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HomeMy WebLinkAbout2010-10-12 Planning PACKET Note: Anyone wishing to speak at any Planning Commission meeting is encouraged to do so. If you wish to speak, please rise and, after you have been recognized by the Chair, give your name and complete address for the record. You will then be allowed to speak. Please note that the public testimony may be limited by the Chair and normally is not allowed after the Public Hearing is closed. ASHLAND PLANNING COMMISSION REGULAR MEETING OCTOBER 12, 2010 AGENDA I. CALL TO ORDER: 7:00 PM, Civic Center Council Chambers, 1175 E. Main Street II. ANNOUNCEMENTS III. CONSENT AGENDA A. Approval of Minutes 1. August 10, 2010 Planning Commission Minutes 2. September 28, 2010 Study Session Minutes IV. PUBLIC FORUM V. TYPE II PUBLIC HEARINGS A. PLANNING ACTION:2010-00993 SUBJECT PROPERTY: 400 Allison Street APPLICANT: Heiland Hoff, Architect for owner Robin Biermann DESCRIPTION: A request for a Conditional Use Permit to exceed the Maximum Permitted Floor Area (MPFA) within an Historic District by 17 percent or 315 square feet. The project consists of demolishing the existing 1,144 square foot non-historic/non-contributing duplex building and constructing a new two-story 2,183 square foot dwelling with a daylight basement and two- car garage. (The Building Division has tentatively approved the demolition proposal subject to The application also includes a request for a Tree Removal Permit to this land use approval.) remove eight trees six-inches in diameter at breast height (d.b.h.) or greater. COMPREHENSIVE PLAN DESIGNATION: Low Density Multi-Family Residential; ZONING: R-2; ASSESSOR’S MAP #: 39 1E 09 BD; TAX LOT: 14200 VI. 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 1-800-735-2900). Notification 48 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 PLANNING COMMISSION REGULAR MEETING MINUTES August 10, 2010 CALL TO ORDER Chair Pam Marsh called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Larry Blake Bill Molnar, Community Development Director Michael Dawkins Maria Harris, Planning Manager Dave Dotterrer April Lucas, Administrative Supervisor Pam Marsh Debbie Miller Melanie Mindlin Mike Morris John Rinaldi, Jr. Absent Members: Council Liaison: None Eric Navickas, absent ANNOUNCEMENTS Community Development Director Bill Molnar announced the City Council’s comments and resolution regarding Regional Problem Solving (RPS) will be presented at a public hearing before the Jackson County Planning Commission at 9:00 a.m. on Thursday, August 12. Commission Chair Pam Marsh announced the vacancy on the Planning Commission and encouraged interested citizens to submit applications to the Mayor’s office. CONSENT AGENDA A.Approval of Minutes 1. July 13, 2010 Planning Commission Minutes Commissioners Miller/Dotterrer m/s to approve the Consent Agenda. Voice Vote: all AYES. Motion passed 8-0. PUBLIC FORUM No one came forward to speak. OTHER BUSINESS A.Approval of Findings for Planning Action #2010-00582, 1405 Tolman Creek Rd. Commissioners Dotterrer/Rinaldi m/s to approve the Findings for Planning Action #2010-00582. Voice Vote: Commissioners Morris, Rinaldi, Blake, Miller, Mindlin, Dotterrer and Marsh, YES. Commissioner Dawkins, NO. Motion passed 7-1. B.Overview of Pedestrian Node Project. Planning Manager Maria Harris presented an overview of the City’s pedestrian node project. She explained this project comes from the “string of pearls” concept that was presented at an arterial design workshop that occurred in September 2007. Ms. Harris noted the importance of improving the safety and mobility for pedestrians and motorists and listed the elements for great pedestrian streets as: good places to sit, transit stop amenities, a network of bike routes and parking, a high degree of transparency on the ground floor of buildings, continuous building walls, and creating private/public open spaces. Ashland Planning Commission August 10, 2010 Page 1 of 3 Ms. Harris provided the history of this grant. She explained the Planning Division originally submitted a grant pre-application to the state for the Pedestrian Node Project, but was later asked to combine this with the Public Works Department’s Transportation System Plan (TSP) project. Staff complied and in June 2009 the City received a state grant that incorporated the Pedestrian Node project into the TSP project. She clarified the Public Works Department is managing the overall project, however the Planning Commission will be very involved in the TSP update and the Planning Division will be handling the Pedestrian Node portion (Task #6). Ms. Harris listed the intersections identified for the Pedestrian Node project as: 1) East Main Street and North Mountain Avenue, 2) Walker Avenue and Ashland Street, and 3) Tolman Creek Road and Ashland Street. She also stated these future nodes share common characteristics including: 1) intersections include one of Ashland’s boulevards, 2) there is an existing auto-oriented development pattern, 3) there are undeveloped and re-developable sites, 4) there are existing bus lines, 5) there are commercial and community oriented uses near the intersection, and 6) there is currently zoned commercial or multi-family residential. Ms. Harris also touched on the project objects, scope of work, and the upcoming meeting schedule. Staff was asked to comment on why the Tolman Creek Rd/Ashland St intersection was selected instead of the intersection