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HomeMy WebLinkAboutItem A - Mtg. w/Planning Comm.EUGENE CITY COUNCIL AGENDA ITEM SUMMARY Work Session: Annual Joint Meeting with the Eugene Planning Commission Meeting Date: October 20, 2004 Agenda Item Number: A Department: Planning and Development Staff Contact: Susan Muir www. cl. eugene, or. us Contact Telephone Number: 682-5208 ISSUE STATEMENT This meeting is the annual review by the City Council of the Planning Commission's work program. The attached report describes the Planning Commission's activities from July 2003 through June 2004, including some recent items and the recommended work program. The approval of the Planning Commission work program also includes approval of the Historic Review Board work program, a subcommittee of the Planning Commission. BACKGROUND Since 1992, the Planning Commission and City Council have held joint annual meetings to review the work program and annual report. The last joint meeting was in July 2003. The Planning Commission has prepared a PowerPoint presentation and looks forward to discussing some major issues with the council at the work session, including two of the high priority items on the FY05 work program: · Mixed-Use Neighborhoods · Alternate Path RELATED CITY POLICIES Individual items within the work program implement council policy direction including the recent April 2004 action to prioritize the Planning and Development Department's work program. COUNCIL OPTIONS The council can approve the work program, amend the work program, or decline to approve the work program. CITY MANAGER'S RECOMMENDATION The City Manager recommends approving the Planning Commission work program contained within the annual report. L:\CMO\2004 Council Agendas\M041020\S041020A. doc SUGGESTED MOTION Move to approve the FY05 Planning Commission work program contained in the attached FY04 Annual Report, including the Historic Review Board FY05 Work Program. ATTACHMENTS A. Outline of presentation for joint meeting on October 20, 2004 B. Planning Commission Annual Report to City Council C. Historic Review Board Work Program FOR MORE INFORMATION Staff Contact: Susan Muir Telephone: 682-5208 Staff E-Mail: susan.l.muir~ci.eugene.or.us L:\CMO\2004 Council Agendas\M041020\S041020A. doc ATTACHMENT A Joint Meeting Outline City Council / Planning Commission Work Session October 20, 2004 Thank you · In a time of challenges, we've been able to prioritize our work and accomplish things we can all be proud of for the City. · We appreciate time in front of Council. How do we build a more effective relationship? · Is the City Council getting what they need out of their Planning Commission? · Follow up to last year's joint session? o Preferred way of checking in? · How can Planning Commissioners weigh in on broader topical matters? PC Recommendations for Success · Bi-annual check ins · Understanding political and technical differences · Allow for creative integration of citizen involvement role into projects o East Campus, Broadway Design Standards, collaborative processes during appeals, joint hearing opportunities High Priority Project Discussions The Planning Commission would like to focus this discussion on: · Mixed Use Neighborhoods; and · Alternate Path Mixed Use Neighborhood Planning · Top Priority · Planning Commission reviewed total program · New energy and ideas · Two-year mixed use neighborhood work program o PC reviewed all TransPlan node areas o Re-evaluated potential node map o May add, delete, and revise potential node boundaries as needed through citizen input o Renamed: "Mixed Use Development" o Reintroduce three types: · Residential · Commercial · Employment · Chambers Reconsidered (TGM grant) o Compatibility standards for infill o Transportation study o "Alternate Path" to the new standards o Reconsider/ND Overlay o Create Mixed Use Zones o New tools, policies, procedures o Code evaluation for unnecessary hurdles · Context/Issue driven compatibility process o Flexibility for developing tool kit o Heightened effort for open communication & processes Investigating Alternate Path · PC brainstorming - we will ask ourselves what problem are we trying to solve by investigating this? What opportunity are we trying to create? · We will use Chambers as test case · We will develop proposed alternatives · We will have discussion with stakeholders · We will investigate what it would take to implement proposed alternatives · We will forward our recommendation to the City Council CITY OF EUGENE PLANNING COMMISSION ANNUAL REPORT JULY 2003-JUNE 2004 & FY05 WORK PROGRAM Page Planning Commission Roster and Operating Philosophy .............................. 3 Overview ...................................................................................... 4 FY04 Accomplishments ................................................................... 5 FY04 Project Summaries ...................................................................... 6 City Council Priorities & Proposed FY05 Planning Commission Work Program. 8 Looking Ahead - FY05 .................................................................... 