admin - - Chamier r Hovenkamp Moran Trapp Von Skibby Shostrom Whitford Chai Emery Commissioner BillDalePiperViceSamTerryEric BonettiShelby ScharenKaty ReppShaunLiaisonDerek SeversonLiaisonReganSupport BeverlyChair