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HomeMy WebLinkAbout2000-02-08 Planning MIN ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES FEBRUARY 8, 2000 CALL TO ORDER The meeting was called to order by Chairman Steve Armitage at 7:00 p.m.. Other Commissioners present were Mike Gardiner, Chris Hearn, Kerry KenCairn, Russ Chapman, Alex Amarotico, Marilyn Briggs, John Fields, and Mike Morris. There were no absent members. Staff present were John McLaughlin, Bill Molnar, Maria Harris and Sue Yates. MINUTES AND FINDINGS Hearn moved to approve the Minutes of the January 11, 2000 Minutes. The motion was seconded and carried. TYPE III PLANNING ACTION PLANNING ACTION 2000-019 REQUEST FOR ADOPTION OF THE SOUTHERN OREGON UNIVERSITY CAMPUS MASTER PLAN 2000-2010 AS PART OF THE CITY’S COMPREHENSIVE PLAN. APPLICANT: SOU/CITY OF ASHLAND STAFF REPORT McLaughlin said SOU is a key component within our community and it affects our cultural richness and economic base. Because of that influence in our community in its total impact, Oregon Revised Statutes requires that the planning activities of the university be coordinated with the City’s master plan. The University on a ten year cycle prepares campus master plans which involves the community. The master plan gives the City the opportunity to foresee the future plans. The majority of the plan is geared towards the internal needs of the University. What the Planning Commission looks for in regard to its impact to the community are almost the “edge” parts of the plan. Where are possible expansions? What are potential changes in land use that butt up against other zoned lands outside the campus boundaries? What major changes does the University foresee in student population, or program changes that could impact the overall community? Some proposals in the plan that will affect us in the next few years are in the Ashland/Walker Street area. SOU is proposing a new convocation/instructional center. How can that best tie in with the future of Ashland Street? There are also plans for future development of Greensprings Village, a mixed-use area. One of the key issues and the most publicized in the plan is the idea of the University District. This district would look at a different zoning for an area across Siskiyou Boulevard and down Wightman Street that would allow opportunities for those property owners to continue exactly what they are doing now with their zoning but to also allow the opportunity for university related uses. That would be determined as we go along. It could be office space, a copy center, restaurant uses, etc. It is not an expansion of the campus boundaries. But rather, to provide opportunities for the property owners to also partnership with SOU, such as leasing space to the University. This area would encourage businesses that are supportive of the University. A minor issue of concern involves campus parking. Any future parking development will need to be coordinated with future development. Just as the Planning Commission encourages and mandates businesses not to provide excess parking, that follows even-handedly for the University. Their parking in relation to our parking standards meets the City’s parking requirements, so before they expand or do any large parking areas, it would have to be in conjunction with the increase in demand or the loss of parking due to development of a parking lot for a new building. Another issue mentioned in the plan is the closure of Iowa Street between Wightman and Walker. The City does ASHLAND PLANNING COMMISSION 1 REGULAR MEETING MINUTES FEBRUARY 8, 2000 not favor the closure of Iowa because it is a link between the middle school and other neighborhoods. It provides an alternative route to East Main Street. It shortens the number of trips and relieves congestion at peak times. The Bicycle Parking section should be updated to reflect the current City’s standards of one bike parking space for every five parking spaces (not ten). There are essentially no changes proposed in the SOU boundaries with the exception of the expansion of the Grace Lutheran Church which is also an institutional type use. Should the University want to make the change, it would require a zone change for the property. This is a legislative action that will be forwarded to the City Council for adoption by resolution. PUBLIC HEARING DR. STEVE RENO, President, SOU, explained the update of the master plan is mandated by the Oregon University System Board. The plan has the benefit of focusing the campus’ attention on the changes over a ten year period, and gives the campus an opportunity to sit down with their neighbors and reflect on the growth of this institution and how they are relating the University’s planning to the overall planning needs and concerns of the larger community. This effort is also rooted in the University’s 1998 Strategic Plan. As they have gone through this exercise, it has served to concentrate the attention of the campus community on their values and how they use their physical space. There is a concern for infill with the desire for open space. Reno calls their campus concept “The Wired Village”. On the one hand, preserving the sense of a small community where people live on campus or adjacent to it and can walk to places on campus. On the other hand, the technological links enable their students and faculty to have the fullest access to the riches of the information technology world in which we live today. Dr. Reno noted that Medford serves about 1000 students and increasing numbers of students are being served in Grants Pass and Klamath Falls. These developments are taking pressure off of growth that SOU might otherwise try to accommodate in Ashland. RON BOLSTAD, Vice President of Administration and Finance, SOU, said he has reviewed the Staff Report and they have no objection to any of it. He continued with a couple of points of