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Agendas and Minutes

Planning Commission (View All)

Electronic Planning Commission Regular Meeting

Agenda
Tuesday, June 09, 2020

ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
June 9, 2020
 
 
I.          CALL TO ORDER:
Chair Haywood Norton called the meeting to order at 7:00 p.m.
 
Commissioners Present:   Staff Present:
Michael Dawkins
Alan Harper
Kerry KenCairn
Haywood Norton
Roger Pearce
Lynn Thompson
  Bill Molnar, Community Development Director
Maria Harris, Planning Manager
Brandon Goldman, Senior Planner
Dana Smith, Executive Assistant

 
     
Absent Members:   Council Liaison:
    Stef Seffinger, absent
 
II.        ANNOUNCEMENTS
Community Development Director Bill Molnar announced the City Council passed the second reading of the ordinance amending plaza requirements in the downtown during their meeting June 2, 2020.  The City Council would hear first reading on the open space amendments at their meeting June 16, 2020.  Mr. Molnar was looking into the feasibility of allowing live public testimony during the electronic meetings.  They were hoping to start that with the meetings in July.
 
III.       PUBLIC FORUM - None
 
IV.       CONSENT AGENDA
A.  Approval of Minutes
 1.   May 12, 2020 Regular Meeting
 2.   May 26, 2020 Special Meeting
 
Commissioner Pearce/Thompson m/s approved the minutes of May 12, 2020.  Voice Vote: all AYES.  Motion passed. 
 
Commissioner Pearce/Dawkins m/s approved the minutes of May 26, 2020.  Voice Vote: all AYES.  Motion passed. 
 
V.        PUBLIC FORUM - None
 
VI.       TYPE II PUBLIC HEARINGS CONT’D
A.   PLANNING ACTION: #PA-T2-2020-00017
SUBJECT PROPERTY: 210 Alicia Street
OWNER/APPLICANT:  David Scott Construction, LLC
DESCRIPTION: A request for Outline Plan subdivision and Site Design Review approvals for a 12-unit, 13-lot Cottage Housing Development for the property located at 210 Alicia Street.  The application also requests a Tree Removal Permit to remove two trees including one 36-inch diameter multi-trunked Willow tree proposed to be removed as a hazard, and a 20-inch Plum tree proposed to be removed to accommodate driveway installation.  COMPREHENSIVE PLAN DESIGNATION: Single-Family Residential; ZONING: R-1-5; ASSESSOR’S MAP:  39 1E 04DB; TAX LOT #: 1700.  (Please note:  The record and public hearing is closed on this matter.  The Planning Commission's consideration of this item will be limited to their deliberation and decision.  No further submittals (evidence or argument) will be accepted into the record.)
Chair Norton read the rules of the public hearing during an electronic meeting.  The record and public hearing were closed for 210 Alicia.  The Commission was limited to deliberation and decision only.
 
Ex Parte
The Commission had no ex parte contact on the matter since the meeting May 12, 2020.
 
Chair Norton explained a power outage at the RVTV building in Medford interrupted the meeting on May 12, 2020.   The record and hearing were closed during that meeting prior to the outage.  The Chair continued the closed public hearing to the meeting May 26, 2020.  At that meeting, there was some confusion when the item was re-noticed that prompted the Commission to continue it to this meeting.  The public hearing and record were still closed, and no new evidence could be submitted.  During the period the power was out, the Commission had discussed sewer capacity, emergency egress and garbage pick-up.
 
Staff Report
Mr. Molnar provided a presentation (see attached):
•  Proposal
•  Outline Plan – Parking
•  Vicinity Map
•  Survey
•  Outline Plan & Site Design Map
•  Planning Commission Deliberations – May 12
o  Planning Action Record – Closed on May 12 – Three items discussed during deliberation after losing the RVTV feed:
1.  Sewer Capacity
2.  Fire Department Access – Ralph Sartain, Fire Marshall
3.  Garbage pick-up.  There was nothing in the record from Ashland Recology on how they would accommodate garbage pick-up.
 
Mr. Molnar addressed the emails and comments received after the record closed at the meeting May 12, 2020.  There had been some discussion on submitting the comments if they pertained to procedural issues.  After reviewing them it became clear that aside from concerns regarding RVTV, they reiterated issues already in the record.  Staff determined not to receive them into the closed record.
 
Deliberations & Decision
Commissioner Pearce noted the public comments concerns regarding parking overflow.  It was not one of the land use criteria.  The proposal was for a cottage housing development, and it met the parking requirements.  For concerns on blocking solar access, it was addressed in the application and met the solar ordinance.  Comment concerning the potential increase in traffic and crime was not land use criteria either.
 
Commissioner Pearce/Harper m/s to approve PA-T2-2020-00017 with the conditions in the staff report.  DISCUSSION:  Commissioner KenCairn stated it met the criteria.  Commissioner Pearce wanted to ensure the Findings included the application met the block length connectivity under 18.2.3.090.C.3 and waived the requirement to dedicate additional public right of way.  The other item for the Findings was the minimum driveway separation of 24-feet required in 18.4.3.080.C.3.  The current driveway was an existing condition and did not need the 24-feet.  It was a non-conforming lot.  Roll Call Vote:  Commissioner KenCairn, Harper, Thompson, Pearce, Norton, and Dawkins. The motion passed unanimously.
 
