Planning Commission

CITY OF DERBY PLANNING COMMISSION MINUTES December 5, 2013, 6:30 PM - Approved MEMBERS PRESENT: Pat Baer, Herman Hicks, Dennis Poteete, Doug Chambers, Kathy Wills, Gunter Hansen, Mitch Adams MEMBERS ABSENT: Josh Kippenberger, Shawn Riley, Jack Hezlep CITY STAFF PRESENT: Cody Bird, City Planner; Marcia Hartman, Recording Secretary; Dan Squires, City Engineer AGENDA ITEM NO: 1 DESCRIPTION: Spring Creek Watershed Dan Squires, City Engineer – presented information regarding the study underway for assessing the Spring Creek basin. The study is managed by the Stormwater Management Advisory Board (SMAD), and prepared by Northwater Consulting, Shockey Consulting, and Continental Mapping. The study focuses on three areas – flooding, water quality, and erosion. Adams – asked what initiated the study. Squires – said it provides a guide to address issues that have not been addressed, such as detention storage and pollutant load. Wills – asked what the east side boundaries were for the study. Squires – answered roughly 143rd Street east, and north to Pawnee Street. Wills – asked for clarification regarding potential properties identified with septic system function issues. Squires – said the study identifies permitted septic systems located in the flood plain, not whether they are functioning properly. Baer – asked if the study considered preexisting data. Squires – said the consultant did a great deal of data collection, which includes previous studies. AGENDA ITEM NO: 2 DESCRIPTION: Past Planning Commissioner Experiences, Larry Gould Larry Gould, former planning commissioner – provided a brief overview of Derby’s history and growth, and shared experiences from his time serving on the Derby Planning Commission. He highlighted the role of a planning commissioner serving on a public board and discussed topics such as ex parte communications, the chairman’s roll during public meetings, planning commission attendance policy and the benefits of planned unit developments (PUDs). Gould also mentioned the importance of the decision-making process as the planning commission considers and makes recommendations which affect the community as a whole. DERBY PLANNING COMMISSION MINUTES Page 1 of 3 AGENDA ITEM NO: 3 DESCRIPTION: By-laws / Meeting Procedures Bird – reviewed procedures of the planning commission by-laws, including: meeting conduct, chairperson duties, limiting side conversations and correctly making motions. He encouraged commissioners to review planning commission meeting videos that are available on the city’s website to assess how the meetings are conducted and to identify ways to improve the meetings. Baer – asked for clarification when making a motion. Bird – encouraged members to begin with the recommended motion included in the staff report. If discussion during the meeting warrants additions or changes to the motion, Commissioners may ask for clarification of the discussed changes before making a motion. The Chairman is responsible for restating motions before calling for a vote. AGENDA ITEM NO: 4 DESCRIPTION: Ex parte Communications Bird – identified what is categorized as ex parte communications and the impacts of not sharing information gained through private conversations. He provided handouts referencing due process through open and fair decision-making processes. Adams – asked if there was a deadline for public comments to the Planning Department. Bird – answered no. Hicks – asked if the items enclosed in the planning commission packets were identical for all members. Bird – answered yes. Wills – asked if discussion between a planning commission member and the city planner needed to be disclosed. Bird – answered, if the information discussed is pertinent to the case and could influence the decision, the information needs to be provided to all planning commission members. Adams – asked if discussion occurred between all the planning commission members and the city planner prior to the public hearing, would the planning commission be required to disclose that discussion to the audience. Bird – indicated that it was probably not a technical requirement, but would follow up to address the question. AGENDA ITEM NO: 5 DESCRIPTION: Planned Unit Development Procedures Bird – discussed the intended purpose and benefits of planned unit developments (PUDs). He also summarized the steps of the PUD approval process. Wills – asked if each PUD was unique and whether it affected other parcels. Bird – answered yes, each PUD is unique, and the requirements for one PUD may differ from the requirements of another PUD or other zoning districts. DERBY PLANNING COMMISSION MINUTES Page 2 of 3 AGENDA ITEM NO: 6 DESCRIPTION: West End Study Bird – indicated that lately, the planning commission has been presented primarily site- specific cases. He reminded members that the commission is also responsible for reviewing large scale projects that would encompass and influence the entire community. Specifically, he mentioned that a study of the area west of K-15 Highway is planned to begin in 2014. Similarly, the Comprehensive Plan will be reviewed and updated in the near future. COMMUNICATIONS: Hansen – inquired about dirt work on north Rock Road. Bird – said the property owner is creating a new detention pond and using excavated dirt to level lots. No permit was needed for tree removal or grading. Bird – indicated that no action items were received for the regularly scheduled meeting of December 19, 2013. MOTION TO ADJOURN: Herman Hicks SECOND: Gunter Hansen VOTE: 7-0 Meeting adjourned at 8:17pm Marcia Hartman Pat Baer Recording Secretary Chairman DERBY PLANNING COMMISSION MINUTES Page 3 of 3