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Home My WebLink AboutAgenda - 04-19-2005-5gORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 19, 2005 Action Agenda Item No. _ ~.• A SUBJECT: U date to Plannin Board Rules of Procedure DEPARTMENT: Planning and Inspections PUBLIC HEARING: (YIN) No ATTACHMENT(S): . Rules of Procedure with Proposed Revisions . County's Attorney's Letter • Planning Board Minutes, March 2, 2005 INFORMATION CONTACT: Craig Benedict, Director, Ext 2592 Robert P. Davis, Planner III, Ext 2580 • Planning Board Minutes, January 12, 2005 TELEPHONE NUMBERS: . Planning Board Minutes, December Hillsborough 732-8181 1, 2004 Chapel Hill 968-4501 • Planning Board Minutes, Durham 688-7331 September 1, 2004 Mebane 336-227-2031 • Planning Board Minutes, July 7, 2004 PURPOSE: To consider revisions to the Planning Board Rules of Procedure to: 1) clarify the agenda setting process, 2) clarify when a member is officially separated from the Planning Board, 3) clarify Planning Board voting procedures; and other "cleanup." BACKGROUND: The last time that the Planning Board reviewed the Rules of Procedure was during the second quarter of 1996. The BOCC subsequently amended the Rules of Procedure on June 26, 1996. Good administrative practice is to review the procedures from time to time for updating and clarification, if necessary. Section 2.2.6 of the Zoning Ordinance requires that the Board of County Commissioners adopt the Rules of Procedure and approve any revisions thereto. This update is to incorporate more specific guidelines in the agenda setting process, which will set forth responsibilities and procedures for the regular meetings. [See new Section B of Article VII-Meetings] A second proposed revision is to clarify when a member is separated from the Planning Board. These revisions will specify that termination of a member's tenure will occur upon either replacement or the submittal, in writing, of a voluntary resignation. [See new Section number 6.4 under Article III -Members] A third proposed revision clarifies voting procedures and was drafted by the County Attorney Cleanup items include: set location of meetings to the Food Lab at 306 Revere Road, Hillsborough and to specify that agenda item requests can be sent to the Vice-Chair as well as the Chair, [See Section A under Article VII -Meetings, and see renumbered Section G Conduct of Meetings under Article VII -Meetings] In accordance with Article IX -Amendments, any amendments to the Rules of Procedure may be voted upon at a meeting following the initial presentation of said amendments, The Planning Board was presented with the revisions at the July 7, 2004, September 1, 2004, December 1, 2004, January 12, 2005 and the March 5, 2005 meetings. The Planning Board unanimously recommended approval of the updated rules at its March 5, 2005 meeting, FINANCIAL IMPACT: No financial impact. RECOMMENDATION: ADMINISTRATION recommends APPROVAL of the updated Rules of Procedure. PLANNING BOARD recommends APPROVAL of the updated Rules of Procedure. County of Orange Planning Board Rules of Procedure Adopted January 4 1983 ORANGE COUNTY PLANNING BOARD Rules of Procedure January 4, 1983 Amended June 26, 1996 Amended April 19, 2005 County of Orange Planning Board Rules of Procedure Adopted January 4 1983 4 TABLE OF CONTENTS ARTICLE I -PURPOSE AND GENERAL RULES .._ _, .. _. _ _ ,._ _. 5 A, Purpose ................................................................................................ .............................................5 B, General Rules ...................................................................................... ............................................. 5 ARTICLE II -OFFICERS AND DUTIES ._...,, _ _,., . _...._, ...., ._...,. _ . ,.._ ._..... _.. 5 A, Chair ..................................................................................................... .............................................5 B. Vice Chair ............................................................................................ ............................................. 5 C, Chair and Vice-Chair Absent ................................................... ......................................5 D, Election Procedures .......................................................................... .............................................. 6 ARTICLEIII-MEMBERS . _ _,_,.., _„ _,_ .. _ _ __..8 A, Membership ........................................................................................ .............................................. 6 8. Attendance ......................................................................................... .............................................. 6 ARTICLE IV -ADMINISTRATION,. _... _ _ _ _ ._ .. _ . _. __.... 7 ARTICLE V -COMMITTEES _ _ _ .. _ ._ _ _ .. _. .. _,._ _. 7 ARTICLE VI-TOWNSHIP ADVISORYCOUNCILS,.,_ ..,_..,._ ..,_ . ... .. _...._. .._.. 7 ARTICLEVII-MEETINGS .,. .. _. ... _ .. __. _ __,... _._.._..._._._ 8 A, Regular Meetings ............................................................................... .............................................. 8 8 Agenda Setting Process for Regular Scheduled Meetinus ................................................8 C, Special Meetings ............................................................................... ........................................:...... 9 D. Meeting Notice .................................................................................. ................................................9 E. Quorum .............................................................................................. ................................................9 F, Voting ................................................................................................. ...............................................9 G. Conduct of Meetings ........................................................................ ............................................... 9 H. Cancellation of Meetings ................................................................. ............................................. i0 ARTICLE VIII-JOINT PUBLIC HEARINGS., _.._ _..,__,., _ ..._..._,_ ..._..,.__,._.. 10 A. Hearing on Rezonings, and Other Hearings Conducted by the Planning Board C.hair..,,,,,... f0 B, Hearings on Special Use Permits and other Hearings Conducted b y the Commissioners' Chair 11 ARTICLE IX -AMENDMENTS _ ... . ,... _ ...,. _, _ .. _.. . _ . __ ... 11 County of Orange Planning Board Rules of Procedure Adopted January 4.1983 RULES OF PROCEDURE ORANGE COUNTY PLANNING BOARD ARTICLE I -PURPOSE AND GENERAL RULES A. Purpose The purposes of the Planning Board shall be as set forth in the Orange County Zoning Ordinance, dated September 2, 1981, and other general and special state laws relating to planning in Orange County. The Planning Board shall have those powers and duties delegated by ordinance to the Board by the Orange County Board of Commissicners, The Orange County Planning Board is hereinafter referred to as the Planning Board. B. General Rules The Planning Board shall be governed by North Carolina General Statutesl Chapter ~-A 153A, and other general and special acts relating to planning and related activities in Orange Countyt as-well-ashy the ordinance which established the Planning Board, by the North Carolina Open Meetings Law Article 33C of Chapter 143 of the North Carolina General Statutes and by any other applicable law. ARTICLE II -OFFICERS AND DUTIES The elected officers of the Planning Board shall consist of a Chair and a Vice Chair, A. Chair The Chair shall preside at all meetings and hearings of the Planning Board and have the duties normally conferred by parliamentary usage on such officers, The Chair may appoint ar recommend the appointment of Board members as representatives to other official boards as the need arises. B. Vice Chair The Vice Chair shall serve as acting Chair in the absence of the Chair, and at such times shall have the same powers and duties as the Chair. C. Chair and Vice Chair absent Countv of Orange Planning Board Rules of Procedure Adopted January 4. 