Wireless Subcommittee Meeting

MINUTES WIRELESS SUBCOMMITTEE Friday, November 16, 2018 9:00 AM – 12:00 PM COUNCIL CHAMBERS FEW MEMORIAL HALL OF RECORDS 580 PACIFIC STREET MONTEREY, CALIFORNIA Members Present: Brassfield, Breedlove, Dawson, Hansen, Nine, Olsen, Peterson Members Absent: Staff Members Present: Community Development Director Cole, City Attorney Davi, Recording Secretary Doherty CALL TO ORDER Chair Dawson called the meeting to order at 9:00 AM. CONSENT ITEMS Approval of Minutes 1. September 12, 2018 ACTION: Approved as submitted. 2. September 19, 2018 ACTION: Approved as submitted. 3. October 1, 2018 ACTION: Approved as submitted. 4. October 19, 2018 ACTION: Continued to November 30, 2018 to allow staff to review the meeting recording of October 19, 2018 and revise the minutes. 5. October 26, 2018 ACTION: Approved as submitted. 6. October 29, 2018 Chair Dawson asked if the Subcommittee had any comments on the minutes. Subcommittee Member Hansen wanted to remind the Subcommittee that revocation and liability remain to be discussed and finalized. Ms. Cole clarified that revocation and liability are shown in the minutes for September 12 as outstanding items for the future. Regarding the minutes of September 19, Subcommittee Member Hansen stated that the words “full scale” were removed from the mockup requirements. Subcommittee Member Hansen said she does not remember this being removed and suggested it be revisited.  Wireless Subcommittee Minutes Friday, November 16, 2018 Regarding the minutes for October 19, Subcommittee Member Hansen said that there is nothing that reflects the Subcommittee’s extensive discussion and recommended these minutes be redone and not approved as presented today. Ms. Cole explained that staff can review the recordings for October 19 and revise the minutes for October 19. Subcommittee Member Hansen inquired as to how long meeting recordings are saved. City Attorney Davi offered to check the City’s retention schedule and later confirmed video recordings are kept for the current year, plus 10 years. Subcommittee Member Brassfield made a motion to approve the minutes of September 12, September 19, October 1, October 26, and October 29, and continued the minutes of October 19. Chair Dawson seconded the motion. On a motion by Subcommittee Member Brassfield, seconded by Subcommittee Chair Dawson, and carried by the following vote, the Wireless Subcommittee approved the minutes of September 12, September 19, October 1, October 26, and October 29, and continued the minutes of October 19: AYES: 7 SUBCOMMITTEE Brassfield, Breedlove, Dawson, Hansen, Nine, MEMBERS: Olsen, Peterson NOES: 0 SUBCOMMITTEE None MEMBERS: ABSENT: 0 SUBCOMMITTEE None MEMBERS: ABSTAIN: 0 SUBCOMMITTEE None MEMBERS: RECUSED: 0 SUBCOMMITTEE None MEMBERS: Vice Chair Nine mentioned that the October 19 minutes indicated the Subcommittee specified modifications which were recorded by staff and asked that the revised minutes include a summary of what the modifications were, adding that it would be helpful to note what has been done and what remains to be worked on. ***End of Consent Agenda*** PUBLIC COMMENTS None. PUBLIC APPEARANCE 7. Recommend Planning Commissioner Adopt the Submittal Checklist ACTION: Recommended to the Planning Commission that it adopt the Submittal Checklist. The Subcommittee continued review of the proposed submittal checklist at “Mock-up Standards – Applicable to Attachment B Facilities.” 2 Wireless Subcommittee Minutes Friday, November 16, 2018 Vice Chair Nine expressed concern about mock-up requirements triggering a shot clock. Mr. Van Eaton explained that with the way the requirements are currently written and having the applicant indicate where the mock-up is located at the time the application is submitted, there should not be an issue. He said there could potentially be a problem if the applicant is required to obtain certain permits in order to construct the mock-up. Subcommittee Member Brassfield asked if a statement should be added stating that a mock-up shall be completed at the time an application is filed. Subcommittee Member Breedlove said he feels there is no difference between the applicant spending a week to construct a mock-up and the applicant spending time to complete the application prior to submittal. Subcommittee Member Brassfield expressed concern with mock-ups being an actual representation and accurately reflecting the pole to be installed on. Chair Dawson recommended adding language to the effect of requiring that a mock-up consist of all equipment to be used and in a single configuration, rather than multiple. Mr. Joseph Van Eaton (via video conference) suggested that the City’s first choice be for Commented [d1]: What is the proper way to show Mr. Van Eaton's attendance? applicant to include as much equipment as possible in the mock-up on site. If