clarification. The emerging question from the neighbors is: Is the University prepared to exercise eminent domain? There is no thought of eminent domain or condemnation. There is no attempt to expand the official boundary of the campus any further than where it is right now. The plan does enable the dialogue to develop with property owners and business owners across the Boulevard. Parking improvements are referred to in the Staff concerns. SOU is trying to achieve a balance along with the community between their open space and parking. They are currently participating in discussions with the Chamber parking committee and City of Ashland officials in terms of short and longer term planning for better managing traffic and parking within the community. The University is viewed as one segment of a total solution to some of the concerns the community is faced with. Bolstad referred to Plate 7.6 in the Master Plan. The total proposed parking spaces add up to a little over 1000. There are currently 1700 spaces on campus. Of the 1000, roughly 94 percent are tied to five future building improvements over a number of years. There are no stand-alone parking projects. The other seven percent are paving spaces that are currently gravel spaces. The planning consultants did recommend the closure of Iowa Street. This was not done based on traffic surveys but based on the observation that the roadway bisects the athletic plant of the University. They have plans to develop a woman’s softball complex and upgrade their soccer facility. It was in this context the consultants recommended closure. SOU does not support closure and not proposing it in this plan for the next ten years. They would hope that when there is planning for the general area among the principle parties (community, school district, University), they would welcome the opportunity to be a player in that planning. They will include reference to Iowa in the plan but it is not a recommendation for closure. BRUCE MOATS, Director of Physical Plant, SOU, mentioned that there were many individuals and groups as well as data that were involved in this planning effort. Some of the higher priority projects will include the library addition, a science addition, student union addition, athletic facilities, convocation/instructional center, Jefferson Public Radio studios, and housing alternatives. ASHLAND PLANNING COMMISSION 2 REGULAR MEETING MINUTES FEBRUARY 8, 2000 Fields mentioned the University District idea. He wondered if the University has looked at any ways to reduce the parking in residential areas. Bolstad said they have expressed a willingness to work with a group that is now organizing to address such issues and discussing it as a community issue. Fields believes this leads into the whole transportation planning aspect. SOU was supporting student ridership with RVTD. In looking through the plan, Fields was not certain about the strategy. McLaughlin said this was discussed in the master planning efforts. It is a much broader issue. There is a core group to look at similar issues of transportation, employee ridership, current ridership, etc. that are occurring around the hospital, downtown, university and high school. They are trying to identify the issues and find solutions. Bolstad said they are also working with student government to see what can be done to resume the student ridership program. next fall. Fields asked about Subsection 8, which talks about environmental responsibility. Moats said there was a State mandate that by the year 2000 all state agencies have to recycle at least 50 percent of its waste. They have achieved this. They participate in other energy conservation programs. Briggs wondered if the University would be amenable to striking the words “at this time” with regard to the closure of Iowa Street. Her concern is that in one to two years, someone might decide the time is right to close the street and the decision to open it could just be an administrative decision. McLaughlin said today the City does not agree to the closure of Iowa, but conditions can change that might benefit the community whether the words are there or not. Briggs noted on Page 94, University District creation--Mission Statement--she worries that the language talks about maybe property being taken off the tax rolls if it is for academic purposes. The text says...”’unless’ the land or facility is needed for purely academic purposes...”. Because “unless” is in print it has a stronger hold than what is spoken. McLaughlin used the Ashland Hospital Foundation as an example. The Foundation is separate from the hospital but acquires land and does development that is supportive to the hospital that is not owned by the City. The senior housing, Mountain View is an example. This property is still on the tax rolls. In other words, a possible University Foundation could have uses that would be beneficial for the University but still in the private sector. If land was purchased by the Foundation and ultimately built for classroom space and its use no longer had a private sector component but purely academic or University based, it would be eligible for being taken off the tax rolls. However, the majority of uses envisioned for the University District are not academic. Bolstad said the wording could say: “...unless otherwise included in the SO zone”. Dr. Reno thought it might be helpful to remove the words University District Creation. Briggs felt that made sense. COMMISSIONERS’ DISCUSSION AND MOTION Armitage went through each item of concern. Campus parking - Everyone agreed with Staff’s position. ? Iowa Street closure - McLaughlin said he would ask the Council to adopt the wording: The City does not ? support the closure of Iowa Street through the adoption of this plan. Bike Parking - Everyone agreed with Staff. ? SO zone boundary change - Everyone agreed with Staff. ? Briggs believes there is an enormous amount