12 Eugene Planning Commission Members Commissioner Term President John Lawless l l/0 l/0 l- 10/31/05 Vice-President Marlene (Mitzi) Colbath 11/01/02-10/31/06 Jon Belcher 11/01/03-10/31/07 Richard Duncan 11/01/02-10/31/06 Anne Marie Levis 11/01/01-10/31/05 Adell McMillan 11/01/01-10/31/04 Charles Rusch 11/01/00-10/31/04 Ex-Officio Tom Coyle, PDD Director Ex-Officio Public Works - Vacant Staff: Susan Muir - Planning Division Manager & Planning Director Eugene Planning Commission Operating Philosophy The purpose of the Planning Commission is to help the City Council plan for the orderly growth and development of the community. The Commission makes recommendations to the Council on the adoption, revision, and update of the Metropolitan Area General Plan, Eugene community plans, land use regulations, and other measures to implement these plans. In order to effectively achieve its purpose, the Commission shall: identify work program items for the Planning Division that allow the City to anticipate issues and get ahead of trends; o assist the City Council to maintain consistency of policies related to community growth and development; ~ shorten timeframes from start to finish of projects to ensure that issues are addressed in a timely manner; and ~ continue to represent Commission recommendations to the City Council. Approved by the Commission, 1993 The Eugene Planning Commission was established in 1925. It is appointed by the Eugene City Council in conformance with ORS Chapter 227, which sets state requirements for establishing city planning commissions, and Chapter 2 of the Eugene Code. "Organization and Bylaws of the Eugene Planning Commission" includes these state and Eugene Code requirements as well as additional direction for Commission structure and operations adopted by the Commission. In addition to their commitment to ongoing meetings, the Planning Commission, along with many other areas of the City, faced many challenges this year including adapting to a new program manager, facing frustrating and controversial appeals, dealing with continued budget cuts to their operating staff, as well as experiencing some internal struggles with their role. The Planning Commission bylaws establish three regular meeting dates per month. The Planning Commission number of average meetings has been sporadic over the last decade but generally well above those outlined in the bylaws. A conscious effort to return to the adopted and approved expectations was made in FY04. Planning Commission Meetings v, 80 .=_ 70 Actual · 60 Number of ~ 50 Meetings o 40 '- 30 Number of ~ 20 Meetings per E = 10 bylaws z 0 Year The Planning Commission has one subcommittee, the Historic Review Board. Each commissioner typically has one or more assignments, serving as commission representative at Council hearings or representing the Commission as a member of the Historic Review Board or other advisory committee. Planning Commission Accomplishments 1. Made recommendations to complete the Downtown Plan 2. Made recommendations on the Central Area Transportation Study 3. Made recommendations on the hospital ordinance 4. Made recommendations on the Crescent Village/Summer Oaks project 5. Conducted several discussions on mixed-use neighborhoods and adopted a 2-year work program 6. Made a recommendation on the future of the Millrace 7. Provided guidance and a recommendation on the East Campus Process 8. Debriefed the East Campus process and looked at 'lessons learned' of the collaborative approach 9. Conducted joint meetings, deliberated and made recommendations about periodic review minor amendments to the Metro Plan 10. Handled appeals of 2 Hearings Official decisions 11. Toured the mixed-use neighborhood areas with representatives from the state, Eugene Public Works, LTD, neighborhood leader representatives and the general public. 12. Toured the Downtown Area Housing Policy Analysis area 13. Reviewed the amendments to urban renewal districts 14. Reviewed the Santa Clara/Urban Growth Boundary 'swap' issue 15. Discussed role as City Citizen Involvement Committee 16. Received briefing on Civic Architecture project 17. Coordinated and met with the Lane Transit District 18. Received briefing on Goal 5 work 19. Reviewed Citizen Involvement Plan for the 'Salmon Plan' 20. Received briefing on Region 2050 21. Met jointly with the Historic Review Board The FY03 annual report outlined a summary of the Planning Commission Work Program for FY04. Those major tasks were outlined by program area and are summarized below: uS~ SectiOn Project Status/Notes Telecommunications Specific direction given by City Council in April 2004, public hearings Siting Standards set for Planning Commission in October & November 2004 Hospital Use Code Adopted by City Council on October 22, 2003 and was appealed to Amendments LUBA and then to Court of Appeals. City is awaiting decision. Nodal Development Ongoing - Chambers Node & 2-year work program Overlay Zone Amendments Land Use Code Ongoing - Planning Commission consideration began Fall 2004 Amendments Stormwater Public Works staff is developing draft standards