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HomeMy WebLinkAbout2025-06-24_Planning MIN Planning CommissionMinutes 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 the public testimony may be limited by the Chair. June 24, 2025 SPECIAL MEETING Minutes I.CALL TO ORDER: Chair Verner called the meeting to order at 7:00 p.m. at the Civic Center Council Chambers, 1175 E. Main Street. Commissioner Perkinson attended the meeting via Zoom. Chair Verner thanked Commissioner Perkinson for his outstanding service as he exits the commission. She noted that Greg was leaving because he no longer resides in Ashland, which is a requirement for being on the Commission. Commissioners Present: Staff Present: Lisa Verner Brandon Goldman, Community Development Director Kerry KenCairn Derek Severson, Planning Manager Eric Herron Michael Sullivan, Executive Assistant Gregory Perkinson Russell Phillips John Maher Susan MacCracken Jain Absent Members: Council Liaison: Jeff Dahle (absent) II.ANNOUNCEMENTS 1.Staff Announcements: Community Development Director Brandon Goldman made the following announcement: The Council reviewed the appeal of 231 Granite Street at its recent meeting and remanded it to the Planning Commission to review and adopt more substantive findings related to the approval criteria. This matter will be coming back to the Planning Commission in August, 2025. 2.Advisory Committee Liaison Reports – None III. CONSENT AGENDA Approval of Minutes 1.April 29, 2025 Special Meeting Minutes 2.May 27, 2025 Special Meeting Minutes 3.June 10, 2025 Regular Meeting Minutes Page 1 of 6 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email 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). Planning CommissionMinutes Commissioners Phillips/Perkinson m/s to approve the consent agenda as presented. Voice Vote: all AYES. Motion passed 7-0. IV.PUBLIC FORUM – None V.LEGISLATIVE PUBLIC HEARING PLANNING ACTION: PA-L-2025-00016 APPLICANT: Southern Oregon University LOCATION: The Southern Oregon University District ZONE DESIGNATION: SO (Southern Oregon University) COMP. PLAN DESIGNATION: Southern Oregon University District ORDINANCE REFERENCES: 15.04.210-.216 Demolition or Relocation of Structures 18.3.6 Southern Oregon University District 18.4.7 Signs 18.5.2.030 Review Procedures 18.5.7.020 Applicability & Review Procedure 18.5.9 Comprehensive Plan, Zoning & Land Use Ordinance Amendments 18.6.1 Definitions DESCRIPTION: Ashland’s Planning Commission and City Council will conduct public hearings to consider a legislative amendment to the Southern Oregon University Facilities Master Plan. This amendment includes proposed zone changes for properties identified on the attached map that may be sold into private ownership by Southern Oregon University. With adoption of this Master Plan amendment, the zoning for these properties will be changed as noted on the attached map, however they would remain subject to the SOU Masterplan and SO zoning overlay while under SOU-ownership. Once under private ownership, these properties would be subject to the zoning regulations of the underlying zoning proposed here. Commissioner Perkinson recused himself from reviewing this action and left the meeting at 7:16 p.m. Ex Parte Contact No conflicts of interest, ex parte contact, or site visits were disclosed. Staff Presentation Planning Manager Derek Severson presented the staff report on the proposed adoption of the 2025 Southern Oregon University (SOU) Facilities Master Plan as an amendment to the City's Comprehensive Plan, along with amendments to the city's land use ordinance and zoning code. The Page 2 of 6 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email 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). Planning CommissionMinutes proposal also included zone changes for properties identified on the proposed zoning for transferred properties map (see attachment #1). Staff recommended that the Commission recommend that the Council adopt the SOU Masterplan update. Questions of Staff Commissioner Herron asked about how parking maximums are currently calculated, focusing on whether they are specific to the university or vary by zone. Mr. Severson explained that the parking maximums are consistent across zones and are not specific to SOU. Questions were raised about the redundancy of demolition and relocation codes between local regulations and state requirements. Mr. Severson noted that there is overlap, but state requirements are more comprehensive. Clarifications were sought regarding the alignment of the proposed facilities plan with existing site review processes, specifically concerning the public hearings related to zoning and conditional use permits. Mr. Severson stated that the process aims to provide clarity and align more closely with existing zoning regulations. Mr. Goldman addressed a query about the implications of converting from conditional uses to site review for properties near private boundaries. He indicated that the change would streamline the approval process while considering compatibility with the surrounding area. Commissioner Phillips asked about the details of parking standards, particularly concerning the potential impact of new solar installations on existing parking lots and how those would align with environmental goals. Mr. Severson clarified that the solar installations would not trigger new parking lot standards unless pavement is significantly altered, but they could enhance environmental sustainability. Applicant Presentation Alan Harper and Rob Patridge presented further details of Southern Oregon University's proposal and outlined pending property sales, building height limitations, and community concerns. Mr. Harper detailed SOU's strategy to sell certain properties, addressing public concerns over future land use and neighborhood impact, and highlighted the following aspects of the proposed update: SOU's shift to being an independent university and associated funding changes Declining enrollment and housing numbers on campus Plans for new student housing and academic building projects Goals for increasing solar power generation on campus Proposed zoning changes for properties that may be sold Requests for more flexibility in development standards within the SOU zone Page 3 of 6 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email 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). Planning CommissionMinutes Questions of the Applicant The Commission asked the following questions: Timeline for solar array installations. Mr. Harper explained that they do not have a specific timeline for installation due to funding challenges and dependency on available grants. The intended use of