Planning Commission

TOWN OF MOUNT PLEASANT, SOUTH CAROLINA SPECIAL PLANNING COMMISSION AUGUST 15, 2017 MINUTES Present: Roy Neal, Alys Campaigne, DeAudre Gregg, John McNeill, Peter Lehman, Joseph Wren, Tripp Cuttino, Kathy Smith, Rodly Millet. Staff: Christiane Farrell, Kent Prause, Michele Canon, Susan Bettelli, Liz Boyles Mr. Neal called the meeting to order at 12:00 pm. 1. Correspondence and Public Statements There being no comments, Mr. Neal continued with the agenda. 2. Selection of Comp Plan Forum Members Ms. Farrell introduced staff to the Commission. Ms. Boyles reviewed the procedures with the Commission (attachment 1). She stated that over 275 applications were received. She stated that the Town planning area was divided into 9 neighborhoods. Ms. Smith asked if the neighborhoods are similar in population. Ms. Boyles answered in the affirmative. Mr. Wren asked if there is any concern with determining members by ethnicity, age, etc. Mr. Neal suggested that the criteria should be determined before they begin selection. Ms. Gregg stated that there were some of the ID numbers that could not be seen. Ms. Boyles answered that they may be overlapping and suggested that this be further discussed as the Commission comes to them. Mr. Neal suggested that the Commission weigh in on those that they would like to consider in each neighborhood and then a final selection would be made from those candidates. Ms. Boyles stated that this could be done. Mr. Neal suggested that the census data could be utilized as a framework.  Special Planning Commission August 15, 2017 Page 2 of 4 Ms. Smith suggested that this could be done, but suggested that it is critically important that we have at least three candidates from each neighborhood for fair distribution of representation. Mr. Neal agreed. Mr. McNeill suggested that the applicants should not be discounted because of a minor detail. He suggested that the only qualification suggested was that they be a resident of the Town. Mr. Millet agreed that decisions should be based on each neighborhood with the end result being a qualified, diverse group. He agreed that being a resident makes one qualified. Mr. Neal suggested that vetting initially through the different neighborhoods would be a way to reduce the number of applicants that would be further considered. Mr. Millet stated that he has not had an opportunity to fully review each of the applicants because the information was distributed yesterday. He suggested that time should be taken to make an educated decision. Ms. Campaigne stated that it was previously discussed that some outside expertise should be taken into consideration as well. She stated that mirroring the census data in regard to ethnicity could be difficult as the number of applicants would not support those ratios. Mr. Wren agreed that some “at large” members might be needed. Ms. Gregg agreed with narrowing down the applicants within each neighborhood and then making final selections. The Commission reviewed each neighborhood and selected those applicants that that they would like considered. Ms. Boyles reviewed the census data with the Commission for those applicants selected. Ms. Campaigne asked which neighborhoods fall under 29429 zip code. Ms. Bettelli answered that it is mainly neighborhoods six and nine.  Special Planning Commission August 15, 2017 Page 3 of 4 Mr. Neal suggested that they try to determine three representatives from each of the eight neighborhoods and then consider “at large” members. Mr. Lehman asked if a larger neighborhood should have more representation. Mr. Neal answered that this could be considered. Ms. Smith noted that each neighborhood was determined so that they were approximately the same in population. Ms. Gregg suggested that the top three should be determined by each Commissioner and then determine if additional conversation is needed. The Commission agreed that a vote should be taken. Mr. Neal suggested to take a ten minute break to review the candidates and then come back and vote. The Committee convened for a short break at 1:25 pm and reconvened at 1:40 pm. The Commission voted on the members for each neighborhood through a ballot. Staff tallied the results of the votes for the Commission. Based on the votes, 33 people received the highest votes. The Commission discussed how to further decide on how to determine the final members. Mr. McNeill suggested that the 13 applicants with the highest votes should be finalized and then determine which other members should be considered. Ms. Campaigne moved for approval of the 13 candidates with the majority votes as forum members. Ms. Smith seconded the motion. All in favor. The Commission discussed Area 1 applicants. The Commission discussed including the original 33 members. Mr. Neal suggested that candidate 3028 should be included as a member as they have lived in both  Special Planning Commission August 15, 2017 Page 4 of 4 areas of the Town and have an interest in having adequate infrastructure, senior housing, and preserving the quality of life. Ms. Campaigne moved for approval of the additional 20 applicants as forum members with the addition of applicant 3028 for a total of 21 additional forum members with a grand total of 34 members of the forum. Mr. Cuttino seconded the motion. Ms. Smith suggested that this was a good process that ended with both geographic, ethnic, and gender diversity. Mr. Wren asked how those not selected would be notified. Ms. Boyles answered that they would be notified that they were not selected and asked to sign up for notifications from the website on the Comprehensive Plan process and would have an opportunity to participate as general public citizens going forward. Mr. McNeill asked if someone declines participation, would there be a process to appoint a different person. Ms. Boyles answered that because of the number of members it should not be necessary. However, if the Commission wanted to they would need to appoint any additional members they would like as alternates. Ms. Campaigne thanked staff for their hard work. Mr. Neal called for a vote on the motion. All in favor. Mr. Lehman asked if alternates would need to be considered. Ms. Boyles answered that it would be difficult for staff to determine what alternate member should be considered unless clear direction was provided by the Commission. Ms. Farrell suggested that the learning curve for any alternate could be burdensome. The Commission agreed that no alternates would be considered. There being no further business, the meeting adjourned at 2:58 pm. Submitted by, L. Lynes SpPlanComsn08152017  Attachment 1: August 15, 2017 Special Planning Commission Meeting Minutes PLANNING COMMISSION – 15 August 2017 SPECIAL MEETING  REVIEW APPLICATIONS AND SELECT MEMBERS FOR THE 2018 COMPREHENSIVE PLAN FORUM. • Planning Commission will be selecting 20-30 applicants to constitute the Town’s Plan Forum for the 2018 Comprehensive Planning process. • Town staff received 275 applications. • Once selections are made today, the successful applicants will be notified in the coming days. • First Plan forum meeting is scheduled for September 19, 2018 Gender  REVIEW APPLICATIONS AND SELECT MEMBERS FOR THE 2018 COMPREHENSIVE PLAN FORUM. In the Planning Commission Packets, Commissioners received information for each applicant: • ID number • Neighborhood designation • Personal statement • Whether they have served on a Town Board or Commission, and if so, which & when. • Age • Race Gender  REVIEW APPLICATIONS AND SELECT MEMBERS FOR THE 2018 COMPREHENSIVE PLAN FORUM. The Neighborhood maps are marked with color & shape coded markers showing the general location of each applicant’s residence Gender  REVIEW APPLICATIONS AND SELECT MEMBERS FOR THE 2018 COMPREHENSIVE PLAN FORUM. Items to Consider as we begin the selection process: • Geographic distribution is important. Decide how many applicants we should choose from each neighborhood. • Decide what our target split will be for male/female applicants, how many for each age group, and what we anticipate our racial split should be. • The applicants’ personal statements can also give good insight into their individual interests/perspectives that they would bring to the table. • Select applicants from one neighborhood at a time – starting with those with smaller numbers of applicants. Staff will keep a running tally of your choices to make sure we stay on track to maintain our area-wide targets for diversity. Type equation here. PLANNING COMMISSION – 15 August 2017 SPECIAL MEETING