1963 ~D. Election Procedures The procedures for election of the Chair and Vice Chair shall be as follows: These officers shall be elected by the Planning Board from among its members at the regular meeting in January of each year. 2. The candidate far each office receiving a majority vote of the Planning Board members present shall be declared elected. 3, The officers shall be elected for a term of one year. They shall be eligible to succeed themselves for not more than three consecutive terms. 4. Vacancies in the office shall be filled immediately for the unexpired term by the regular election procedure. ARTICLE III -MEMBERS A. Membership Membership on the Planning Board shall be governed by the terms of Chapter 153-A 153A of the General Statutes of North Carolina and the Orange County Zoning Ordinance. B. Attendance Amended 6-26-96 Any members of the Board who rails is absent for more than three consecutive meetings (monthly meeting on the first Wednesdays or public hearingsj, or who rails is absent for more than eae-I-ial# twenty-five percent of the meetings in a calendar year, fer~e witheut apprevad-at~seas _ ' ,may lose their his or her status as member of the Board and may be replaced by the Board of Commissioners. A member is considered absent if not present 30 minutes after a meeting has begun. 2. Anv absence from a meeting approved by the Chair prior to the meetin is an excused absence and does not count as an absence for determining a Board member's attendance for purposes of this section. Anv Aabsence due to sickness of the member of the Board or a member of the Board member's immediate family:; death of an immediate family member,; professional leave,i; or other valid reason shall be .,h~~.,,.~ .,.,,a r,-.n .,,,+.,++,,,.++r,o ...o~,+,e~~~.~--~~;t~s excused by the Chair. 3. In the event of a long illness or other cause far prolonged absence of six (ti) months or more, the member may be replaced. Countv of Orange Planning Board Rules of Procedure Adopted January 4 1983 4. A member shall serve either until theend-e replaced by Board of Commissioner appointment or a ~ voluntary resignation, in writing, i~suhmitfed to effective on the date the written resignation is received by the Secretary of the Board, except that a member may continue to serve until replaced. ARTICLE IV -ADMINISTRATION A. The Orange County Planning Department shall serve as staff to the Planning Board. B. The expenditure of the Board, exclusive of gifts, shall be within the amounts appropriated for that purpose by the Orange County Board of Commissioners, C. The Planning Director shall serve as a nonmember Secretary to the Planning Board. The Planning Board Chair or his or her designee may have the opportunity to review the minutes of the Planning Board meetings prior to their submission to either the Planning Board or the Board of County Commissioners. The Secretary, ,shall keep all minutes and records of the Planning Board, provide notice of the regular and special meetings to members, arrange proper and legal notice of hearings, attend to legal correspondence of the Board, and other such duties as are normally carried out by a secretary .The Planning Director shall not be eligible to vote, ARTICLE V -COMMITTEES A. Planning Board may establish such standing or temporary committees as it may deem useful in its work. The members of these committees shall be appointed by the Chair of the Board. B. The Planning Board shall establish a committee on Ordinance Review which shall be responsible for a continuing review of ordinances related to the business of the Planning Board. The members of this Committee shall be appointed by the Chair of the Board, ARTICLE VI -TOWNSHIP ADVISORY COUNCILS A. Planning Board shall recommend to the Board of County Commissioners the establishment and/or continuation of Township Advisory Councils, as provided in Section 2.2,11 of the Orange County Zoning Ordinance. B. An Advisory Council shall be established for each township. It will be composed of residents of that township, who shall serve a term of two years. Members of the Advisory Council can nominate new members, while any citizen of the County can recommend members for nomination. County of Orange Planning Board Rules of Procedure Adopted January 4 1983 8 C, The members of the Councils shall be appointed by the Chair of the Planning Board upon approval by the Planning Board. D, A member of the Planning Board from each township shall serve as liaison to the appropriate Advisory Council, ARTICLE VII -MEETINGS A. Regular Meetings Amended 6-26-96 attend Planning Board meetings. Regular meetings of the Planning Board shall be held the first Wednesday of each month at 7:30 p.m, at the ~ ereagh Planning and Agricultural Center (Food Lab) at 306 Revere Road, Hillsborough or other place within Orange County designated by the Chair, The meetings shall adjourn not later than 10:30 p,m. unless extended for the meeting in session by vote of the Board. B, Apenda Setting Process for Repular Scheduled Meetings Sfaff prepares draft agenda with the items/topics Staff plans to bring to Planning Board 2. Draft copy of agenda/face sheet is emailed (or by other means) to Planning Board Chair and Vice-Chair a minimum of 12 days prior fo a regular Planning Board packet mail out 3. Planning Board members contact Chair or Vice-Chair with their requests for items they want to see or place on agenda no less than 7 days (2 weeks prior to meeting) prior to a regular Planning Board meeting packet mail-ouf 4. Chair and Vice-Chair may discuss issues 5. Chair contacts (phone or email) Current Planning Supervisor or Planning Secretary with Planning Board members' items (if any), to set order of agenda and to set time allocations for each item by Friday 5:00 P. M. preceding the Wednesday mail out. 6. Staff prepares final agenda and emails back to Chair and Vice-Chair by 5:00 PM Monday preceding the packet mail-out 7. Chair gives final agenda acceptance by Tuesday by 12:00 (prior to mail out) Coin of Orange Planning Board Rules of Procedure Adopted January 4 1983 8. Staff prepares, copies and distributes agenda packets €C. Special Meetings Special meetings may be called by the Chair or by the written request of at least three other members of the Planning Board. The notice of such a meeting shall specify the purposes of the meeting and no other business may be considered except by unanimous consent of the Planning Board members present, GD. Meeting Notice The Secretary shall give three days notice for both regular and special meetings. Except in extraordinary circumstances, there shall be a maximum of three meetings and/or hearings per month. BE. Quorum A quorum shall consist of a majority of the reg~flar-appe:,nt°d members of the Planning Board. A quorum shall be present for conduct of formal business, €F. Vofing The vote of a majority of those members present shall be sufficient to decide all matters before the Planning Board, provided a quorum is present. E~-sffisie ~+ F,^il + vn4n lirp srtlTiTln~['Y~ n~ '^''^' ',~,n„ter~t: Each member, including the Chair, shall ....4.. ~4.nn» n. ~~nn» nn nii mn1{n rc hninrn fhn Rn~r.1 AL, mc~m her mmi ohc+oin i=-aGh-K~tetTl~.,r chnlho~_~grr