VII.     TYPE II PUBLIC HEARINGS
A.   PLANNING ACTION: #PA-T2-2020-00019
SUBJECT PROPERTY: Vacant Tax Lots #10104 & #10105 on First Street (North of Lithia Way, Across from the Post Office)
OWNER/APPLICANT:  Randy Jones for First Place Partners, LLC
DESCRIPTION: A request to consolidate two vacant lots and construct a new 10,547 square foot, three-story mixed use building as the third and final phase of the First Place subdivision. The building’s ground floor will be primarily commercial space, while the second floor will include three one-bedroom residential units and the third floor will have one two-bedroom residential unit.  The proposal includes modifications to the common area landscaping and parking configuration to provide more efficient access from the accessible parking to the entrances, and two requests for Exceptions to the Site Development & Design Standards’ "Downtown Design Standards" to allow for a staggered street setback and to allow vertical windows installed together in groups of three that are more horizontal than vertical.  COMPREHENSIVE PLAN DESIGNATION: Commercial; ZONING: C-1; ASSESSOR’S MAP: 39 1E 09BA; TAX LOTS: #10104 & #10105
 
Ex Parte Contact
The Commission declared no ex parte contact but drove by site frequently.
 
Staff Report
Senior Planner Brandon Goldman provided a presentation (see attached)
•  Plaza North – Notice Map
•  Plaza North site
•  Plaza North – Proposal
•  Renderings from 2014-15 
•  First Place Subdivision Original Site Plan
•  2014-15 Place Central/East/North Approved Plan
•  2020 Plaza North Proposed Site Plan
•  Plaza North – 1st Floor
•  Plaza North – 2nd Floor
•  Plaza North – 3rd Floor
•  Plaza North – East Elevation 
•  Plaza North – Southeast View
•  Plaza North - North Elevation
•  Plaza North - Northwest View
 
•  Plaza North - West Elevation 
•  Plaza North - South Elevation
•  Plaza North – Southwest View
•  Plaza North - Setback Exception
•  AMC 18.4.2.060.C.1 & C.6 Recommended Treatments
•  Plaza North – Window Exception
•  Similar Window Exception Granted 2015 & 2019 for Plaza East
•  AMC 18.4.2.060.C.1 & C.6 Recommended Treatments
•  Wall Section & Materials
•  First Place Subdivision Parking Allocations
•  Plaza North:  Landscape Planting & Tree Protection Plans
 

Questions of Staff
Commissioner Thompson asked if the parking adequacy would be elevated if the commercial space use was more intense than office or retail.  Mr. Goldman explained the Building Division would review any change in occupancy.  The Planning Division would review the site to ensure there was adequate parking and it was zoned appropriately.
 
Commissioner Thompson questioned the two on-street parking spaces.  The project was within 200 feet of a C-1-D zone, so the on-street parking credits were not automatically counted.  It was not a discretionary decision for the Commission.  It was noted the Findings referred to 82 spaces instead of 84 spaces.  Commissioner Thompson wanted the Findings to be clear that the Commission was not allocating the on-street parking spaces and only approving 82 spaces.
 
Commissioner Harper asked if there were any conditions in the old subdivision approval that would impact the current proposal.   Mr. Goldman had gone through the previous approvals and for the most part, everything was completed.  There was a note regarding the amount of parking and how it correlated to the number of bike spaces required.  The Findings for this proposal remedied bicycle parking.  It would also replace vegetation that had not survived.
 
Commissioner Harper wanted to know if there were any standards or conditions that needed approval for the lot consolidation request.  Mr. Goldman responded there was not.  This was a modification to the previous approval.  Lots 3 and 4 were consolidated in 2019.  This request would consolidate lots 4 and 5.  The consolidation did not trigger any setback requirements.
 
Mr. Goldman confirmed two balconies did extend into the common area where the parking was in the rear.  Commissioner Harper was concerned the balconies extended onto another property and didn’t how the Commission could approve that.
 
At approximately 8:08 p.m. the Commission was notified that the RVTV livestream of the meeting was interrupted. 
 
Chair Norton continued both public hearings to June 23, 2020, 7:00 p.m.  Staff would re-notice both public hearings.
 
Applicant’s Presentation (See attached)
 
Written Testimony - None
 
Rebuttal by Applicant - None
 
Deliberations & Decision
 
VIII.    TYPE III PUBLIC HEARINGS CONT’D
A.  PLANNING ACTION: #PA-T3-2019-00001
SUBJECT PROPERTY: 1511 Hwy 99 N
OWNER/AGENTS/APPLICANT:  Linda Zare/Casita Developments, LLC & Kendrick Enterprise, LLC/ Rogue Planning & Development Services, LLC
DESCRIPTION: A request for Annexation of a 16.87-acre parcel and Zone Change from County RR-5 Rural Residential) to City R-2 (Low Density, Multi-Family Residential) for the properties located at 1511 Highway 99 North.  The annexation is to include adjacent railroad property and state highway right-of-way.  The application includes conceptual details for the future phased development of 196 apartments (1- and 2-Bedrooms, ranging from 480-701 square feet) in 14 two-story buildings; Outline Plan subdivision and Site Design Review development approvals are not requested here, and would be applied for subsequent to annexation. The application also requests an Exception to Street Standards to deviate from city standard parkrow and sidewalk improvements to respond to constraints of right-of-way width and existing encroachments. COMPREHENSIVE PLAN DESIGNATION: Multi-Family Residential; ZONING: Existing – County RR-5, Proposed – City R-2; ASSESSOR’S MAP:  38 1E 32; TAX LOT#’s: 1700 & 1702.
Item continued to June 23, 2020 at 7:00 p.m.
 
IX.       ADJOURNMENT
Meeting adjourned 8:18 p.m.
 
Submitted by,
Dana Smith, Executive Assistant
 

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