of work in the plan that seems good. However, she does not feel the University has convinced her that the overlay is needed. In the text they say they want the overlay so they have the partnership with the businesses to provide services or alternative food, mail, and printing. All of those are there now and working fine and she cannot understand why that can’t be left that way. She does not see a need for another layer. McLaughlin said this is just a land use tool to encourage such businesses that link to the University directly. The adoption of the plan does not make the zone happen. A process would have to be adopted with specific design standards relating to this. If there is no support for the zone change when it comes before the Planning Commission, it could be denied. The Planning Commissioners favored the overlay as proposed except Briggs. She is concerned it might upset the balance of our 20 year inventory if we start doing zone changes and that would open up the possibility of annexation. ASHLAND PLANNING COMMISSION 3 REGULAR MEETING MINUTES FEBRUARY 8, 2000 Fields asked that the final document be printed on both sides of the paper. Chapman believes there has been a good balance of development struck between multi-story buildings and green space. It is important to him that the University keeps parking and traffic high on their list of priorities as well as continuing the partnerships in area of public transportation. Gardiner moved to forward Planning Action 2000-019 with Staff’s concerns and the stronger wording for the Iowa Street closure. Hearn seconded the motion and it carried unanimously. TYPE II PUBLIC HEARING PLANNING ACTION 200-015 REQUEST FOR A SITE REVIEW TO REPLACE AN EXISTING 30’ X 60’ STORAGE SHED WITH A 32 ‘ X 80’ BUILDING. THE BUILDING IS INTENDED TO HOUSE STREET CLEANING, PAVING AND MAINTENANCE EQUIPMENT. ALSO, A CONDITIONAL USE PERMIT IS REQUESTED TO ALLOW THE BUILDING TO BE USED AS A TEMPORARY FIRE STATION (FOR APPROX. 18 MONTHS) WITH TEMPORARY OFFICE SPACE LOCATED IN AN ADJACENT MODULAR STRUCTURE. APPLICANT: CITY OF ASHLAND Site Visits and ExParte Contacts - Site visits were made by all. STAFF REPORT This application has two parts. First, replace the existing storage shed that is on the property with a new storage shed that is somewhat larger than the existing shed. Secondly, is to use that new building as a temporary fire station while the new station is getting built. The new storage shed requires Site Review approval. The temporary fire station requires a Conditional Use Permit. The history of the property can be found in the Staff Report. The site is about two and one-half acres and relatively flat. There is a driveway access on B Street and a new access off North Mountain Avenue. There will be a new concrete wash down area to the rear of the replacement shed. The building will be used to house street cleaning, paving, and maintenance equipment. The equipment will need to be hosed down periodically throughout the day before putting it away in the structure. There are five parking bay garage doors facing B Street. The building is metal roof and metal siding and located 140 feet from N. Mountain Avenue and 180 feet from B Street and 140 feet from the residential properties. The applicant is proposing the B Street apron be used for entrance and exit with all exiting traffic being routed to N. Mountain and either direction depending on where they are going. The N. Mountain apron would be used only for incoming traffic. The B Street limitations are partially in response to the B Street plan that was worked on last year. There are quite a few neighbors that were concerned about large Public Works vehicles using B Street as a primary route so in an effort to address those concerns, they are looking at directing traffic on Mountain. When the zone change was approved in 1998, the concept of a pocket park was part of the approval. The pocket park was supposed to create an entry to the neighborhood and also provide a pedestrian wayside. The landscaping is in place now on both sides of the sidewalk along with the block walls and the decorative paving around the corner. The sitting wall and sign still need to be installed. They are looking at putting a landscape buffer around the entire western perimeter of the property to buffer the residential uses against the yard. Staff questions the lighting along the bike path. It is not clear in the application what kind of lights they are proposing, how many, and what they are needed for. The entire area is paved and water sheet flows over the bike path and ices up periodically, posing a safety hazard for users of the path. A Condition has been added that the water be collected and directed from the City system to the street. ASHLAND PLANNING COMMISSION 4 REGULAR MEETING MINUTES FEBRUARY 8, 2000 The proposal is to use the new storage building plus some modular buildings for temporary office and fire station. They will use it for a maximum of 18 months while the new station is under construction. There will be ten off-street parking spaces available, including one accessible space specifically identified for the fire station. They are committed to directing all their traffic toward N. Mountain and using the siren only when absolutely necessary. They are looking at fencing the property across from the driveway apron on B Street to keep the truck lights off the residences during the night. The number of vehicle trips generated by the proposed fire station is comparable to what the existing yard generates right now and much less than the target use of the zone. It is Staff’s opinion that a temporary fire station will not have a greater impact that the current use or target use. Staff recommends approval with the six Conditions but there are some minor omissions. The last sentence of Conditions 2 and 4, should say: “…prior to the issuance of a Certificate of Occupancy