oot~~cTnor ~~nn^ n nn# ~n~F.nn nvni ono $I-fall-t~ f~k~er-e~tlae-Beard: €G. Conduct of Meetings Agenda. All business to be considered shall be listed on the agenda. To secure such consideration, a request must be received by the Chair or ae"rte Vice-Chair at least seven fourteen (14) days before any regular the Board's consideration of or deliberations on that matter. Countv of Orange Planning Board Rules of Procedure Adopted JanuaN 4 1983 t ~ scheduled meeting, No other business may be considered except by unanimous consent of the Board members present. All special business or items not specifically noted on the regular meeting agenda may be deferred by the Planning Board until the next regular meeting date. 2. Order of Business The order of business at regular meetings shall be: Call to order and roll call. b. CaII for approval of minutes of previous meeting. c, Consideration of additions to the agenda. Consideration of items on the agenda. e, Adjournment,. The order of business for special meetings shall be as set out in the meeting call. 3, Public Meetings All meetings of the Planning Board, its committees and councils shall be open to the general public, The Planning Board shall have the power to meet in executive session providing appropriate procedural necessities are complied with as prescribed in North Carolina's Open Meeting Law, N.C, General Statutes §143-318.1 to 143-318,7 (1974). G. Cancellation of Meetings Whenever there is no business for the Planning Board, the Chair may dispense with a regular meeting by giving notice to all members not less than twenty-four hours prior to the time set far the meeting, ARTICLE VIII -JOINT PUBLIC HEARINGS .loint public hearings, attended by both the Board of County Commissioners and the Planning Board, shall follow the procedures given below. A ~ Joint public heari~s are chaired by the Planning Board Chair Call of agenda items by the Chair, 2. Presentation by staff: County of Orange Planning Board Rules of Procedure Adopted January 4 1983 1 ~ a. Explanation of the effect of the proposal. b. Technical evaluation. 3. Statements in support of the proposal. 4. Statements of opposition to the proposal. 5, Rebuttal statements by supporters. Rebuttal statements by the opposition. 7. Board discussion. 8, Board action. Before beginning this procedure, the Planning Board may determine the maximum number of minutes to be allocated to each of the above items, with the constraint that supporters and opponents shall be given equal time, B, Tale-hearings shall follow the procedures designated by the Board of County Commissioners. ARTICLE IX -AMENDMENTS These Rules of Procedure may, within the limits allowed by law, be amended at any time by an affirmative vote of not less than a majority of the regular appointed members of the Board, provided that such amendment shall have first been presented to the membership in writing at a regular or special meeting preceding the meeting at which the vote is taken, and provided further, that any amendment shall be approved by the Board of County Commissioners in accordance with Section 2,2,6 of the Zoning Ordinance. Isg:orangecounty\Planning Bd Rules with GEG revisions.doc 12 LAW OFFICES COLEMAN, GLEDHIL.L, HARGRAVE & PEEK A PROFESSIONAL CORPORATION 129 E. TRYON STRBET P O DRAWER 1529 FIILLSBOROUGH. NORTH CAROLINA 27278 919-73L2196 FAX 919-~732~7997 wmw cgandh com January 26, 2005 Mr. Robert P. Davis, AICP Current Planning Supervisor Orange County Planning Department Post Office Box 8181 Hillsborough, North Carolina 27278 RE: Planning Board Rules of Procedure Dear Robert: FROM THE DESK OF GEOFFREY E GLEDHILL EMAIL geo6reygldhillC¢q:mdheom Thank you for your January 19, 2005 email communicating feedback from the Planning Board on revising the Pules of Procedure of the Planning Board. I have further revised the attendance section to conform with the Board of Commissioners' Policies and Procedures Governing its Appointments to Various Boards and Commissions and to clarify the process and substance for an excused absence. I have no particular insight into what absences, other than those specifically listed, should be excused. I recommend a common sense approach. I have also changed, back to the way I originally revised it, the member service rule because a member can serve beyond a term expired because each member serves until their successor is appointed and qualified unless the member resigns at the end of an appointment term. The provisions of the Rules related to excusing members from voting for conflicts of interest, including the voting process for determining whether a Board member should be excused, track the rules governing voting by members of the Board of Commissioners. This method is being recommended because (1) the Board of Commissioners, generally speaking, wants its Advisory Boards to follow its lead and (2) excusing a member from voting to avoid the appearance of a conflict moves the analysis for excusing a member into a subjective arena not consistent with the responsibilities of the Planning Board. 13 Mr. Robert P. Davis, AIC_P Page 2 January 26, 2005 Similarly, abstaining from voting is wholly inconsistent with the responsibility of the office of Planning Board member. On the other hand, the Rule which counts a Planning Board member attending a Planning Board meeting that does not vote as a vote for or against an item is a policy one. Again, the Board of Commissioners' Rules of Procedure count a "non vote" by a member present as a vote in favor of a motion on the floor. Please share this letter with the Planning Board. Very truly yours, GLEDIiTLL, HARGRAVE & PEEK, P.C. rey FI. G1ec~ 11 GEG/lsg 1sg:letters\davis pb rules of prdc doc 14 MINiJTES ORANGE COUNTY PLANNING BOARD MARCH 2, 2005 REGULAR MEETING MEMBERS PRESENT: Jay Bryan, Chapel Hill Representative (Chair); Brian Dobyns, Cheeks Township Representative; Craufurd Goodwin, Hillsborough Representative; Sam Lasris, Cedar Grove Township At Large; Renee Price-Saunders, Hillsborough Township At Large; Sandra Johnson Quinn, Eno Township; Noah Ranells, Bingham Township; .Ieffrey Schmitt, Cedar Grove Township At Large; Theodore (Ted) Triebel (Vice-Chair), Little River Representative MEMBERS ABSENT: Hunter Schofield, Cedar Grove Representative; Theresa Nicole Graysmith, Chapel Hill Township At Large; Timothy (Tim) Webb, Chapel Hill Township At Large STAFF PRESENT: Craig Benedict, Planning Director; Robert Davis, Current Planning Supervisor; Sherri Ingersoll, Administrative Assistant II AGENDA ITEM #1: CALL TO ORDER AND ROLL CALL AGENDA ITEM #2: INFORMATIONAL ITEMS a, The next regulaz Planning Board Meeting is scheduled for April 6, 2005 b, Joint Meeting with Ag Preservation Board is scheduled for April 6, 2005 at 6:30 P.M. a Planning Calendar for March and Apri12005 d, Comprehensive Plan Land Use Element Outreach meetings (The Director passed out a timetable for the Comprehensive Plan Land Use Element Update) Craig Benedict: An additional information item is the proposed timetable far the Comprehensive Plan Land Use Element, (Timetable distributed to members), We (the Planning Department) have made presentations to various Advisory Boards, and received their continents regarding their specific interests in relationship to the Comprehensive Plan Land Use Element. It was determined that the Land Use Element will be the "umbrella" for the Comprehensive Plan, and this timetable was approved by the BOCC through April 19, 2005, The BOCC requested additional time to review some additional information, including the comments from the Agriculture Preservation Boazd, before approving the entire timetable, but felt that the timeline presented was reasonable, AGENDA ITEM #3: CONSIDERATIONS OF ADDITIONS TO AGENDA AGENDA ITEM #4: APPROVAL OF MINUTES _... a, .Ianuary 12, 2005 Noah Ranells: On page 006, line 146 and 147; delete "The current list does nothing, What it does is more representative of how we feel", On page 011, line 401; replace "precocious with early". On page 012, delete lines 454 and 455. 