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PLANNING COMMISSION MEETING MINUTES

JUNE 23, 2014


1. CALL TO ORDER AND ROLL CALL: Chair Woodruff called the meeting to order at 2:00 p.m. City Recorder Eckerman administered the oaths of office to Brian Egan, Ed Peterson and Kevin Yorks, who then took their respective seats at the table. Commissioners Egan, Peterson, Andrew, Woodruff, Hafner, Gordon and Yorks answered the roll. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: Sherrie Smolen remarked that it was nice to finally see a full Commission again.
3. COMMISSION COMMENTS AND CONCERNS: Commissioner Hafner noted that the Commission had been working on some language regarding signage and, in light of the new businesses coming into town, wondered when the issue would be taken up again by the Commission. City Planner Lewis responded that he was putting together a training workshop for the Commission in the month of July for an overview of Commission roles and actions, but that he hoped the meeting in August would be able to be devoted to signage, unless land use actions preclude the discussion. Commissioner Peterson asked to reserve time at the end of the meeting to discuss some concerns. Commissioner Andrew indicated that she had read about Toledo and their code enforcement efforts and wondered how to encourage the same in Waldport. Mr. Lewis and City Manager Kemp, who was attending the meeting, responded that Toledo is much larger and has more problems, but that the City currently addresses about 100 cases per year. The Code Compliance Officer is contracted for one day a week, and if citizens or the Commission are aware of specific concerns, they should be forwarded to Mr. Kittel. Commissioner Gordon welcomed the new Commissioners.
4. MINUTES: The Commission considered the minutes from the April 28 meeting. Commissioner Hafner moved to approve the minutes as presented. Commissioner Gordon seconded, and the motion carried unanimously on a voice vote.
5. CORRESPONDENCE: None.
6. PUBLIC HEARING - Case File #3-VAR-PC-14, Guy and Donna Hadden: Chair Woodruff opened the public hearing, calling for bias, conflicts of interest, and ex parte contact. None were mentioned, and there were no objections to any member of the Commission participating in the hearing.
 City Planner Lewis reviewed the written staff report, explaining that the request was for a variance to setbacks in order to construct an addition to an existing garage which already had a lawful nonconforming setback. He recommended an additional condition to retain the current arbor vitae hedge, which helped to conceal the structure from the side street. There had been no agency responses to the proposal, nor were there any opponents.
 Chair Woodruff closed the public hearing and opened the Planning Commission meeting for deliberations. Commissioner Gordon expressed concern that the increased size and inclusion of restroom facilities could possibly lend itself to a residential use in the future. He also noted that the property owner had to have been aware of the setback requirements at the time of purchase, and he was not aware of any other properties that appeared to possess a similar right. Commissioner Yorks noted that the issue was whether the setback could be encroached upon, not the size of the structure. Commissioner Egan asked if variances were somewhat automatically granted for ADA compliance, and Mr. Lewis responded that they were not. Commissioner Peterson asked if the Fire District had been notified, as easements were considered fire lanes. Mr. Lewis indicated that the Fire District was normally notified if there is a new residential use. Commissioner Peterson stated that it was probable that they would not have had an objection, but felt protocol should dictate they be given the opportunity. Commissioner Egan moved to grant the variance. Commissioner Hafner seconded. Discussion ensued regarding the use of the structure and the arbor vitae screening. Commissioner Peterson moved to amend the motion to include language that would stipulate that the addition was a non-residential use, that a statement to that effect be recorded with the property, that the hedge remain and that there would be no further expansion of the structure. Commissioner Hafner seconded the amendment and the main motion, as amended, then carried unanimously on a voice vote. City Planner Lewis indicated he would forward the findings to the Commission for review, and if there were any comments or changes to the findings they would be held over for consideration at the next meeting.
7. DISCUSSION/ACTION ITEMS:
 A. Planning Report: Mr. Lewis reviewed his written report. The Commission noted that there had been a definite increase in planning activity.
 B. Other Issues: Commissioner Peterson stated that he felt it was prudent to notify the Fire District on all land use applications, especially anything regarding access to property. He also asked that larger maps be included with future applications.
 Chair Woodruff noted that current code language did not address temporary uses to house parents. Mr. Lewis indicated that the County is able to issue medical hardship permits for a second dwelling to be allowed temporarily on a property for that purpose. Commissioner Gordon mentioned that this had become a problem in Crook County, with some property owners renting out the temporary housing to others once the original patient had died or been moved elsewhere.
8. ADJOURNMENT: At 3:05 p.m., there being no further business to come before the Commission, the meeting was adjourned.
Respectfully submitted,
Reda Q. Eckerman, City Recorder
APPROVED by the Planning Commission this 25th day of August, 2014.
SIGNED by the Chair this 25th day of August, 2014.
Ray Woodruff, Chair


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