HomeMy WebLinkAbout2022-10-25 Planning MIN
ASHLAND PLANNING COMMISSION
STUDY SESSION
Minutes
October 25, 2022
I.CALL TO ORDER:7:00 PM
Chair Haywood Norton called the meeting to order at 7:00p.m.in the Civic Center Council Chambers, 1175 East Main Street.
Commissioners Present:Staff Present:
Michael DawkinsBrandon Goldman, Acting Community Development Director
Haywood NortonDerek Severson, Senior Planner
Lynn ThompsonMichael Sullivan, ExecutiveAssistant
Eric Herron
Lisa Verner
Doug Knauer
Kerry KenCairn
Absent Members:Council Liaison:
Paula Hyatt
II.ANNOUNCEMENTS
Acting Community Development DirectorBrandon Goldmanmade the following announcements:
At its October 31, 2022 Study Session the City Council will discuss two items relating to the Planning
Commission; first, to review manufactured housing parks and a potential ordinance for rezoning manufactured
housing parks to allow that as an exclusive use. This was brought to the attention of the Council by two City
Councilors, as well as members of a manufactured park in Ashland. The second item will beto reviewthe
Community Development Department’s review procedures for the purpose ofprovidinggreater clarity to
residents and developersduringthe permitting process.
On November 15, 2022 the Council will review anordinance regardinga change toHousing and Employment
Zones.The Commissionpreviouslyrecommendedanincreaseofground-floor residential use in mixed-use
buildings.The Council will also hold a First Reading and Site Review of the 1511 Highway 99 Northannexation,
which the Commission recommended forapproval at its October 11, 2022 meeting.
III.PUBLIC FORUM-None
IV.DISCUSSION ITEMS
A.Food Truck Ordinance Updates –Continued
Staff Presentation
Senior Planner Derek Severson provideda presentation detailingseveral key points for the Commission to discuss.He
will then bring the Commissiona draft ordinance at theirNovember 8, 2022 meetingfor deliberations and approval. Mr.
Severson commented that he had invited approximately 50 food truck vendors to participate in the discussions, but that
staff had not received any requests to speak at the meeting.
Mr. Severson informed the Commission that any regulations regarding handwashing stations and restrooms would be
under the jurisdiction of the state and county, though the Commission could require furtherguidelines. The Oregon
Health Authority(OHA)requires that any food truck that operates for more than two hours, or has seating in place for
Ashland Planning Commission
October 25, 2022
Page 1of 6
customers, is required to have a restroom available within 500ft. They would also be required to provideaccess to a
handwashing station with hot/cold running water and soap, as well as paper towels or air dryers. This requirement could
be met by an agreement between the food truck vendor and a nearby business that providesthose amenities, and would
be verified bythe Jackson County Environmental Health Department upon receipt of the vendor’s permit application(see
attachment #1).
Questions and Discussion
Commissioner KenCairn inquired if a porta-potty would fulfillthose requirements, and Mr. Severson responded that a
standard model wouldnot have a handwashing station. Commissioner Knauer commented that an agreement between a
food truck vendor and a nearby business should be sufficient, otherwise the vendor should be required to provide those
amenities themselves. There was general agreement from the Commission.
Commissioner Thompson asked if these standards would apply to the temporaryuse permit,or just theproposedlonger-
term ministerial permit.Mr. Severson responded that it wouldto a temporaryuse permit.Commissioner Thompson
recommended that, in additional to requiring a business license and allassociated inspections, that vendors also
possess the applicable licenses from the OHAand be in compliance with their requirements. She remarked that it should
also be clear what the repercussions for noncompliance should be. Commissioner Knauer agreed, inquiring what form
enforcement would take. Mr. Goldman responded that code compliance complaints are typically brought to staff very
quickly due to the relatively small size of the City,andthe offending vendor would be contacted and their permitwould
be placed under reviewbefore they could reopen. Commissioner Herron commented that the guidelines should be
referenced on the permit or application so that the vendors are explicitly aware of the requirements. Mr. Goldman
agreed, adding that it would make code compliance more affective.
Chair Norton inquired if vendors would be required to display their permit on the premises, commenting that the Health
Department normally requires that customers can see the vendor’s permit. He added that the best code enforcement
typically will comefrom a vendor’s competitors who have completed the permitting process. Commissioner Thompson
remarked that food trucks should also post where restrooms and handwashing stations could be accessed in the event
that the vendor has an agreement with a local business.
Commission Thompsoncommented that it was unclear how many of the listed requirementsof the draft codewould
apply to temporary-usepermits,andinquired if temporaryusepermitswould haveneed to meet the requirements.Mr.