15 Renee Price-Saunders: Were there azcheological remnants found? Craig Benedict: It was a ryholite quazry, An arrowhead building and trading area were discovered, but it was decided it did not warrant preservation, The largest issue now is phasing infrastructure cost, what type of road is necessary between Lake Hogan Farms and Eubanks Road, The school opening is not needed until 2009-2010 due to enrollment numbers being down. Renee Price-Saunders: Who made the distinction that the remains were non-significant? Craig Benedict: The Environment Resource and Conservation Department hired a consultant to identify azchaeological sites and made interpretations as to the value of the sites, All the information from the sites constraint map will be submitted to the Town of Carrboro as part of the review process, Any comments can be forwarded to ERCD for possible action, Renee Price-Saunders: I believe it is important for the public groups to be able to provide input as to the significance. John Blackfeather Jeffries may be a possible contact. Jay Bryan: My comment would be about utilizing groups of volunteers to participate in the development of aspects of the parkin terms of planning, resources, location, etc. Craig Benedict: There may be an opportunity in the near future where the community and volunteers could provide some workforce, The primary contact would be Lori Taft in the Pazks & Recreation department to coordinate a volunteer effort. AGENDA ITEM #9: APPROVAL OF REVISIONS TO PLANNING BOARD RULES OF PROCEDURE The Boazd will consider revisions to the Planning Board Rules of Procedures to provide clarifications on the agenda setting process, the procedures when a Planning Boazd Member is sepazated from the Board, and voting procedures. Presenter: Robert Davis, AICP Robert Davis: The purpose tonight is to consider the revisions of the Rules of Procedure, The part for consideration on page 035, Section F, Number 1 is left open, If a Planning Board member attends a meeting and does not vote for or against a policy, the Boazd of County Commissioners would count anon-vote by a member present as a vote in favor of the motion on the floor, This wording follows the lead of the Board of County Commissioners' rules. Brian Dobyns: On page 0.35, Section F, Number 2 implies that a Board Member could make a request to be excused from voting prior to any deliberations on the matter. Craig Benedict: An attorney may make an evaluation before the meeting occurs, which is recorded, Brian Dobyns: Does this state that if you deliberate that you have to vote? It implies it 4 16 Robert Davis: If someone is in violation of GS 14-234 there are other issues involved, They should discuss it with the County Attorney or Staff prior to the item reaching the floor. Renee Price-Saunders: If a Boazd Member is excused, can they offer public comments? Noah Ranells: I believe it would be illegal for' someone who is a Board Member not to be allowed to comment as a public citizen. It is the Board's deliberation which is restricted. Robert Davis: This can be clarified with the County Attorney. MOTION made by Noah Ranells to accept pages 029-037, the revisions of the Planning Board Rules of Procedure. Sam Lasris seconded, VOTE: Unanimous Robert Davis: Once these have been adopted, there will be a copy furnished to each Boazd member. Noah Ranells: Individuals are appointed initially for two ternrs. Most of us can serve up to nine years. Craig Benedict: If a term has been vacated and you are appointed for that term, that would be a whole term or cycle. Sherri Ingersoll: The Boazd of County Commissioners' office called today and stated that C_raufurd Goodwin could serve two complete terms, plus the residual of the original term. AGENDA ITEM #10: REVIEW OF BOCC PLANNING RETREAT AND DEVELOPMENT OF PLANNING BOARD GOALS FOR 2005 The Boazd will receive a report on the BOCC Retreat, and discuss and develop a list of goals and priority items for 2005, Craig Benedict: The retreat is not the only time of the yeaz to reanalyze priorities for the Planning Board, The RADAR form is a way of informing everyone that there is azr idea or goal the Planning Boazd has or would like to pursue, It may or may not be on the list of goals. Craufurd Goodwin: Has the 2005 list been accepted by the Boazd of County Commissioners? Craig Benedict: Yes, It has been accepted. Craufurd Goodwin: Has the Orange County/Hillsborough Urban Transition Area Task Force been reconstituted? Craig Benedict: This is listed to be a follow up on the Task Force recommendations, The Task Force made several recommendations which now need to be followed up with action. The Efland/Mebane Small Area Plan is similar, in that it has a few members which are part of this 5 17 MINUTES ORANGE COUNTY PLANNING BOARD JANUARY 12, 2005 REGULAR MEETING MEMBERS PRESENT: day Bryan, Chapel Hill Representative (Vice-Chair); Brian Dobyns, Cheeks Township Representative; Craufurd Goodwin, Hillsborough Representative; Theresa Nicole Graysmith, Chapel Hill Township At Large; Sam Lasris, Cedar Grove Township At Large; Sandra dolmson Quinn, Eno Township; Noah Ranells, Bingham Township At Large; Hunter Schofield, Cedar Grove Representative (Chair); Jeffrey Sclunitt, Cedar Grove Township At Large; Theodore W. Triebel, Little River Representative; Timothy (Tim) Webb, Chapel Hill Township At Large MEMBERS ABSENT: Renee A. Iman Price, Hillsborough Township At Large STAFF PRESENT: Craig Benedict, Planning Director; Tom Altieri, Comp Planning Supervisor; Robert Davis, Current Planning Supervisor; Sherri Ingersoll, Administrative Assistant AGENDA ITEM #1: CALL TO ORDER AND ROLL CALL The new members, Sandra Quinn, Jeff Schmitt and Tim Webb took an oath to .join the Orange County Planning Board.. AGENDA ITEM #2: INFORMATIONAL ITEMS a. The next Regular Planning Board Meeting is scheduled for February 2, 2005. b. The Planning Board calendar for January and February 2005. c. There are emergency phone numbers after 5:00 PM; 245-2580 (Robert Davis) and 245-2579 (Tom Altieri). Be sure to leave a voice mail on BOTH members if necessary. d Staff's Land Use Element Outreach Proposal approved by BOCC. Tom Altieri: There will be four additional outreach meetings to take place in late February and early March.. We have been asked to get Advisory Board perspective on Staff's ideas on the Land Use Element before we go back out. The Advisory Boards will be as follows: Affordable Housing Advisory Board, Commission for the Environment, Agricultural Preservation Board, Board of Health, and Economic Development Commission. e. BOCC Listening Sessions Tom Altieri: Our County Commissioners will be holding Listening Sessions for any issues relating to the County Government throughout the year. The BOCC Chair will attend the eight meetings along with one additional County Commissioner,. Noah Ranells: How are the minutes recorded? Are they available? Tom Altieri: The County Cleric will compile the minutes, as well as a list of questions and issues. 