Development Standards M etr ~o~uni t y ~lanning Project Status/Notes Periodic Review This has been a monumental task to complete due to multiple, complicated appeals, coordination issues and the added complexity of a Senate Bill 920 petition filed against the City of Eugene. All of these complications required staff to spend resources defending our actions and appearing in front of the State Land Conservation and Development Commission. Government-initiated Completed - Central Area Transportation Plan Update, Downtown Plan Metro Plan & Update, East Campus, Crescent Village Refinement Plan Amendments Nodal Development In FY03 the Department of Land Conservation and Development sent the Implementation City of Eugene a draft staff report recommending sanctions for lack of compliance with the Commission Order for our nodal work. Staff spent significant time working with the State to avoid sanctions and move the nodal program forward. Grant funding discussed in the FY03 work program was not awarded, subsequent applications for funding for the Chambers node was secured. The Planning Commission approved a 2 year work program. Goal 5 Work Program The inventory phase of the Goal 5 work for Eugene included adopting inventories for the urban incorporated and urban unincorporated areas is completed. Both actions were appealed and were on different timelines. The state ruled in favor of the City for the incorporated area inventory finding that the city had satisfied state requirements. The urban unincorporated area inventory is still pending. Meanwhile the next phase is progressing and slated to be completed in June 2005. With new personnel coming into the Planning Division there were many questions about the interrelationship between the Planning & Development Department Work Program, the Planning Commission Work Program, and the many other items on the Planning Division' s task list. As a result, all of the items were combined into one list and taken to the City Council for prioritization. On April 14, 2004, the City Council prioritized the list and established a set of priorities and expectations for the Planning Division. The Planning Commission was not consulted for the April '04 prioritization; it was simply designed to be a refinement of the previously adopted Planning Commission work program. In the future, staff intends to bring the complete project list forward at the annual joint meeting with a recommendation from the Planning Commission to the City Council. The following table reflects the Council's action to articulate 'high priority items' for the Planning Division, there are some additional notes added where projects have been completed or appealed. The High Priority items will be used to determine the Planning Commission's agendas for the next fiscal year. HIGH PRIORITY 1 Nodal Program · Council funded site specific planning through FY05 for priority nodes. · Review and amend nodal development strategy. · Advise staff, public, and prospective developers regarding previously master planned nodes (Royal, Chase). 2 Minor amendments to Land Use Code Since adoption of LUCU (Land Use Code Update), many major and minor amendments have been identified by numerous stakeholders. Task includes gathering all comments, prioritizing, and processing those that are considered to be 'minor'. Include review of medical facilities provisions. 3 Downtown & Courthouse associated projects · Downtown Area Housing Policy Analysis (DAHPA). · Complete Downtown Plan Update DONE. · Preparing preservation plan (which will explore relocation and demolition) for historically significant structure on the Federal Courthouse site. Mandated by MOA with GSA. Lead is Development Division. · Follow-up/implementation from the Courthouse District Concept Plan. Work includes coordination with GSA and courthouse architect, meetings with developers interested in area development, and technical expertise to other staff (e.g., street improvements). · Downtown Zone - Phase 1 involves research and outreach to determine if new or modified zone is appropriate for downtown area. Phase 2 will include code adoption and rezoning of properties. · Great Streets: Implement Downtown plan provisions by adopting special design. · Central Area Transportation Study (CATS) DONE. 4 Goal 5 (Natural Resources) associated projects · Eugene Goal 5 Process o adoption of G5 inventory DONE AND ONAPPEAL o local wetland inventory © ESEE analysis © protection program · Metro Goal 5 Policy Update © Draft policies reviewed by PC on November 3, 2003. Council hearing scheduled for February 10, 2004. DONE · West Eugene Wetlands Zoning Implementation of Natural Resource Zone and Wetland Buffer/Waterside Protection Overlays. · ESA/Salmon Strategy Implementation Includes development of strategies and adoption of implementation measures, oversight of several staff teams and multiple products. · West Eugene Wetlands Plan policy issues (WEWP is complete, but requires periodic updates and review). 