Severson responded that it was his intention to keep temporaryusepermits as they are currently, but that the additional
requirements could be included. He noted that temporaryusepermits are still required to meet Jackson County health
guidelines, and couldonly operate for limited periods.Commissioner Thompson stated that some of the ministerial
permit requirements should be considered for the temporaryusepermits. Commissioner Herron remarked that the
existing restroom requirements doaffect a food truckonce ithas been set up longer than two hours, to which
Commissioner Thompson recommended that the guidelinesshouldbe stated clearly on the permit application.
Commissioner Thompson asked whichcriteria for approval would be utilized by staff. Mr. Goldman responded that
review for granting a special-use permit was based on the applicant’s permithistory from thepreviousyear. He said that
staff would also examine whether thefood truck would encroach into the public right-of-way,and whetherthey had
street-closure or sidewalk-closure permits issued.They would also be required to receive all necessary approvals from
the Fire Department regarding safety concerns,as well as licensingfrom the Oregon Liquor and Cannabis Commission
in the event that the vendor wishes to sell alcohol. Mr. Severson added that applicants would be required to submit a site
plan for review, and detailed how the approval criteria arenot limited to one department.
Chair Norton stated that the catalyst for these discussions was a local business thatwanted to hirea food truck as a
show of appreciation for their employees, but thatPlanningstaff was restrained due toexisting restrictions. He proposed
that a list of previously approved vendors be created in order to expedite the review process. Commissioner KenCairn
was concerned that such a list would promote some vendors over others.Chair Norton clarified that it would be used to
approve vendors that have already obtained their certifications, and Mr. Severson commented that expediting the
approval of already certified vendors would be possible.Mr. Goldman added that the business owners in questionwere
advised they would need a special event permitfor an employee appreciation event, and that that a Condition Use
Ashland Planning Commission
October 25, 2022
Page 2of 6
Permit (CUP) would be required for more regular use.Under discussion would bethe rules forshort-termmonthly use,
as well ascreatingan avenue for persistent useon surplus parking lotsofcommercial properties.
Commissioner Herron inquired what kind of permit would need to be obtained for the small event under discussion. Mr.
Goldman responded that they would have needed to acquire a ministerial special event permit, which typically can be
approved within less than a week, because the vendors would be providing food to the businesses employees and not
the general public. Commissioner Thompson expressed concern over the definition of thetemporaryusepermit, pointing
out that it is not limited to food trucks.She emphasized thatthe Commission should be aware of the unintended
consequences of the broad allowancesin a ministerial permit, and that they should be specifically related to food trucks
and special events.Commissioner KenCairn responded that special events would also need to be defined as well. Chair
Norton inquired if someone who obtained a ministerial permit would be able to sell non-food items.Mr. Severson
responded that the temporaryuse information is already in the code, and that staff ismerelyproposing changes to
increasetemporary use permit allowancesfor food trucks from72 hours per yearto 72 hours per month.Commissioner
KenCairn recommended that the special event ordinance remain the way it is, and that food trucks be the only vendors
with greater allowances.
Commissioner Knauer inquired what limitationsthere wereon employers hiring a food truck for employee use, citing food
trucks as a means by which employers hopeto increase employee retention. Mr. Goldman responded that the business
couldapply for a ministerial permitin order to exceed the proposed 72 hour permonthallowed by thetemporary use
permit.
Mr. Seversoninformed the Commissionthat staff would be looking at existing plaza spacefor ministerial permits, and
relatedhow food vendors and space for outdoor eating are currently amongthe identified elements where plaza space is
required in the Detail Site ReviewZone. Given that there are already elements deemed appropriate for a plaza space,
staff believed it is logical to provide ministerial permits instead of requiring the applicant to go through the CUP process.
As long as the vendor would operate in a Detail Site Review Zonewithout altering the existing site plan, unless to
provide temporary power, then they could be permitted. Mr. Severson gave the Bricks at the Oregon Shakespeare
Festival as an example, and noted that they already have a relevant CUP. Commissioner Thompson pointed out that the
plaza requirement does not apply to the Bricks area,and inquired if staff was looking at designs that incorporate plazas
explicitly. Mr. Severson detailed how the Bricks were considered plaza space until recent code changes. Commissioner
KenCairn commentedthat the plaza space owner would be the one to apply for a permit, not the vendors. Mr. Goldman
agreed, but stated that it would likelybea collaborative permit application between the property owner and the vendor.
Mr. Severson detailed how the ministerial permit would be for the site itself, while the vendor would have to demonstrate
all relevant approval criteria.He added that this process would only apply to private land, not public.
There was general discussion regarding appropriate sites for food trucks to operate. Commissioner Dawkins was
hesitant to allow food trucks to compete directly with small businesses like Ruby’s. Mr. Goldman commented that
Southern Oregon University has a special use permit for food trucks in front of the Stevenson Union Building, but has
shown interest in applying for more regular use. Chair Norton inquired what type of permit the Farmer’s Market operates
with, and Mr. Goldman responded that it is a CUPwith the option for up to fifteen food trucks. Commissioner Thompson
remarked that a CUP seemed to be the correct avenue to pursue, and inquired if there was a size limitation on food
trucks in relation to plaza space. Mr. Severson responded that there currently is no size limit, just that it cannot interfere
with the existing site plan.