1 18 MOTION made by Noah Ranells to accept the minutes with corrections. Tim Webb seconded the motion. VOTE: Unanimous AGENDA ITEM #5: PUQLIC CHARGE AGENDA ITEM #6: CHAIR COMMENTS AGENDA ITEM #7: COMMITTEE/ADVISORY BOARD REPORTS a. Board of Adjustment Ted Triebel: No meeting. b. Agricultural Preservation Board Noah Ranells: We met on December 15 and discussed the status of the report of Rural Character and Farmland Protection Workgroup. The Board is keenly interested in the report, a Orange County/Hillsborough Urban Transition Area Task Force Tom Alteri: The task force completed their last meeting on December 15, 2004. Staff is working on the final report that will be available in draft format next week then circulated to the Task Force members for comments. This will be presented at the February 17, 2005 BOCC meeting with Hillsborough.. Hunter Schofield: Before we continue we need to do a reality check about our agenda and the items on it. Should they be prioritized? Noah Ranells: My suggestion is 10, 9, 8 and then 11. Brian Dobyns: What is the time frame for Twin Creeks? .Jay Bryan: The Board of County Commissioners will review it on .January 24, 2005 but before the plan goes to Can-boro, Brian Dobyns: We can keep this as the last item? Nicole Graysmith: Do we need to vote on item #9? Robert Davis: You should hear the rules one time and then vote on them the next. Hunter Schofield: The agenda items can be changed to #9, #10, #8 and then #11? AGENDA ITEM #9: SECTION 2 -APPROVAL OF REVISIONS TO PLANNING BOARD RULES OF PROCEDURE The Board will consider revisions to the Planning Board Rules of Procedures to provide clarifications on the agenda setting process, the 5 19 procedures when a Planning Board Member is separated from the Board, and voting procedures. Presenter: Robert Davis, AICP Robert Davis: We are in the process of amending the rules. The changes are highlighted in bold. On page 4, item B4 is changed, On page 5, line 220 of the minutes. Sam Lasris: It seems that the Board members should be present at meetings before the issues are presented that we have to vote on. If you are .30 minutes late, you are missing informational items but when you leave early, you may miss a vote. Hunter Schofield: Have you perceived a real problem with Board Members showing up late and not playing a meaningful role in the discussion but voted? Sam Lasris: My concern could be addressed by structuring the agenda differently.. Hunter Schofield: My experience has not been one where members have only participated for part of the meeting (leave early or show up late). The issue has been chronic absenteeism. Ted Triebel: We address the Rules of Procedure once every ten years, and there was a question about what a prolonged absence was. Robert Davis: There is the option of when the person comes in the middle of an issue, they cannot vote on that issue. Nicole Graysmith: We need to give an incentive for members to be here, even if they are running late. Otherwise, they won't show up if they are delayed. Can we separate the issues of 6 months for prolonged absence and being 30 minutes late as two separate items? Craig Benedict: It has been problematic. At the November meeting there were only five members that were there and one came in late, but by then some members had left and there was no quorum. MOTION made by Noah Ranells to change item Article III, Section B1 to read "Any members of the Board who are absent for more than three consecutive meetings (monthly meeting on the first Wednesday) or public hearings, or who are absent form more than one half of the meetings in a calendar year, without approved absences as determined by the Chair, may lose their status as member of the Board and may be replaced by the Board of Commissioners.. A member is considered absent if not present for the first thirty minutes of a scheduled meeting.." Ted Triebel seconded the motion. VoT>',: 10 Ayes; 1 Nay (Hunter Schofield) MOTION made by Ted Triebel to change item Article III, Section B3 to read "In the event of a long illness or other cause for prolonged absence, 6 months or more, the member may be replaced.." Craufurd Goodwin seconded the motion. 6 20 VOTE: Unanimous MOTION made by Nicole Graysmith made a motion to change Article III, Section B4 to read "A member shall serve either until the end of his or her term or a voluntary resignation, in writing, is submitted to the Secretary of the Board, except that a member may continue to serve until replaced." Brian Dobyns seconded the motion. VOTE: 10 Ayes; 1 Nay (Noah Ranells) Hunter Schofield: We need clarification on page 7, Section E. Robert Davis: You can't abstain unless you are excused for having a personal financial interest in the topic. The wording was added by the County Attorney. Craufilyd Goodwin: Is the implication of #1 that the individual makes a decision whether or not they have a financial interest? Robert Davis: They use their own consciences. Staff will be available to consult on this situation. Hunter Schofield: Clarification would be in order for this prior to next month's meeting. We need to codify the agenda setting procedure with priorities. Nicole Graysmith: I'd like to know the legal rationale for' member 3. AGENDA ITEM #10: SECTION 3 -REPORT ON 7HE RURAL CHARACTER AND FARMLAND PROTECTION WORK GROUP The Board will receive a report on the discussions of the Rural Character and Farmland Protection Work Group. Presenter..Tay Bryan and Brian Dobyns .Jay Bryan: Let's discuss attaclunent 2 (list of recommendations).. How many of these items would be supported by members of the Planning Board? Ted Triebel: On attachment 1, paragraph 4 states that in some cases mentor farmers are compensated for their time and expertise. Who compensates them? .Tay Bryan: The programs in some places provide that they are compensated. Noah Ranells: I can check on the program in Orange County, but I don't think it is formalized. Craig Benedict: This is not handled tluough the Planning Department. Ted Triebel: On attachment 1, paragraph 9, is the "cash payment" based on fair market value? Brian Dobyns: A portion of the Fair Market Value. 7 21 MINUTES ORANGE COUNTY PLANNING BOARD DECEMBER I, zooa REGULAR MEETING MEMBERS PRESENT: Jay Bryan, Chapel Hill Representative (Vice-Chair); Theresa Nicole Graysmith, Chapel Hill Township At Large; Brian Dobyns, Cheeks Township Representative; Craufiud Goodwin, Hillsborough Representative; Noah Ranells, Bingham Township At Large; Renee A. Iman Price, Hillsborough Township At Large; Theodore W. Triebel, Little River Representative MEMBERS ABSENT: Hunter Schofield, Cedar Grove Representative (Chair); Sam Lasris, Cedar Grove Township At Large STAFF PRESENT: Craig Benedict, Planning Director; Robert Davis, Cusent Planning Supervisor; Torn Altieri, Comprehensive Planning Supervisor; Sherri Ingersoll, Administrative Assistant AGENDA ITEM #I: CALL TO ORDER AND ROLL, CALL AGENDA ITEM #2: INFORMATIONAL ITEMS a. The next Regrilar Planning Board Meeting is scheduled for Wednesday, January 12, 2005 at 7:30 pm b. Planning Board calendar for December 2004 and January 2005 Craig Benedict: One item open for discussion tonight is the Planning Board's priority items for the coming year. We will work with Chair and Vice Chair to develop that list. Jay Bryan: The Chair and Vice Chair will assemble a list of those items and circulate it to the Board. We would also like this to be presented in October of next year, c. 2005 BOCC Calendar AGENDA ITEM #.3: CONSIDERATIONS OF ADDITIONS TO AGENDA AGENDA ITEM #4: APPROVAL OF MINUTES Regular Meeting, October 6, 2004 MOTION: made by Noah Ranells to approve the October 6, 2004 minutes. Seconded by Brian Dobyns. VOTE: Unanimous AGENDA ITEM #5: PUBLIC CHARGE AGENDA ITEM #6: CHAIR COMMENTS AGENDA ITEM #7: COMMITTEE/ADVISORY BOARD REPORTS a Board of Adjustment b. Agricultural Preservation Board zz c. Orange Connty/Hillsboroug6 Urban Transition Area Taslc Force Tom Altieri: The task force met on November 11, 2004 and continued their