5 Emerging Issues a) River Road/Santa Clara Transition Project (PDD staff advisor for report to explore financial feasibility, service provision, and possible transition of River Road/Santa Clara area and potentially update existing Refinement Plan); b) Buildable Lands Supply issue; c) Economic Development, Hospital & other major projects; and d) Civic Center (could also be included under 'downtown associated projects' - ~3). 6 Cell Tower Ordinance Update 7 Investigate an alternate path review process parallel to the prescriptive code ONGOING 8 Implement LUC Process applications. 9 Provide public information Public Information Center staffing from 1:00-5:00 daily. 10 Vision Implementation Tools: Urban Renewal Plan Review 11 Implement Zucker Report (General Admin.) · Develop overall strategy for Planning/Clarify approach to planning (mission statement) · Training for staff · Develop email file to distribute code interpretations. · Perform detailed analysis of planner case loads. · Improve PIC service time to 15 minutes. 12 TransPlan implementation report Provide report to state on TransPlan implementation. 13 Periodic Review: Policies Part of Metro work program shared with Spfld and Lane Co. Policies scheduled for CC hearing February 10, 2004. DONEAND ONAPPEAL 14 Periodic Review: Diagram Part of Metro work program shared with Spfld and Lane Co. Diagram scheduled for CC hearing February 10, 2004. DONEAND ONAPPEAL 15 GIS evaluation and coordination Coordination with other divisions, PW and LCOG. 16 Historic Program · Administer SHPO Grant - Eugene is Certified Local Government. · Staff Historic Review Board - HRB is a subcommittee of Planning Commission. · Process applications for all new historic properties and alterations. County adoption of Land use Code allows review of historic resources in RR/SC area for first time. 17 Annexations All annexations must be approved by City before Boundary Commission will accept. 18 University and community outreach Includes subcommittee of Planning Commission, meets quarterly. 19 Bus Rapid Transit - Phase 1 - Coburg Corridor Two projects underway: Phase 1 (downtown Eugene to Downtown Springfield) and Coburg Road Corridor. Member of technical staff working with 15 member citizen advisory committee to develop conceptual plan to introduce BRT to Coburg Rd. corridor. Scheduled reporting to Council on 2.23.04. 20 Census Respond to state and federal data needs, census, and population estimates. 21 Neighborhood Meetings Attend neighborhood meetings upon request and available time to facilitate discussion about Metro/Community Planning issues. OTHER 22 Service provision/special districts issue (Lead by Central Services and CMO. Investigate effects of shifting City services to county-wide special districts. Fire district discussion leading the way on this.) 23 Stormwater Development Stds. 24 South Hills Study: Update South Hills refinement plan to clarify regulations and strengthen environmental protections. 25 Cell Tower Ordinance Update 26 Big Box 27 Modern Context Statement Final Release (print, web, outreach). Next steps include determining the significance of the modern era resources. 28 College Hill Update survey of historic features. 29 South University Historic District 30 Housing Standards 31 Millrace Work has focused on framing the possible Millrace options and ensuring that the 9 Millrace implications are considered in planning and transportation concepts. 32 EWEB Master Plan Exploring grants and other funding opportunities to create master plan for EWEB properties. May require joint applications. 33 EWEB Service Extensions Advise EWEB re future growth areas, facilities needs, land use coordination. 34 2050 Plan Member of technical advisory team that supports Policy Team. Exploration of regional growth strategy. Draft scenarios recently released for public review. 35 University East Campus Plan University application, if approved, will allow UO to expand development into the East Campus area. Involves Metro and refinement plan amendments, zone change and creation of a new overlay zone, code text amendments to reflect new policies. DONE 36 Santa Clara parks acquisition and UGB swap proposal Planning advisor to PW/Parks for opportunity to exchange UGB area: Santa Clara vs Laurel Hill ridgeline. On November 24, 2003, the CC authorized further study. 37 Park and Open Space Master Plan Member of technical staff group charged with drafting comprehensive Parks, Recreation, Open Space Plan. Project updates the 1989 plan. One year into project, draft plan still 8 months +/- away. 38 Willamette Greenway Updates Staff advisor to LCOG. Has been removed from Periodic Review Task List per SB 920. 39 Willamette Water Company Planning representative to respond to legal actions attempting to extend city water supplies outside UGB. Coordinate with EWEB and Boundary Commission. 40 Wellhead protection Advisor when Springfield created regulations for wellhead protection. EWEB now testing Willakenzie area for similar use of groundwater for back-up supply. Could have large land use implications if groundwater pursued. 41 Annexation Policy revisions Respond to CMO directives regarding annexation policy, coordinate with other staff, PWE, Lane county, Boundary Commission 42 Conduct comprehensive review of the city's zoning map in conjunction with asset mapping. 