Mr. Severson inquired whether the Historic Districts outside of downtown should be excluded from consideration for food
trucksor whether the applications should be sent to the Historic Commission for review. There was agreement that the
Historic Commission should decide, but Commissioner KenCairn warned that food trucks could interfere with parking if in
operation too regularly.
Commissioner Thompsonnoted that the dimensionsfor a food trucklisted in the staff presentationwould be larger than
a standard parking space at 170squarefeet, evenwithout additional equipment. Mr. Severson stated that those
measurements were adopted from the City of Medford’s food truck guidelines and could be adjusted. Commissioner
Thompson inquiredif a minimum 10-space lot should be required ifa food truck couldpotentiallytake up to 20% of the
Ashland Planning Commission
October 25, 2022
Page 3of 6
space.Commissioner KenCairn commented that a 5-space lot could be sufficient if those spaces are not part of the
business’ required parking. Commissioner Knauersuggested that the number of spaces occupied by a food truck be at
the discretion of the businesslotowner. Commissioner Thompson agreed, as long asstrainwas not placed onnearby
on-street parking. Mr. Goldman notedthat the new Climate Friendly and Equitable Communitiesguidelinesset to take
effect on December 31, 2022 could negate any parking requirementsimposed.Commissioner KenCairn stated that a
businessthatonly requireda small amount of parking space should not be restricted from allowing food trucks, and
feared that such guidelines would disproportionally affect smaller businesses. Commissioner Herron recommended that
vendors only be permitted to take up 20% of a parking lot, as this would allow for smaller businesses to accommodate
smaller food carts and still provide parking. There was general agreement from the Commission.
Mr. Severson detailed the approval criteria to operate a food truck via the ministerial permitas such: a ministerial permit
and business license; registering and paying food and beverage tax; inspections from the Building, Fire, and Health
departments; the food truck not be located in the public ROW, public parking lots, parks, or in residential zones; and
could not remain in place for more than 5 consecutive days. Commissioner Thompson noted that the Ashland Fire Chief
had stated that the City would accept assistance inspecting food trucks from the Medford Fire Department. Mr. Severson
suggested that the City would likely see food trucks that had already passed inspection from the Medford Fire
Department and could therefore be permitted based on that prior approval.
Mr. Severson reminded the Commission that staff had initially recommended up to three food trucks be permitted under
ministerial review on the same lot before being designated as a food pod, but that the Commission had considered
reducing that down to two.He elaborated that the elements constituting a food podwould bethosenot located in a plaza
space or parking lot, have utility connections,andpermanentseatingrequiring asite review.Commissioner Dawkins
askedif a food pod would need to be approved by the Commission. Mr. Severson stated that something like that would
typically be handled as a Type I permit, which would include a staff review and decision, beNoticed,and be brought to
the Commission if objected to by the neighbors.Chair Norton remarked that the Ashland Street space for food trucks
needed to be approved by the Oregon Department of Transportation (ODOT), and required a greater level of review
despite it not constituting a food pod. There was agreement among the Commissionthat the maximum number of food
trucks permitted on the same lot without requiring a site review would be three, and would only be permitted in
commercial zones.The Commission determined that a CUP would also be requiredfor permitting in the downtown area,
because a ministerialor specialpermit was deemed to be inappropriate.
Mr. Severson inquired if the need for a food truck to vacate an area after a maximum of five days was appropriate, which
the Commission all agreed it was.
Commissioner Herron questionedhow the Historic Commission would review a food truck permitdue to its relative
impermanence. Commissioner KenCairn commented that the Historic Commission would speak more to the nature of
the area, but would then also need their own set up approval criteria.Mr. Goldman pointed out that the Historic
Commission would only be providing a recommendation, and that the deciding body would apply its approval criteria.
Mr. Severson askedif the Commission would be comfortable with a Type I process in the event of a site review and
being approved at the staff level, but with the potential toappeal to the Commission and theNoticingofneighbors.
Commissioner Knauer remarked that an appeal could add two monthsto a project, andinquired if there were any other
alternative routes to consider. Mr. Severson responded that the alternative would be the ministerial permit, but that a
Type I project would have the potential for permanent site alterations that could impact nearby property owners, traffic
flow, or utility systems. Ministerial permits wouldalsonot be Noticed to neighbors.