work on the defacto principles of agreement. An example of this is the use of the Northern Boundary of the Rural Buffer as a southern limit for the Town of Hillsborough. An idea that came from the task force meetings was the need for additional study of Hillsborough's water and sewer capacity and their potential for growth and where it would be more and less appropriate. It was agreed to recommend that a consultant work with the Town and County,jointly with each entity sharing the cost. The next meeting will be December 15 where we will finish the Taslc Force meetings and make recommendations. Staff will prepare a draft report in .January to circulate to Task Force members for comments, and then revise the report to be presented on Febniary 17 at the .Toint Hillsborough/Orange County Commissioners meeting. Craig Benedict: At the .January 12 meeting we may have the framework of the different discussion items. Jay Bryan: What is the Planning Board's involvement? Craig Benedict: If a consultant is hired, there may be a need for another work group to study this. .Jay Bryan: I would like to propose an adjustment to the agenda to switch item 9 and item 13 due to Planning Board input. AGENDA ITEM #8: APPROVAL Or REVISIONS 7"O PLANNING BOARD RULES OP PROCEDURE Presenter: Robert Davis, AICP Craufurd Goodwin: I'm disappointed about non-attendance without notice. If this is done twice, then there should be discussions about it. This is most embarrassing to members of the public, and time-consuming for the Board members if a quorum can't be met. Renee Price: There is a problem with trying to call after 5:00 pm. Jay Bryan: There was confusion over last month's meeting, since the date was changed. Craig Benedict: There is a policy that is not within the rules of procedure of how the Board of County Commissioners can remove someone from the Board. With this Board, there should be a determination at each meeting as to whether the absence is excused or not.. The Commissioners will have an agenda for the appointment of additional Planning Board members at the December 14 meeting to add 3 members. Nicole Graysmith: We have had the practice in the past, and there is the opportunity to do it at the Chair's discretion.. Brian Dobyns: Is there any way that someone can call if they are late? 23 Craig Benedict: We can have a phone number with voice mail we can check prior to the meeting, Nicole Graysmith: Please put that number in the next packet, When there is an empty seat on the Board, and the person continues to come, what are the rules? Robert Davis: On page 026, the rule is that you serve until you are replaced. In September the Chair requested we look at the rules and come up with procedures for setting the agenda, When that began it was apparent there were places in the rules that needed clarified. The attorney found some items that needed to be cleared up and that was done The changes are noted in the agenda packet and are made in bold and underlined. Noah Ranells: There is a question about appointment to the Board. It is not addressed in the Rules and Procedures, Robert Davis: Appointments are handled tluough the County Commissioner's office. Noah Ranells: How wortld someone get on the agenda of the BOCC to get a position filled? What is procedure? It seems as though it has taken a long time to replace members. Craig Benedict: The County Clerk's office is responsible for the agenda. They put advertisements out to solicit for appointments, The Commissioners get a copy of the applicants for the Boards and when there is a certain amount representative of a holistic Planning Board it get agenda-ized by the County Clerk's office. The BOCC wants a more diverse Board than we currently have. Nicole Graysmith: We as a Planning Board can review and request applicants, Noah Ranells: By waiting for greater diversity, it holds the Board back from being more representative than is it now. Nicole Graysmith: Page 026 does not cover the situation of someone who wants to resign, but does not want to leave an empty space on the Board, Robert Davis: They can resign. They can continue to come until their seat is filled by the Commissioners. We can put an annotation and another statement to provide for a termination date. .Jay Bryan: You could state that unless the written voluntary resignation says it is dependent on someone being replaced. Maybe we should bring the appointment process back to this Board in the next meeting for discussion. Noah Ranells: The date the written resignation is received needs an effective date. Nicole Graysmith: We can state a particular date that the resignation is applicable, either replaced or a specified date. 4 24 Craufirrd Goodwin: Can we have a revised #4 at the next meeting? Robert Davis: We can make recommendations as a Board, which can be presented to the BOCC, .Tay Bryan: A possible wording will state "a member shall serve either until replaced by the BOCC appointment or' by voluntary resignation in writing received by the secretary". Motion made by Craufiird Goodwin.. Brian Dobyns seconded. Ted Triebel: On page 026, B3, is there a quantification of a prolonged absence is or is not? Craig Benedict: This gives latitude to the Chair. The Chair has interpretive latitude within these documents,. The Chair determines excused absences.. Nicole: There is a difference between excused absences and unexcused absences. Ted Triebel: What defines an absence? If you come in for the last 5 minutes of the meeting, are you present or absent? Is there a certain time period required, or number of votes required in a meeting that determines if you are absent? Craig Benedict: This Board has the privilege to make rules more specific Craufurd Goodwin has comments regarding individuals missing meetings. This Board can request to make any changes.. Ted Triebel: While this is a voluntary Board, we have an obligation to be here. The Chair should have discretion but the rules seem to be loose. Brian: The question is, do we want to make a change now, or consider it later? Ted: It's an important issue, and it seems reasonable for it to be on the agenda for the next meeting. Robert: It's better to make all the requested revisions at one time for presentation to the BOCC. Jay Bryan: [Motion restated.] The motion on the table is that it will state "a member shall serve either until replaced by the BOCC appointment or voluntary resignation in writing received by the secretary". Vote: 1 Aye (Nicole Graysmith); 6 nays 5 25 ~~~i~ MINUTES ORANGE COUNTY PLANNING BOARD SEPTEMBER 1, 2004 REGULAR MEETING MEMBERS PRESENT: Hunter Schofield, Cedaz Grove Representative (Chair); .Tay Bryan, Chapel Hill Representative (Vice-Chair); Brian Dobyns, Cheeks Township Representative; Craufurd Goodwin, Hillsborough Representative; Sam Lasris, Cedaz Grove Township At-Large; Noah Ranells, Bingham Township At-Large; Renee A. Irnan Price, Hillsborough Township At-Large; Theodore W. Triebel, Little River Representative MEMBERS ABSENT: Theresa Nicole Graysmith, Chapel Hill Township At-Large STAFF PRESENT: Sherri Ingersoll, Administrative Assistant; Robert Davis, Current Planning Supervisor OTHERS PRESENT: Tim Anderson, Land Division -Crosland Homes; Todd O'Daniel, Developer Project Manager; Allison Windrom, property owner; Bill Oehler, property owner AGENDA ITEM #1: CALL TO ORDER AND ROLL CALL AGENDA ITEM #2: INFORMATIONAL ITEMS a. Next Regular Planning Board Meeting scheduled for October 6, 2004. b. Planning Board calendar for September and October 2004 Hunter Schofield: Check the Planning Boazd meeting date on November 4 because it is on a Thursday instead of Wednesday. Sherri will check on the date. AGENDA ITEM #.3: CONSIDERATIONS OF ADDITIONS TO AGENDA Craufurd Goodwin: If' it is all right with the Board, could we add an agenda item at the end of the meeting regarding the Board of County Commissioners' work session for 5 minutes? Hunter Schofield: Everyone is agreement and we can add that item as agenda item #9. AGENDA ITEM #4: AGENDA ITEM #5: PUBLIC CHARGE CFIAIR COMMENTS AGENDA ITEM #6: COMMITTEE/ADVISORY BOARD REPORTS a, Boazd of Adjustment Ted Triebel: There was no meeting this month. FYI, there is a view tax in Seattle. b. Agricultural Preservation Board Noah Ranells: There was a meeting on August 18. The first item was a new voluntary agricultural district from the Walters farm. The second item was a resolution to the BOCC water and sewer providers to adhere to a Voluntazy Farmland Preservation Ordinance. This would 1 zs t 3,~Yf~„, .Jay Bryan: We could recommend the developer, with the help of the Orange County Planning Department, to petition DOT to ask for consideration of the neighbors' desire to preserve the trees and to also reduce the length of the right turn lane.. Noah Ranells: If we can save one fifty year old tree, then it's worth it. Allison Windrom: And that there be minimal environmental impact to the creek... Todd O'Daniel: We have to do that. MOTION by Jay Bryan to request the developer and property owners petition the DOT to reduce the tum lane length and pay special attention to preserving trees in the right of way. Seconded by Noah Ranells. Vote: Unanimous Robert Davis: This will probably go to in the BOCC at the meeting on October 19. Noah Ranells: Can we request a change from 85 feet to 50 feet? Robert Davis: Yes, I've done that already.. Hunter Schofield: Let's move on to agenda item #8 Agenda Setting Process AGENDA ITEM #8: REVIEW OI' RULES OF PROCEDURE AND AGENDA SETTING PROCESS Presenter: Robert Davis, AICP Robert Davis: There will just be a presentation with no action taken tonight. There is now clarification on the resignation process written into the Procedures. Noah Ranells: Can we change it also to add this room (the Food Lab) to the bottom of page 036? Robert Davis: Yes.. Next item -Agenda Setting Process. The agenda is sent to the Chair and Vice Chair of the Board. The members would contact the Chair and Vice Chair about the issues they would like to be discussed. This is not an ordinance, and aze guidelines for scheduled meetings only, We can't vote tonight, but will bring them back next month for the vote.. Renee Price: What about voting or abstaining? Robert Davis: That is based on Robert's Rules of Order. Hunter Schofield: There is no abstention process; you have to vote yes or no. But it doesn't say that if you abstain that it will be an affirmative vote. Jay Bryan: Under a sepazate policy, there can be an "excused" vote. Hunter Schofield: According to this we don't need an abstention process. 27 .Jay Bryan: There are some policies that allow that under certain circumstances you can be allowed to abstain if it is approved by the Chair. Robert Davis: You maybe excused by the Chair, Hunter Schofield: We need to clarify the County policy on abstaining, or Roberts Rules of Order. Craufurd Goodwin: At the joint meeting with the BOCC on August 2.3`d, there were a number of significant comments made. Some comments about the goals of the Land Use Element from Margaret Brown were that there was at least one goal for the Land Use Element which is preservation ofwater quality. Rural issues should be handled by the Agricultural Boazd, rather than having a Planning Board task force. Robert Davis: We call it a work group. It was not intended as a task force. Noah Ranells: Is there an opportunity for us to see the minutes before the Board of County Commissioners vote in case there are changes? Robert Davis: They do minutes and it may take months for the minutes to be actually approved. I don't know when they will be available, but draft minutes maybe available, Sam Lasris: Commissioner Jacobs gave permission to continue forwazd with the work group discussions in that context. Craufurd Goodwin: The second issue was less important than the first. It may in fact be the only objective is the water quality, not rural character, Sam L,asris: We could do both. Hunter Schofield: It was my sense that it was not a unity of opinion among the Commissioners and that the Commissioners maybe indifferent towazds other Commissioners on this point, as some of the Commissioners are phasing off the Board.. It might be difficult at this juncture to assess the actual opinion of the Commissioners. Noah Ranells: My opinion is there is a desire to move forward with something, which has been an issue ever since the Comprehensive Plan was mentioned to this Board. It is still causing confusion rather than bringing people together on this, There needs to be a ranking of the whole process and goals of the Comprehensive Plan.. This is a major deficit of the whole process. Craufurd Goodwin: The Commissioners didn't say that the Land Use Element part of the Comprehensive Plan. was devoted entirely to water quality, Noah Ranells: In the past water quality issues have allowed the Commissioners to move forwazd with zoning changes as the sole factor for consideration. If the outreach meetings were more _,,<~sentative of what the Commissioners goals were, the focus would have been water quality and not covering all the other bases. I perceived the Commissioner sharing a message of `we aze happy with what you are doing and go forwazd'. We are going to step up the priority of water quality issues, and I am interested in making sure we don't slack off in the efforts of the Comprehensive Ptan,. Renee Price: Water quality was brought up in the 90's. Hunter Schofield: If we were to only deal with water quality issues, then it should have been the only focus, but it wasn't. This reveals a disagreement by the Commissioners' ideas of emphasis of the Land Use Plan. Craufurd Goodwin: Craig emphasized air quality.. If there are issues in water quality, then we should address that issue. Renee Price: We can continue to comply with the BOCC or address new issues. Sam Lasris: I don't see that maintaining water quality is inconsistent with our other goals .Jay Bryan: We have to make our case to the Commissioners that they may not be on track Hunter Schofield: We would overestimate our role in the process if we thought the Land Use Element was our architecture. It is not ours, but the Commissioners. Even with CPLUC, this wasn't an organic process. There was an agenda that had very specific goals and then a series of tools to satisfy those goals, but none of that was original. All of that was presented by Orange County. We need to bring a case back to the Commissioners that many other issues need to be addressed. Brian Dobyns has been questioning this, and that's what the work group is doing. There is a certain strategic value in emphasizing water quality over rural character. I don't see a shift in the Commissioners' agenda. Noah Ranells: Our' role as the Planning Boazd is being a participant in the process. Regardless of what has gone on, I take pride in the Planning Boazd engaging in the whole process. If the Commissioners would like to go forward with their own agenda and priorities, that is fine. Our role is to provide input. Robert Davis: You may want to read through the section in the Zoning Ordinance where it sets forth the Planning Board's role in the Comprehensive Plan Process. Noah Ranells: I appreciate Jay Bryan for chairing the worltgroup. The Agricultural Preservation involvement in the workgroup is important and the County Commissioner's concern of that.. It is my feeling that from the County Commissioner and Manager level, there was no direction given to the ERCD to partake in the process. That's why it ended up in a Planning Boazd forum. The Agricultural Preservation Boazd would be interested in hearing the resuits. Craufurd Goodwin: When can we expect a report? 