for the new storage shed”. Condition 5, add another sentence on the end: The storm drainage plan shall be submitted with the building permit for the new storage shed. Fields believes where the bike path is crossing streets, it is an on-going hazard and should use some kind of striping so people will know there is a bike path crossing. Harris said the fence makes it difficult for both path users and drivers to see each other. The applicant is taking out the fencing in the vision clearance area to try to remedy this. There is a STOP sign on both sides for path users. Armitage asked if the modular office buildings would be gone in 24 months. Harris said it is a proposal of the applicant. Armitage is concerned about fire trucks coming out. Is there any type of STOP sign or “Caution” light? This is a tight corner. PIETER SMEENK, Public Works Department DAVID PETERSON, Assistant Fire Chief Smeenk noted the major change to the property is the significant landscaping around the site. He mentioned there are two canopies over a part of the buildings because there is difficulty controlling the water flow off the site particularly in the wash down area. The drains will be run into the sewage system. There will be a slight increase in lighting primarily to the east and south to be able to have light to get started early in the morning. They do not plans to have any more lighting than necessary. They can provide lighting along the bike path. They will be running curbs along the bike path sides to divert the drainage. There will be automatic closing gates on both B and Mountain. The sitting wall and sign will be finished. Everything needs to be in place by June 1st to allow for the fire station. PETERSON assured the Commission it is his goal and the goal of the Fire Department to be in a brand new station as soon as they can get there. They are paying for this temporary use. There has been some discussion about a “Caution” light although nothing formal. There has been discussion about putting up signs but since it is a temporary situation. There would be a significant cost involved with the light. The traffic on B and Mountain is not as significant as on Siskiyou. Armitage felt it could be a safety issue and that the cost should not be a factor. Smeenk said they can address this with the Traffic Safety Commission. Hearn asked if the June 1st date was the anticipated date they would vacate the B Street property to move into the fire station. Peterson affirmed. Hearn then wondered if after that time the site would be used for the purposes of housing and maintaining the street equipment. Smeenk said the yard is used by the Street and Water Department and will be easily converted. Smeenk said the Tree Commission made some modifications to the landscaping plan. They favored laurels and added a significant amount of landscaping to the site. KenCairn said there is an opportunity on the outside of the bike path to install more plantings. Smeenk said they plan to tear out about ten feet of paving behind the wall, and put a strip in there. They have not quite decided how that should be infilled but something to give it a little depth. KenCairn suggested a deciduous backdrop behind the evergreens. SKIP ROBINSON, 330 Bridge Street, feels the structure needs to be viewed as permanent since it is there for the next 18 months. He agreed with Armitage about having caution lights. He is concerned fire trucks will be entering ASHLAND PLANNING COMMISSION 5 REGULAR MEETING MINUTES FEBRUARY 8, 2000 onto Mountain Avenue for emergencies and a light is needed there because of the traffic on Mountain. Rebuttal Peterson said they will research the safety lighting further. The Fire Department’s protocol is to respond the most expeditious and the safest way to every emergency. They will not go around the block to get somewhere if they can go straight there. The majority of responses will go from B Street onto Mountain towards East Main because East Main is a thoroughfare from one end of the city to the other. Morris asked if they were going to restrict parking on B Street. Smeenk said they have not proposed doing that but there may be something that arises relating to turning radius coming out of the gate. COMMISSIONERS’ DISCUSSION AND MOTION Morris would like to see larger drawings. Briggs abhors tin buildings. Armitage said the safety issues are probably adequate. Hearn would be in favor of checking into a caution light. Fields moved to approve PA2000-015 with the attached Conditions and two added by Harris. Condition 7: That the two evergreens and the hedge as shown on the approved plan from the zone change be done according to the plan prior to issuance of Certificate of Occupancy for the new storage shed. Condition 8: That additional lighting on the site shall be directed to the yard and shall not directly illuminate any residential property. A lighting plan shall be submitted with the building permit for review and approval of the Staff Advisor. Harris commented that since the fire station is a temporary use, the off-street parking spaces are also temporary. The site is not normally used for any employee parking and therefore they do not need bike parking. Briggs seconded the motion. The motion carried unanimously. OTHER Armitage took nominations for the Planning Commission Chair and Vice Chair. The runner-up for Chair will automatically be Vice Chair. KenCairn nominated Hearn for Chair. Morris nominated Chapman. Chapman declined because of lack of experience. Chapman nominated Gardiner. Hearn and Gardiner are the nominees. Armitage said in the past, they have had a Vice Vice Chair and he suggested voting for Chapman for the position. The elections will be held at the end of the next meeting (March 14th). The Chair will take over in April. ADJOURNMENT - The meeting was adjourned at 9:45 p.m. ASHLAND PLANNING COMMISSION 6 REGULAR MEETING MINUTES FEBRUARY 8, 2000