B.Community Development Permitting Process and Code Review
Staff Presentation
Mr. Goldman informed the Commission thatstaffwould begoing before the Councilon October31, 2022to discussthe
Community Development permitting process andcode review. Thisis inresponse to the Economic Roundtable that the
Council held on May 16, 2022,where concernswereraised regarding the clear and objective standards utilized by the
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October 25, 2022
Page 4of 6
Community Development Department forbuilding code review forbuildingpermits and planning actions.This will
examine whether a more streamlined development review processcouldbe identified tomake it morecost-effectiveand
expeditiousfor owners and developers. Mr. Goldman noted that the Community Development Departmentis a regulatory
agency andis required to uphold local, state, and federal lawsthat apply to projects under review, but outlined how this
could result inincreased communication with applicants.Staff recently createda questionnaire that wassent out to
1,200 developers and owners,in order to gather feedback regarding their experience with the Community Development
staff.Staffhadconducteda similar survey 5 years ago, and based on the resultswill be able to determineifcustomer
satisfactionhas increased or decreased over that period.They couldthen determinehow to provide more effective
servicesin the future.
Mr. Goldman stated that roundtable meetings between developers and the City Managerare being considered by staffto
considerhow to streamline thepermitting and reviewprocess. The City mayalsocreatean ad hoc review boardto
identifyand reviseportions of the code that are unclearto developers and applicants. As an example, an interpretation
request previously came before the Commissionregarding the maximum driveway grade on a driveway up to 200ft with
a 15% slope. Aninterpretation was required before theprimaryapplication could be submitted,and anad hoc review
board would be created to clarify similar portions of the code.
Mr. Goldman itemized ways in which staff has already streamlined the application review process,including updated
permitting software systemandthe increased use of online submittal systems for faster communication and review.The
City is also developing a Citizen Self-Service system that would allow customers to submit applications, check their
permit status, and request inspectionsonline.Mr. Goldman noted that, upon review of minor code revisions, as well as
the changes to the City commissions that were recently implemented, staff will no longer require review from the Tree
Commissionprior to approving someprojects.Additionally, there may be opportunities for staff to eliminate several
smaller permits that do no need to be reviewed by the Commission, but take up significant staff time, such astree
removal permits andfence permits.These would be larger policy changes that will require review by the Commission
and Council andwouldresult in code amendments.
QuestionsandDiscussion
Commissioner Knauer expressed concern that the move to self-service systems would adversely affect customer satisfaction,
particularly if the system is difficult to operate. Mr. Goldman assured the Commission that staff would always be available for
customer assistance, and that there would be no current services would be eliminated. He added that many of the City’s frequent
customers already use and prefer the online portal, but that educational materials could be created for those using it for the first
time.He clarified that customers would only be able to access applications associated with their email address, statingthat
privacywould beaparticularly critical component ofcode compliance cases.Commissioner Knauer inquired about what changes
had been made since the last public survey and if those goals had been met. Mr. Goldman replied that he did not have a clear
answerat this time.
Commissioner Thompson asked how a citizen would know which projects required permits. Mr. Goldman responded that staff
would always be an available resource for any questions, but that staff hadno proactive public educationalprograms regarding
permits. He added that staff will often need to step in in cases where residents have started minor projects that they were
unaware required permits. Commissioner Thompson was hesitant to eliminate someminor permits, pointing out that it could be
more expensive and time-consuming for residents to require changesafter the project hadbegun developmentthat could have
been corrected in the permitting stage. Mr. Goldman agreed, but stated that such an initiative could reduce the backlog of minor
permits and free up staff time to review larger projects. Commissioner Thompson suggested that online resources be available for
residents to check if a permit is required.
Commissioner KenCairn inquired if fence standards would be eliminated if the need for a fence permit was removed. Mr.
Goldman responded that the standards would remain in place, and detailed how a shed under 200 square feet does not require a
permit but must abide byCity codes. Chair Norton drew attention to several relevant criteria for fences, and requested that staff
forward theabove-mentionedquestionnaireto the Commission.
Chair Norton lamented that a significant portionof the feedback received from the Economic Roundtable did not offer specific
avenues to improve the development process. Commissioner Thompson pointed out that many applicants are unaware that the
Ashland Planning Commission
October 25, 2022
Page 5of 6
Commission’s roleisto apply existing codes to proposed projects, which can result in them being denied. Chair Norton
commented that he wouldliketo hear morefrom applicants aboutspecifics areas forimprovementin the future.
VII.ADJOURNMENT
Meeting adjourned at 8:54p.m.
Submitted by,
Michael Sullivan, ExecutiveAssistant
Ashland Planning Commission
October 25, 2022
Page 6of 6
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29/4/3/151/C
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29/4/5/151/C
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29/4/6/161/D!
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29/3/4/256/
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62!Xjocvso!Xbz!!!Gby;!652.663.3161
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xxx/btimboe/ps/vt
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usvdl!ps!gppe!dbsu/
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62!Xjocvso!Xbz!!!Gby;!652.663.3161
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xxx/btimboe/ps/vt