29 .Tay Bryan: We don't know. We are having our next meeting on the 16`h. The first meeting was a review of information we had and the next meeting was spent on cluster development,. We need to get back soon.. Craufurd Goodwin: I believe Noah gave the Commissioners standazds of a 3-meeting or 3- month timefran~e. Naah Ranells: I said there were 3 meetings planned, My impression was that we were looking at a 6-month timeframe to have something on paper. .Jay Bryan: We understand the need to do this quickly and what's desired of the group. Hunter Schofield: An additional note, effective tomorrow, I will take a 60 day personal leave of absence from the Planning Board and that the Chair duties will be handed over to the Vice Chair, AGENDA ITEM #9: ADJOURNMENT MOTION: Made by Noah Ranells. Seconded by Renee Price.. VOTE: Unanimous With no further items to discuss, the meeting was adjourned at 9:28 P,M. , ~~ ~ ~~ ---~i~ter S~c~dfield, Chair l Tina L, Owen, Minutes Prepazer ~~~ V11V~ .30 MINUTES ORANGE COUNTY PLANNING BOARD JULY 7, 2004 REGULAR MEETING MEMBERS PRESENT: Jay Bryan, Chapel Hill Representative (Vice-Chair); Brian Dobyns, Cheeks Township Representative; Craufazd Goodwin, Hillsborough Representative; Theresa Nicole Graysmith, Chapel Hill Township At-Lazge; Sam Lasris, Cedaz Grove Township At- Large; Noah Ranells, Bingham Township At-Large; Hunter Schofield, Cedaz Grove Representative (Chair); Theodore W. Triebel, Little River Representative; Renee A. Irnan Price, Hillsborough Township At-Large; Bazry Katz, Chapel Hill Township At-Large MEMBERS ABSENT: Eno Representative (Open) STAFF PRESENT: Sherri Ingersoll, Administrative Assistant II; Tom Altieri, Comprehensive Planning Supervisor; Robert Davis, Current Planning Supervisor; Eddie Kirk, Planner Ii; David Fencl, Planner II; Glenn Bowles, Planner II; Alex Ashton, Planning Intern; Tina Moon, Planner II OTHERS PRESENT: Steve Yuhasz AGENDA ITEM #I : CALL TO ORDER AND ROLL CALL AGENDA ITEM #2: INFORMATIONAL ITEMS a. Next Regular Planning Board Meeting scheduled for August 4, 2004. b. Planning Board calendar for July 2004 Hunter Schofield: There will be no Public Hearing on August 23. AGENDA ITEM #3: CONSIDERATIONS OF ADDITIONS TO AGENDA ,Tay Bryan: Could we switch the order of #10 and #11? Hunter Schofield: There were no objections to the change. AGENDA ITEM #4: APPROVAL OF MINUTES a. June 2, 2004 MOTION: Approval of minutes by Jay Bryan: Seconded by Brian Dobyns. VOTE: Unanimous Noah Ranells: On page 15, line 706 should read "reintegrate reiterate that my biggest interest..." Hunter Schofield: Everyone consented to the change. b. Special Meeting June 9, 2004 Hunter Schofield: On page 5, line 207 should read "...think that the assumption underlying that 10-acre lots are bad or incompatible with eu~slrltur~ farming is,.." On page 7, line 229 and 230 31 d. Tools Provided to Comprehensive Plan Land Use Committee (CPLUC) -Brief Overview of Material in Packet Presenter: Tom Altieri e. Update on additional items discussion on dune 9, 2004 -Land Use Element Philosophy; Property and Present Use V aloe Taxes on Rural Land; Options Available for Wastewater Treatment; and Low Impact Design (LID Presenter: Tom Altieri AGENDA ITEM #11: COMPREHENSIVE PLAN LAND USE ELEMENT SCHEDULE Presenter: Tom Altieri Tom Alteri: We do not have any Public Heazing items for the August 23 Quarterly Public Heazing. There will only be informational items. The majority of the meeting will be devoted to outreach and the summary report we discussed, the responses to the questions we received during the township meetings, and the next steps. The eazliest that a Land Use Element Update Public Hearing could be scheduled is November 22, 2004 at the Quarterly Public Hearing. Another information item is that members have been appointed to serve on a joint Hillsborough/Orange County Urban Transition ?.rea Task Force. We anticipate those meetings will begin in August and extend into September. There will also be an update to the Efland area study done in 1991. Brian Dobyns: Is there a request for a member of the Planning Boazd to be a part of the Efland Study? Tom Altieri: I expect there will be. The committee for the Efland azea study has not been determined. The Orange County/Hillsborough Task Force includes Craufurd Goodwin as the primary member with Renee Price as the alternate. AGENDA ITEM #12: REVIEW OF RULES AND PROCEDURES AND AGENDA SETTING PROCESS Robert Davis: This is an item the Staff, Chair and Vice-Chair have in the past worked out between them, but the current Chair and Vice-Chair have asked that we have a formal proc items to how to submit items to the Chair and Vice-Chair. The Staff has prepared preliminary and how the Planning Board makes suggestions. (Reviewed attachment 12). An example of a calendar is on attachment 3. Hunter Schofield: This needs to be supported by a written text of deadlines. Noah Ranells: Where do we stand with Article VI, page 5 "Township Advisory Councils", I know there has been discussion in the past yeaz to reinitiate these. Robert Davis: What would be the purpose of reviving them? Noah Ranells: It would have been a valuable sounding boazd for the Comprehensive Plan. 17 3a .Tay Bryan: I would like more information on how they worked. Robert Davis: Gene Bell has that information. They were helpful and positive in the beginning. Hunter Schofield: This needs to be drawn up in a formal text amendment versus informal language, Robert Davis: A formal text amendment is not needed. Hunter Schofield: We may want to codify it the form of a text amendment Robert Davis: I would recommend not doing that because if someone (Staff, Chair, Vice-Chair) misses a deadline, we may have procedural problems with the agenda, Hunter Schofield: We need to have it at least as a memorandum of understanding. Robert Davis: We cazr incorporate it in the Rules of Procedure which guide the action of the Planning Board, Hunter Schofield: Reviews Planning Agenda Setting Process (Draft). Change #5 to read "order of agenda and targeted times befere by Friday preceding the Wednesday mail out (calls or• emails). Change #6 to read, "Staff prepazes final agenda and emails back to Chair and Vice Chair by Monday at .5:00 pn:. Change #7 to read Chair gives okay by 12:00 p.m, on Tuesday c.nn ., ... .,., r,r,..,.~.... (prior to mail out). This increases accountability for all parties involved. Robert Davis: The BOCC will need to approve the Rules of Procedure. Hunter Schofield: We need a motion to include the new agenda setting process into our rules and procedures as well as changing page 6 from 7 days to 14 days. MOTION: Made by .Tay Bryan. Seconded by Ted Triebel. VOTE: Unanimous Hunter Schofield: Send a copy of the corrections to Chair (Hunter Schofield) and Vice Chair (lay Bryan) for review prior to sending it to the County Commissioners. AGENDA ITEM #13: UPDATE ON TDR Presenter: Glenn Bowles Glenn Bowles: This is the legal solicitation for qualifications. We hope to gather responses by August 13 and begin to review, The Review Team will include the Planning Staff, the County Manager, a Purchasing Department representative, ERCD, Engineering, Legal Depaztment, Chair and Vice Chair, Questions will be due by the 19a'. We may have a tour of the County of the azeas that could be sending and receiving areas, There will be a feasibility study. Brian Dobyns: How will we determine who gets this request? 18