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PLANNING COMMISSION MEETING MINUTES

DECEMBER 4, 2017


1. CALL TO ORDER: Chair Woodruff called the meeting to order at 2:00 p.m. City Recorder Eckerman administered the oath of office to Kitty Kelleher, who then took her seat at the table. Chair Woodruff and Commissioners Peterson, Stole, Phillips, Kelleher, Yorks and Barham answered the roll. A quorum was present.
2. MINUTES: The Commission considered the minutes from the October 23, 2017 meeting. Commissioner Barham asked whether verbatim minutes were needed for his disclosure of conflict of interest and ex parte contact, and Attorney Bartoldus indicated it was not necessary. Chair Woodruff noted that the minutes reflected that the Planning Commission had closed the public hearing and gone into deliberations at the October meeting, and this meeting would be a continuation of the deliberations. Therefore, there would be no opportunity for additional testimony as the public hearing had been closed and the November 6 deadline for additional information had passed. Audience member Hollis Lundeen asked about presenting new information and requested that the Commissioners hear her out. City Attorney Gintner noted that this could cause a delay in the proceedings if the applicant chose, as allowing new information could cause appeals by either party. Commissioner Yorks noted that, in the interest of being open and transparent, people should be allowed to testify. Commissioner Peterson stated that if there were any questions from the Commission to members of the audience, they could ask, but that this was up to the Commission. Following further discussion, Commissioner Peterson moved to approve the minutes, Commissioner Barham seconded. The motion to approve the minutes carried, with Commissioners Woodruff, Peterson, Stole, Phillips, Kelleher and Barham voting "Aye", Commissioner Yorks voting "Nay". Ms. Lundeen asked if that meant she was denied an opportunity to testify, and the answer was affirmative, though Commissioner Peterson reiterated that Commission members could ask for further information if they felt it necessary. Ms. Lundeen asked for clarification that the attorney for the applicant had agreed to have a geological study done, as the minutes did not reflect this. City Planner Lewis indicated that the City's Code required a geological survey for any streets, utilities or buildings constructed on slopes of 20% or more.
3. CITIZEN COMMENTS AND CONCERNS: Ms. Lundeen asked about the status of any work on Norwood Drive, independent of this hearing. Chair Woodruff replied that the condition of the existing street was a City issue, not subject to the Planning Commission's purview.
4. CORRESPONDENCE: None.
5. PUBLIC HEARING - Continuation of Deliberation for Planned Development File #1-PD-PC-17, Vista View Planned Development: Commissioner Stole noted her concern regarding street width, and Commissioner Yorks agreed, indicating he felt that the requirement for no on-street parking could be unenforceable. Commissioner Stole asked if Norwood Drive was considered a local street or a collector street and Commissioner Barham noted that it was defined as a local residential street in the Yaquina John Point Transportation Master Plan. A lengthy discussion ensued regarding street widths and standards and what would be appropriate for this development. Commissioner Woodruff moved to accept the planned development and to require a 26' street with a 4' sidewalk on one side, allowing parking on one side of the street, standard curb and gutter, and 2 off-street parking spaces per lot. It was confirmed that this would be the requirement for all the streets, not just the Norwood Drive connection. City Planner Lewis noted that if the Commission was asking for a 26' street and a 4' sidewalk, the curbs and gutters would take an additional 1' on either side, so the total right of way would have to be 32'. Commissioner York seconded, and the motion carried unanimously. City Planner Lewis clarified the changes to be made to the proposed findings, and suggested that the Commission meet in two weeks to approve those findings. Following discussion, Commissioner Peterson moved to set the meeting for December 18 at 2 p.m., and to continue the meeting to then to consider the findings. Commissioner Stole seconded, and the motion carried unanimously. It was noted that appeals, if any, could be initiated following the signing of those findings.
6. DISCUSSION/ACTION ITEMS: None.
7. COMMISSION COMMENTS AND CONCERNS: None.
8. ADJOURNMENT: At 3:40 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 18th day of December, 2017.
SIGNED by the Chair this 18th day of December, 2017.
Ray Woodruff, Chair


DECEMBER 18, 2017


1. CALL TO ORDER AND ROLL CALL: Chair Woodruff called the meeting to order at 2:00 p.m. Chair Woodruff and Commissioners Stole, Phillips, Kelleher and Barham answered the roll. Commissioner Yorks was excused. A quorum was present.
2. MINUTES: The Commission considered the minutes from the December 4, 2017 meeting. Commissioner Phillips moved to approve the minutes as presented. Commissioner Kelleher seconded, and the motion carried unanimously on a voice vote.
3. CITIZEN COMMENTS AND CONCERNS: Hollis Lundeen addressed the Commission, noting that she read the agenda and asked the Commission if they were going to clarify changes between the Vista View Planned Development applicant's initial submission and the findings. Chair Woodruff explained that this was a preliminary approval of the proposed development, and final approval will come after the project is done. Ms. Lundeen stated that she felt the City's Code was not being followed with regard to Sections 16.60.030(C)(3) & (4), regarding proposed amenities and overloading of existing streets. City Planner Lewis responded that these issues have been addressed throughout the process. Commissioner Barham noted that the street issue had been addressed at length, along with the restriction on the number of lots to be developed prior to the connection with Kelsie Lane. There had also been adequate time allowed for public testimony. The applicant's attorney, Dennis Bartoldus, asked that the discussion be halted at this time, as he would object to any further public testimony on this issue.
4. CORRESPONDENCE: The Commission acknowledged receipt of a letter from Barbara Davis regarding audibility of discussion and promotion of transparency and the democratic process during public testimony.
5. DISCUSSION/ACTION ITEMS:
 A. Approval of Findings of Fact for #1-PD-PC-17, Vista View Planned Development. Commissioner Barham moved to approve the proposed Findings of Fact with the following additions: identification of Norwood Drive as the "current" legal access, specifying "lots and roads" under Geotechnical Analysis, and removing the words "south to Kelsie Lane to Forestry Lane" under the Public Nature Trail. Commissioner Stole seconded, and the motion carried unanimously.
 B. Other Issues: None.
6. COMMISSION COMMENTS AND CONCERNS: Commissioner Barham asked about the ensuing steps in the preliminary approval process, wondering if the Commission would be involved in further review. City Planner Lewis explained that there is no formal review by the Commission, but as the documentation for each step is submitted to the City, those documents are public records and are available. He noted that the City's engineer will ensure that the design is in accordance with the proposed plan and Code requirements, and reiterated that the City Code requires a site-specific geotechnical analysis for construction on any slopes greater than 20%.
 Following a brief discussion, Commissioner Barham moved to request that Chair Woodruff ask the Council to ensure that the connection with Kelsie Lane is prioritized. Councilor Stole seconded, and the motion carried unanimously.
7. ADJOURNMENT: At 2:31 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 22nd day of January, 2018.
SIGNED by the Chair this 22nd day of January, 2018.
Ray Woodruff, Chair


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