of Siskiyou Blvd and Bridge. Mr. Molnar clarified because of budget constraints, there was not adequate funding to include all four intersections. Ms. Harris noted the development potential for the 3 lots that were selected, and it was clarified the Siskiyou Blvd intersection was removed from this project since this could have conflicted with the study being done as part of the SOU Master Plan. Commissioner Marsh recommended they discuss the public meeting schedule for the pedestrian node element. She questioned who will plan and run these meetings and stated she would like for the commission to take on more ownership with this project. Marsh proposed a subcommittee of the Planning Commission be selected to flush out some of these details. General support was voiced for this suggestion and the commissioners shared their input. Commissioner Dotterrer suggested the subcommittee could help assemble the comments from the public meetings and recommended the commission vote on meeting minutes for those workshops to ensure the outcomes are accurately captured. Commissioner Miller suggested examples of pedestrian node projects be presented at the public meetings and recommended they allow citizens to comment on how this project might affect them. Commissioner Mindlin voiced her concern that the public meetings will be more of a presentation format and would like to make sure the public influences the outcome. Ms. Harris clarified the consultant’s will not be coming to the first public meeting with a set of schemes. Commissioner Miller recommended they have a good amount of media coverage, and recommended they get the word out early to create buzz. Commissioner Mindlin commented that there is a huge amount of education needed for the public to understand why the City is doing this project and stated it would be great to get this information out in advance of the meetings. Commissioner Marsh asked for volunteers to participate on the subcommittee. Commissioners Rinaldi, Miller and Mindlin were selected to work with staff in regards to the public workshops. C.Approval of changes to Planning Commission Rules of Conduct/Discussion of Chair and Vice Chairs for remainder of 2010 Commissioner Marsh noted the Rules document contained in their packet materials contains an error and corrected copies were handed out at the beginning of the meeting. Staff clarified the error was regarding the Commissions ability to make changes to the City’s Comprehensive Plan. The old version states any changes have to be approved by the majority of members on the commission, and the new language states only a simple majority of those present is now needed. Commissioner Dotterrer questioned the language in section 6.3(a)(i) which states a request for reconsideration shall be made at least 15 days prior to the commission’s next regular meeting. He asked if this places a burden that can’t be met since there is typically only 14 days between meeting dates. Mr. Molnar clarified staff typically brings findings before the commission 30 days after the decision is made, and commented that he believes the 15-day timeframe was selected in order to have adequate time to evaluate the request and notice the meeting. He stated Dotterrer raises good question and recommended this item be postponed so that staff can compare the language in the Rules document with the requirements in the Land Use Ordinance. Marsh agreed and recommended this item come back at a future meeting. Ashland Planning Commission August 10, 2010 Page 2 of 3 Commissioner Marsh noted the new procedures change the timing of the chair selection, which previously has taken place in June. She clarified the new procedures state the officers will be selected at their first meeting in January and asked whether the commission would like to elect interim chairs. Support was voiced for extending the terms of the commission’s existing officers. Commisioners Mindlin/Rinaldi m/s to extend the terms of the current officers until the elections in January. Voice Vote: all AYES. Motion passed 8-0. Commissioner Marsh recommended the Commission start thinking about their annual retreat, which is typically held in the fall. Several possible dates were mentioned. The commissioners were asked to email staff the dates they would be unavailable and Marsh stated she would work with staff and send out options. ADJOURNMENT Meeting adjourned at 8:10 p.m. Respectfully submitted, April Lucas, Administrative Supervisor Ashland Planning Commission August 10, 2010 Page 3 of 3 ASHLAND PLANNING COMMISSION STUDY SESSION MINUTES September 28, 2010 CALL TO ORDER Chair Pam Marsh called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Larry Blake Bill Molnar, Community Development Director Michael Dawkins Maria Harris, Planning Manager Dave Dotterrer Brandon Goldman, Senior Planner Pam Marsh April Lucas, Administrative Supervisor Melanie Mindlin Mike Morris John Rinaldi, Jr. Absent Members: Council Liaison: Debbie Miller Eric Navickas ANNOUNCEMENTS Community Development Director Bill Molnar noted the Commission’s annual retreat has been scheduled for Saturday, January 8, 2011. He also noted the on the record appeal of AT&T’s application will be held next Tuesday before the City Council. Council Liaison Eric Navickas noted the City Council approved a feasibility study to look into urban renewal districts and tax increment financing; and noted the Planning Commission would be involved in this process if