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HomeMy WebLinkAbout2025-10-14_Planning MIN Planning CommissionMinutes Note: Anyone wishing to speak at any PlanningCommission 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. October 14, 2025 REGULAR MEETING Minutes I.CALL TO ORDER: Chair Vernercalled the meeting to order at 7:00p.m.at theCivic Center Council Chambers, 1175 E. Main Street.She noted that Jay Lininger had been appointedto the Commission by the City Council, but was absent from the meeting due to illness. Commissioners Present: Staff Present: Lisa Verner Brandon Goldman, CommunityDevelopment Director Eric Herron Derek Severson, Planning Supervisor Susan MacCracken Jain Veronica Allen, Associate Planner Russell Phillips Michael Sullivan, Executive Assistant John Maher Kerry KenCairn Absent Members: Council Liaison: Jay Lininger Jeff Dahle (absent) II.ANNOUNCEMENTS 1.Staff Announcements: Community Development Director Brandon Goldman made the following announcements: Acommunity resource fair by the Housing and Human Services Advisory Committeeis being heldon October 20, 2025at the Ashland Public Library from 4:00-6:00 p.m. It would provide information on various community support resources. On October 7, the City Council approved the Fern Street vacationwith the exception ofthe public access easement, and the SOU master plan amendment removing conditional permit requirements to aid Cascade Hall's redevelopment. SOUremains interested in providing a public access easement, with the Public Works Department collaborating on this. A retreat will be held on October 28 at 51 Windburn Way 11:00 a.m.to 4:00 p.m., replacing the regular Study Session. Presentations will include reviews on wildfire protection and emergency evacuation planning. Tours of recent multifamily project developments in Ashland have been arranged. 2.Advisory Committee Liaison Reports–None Page 1of 4 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, pleaseemail 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 III.CONSENT AGENDA Approval of Minutes 1. August 26, 2025 Special Meeting Minutes 2. September 9, 2025 Regular Meeting Minutes Commissioners Phillips/MacCracken Jain m/s to approve the consent agenda as presented. Voice Vote: All AYES. Motion Passed 6-0. IV.PUBLIC FORUM–None V.TYPE II PUBLIC HEARING PLANNING ACTION: PA-T2-2025-00060 SUBJECT PROPERTY: 300 Clay St. (Map 39 1E 11CB Tax Lot 1100) OWNER/APPLICANT: Rogue Planning & Development Services, LLC for Bentella LLC DESCRIPTION: A request for Site Design Review permit approval to construct four four- plex buildings as part of Phase 1 in the recently approved Caldera Oaks Subdivision at 300 Clay Street. Each four-plex consists of four two-story units. Eight of the 16 total units will be deed-restricted affordable housing. The application includes a request for a Solar Setback Exception to allow the northernmost four-plex building to cast a greater shadow on the property to the north (2272 Dollarhide Way)than would be cast by a six-foot fence built on the property line; the property owner to the north has agreed to the proposed shadowing. COMPREHENSIVE PLAN DESIGNATION:Suburban Residential;ZONING: R-1-3.5;MAP: 39-1E-11- CB;TAX LOT: 1100 Ex Parte Contact Commissioners Herron and Maher disclosed site visits, with other Commissioners stating that they were familiar with the property. No ex parte contact wasdisclosed. Staff Presentation Associate Planner Veronica Allen presented the application for 300 Clay Street, recently annexed under the Caldera Oaks subdivision, comprising 29 lots and 37 units. The application focused on the site design review for four 4-plex buildings (16 units total) at the rear, with eight units deed-restricted for affordable housing. Two exceptions were sought: one to solar setbacks for lot 25 and another for landscape buffer requirements. The property to the north agreed in writing to the additional shadowing. The landscape buffer was proposed at five feet instead of the required eight, with a suggestion to move a landscape bay to reduce headlight impact on the unit. Ms. Allen noted the Page 2of 4 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, pleaseemail 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 solar exception for lot 25, where shadows would extend to 22 feet 1.5 inches into the northern property, with photos indicating the shadow's base(see attachment #1). Staff recommended approval of the application,subject to the conditions detailed in the packet and an additional condition to shift the landscape island three spaces north to minimize impacts to the building on lot 25, if the Planning Commission deemed necessary. Applicant Presentation Amy Gunter from Rogue Planning and Development Services presented for the applicant. She explained that TID ditches on the property had been converted to pipes, leading to reduced wetlands. The soil was impermeable, causing perched water. Lots 24 and 25 would house the deed- restricted affordable units. Development features included a private drive from Engle Street, bike parking, a 5-foot walkway, EV chargers for 40% of parking, landscaping, a play area, picnic tables, and a barbecuearea. Each home included a 10x10 patio and private yard. Initially designed with ski- lodge roofs, the buildings had shed roofs due to solar constraints, and lot 25’s roof was altered to reduce shadow on the neighboring property. All four-plexes were two stories, with identical floor plans for 886 sq ft end units and 861 sq ft interior units. Ms. Gunter also agreed to shift the landscape planter and use compact parking to improve the buffer area, and highlighted that the solar exception mainly affected the yard, not the buildings(see attachment #2). Chair Verner closed the Public Hearing and Public record at 7:35 p.m. During discussions,theCommissionexpressedconcerns regarding compact spaces and landscape buffer solutions to better manage impacts on nearby units. Confirmations were sought on maintaining equal floor plans across all buildings and implementing necessary exceptions without compromising unit integrity. Commissioners Phillips/Maher m/s to approve planning action PA-T2-2025-00060 based on the staff report, applicant materials, and testimony in the record subject to the conditions of approval in the staff report as amended, specifically: 1.Correcting condition 8c to state the maximum lot coverage is 55 percent 2.Adding condition 10e: All fencing shall be installed in accordance with the approved plan and shall be inspected and approved by the staff adviser prior to the final project approval or the issuance of a certificate of occupancy 3.Adding condition 10f: All other conditions of approval shall be satisfied to the staff adviser's satisfaction prior to the final project approval or the issuance of a certificate of occupancy 4.Adding a headlight mitigation condition: Landscape island and trees shall be shifted 3 spaces north adjacent to lot 25 as discussed in the staff report to provide screening and prevent vehicle headlights from shining into the west facing window where the landscape buffer is reduced. Final location and species subject to staff adviser approval Page 3of 4 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, pleaseemail 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 5.Grammatical correction to remove the word "that" from the beginning of conditions Roll Call Vote: All AYES. Motion passed 6-0. IV.OPEN DISCUSSION The Commission expressed concerns about exceptions potentially setting a precedent, and compact parking becoming problematic. The influence of insurance requirements on property development was flagged as a topic for further discussion at theupcoming retreat. Mr. Goldman stated that the November 11, 2025meeting might require adjustments due to the Veterans Day holiday, with a potential need for special scheduling foranytime-sensitive applications. V.ADJOURNMENT Meeting adjourned at 7:54p.m. Submitted by, Michael Sullivan, Executive Assistant Page 4of 4 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, pleaseemail 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).