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PLANNING COMMISSION MEETING MINUTES

MAY 23, 2000


1. ROLL CALL: Chair Balen called the meeting to order at 6:30 p.m. Chair Balen and Commissioners Uhl, Woodruff, Streeter and Milligan answered the roll. Commissioner Hauser was absent. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: None.
3. COMMISSION COMMENTS AND CONCERNS: None.
4. MINUTES: The Commission considered the minutes from the April 18 and April 26, 2000 meetings. Commissioner Milligan moved to approve the minutes as presented, CommissionerStreeter seconded, and the motion carried unanimously on a voice vote.
5. CORRESPONDENCE:
 A. Response from John Boyer re Post Office Landscaping: Chair Balen noted that this letter was in response to a written request from the City Planner to clean up the landscaping. Discussion ensued. Consensus of the Commission was to draft a letter to Mr. Boyer, stating that he must comply with the request, suggest that he contract with a local landscaper and come up with an acceptable plan and maintenance schedule, and requesting a response from him by the 20th of June.
 B. Copy of Letter from Planning Commission Chair Balen to the Waldport City Council and Urban Renewal Agency Regarding Parking: Mr. Balen noted that he had conversed with Urban Renewal Chair Moore regarding this request, and Mr. Moore had suggested that one possibility might be to culvert and pave Red Ditch. In addition, there is the possibility of obtaining the services of a student planner through the RARE program to look at the overall parking problem. Consensus of the Commission was to support both ideas.
6. PUBLIC HEARINGS:
 A. 1-V-00, Ford and Marks dba Excel Drug - Continuation of Public Hearing: Chair Balen noted that this was a continuation of the request for a reduction in parking requirements. No further information was provided. Chair Balen closed the public hearing and opened the meeting for discussion. Commissioner Milligan moved to deny the request. Commissioner Streeter seconded, and the motion carried unanimously on a voice vote.
 B. 2-C-00, Chris Graamans: Chair Balen closed the meeting and opened the public hearing, calling for abstentions, ex parte contact, bias, and conflicts of interest. Commissioner Uhl noted that he had dealt with Mr. Graamans on a professional basis, but felt he could make an unbiased decision. There were no objections from the Planning Commission to Mr. Uhl's participation in the proceedings.
 Staff Report: City Planner Thompson reviewed his staff report, noting that all proposed uses in the Industrial Park area required a conditional use permit. According to the City Engineer, the road met the requirements of the City and could be accepted by the City with the addition of erosion control.
 Proponent's Presentation: Mr. Graamans addressed the Commission regarding his proposal. He asked that the Commission consider rewording the requirement that all deliveries be by Wakonda Beach Road by possibly stating that the route be suggested rather than required. He noted that he would be using a ventilated spray booth for the finishing, and stated that there was very little outside noise generated by the process. Mr. Thompson indicated that he would reword the requirement to state that deliveries would be directed to Wakonda Beach Road. The applicant stated that he would be culverting the street side of the building as well as the driveway, in order to allow parking. Chair Balen urged the applicant to comply with the parking requirements to create a parking area rather than allowing customers to pull off at any point. Mr. Graamans noted that he had no problem with complying with the suggestion.
 Opponent's Presentation: None.
 Chair Balen closed the public hearing and opened the meeting for deliberation. Commissioner Uhl noted that Mr. Graaman's existing operation was clean and well-kept and he saw no reason why this application would be different. Commissioner Milligan asked about how many people would be hired, Mr. Graamans response was probably up to five. Commissioner Streeter moved to approve the application with the addition of the parking requirement and the rewording of the direction of the suppliers. Commissioner Milligan seconded, and the motion carried unanimously on a voice vote.
 C. 3-C-00, MaryAnne Bartlett: Chair Balen closed the meeting and opened the public hearing, explaining that the applicant was requesting a temporary permit for a conditional use permit to hold a theme fair with temporary structures, and this would be a one-time request for a temporary use permit. There were no abstentions, ex parte contact, bias or conflicts of interest declared.