the Council decides to move forward. He commented briefly on this concept and clarified the Council is considering this type of financing for improvements to the railroad property, downtown, or the Croman Mill site. PRESENTATIONS A.Public Meeting Procedures/Ethics City Recorder Barbara Christensen provided a presentation on public meetings law, public records law, and government ethics. The following is a summary of the key items presented by Ms. Christensen: All meetings must be open to the public. If a quorum is not present, no meeting can be held and the members should go home. Meeting minutes must include: members present, all motions and measures proposed, the result of all votes, the substance of any discussion, and a reference to any documents discussed. They do not need to be verbatim. Every person has the right to inspect public records and there is very little that is exempt from public records law. All of the commissioners are considered “public officials” and it is their duty to act in the public’s best interest. An “Actual Conflict of Interest” is defined as: When the action taken by a public official WOULD affect the financial interest of the official, the official’s relative, or a business in which the official or a relative is associated. A “Potential Conflict of Interest” is defined as: When the action taken by a public official COULD affect the financial interest of the official, the official’s relative, or a business in which the official or a relative is associated. Officials must publicly announce the nature of a conflict of interest before participating in any official action on the issue. Ms. Christensen recited the “6 Levels of Decision Making” and concluded her presentation by encouraging the commissioners to work towards the public trust and to remember who it is they represent. Ashland Planning Commission September 28, 2010 Page 1 of 2 Commissioner Marsh asked about financial reporting requirements and Ms. Christensen clarified this is now done annually each April instead of quarterly. B.Copenhagen Bicycling and Pedestrian Facilities The Planning Commission watched two short videos on the bicycle and pedestrian facilities in Copenhagen, Denmark. OTHER BUSINESS A.PC Subcommittee Recommendations on the Pedestrian Places Public Process Commissioner Marsh noted the Planning Commission subcommittee on the Pedestrian Places public process met twice and have drafted a “Publicity and Workshop Framework” document. Commissioners Mindlin and Rinaldi provided an overview of their work and highlighted the following items: Educating the public will be an important component, including explaining the benefits and the reasons for engaging in this process Changed the name of the public sessions from “Open Houses” to “Workshops” Changed the title of the project from “Pedestrian Nodes” to “Pedestrian Places” Recommended Planning Commissioners facilitate breakout groups at the workshops Planning Manager Maria Harris requested the commissioners give their preference on the timing of the facilitation training that will need to occur before the first workshop. The Commissioners went around the room and consensus was reached to meet a half-hour before the October 26 Joint Study Session. The Commission reviewed the Publicity and Workshop Framework document developed by the subcommittee and indicated who would be responsible for each task. It was decided that staff would handle the following items: 1) publish a workshop notice in the CitySource, 2) send meeting invites to properties within 200 ft, 3) send meeting invites to businesses in the area, 4) create a project webpage on the City’s website, 5) post news items to the City’s homepage, 6) draft a press release, and 7) create a slide for RVTV channel 30. Ms. Harris stated overall this is an ambitious list in terms of work for staff, but they will do as much as possible while balancing their other projects and demands. Marsh voiced her support for the increased publicity outlined in the framework document and requested staff email the commissioners a copy of the press release and any other documents they produce. Commissioner Mindlin noted the radio and television component and stated she would want some talking points before she felt comfortable speaking with the media. Ms. Harris noted that staff has already begun working on these, however the group agreed it was more appropriate for the general media and Jefferson Exchange interviews to occur after they are further along in the process. Commissioner Marsh stated she would handle the letter to the editor, and Commissioner Dotterrer offered to make an announcement and distribute handouts at the Ashland Rotary meetings. Commissioner Morris was asked to investigate the feasibility of approaching the Chamber, and the other commissioners were asked to make announcements and handout flyers at their respective service clubs. Marsh stated she would post workshop flyers at local bicycle and running shops, and suggested they approach the Daily Tidings about publishing an article. The group also briefly discussed the possibility of extending the notice area and mailing postcards instead of letter-sized flyers. ADJOURNMENT Before the commission adjourned, Ms. Harris noted the Proclamation for Community Planning Month that will be read by the City Council at their next meeting and highlighted the activities staff is conducting to promote this. 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