the proposed tall "University District" building Mr. Harper responded that the tall building at the corner of Walker and Ashland is envisioned as potentially mixed-use, though specific plans are not yet determined. He elaborated that the intention is to explore development options that could benefit both Ashland and the university economically. Clarification on proposed parking standards Mr. Harper stated that parking maximums would apply according to the planned future uses, though the university is reportedly over-parked and has reduced the need for student parking permits due to changing student behaviors and arrangements. Details of the proposed sign code changes Mr. Harper and Mr. Patridge clarified that the master plan includes a detailed sign code to ensure consistent design and sizes across campus, with no large digital signs allowed. New sign codes would ensure compliance with both university and ODOT standards while maintaining aesthetics in line with the university's vision. The lack of communication with surrounding neighbors about the proposed Masterplan updates Mr. Harper responded that SOU hosted forums and conducted public relations outreach but that no direct mailings were sent to neighbors. It was noted that City staff sent mailings before this meeting to properties within 200 feet of campus, and Mr. Harper and Mr. Patridge agreed to improve direct communication with neighbors in the future. Public Comments The following community members expressed concerns regarding the proposed update, particularly potential zone changes, the lack of communication from the applicant, and the loss of Roca Park: Jeannine Grizzard (see attachment #2) Beth Remington Bruce Bergstrom Sydnee Dreyer Kathy Uhtoff Amy Swan Alyse Emdur Jay Harrower Pat Ajemian Alison Laughlin Page 4 of 6 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email 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). Planning CommissionMinutes Discussion The Commission engaged in a comprehensive discussion about the SOU Master Plan, including: Zoning Changes: Many public comments, particularly concerned with the designation of zoning changes, addressed potential impacts on surrounding areas and emphasized the importance of ensuring that new zoning aligns with neighborhood characteristics. SOU's properties on Liberty Street and Roca Street were particularly notable, with the applicant maintaining the alignment of zoning with neighboring areas (R-2 for Liberty Street, R-1-7.5 for Roca Street). Use of Solar Arrays: The Commission discussed the possibility of exempting solar arrays installed over existing parking lots from thorough land use reviews, contending they are significant improvements offering sustainable solutions without creating excessive infractions, referring to standards for parking provision to be unaffected by these installations. Height Restrictions: Debate centered on aligning building height within the CFA framework, limiting most buildings to standard allowances while maintaining the potential for a Conditional Use Permit (CUP) for structures up to 110 feet, especially focused on the significant site at Walker and Ashland Streets if warranted by future proposals. Conditional Use Permits: Commissioners concluded that neighborhood engagement was critical, thus emphasizing retaining CUP protocols for substantial construct proposals entering proximity borders within 50 feet. Exemption of Tree Removal Permits: Recognizing SOU's aim to streamline processes while noting obligations to licensed evaluations guided decision towards forest ecosystem management in SOU's jurisdiction without a strict permit system. Public Outreach: Concerns from speakers about a lack of adequate communication from SOU informed an outlook that direct community communication standards regarding future developments should be incorporated, ensuring that residents within 200 feet receive direct mailers notifying of impact opportunities regarding university-led projects. Chair Verner closed the Public Hearing and Public Record at 9:36 p.m. Deliberations and Decision The Commission further discussed incorporating better community communication into SOU's master plan requirements. They deliberated on maintaining alignment with Ashland's standards, especially concerning building heights and conditional use permits, focusing on consistency with existing climate-friendly area regulations. The Commission proposed various amendments such as requiring CUPs for developments over certain heights to ensure community interest is considered. They also advocated for height restrictions similar to those within CFA regulations and necessitated licensed arborists manage tree removals. Page 5 of 6 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email 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). Planning CommissionMinutes The commission encouraged allowing adjustments to parking standards for enhanced solar projects but expressed concerns about zoning consistency and green space preservation. Commissioners Phillips/KenCairn m/s to recommend adoption of the 2025 SOU Master Plan amendment including zoning for transferred properties and zoning map amendments, with the following adjustments: 1.Any project within 50 feet of private property would be subject to a Conditional Use Permit, with notice to properties within 200ft, a public hearing before the Planning Commission, and the potential for an appeal to the City Council. 2.Exempting solar arrays over parking lots from land use review when they meet specific criteria. 3.To allow proposed height allowances consistent with Climate Friendly Area standards, with conditional use permits required over 50 feet up to a 110 foot maximum 4.Parking lot design requirements not triggered by solar arrays and new parking lots to comply with existing design standards. 5.Proposed buildings with gross habitable floor area of 15,000sqft or more automatically triggering a Type II Site Design Review. 6.Allow SOU to be exempt from Tree Removal permits processes when contracting a licensed arborist or when using a licensed arborist on staff. 7.Allow adoption of the new sign code into the SOU Masterplan. 8.Establish a standard of direct communication from SOU with neighbors before the construction of new buildings, sales of university property, or Master Plan updates. 9.That SOU be subject to the Water Resource Protection Zone ordinance. Roll Call Vote: All AYES. Motion passed 6-0. IV.OPEN DISCUSSION - None V.ADJOURNMENT Meeting adjourned at 9:49 p.m. Submitted by, Michael Sullivan, Executive Assistant Page 6 of 6 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email 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).