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HomeMy WebLinkAboutMinutes - PC - 02-28-2007MINUTES City of Milton Planning Commission Special Called Work Session February 28, 2007, 6:00 PM Commission Members Present: Paul Moore, Paul Hackman, Curtis Mills, George Ragsdale, Cary Schlenke, Bob Moheb Commission Member Absent: Fred Edwards Meeting Leader/City Staff: Tom Wilson Community Development Director Other City Staff: Robyn MacDonald, Planner Angela Rambeau, Planner Mike Tuller, Community Development Deputy Director WELCOME • Mayor Lockwood welcomed the members of Planning Commission and members of the Board of Zoning Appeals that did not get sworn in, and administered oaths to them. Meeting opened with Community Development Director Tom Wilson introducing everyone and making the announcement that the meeting was a work session and there would be no vote. Tom Wilson instructed the Commission Members to identify themselves before speaking for the recording. REVIEW OF ANALYSIS REPORT FORMAT ■ Commission was told that they will be provided a copy of the zoning analysis. • Discussion on the list of Commission members and their contact information. Tom Wilson advised email addresses will be set up for Planning Commission. He informed the Commission no personal information will be given out, and that contacts will be through written communication and will be passed along to Commission so it will be public record. • Tom Wilson read to the Commission the purpose of the Planning Commission from the By -Laws and talked about items that must be considered. ■ . Robyn MacDonald took down corrections/changes that some of the Commission Members had with regard to addresses, phone numbers, and email addresses. ■ Commission Member Cary Schlenke, gave her address change: 490 The Hermitage Drive. • Commission Member Paul Hackman, provided his home phone number: 770-431-7052 that will be added to the list as contact number. • Commission Member Paul Moore, indicated a change in his email, without caps, aul.moore motorola.com. Page 1 of 5 Special Called Work Session of the Planning Commission Wednesday, February 28, 2007 Page 2 of 5 BYLAWS ■ Commission indicated they had reviewed By -Laws. • Tom Wilson stated to the Commission there were a few things he would like to add to the By -Laws and instructed Commission to ask any questions as the meeting progressed. • Tom Wilson read Section I of the By -Laws that the Commission was given, as it sets forth the purpose of the Planning Commission. He advised the Commission that they would be reviewing rezoning, use permits (may be with attached variances), and review any changes to the Zoning Ordinance. The Comprehensive Plan will provide the guidance. ■ Section 2 is referred to as the Steinberg Considerations because of Steinberg's original legislation. He stated that Staff provides to the Commission evaluation of the seven items listed when information is sent to Commission. Items A-G in Section 2 were discussed. ■ Commission Member Paul Moore had question about whether the Commission had to consider school issues. • Commissioner Member George Ragsdale stated that there was an error at end of Section 2, D at the end of the first line. It should read "an", instead of and. Planner Robyn MacDonald made the correction. • Commission Member George Ragsdale stated he believed there is a higher level purpose of group (in addition to what is laid out in Section I and 2) that is going to be the planning function that can be participated in instead of just the reactive function of what is put in front of them, • Tom Wilson stated that the Comprehensive Plan will came to Commission before it goes to City Council for adoption and recommendations, • Commission Member George Ragsdale indicated he would get together a written proposal to staff of how he feels it should read. DISCUSSION OF ELECTION OF OFFICERS ■ Tom Wilson advised that at the first regular meeting, the first item will be to nominate and elect officers, adopt By -Laws, and then they will hear zoning agenda. • Tom Wilson explained that members will serve concurrently with the term of their appointing council members. • Commission will elect a Chairman and a Vice -Chairman. • Tom Wilson stated that the Commission should start thinking about qualifications prior to electing the Chair and Vice -Chair. He suggested that it should be someone with familiarity in this area, experience with Robert's Rules of Order, and has the desire. Page 2 of 5 Special Called Work Session of the Planning Commission Wednesday, February 28, 2007 Page 3 of 5 • Tom Wilson advised that the Staff will act as secretary to Commission and will supply administrative work. • Commission Member George Ragsdale questioned the one year term of service because one year from this date would put it past the next election. He assumed that for each election there is a possibility of new Council members being elected, and he believed that those Council members may wish to elect their own Commissioners, which means the make-up of the Commission would change. Probably should be an election each time in conjunction with the new Council members being elected. (Discussion about term). • Tom Wilson told the Commission that the Resolution stated the service period would be for one year, so instead of one year, it will say, "As Rer the Resolution." • Tom