Planning Commission

CITY OF DERBY PLANNING COMMISSION WORKSHOP SUMMARY May 16, 2013 6:30 PM MEMBERS PRESENT: Mitch Adams, Gunter Hansen, Pat Baer, Jack Hezlep, Herman Hicks, Shawn Riley, Dennis Poteete, Kathy Wills, Choose an item., Choose an item. MEMBERS ABSENT: Josh Kippenberger, Doug Chambers CITY STAFF PRESENT: Cody Bird, City Planner, Marcia Hartman, Recording Secretary PUBLIC FORUM OPENED PUBLIC FORUM CLOSED WORKSHOP ITEM NO: 1 CASE DESCRIPTION: Opening Meetings Information PRESENTATION – Kevin O’Connor, City Attorney: Kevin presented an outline of the history and purpose of the Kanas Open Meetings Act (KOMA) and reviewed the KOMA rules. DISCUSSION: Mitch Adams – inquired about using personal email accounts for exchange of Planning Commission meeting information. Cody Bird – responded that emails are limited to providing Planning Commission meeting dates and packet distribution information, and it is rare to include other information regarding meetings. Kevin O’Connor – advised Planning Commission members to set up an email folder specific to Planning Commission items. WORKSHOP ITEM NO: 2 CASE DESCRIPTION: Conflicts of Interest PRESENTATION – Kevin O’Connor, City Attorney: Kevin presented Commissioners with the information he found researching other municipalities’ procedures in handling actual or perceived conflicts of interest. The law states that there is a conflict if the interest is considered “substantial.” It was suggested that if a Commissioner perceives a conflict; they could make a “declaration of conflict” and continue to participate in the discussion, but not vote. DERBY PLANNING COMMISSION MINUTES Page 1 of 3 DISCUSSION: Herman Hicks – expressed concern that the public’s perception of the conflict would be very important. Kevin – replied that Planning Commission members could make the declaration out loud and recuse themselves from voting, which would address those concerns. He advised it could be done on a case-by-case basis and that the by-laws may be revised to reflect the decision of the members. WORKSHOP ITEM NO: 3 CASE DESCRIPTION: Review of Comprehensive Plan - Deferred WORKSHOP ITEM NO: 4 CASE DESCRIPTION: Review Platting Procedures PRESENTATION – Cody Bird, City Planner Cody navigated the City of Derby website to show where the Subdivision Regulations are located online. He explained some of the processes, such as notifications to agencies, approval of preliminary plats, and methods to move items along in the process by approving subject to staff comments and discussion. Cody advised members to review articles 4, 5, 6 in preparation for the next Planning Commission meeting. WORKSHOP ITEM NO: 5 CASE DESCRIPTION: Review Site Plan Review Process PRESENTATION – Cody Bird, City Planner Cody gave a brief summary of the Site Plan Review process and what it entails. He asked the members to review the Zoning Ordinance, in particular, Sections 304 and 305. OTHER: Pat Baer asked Planning Commission members to review the list of dates assigned for representation at City Council meeting. DERBY PLANNING COMMISSION MINUTES Page 2 of 3 MOTION TO ADJOURN: Gunter Hansen SECOND: Herman Hicks VOTE: 8-0-0 Meeting adjourned at 8:22pm Marcia Hartman Pat Baer Recording Secretary Chairman DERBY PLANNING COMMISSION MINUTES Page 3 of 3