43 Deal with LUCU LUBA remand concerning Goal 9, Goal 10, and the Chapter 6 tree provisions 44 Refinement Plan Review & update - check for inconsistencies and obvious problems in existing refinement plans l0 Generally it is important to look ahead strategically and think long term about where we would like our planning program to be and understand what types of opportunities and constraints could impact our system. While this is not intended to be a comprehensive, complete list nor is it intended to be a Strategic Plan, the following items have come to light for either the Planning Commission or the Planning Division staff and are a good starting point for further discussion if additional time and other resources become available. · There are outside forces to legislate changes to our land use systems at a statewide level. The City of Eugene will need to continue to be strategic and be prepared to respond and develop policy for dealing with these types of influences that may impact the way we implement our plans. · There has been some recent success surrounding a collaborative approach to conflict resolution on planning matters and continued flexibility toward problem solving could be expanded to more projects to encourage this approach. Moving away from a 'one size fits all' approach may be a way to make progress and further discussion could help us build trust and consensus in our community for planning projects. If a consensus based approach to land use is desired, the relationship between the amount of regulation and ability to be flexible and to defer to the desires of all stakeholders may need to be considered. · The Planning Commission has a desire to look at and review their bylaws and operating philosophy and see if updates are needed. · There continue to be questions regarding the relationships between the proposed Region 2050 Plan, the Metro Plan and the City's refinement plans. A strategic, long term look at where we are going in relationship to these plans could be beneficial. · Our partners in the Metro Plan, particularly Springfield, have begun discussing publicly the pros and cons of reevaluating their participation in the Metro Plan. This could have serious consequences to our regional planning efforts. 3_3_ ATTACHMENT C Eugene Historic Review Board Work Program July 1, 2004 through June 30, 2005 The work program for Eugene's Historic Review Board outlines the main components of the historic preservation program, including special projects when outside funding is available. The work program serves as a guide to the allocation of staff resources, and the anticipated yearly activities of the board. The major work program goals of the Eugene Historic Review Board for fiscal year 2004 - 2005 are: 1. Implement treatment strategies in the Eugene Modernism 1935-1965, historic context statement as deemed relevant to the yearly work program. 2. Continue to administer basic Certified Local Government (CLG) activities by implementing strategies for historic preservation in existing local historic context statements and neighborhood plans. 3. Help preserve historic properties through administration of the Eugene Code pertaining to the designation, alteration, demolition, and moving of historic properties. 4. Monitor local properties enrolled in the Oregon Special Assessment Program including implementation of adopted rehabilitation plans and local Special Assessment open houses. 5. Participate in regional, state, or national training opportunities as financial resources allow. 6. Review nominations for listing in the National Register of Historic Places, and as City of Eugene Historic Landmarks. 7. Coordinate and leverage local historic preservation projects that increase community awareness of Eugene's history with community volunteers. 8. Solicit grant funds and volunteer assistance to help provide support for the local historic preservation program. 9. Participate in a joint work session with the Eugene Planning Commission to discuss major work program items that may be of mutual interest. Foster a positive working relationship between the Planning Commission and the Historic Review Board. 10. Implement the historic preservation program in the former urban transition areas of the City because the Eugene Land Use Code was adopted by the Lane County Board of Commissioners. Special Projects 1. Review and advise on the Downtown Area Housing Policy Analysis (DAHPA) project with appropriate recommendations to the Planning Commission. 2. *Complete a historic context statement on the River Road area that explains the history of development, platting and ownership of the land, and include a windshield survey that illustrates the significant historic resources of the area. 3. Advise on relevant historic preservation issues for nodal development projects. 4. Assist where needed to implement the Downtown Eugene Historic Plaque Program. * Indicates that project is dependent on receiving grant funding from the Oregon State Historic Preservation Office.