 Staff Report: City Planner Thompson reviewed his written report, noting that there was only one development constraint, consisting of a small stream on one corner of the lot, but he felt that this would not impact the proposed use. ODOT had been contacted for a traffic management permit, which would need to be presented to the City before the event could be advertised. The applicant explained that they had several marquees available to them, as well as commercial and homemade pavilions. Most of them were tents, other than one more solid structure which would be used for the monies.
 Proponent's Presentation: Ms. Bartlett noted that she had additional handouts which were distributed to the Planning Commission. She indicated that she would answer questions. Commissioner Milligan noted her concern was utilities and parking. Ms. Bartlett explained the proposed parking, the provision of water and food, and the sanitary facilities. She stated that the maximum anticipated attendance would be somewhere between 80 and 200 people per hour. They do want it to be an ongoing event, although not on this property, and were exploring other areas for future use.
 Commissioner Milligan reiterated her concern regarding parking and traffic on the corner of Range Drive. Ms. Bartlett noted that she had spoken with Gene Walton from ODOT, who had suggested that the City sanction the event, which would allow for signage warning of traffic congestion. If not, signs would need to be placed on private property. Traffic control personnel would be provided. In addition, signs would be provided to the property owners who did not give permission, directing traffic away from those areas. Chair Balen asked if injuries occur, who would be liable - the applicant noted that she probably would. Commissioner Uhl asked how many days the permit would be asked for, the applicant responded that they would not have people staying on the site until the second of August. Preparatory work would be taking place prior to the second, but no structures would be erected. Some people would be staying in the pavilions, to guard their wares. The area would be fenced off to prevent people from getting into the area, and prevent degradation of the natural areas. In response to a question from Commissioner Milligan, the applicant noted that no alcohol would be served or allowed, and if any person was publicly intoxicated, they would be "bounced". Security would be provided, with up to thirty individuals patrolling at any one time, and there were eleven to fourteen people already committed to security for the event.
 Opponent's Presentation: None.
 Chair Balen closed the public hearing and opened the Planning Commission meeting for deliberation. The prevailing concern expressed by the Commission was in regards to the parking and potential problems. Following discussion, Chair Balen indicated that the Commission was opposed to the application on the proposed site, although they supported the idea in general. Commissioner Milligan moved to deny the request, Commissioner Streeter seconded, and the motion carried unanimously on a voice vote.
7. OLD BUSINESS - Request for Time Extension, Norwood Heights: Mr. Mugleston and Mr. Flaming were present to answer any questions. Mr. Mugleston noted that the request was for the final phase of the development, to allow additional time to develop the lots due to the current saturation of the market. A brief discussion ensued. Chair Balen clarified that this was a one-time request, and that at the end of the two years the project would be completed to specifications. Mr. Mugleston concurred. City Planner Thompson noted that the only suggestion was that the condition of adhering to the current specifications for street improvements. Mr. Mugleston stated that the City had not required curbs in the first two phases. Discussion ensued. The applicants provided a copy of the engineered cross sections of the street improvements for the Commission to peruse. Chair Balen suggested that the application be approved, with the provision that the road improvements be kept the same as in the existing phases. Commissioner Milligan moved to approve the extension, Commissioner Woodruff seconded, and the motion carried unanimously on a voice vote.
8. NEW BUSINESS - Planning Activity Report: Mr. Thompson reviewed his written report.
 Mr. Thompson noted that an application had come in for a partition on Waldport Heights, which could be administratively approved if the proposed road was designated as a public road rather than a private road. He asked if the Commission deemed it necessary for the road to be public in order to access the rest of the property. A brief discussion ensued. Consensus of the Commission was to have the Planner present the application to the Commission at the next regular meeting.
 Commissioner Woodruff asked if the Planner would look at the corner of Hemlock and Maple.
 The Commission expressed a concern regarding the delay in the public hearing process for the Development Code and the Riparian & Wetlands study.
9. ADJOURNMENT: At 8:40 p.m., there being no further business to come before the Planning Commission, Commissioner Uhl moved to adjourn, Commissioner Streeter seconded, and the motion carried unanimously on a voice vote.
Respectfully submitted,
Reda A. Quinlan, City Clerk
APPROVED by the Planning Commission this 6th day of June, 2000.
SIGNED by the Chair this 6th day of June, 2000.
Samuel Balen, Chair