Wilson told Commission they must attend 2/3rds of meetings or risk being replaced. ■ Tom Wilson said he would check procedures on what happens if Chair and/or Vice -Chair are not present at meeting. QUESTIONS AND ANSWERS • Tom Wilson said the schedule for Planning Commission Meeting had been arranged in December and was set for 4" Thursday of month. (Discussion of conflicting dates of members of the Commission). Commission was asked to discuss and come up with alternate options and let Tom Wilson know the dates. • Tom Wilson advised next meeting was March 22' • Commission Member Paul Moore raised concerns about time for holiday schedules. Tom Wilson advised calendar issues would be worked out. • Tom Wilson discussed how meetings are run. He said that first there would be consideration of minutes from the previous meeting, then rezoning and other agenda items, any text amendments by City Council, staff or Commission, any changes to the comprehensive plan or associated plans as outlined in Section 4, 1-4 of the By - Laws. • Tom Wilson advised in answer to question about a Highway 9 plan there is no adopted Highway 9 plan. There is an overlay district that is part of the zoning ordinance. (Discussion about Highway 9 and the Design Review Commission). • Discussion about pledge of allegiance. Decided the pledge would be added"#S in Section 4. Will be done before meeting is called to order. • Tom Wilson read from By -Laws how meeting is called to order and introduction of Commission, in Section 5. • Tom Wilson explained the considerations of applications by the Commission in Section 7, items 1-13. Agreed to remove the words apposition to the application in ##4. ■ Torn Wilson explained that in Section 7, 410, the Chair calls for a motion on the application (approval); #11, Chair calls for a second motion (denial); and #12, Chair calls for a discussion on the motion (deferral). Page 3 of 5 Special Called Work Session of the Planning Commission Wednesday, February 28, 2007 Page 4 of 5 • Tom Wilson stated from Section 8 the Commission can move to recommend approval of an application, approval conditional denial, or deferral. • Agreed to add at end of the introduction and before calling from the first agenda item, call for public comment. (Long discussion with Tom Wilson and Commission Members concerning time limit for speaking, i.e., applicants, supporters, opposition. Suggested two minutes per person, not to exceed fourteen minutes. Opposition in Section 9 has a total of ten minutes to present its position. Agreed to add: however, time may he extended by the majority vote. • Tom Wilson requested that the Commission let staff know what information they need two days in advance of the meeting to make an informed decision. • Tom Wilson advised the Commission that there may be some testy things that come to them in the future that may bring lengthy public comment, i.e., sign ordinance, tree preservation ordinance, and the like. • Tom Wilson spoke about the Ethics Ordinance given in Commission package which sets forth how Commission will conduct itself. He advised the Commission that the City Attorney is there for their use, but contact must be made through staff. He further told the Commission if there are matters that they believe they must recuse themselves from those questions can be asked of City Attorney. Regarding general questions, he told the Commission if simple questions, staff will convey answer, or if more complex, he will put Members directly in contact with the City Attorney, if necessary. • Tom Wilson advised Commission they will get packages a week in advance of meeting that should contain everything they need. • Tom Wilson advised Commission that email addresses for Commission will be created and correspondence should be directed through that email not personal emails. Also stated that the Commission is not to speak to anyone outside of Commission about anything once it is filed, and that everything should be funneled through public record. • Commission Member Bob Moheb asked if it would be inappropriate for a member of the Planning Commission to speak on behalf of someone opposing a variance that was to come before the BZA. Tom Wilson responded no, unless there was some type of prior conflict of interest regarding this. Tom Wilson said that if a Commission Member sits on another Board that votes and are affiliated with zoning matters, this would constitute a conflict of interest and member would have to choose what committee to be on, but cannot be on both. • Tom Wilson talked about Article V1, Modification of the By -Laws. • Tom Wilson read from By -Laws under Section 1: (1) Most include existing and proposed texts; (2) Must include statement of the purpose and intended effect of the proposed change; and added: (3) Planning Commission Briefing. ■ Planner Robyn MacDonald (1) Went through a sample zoning analysis with Commission and there was discussion of the form; (2) Standards of Review -Items 1-11- Tom Wilson commented that he feels the Commission asked some good questions and believed that they are going to do a good job. Page 4 of 5 Special Called Work Session of the Planning Commission Wednesday, February 28, 2007 Page 5 of 5 ADJOURNMENT After no further business, the Special Called Work Session adjourned at 8:00 PM. Tom Wilson Community Development Director Page 5 of 5