that is not possible, the mock-up should be installed at a similar location at another site in the City. He also said if a permit is required, the City can require that they get a permit the same day as application and require construction within 10 days. Ms. Cole said an encroachment permit for a mock-up on site will be required if the mock-up is in the public right-of-way and explained that the City will need some kind of assurance the construction does not pose a safety hazard. Ms. Cole shared how the City of Rancho Palos Verdes has been dealing with this issue and showed their mock-up photos, maps, and mock-up notices. Mr. Van Eaton stressed the importance of the City identifying an alternative site to install a mock-up, if the mock-up is not installed at the proposed site. Ms. Cole recommended changing the 3rd bullet point to, “Install a mock-up at a site the City makes available”, and said additional time will be needed to confirm with City staff that a City site is available. Ms. Cole explained the urgency of getting the proposed submittal checklist to the Planning Commission as soon as possible, as the ordinance is effective Monday, November 19, 2018. Subcommittee Member Nine recommended adding a definition of mock-up in Phase 2. Subcommittee Member Breedlove suggested something be placed (sign, etc.) at the actual location of proposed device to alert the public of the proposed installation. Vice Chair Nine suggested it would be helpful to include in the notice, a clear description of where the mock-up is located. Mr. Van Eaton confirmed this will be required with the recommendation that the requirements do not conflict with the City’s sign ordinance. Subcommittee Member Breedlove made a motion to recommend to the Planning Commission that it adopt the Submittal Checklist. Subcommittee Member Peterson seconded the motion. On a motion by Member Breedlove, seconded by Member Peterson, and carried by the following vote, the Wireless Subcommittee made a recommendation to the Planning Commission that it adopt the Submittal Checklist: 3  Wireless Subcommittee Minutes Friday, November 16, 2018 AYES: 7 SUBCOMMITTEE Brassfield, Breedlove, Dawson, Hansen, Nine, MEMBERS: Olsen, Peterson NOES: 0 SUBCOMMITTEE None MEMBERS: ABSENT: 0 SUBCOMMITTEE None MEMBERS: ABSTAIN: 0 SUBCOMMITTEE None MEMBERS: RECUSED: 0 SUBCOMMITTEE None MEMBERS: Mr. Van Eaton mentioned the importance of having objective aesthetic standards written somewhere, not necessarily in the ordinance, that can be provided to applicants. Vice Chair Nine asked how the City can explain to applicants that it is currently considering amending the General Plan to underground utilities and may not be able commit to 10 year leases on city poles as the poles would be removed. Mr. Van Eaton explained that encroachment permits can have language to deal with long-term occupancy issues, requiring that the applicant not interfere with City projects, etc. Mr. Van Eaton left the meeting at 10:35 a.m. Break 10:36 a.m. – 10:42 a.m. 8. Recommend the Planning Commission Recommend Additional Changes to Municipal Code Section 38-112.4 Personal Wireless Service Facilities The Subcommittee continued with review of Municipal Code Section 38-112.4 Personal Wireless Service Facilities, section F., Design and Development Standards. Chair Dawson recommended adding locations to paragraph 4, Discouraged Locations as there appears to be information missing. The Subcommittee discussed the possibility of having specific design standards per district. Vice Chair Nine suggested revising section F.4, General Design and Aesthetic Standards, making the first section all non-right-of-way facilities and having a separate section for right-of- way facilities. Ms. Cole recommended that the Subcommittee think about possible design standards for facilities in the public right-of-way. The Subcommittee ended review at section 6, Public Rights-of-Way Facilities. 9. Discuss Urgency Ordinance No discussion held. 4 Wireless Subcommittee Minutes Friday, November 16, 2018 SUBCOMMITTEE MEMBER COMMENTS The Subcommittee discussed timelines and how to go about moving things along faster. Vice Chair Nine said that it should not take much more time to get through the ordinance as there are many pages with no suggested changes. Subcommittee Member Brassfield mentioned that a NIP meeting on Monday, November 19, 2018 conflicts with the Wireless Subcommittee meeting scheduled the same evening. Ms. Cole offered to move up the Wireless Subcommittee meeting to 2 p.m. – 5 p.m. The Council Chambers was unavailable at this time and the Wireless Subcommittee meeting was rescheduled. INFORMATIONAL REPORTS & STAFF COMMENTS None. ADJOURNMENT Chair Dawson adjourned the meeting at 11:54 a.m. Respectfully Submitted, Approved, Kimberly Cole Chair Community Development Director Wireless Subcommittee 5