Agenda & Minutes

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Planning Commission (View All)

Planning Commission Agenda and Minutes

Minutes
Thursday, September 27, 2018

The regular meeting of the Planning Commission was called to order at 5:30 PM in the City Hall Council Chambers on the above date with the following members and staff in attendance:
 
Commissioners Present
Patrick Miranda, Chair
David McFadden, Vice Chair
Joe Foley
Bill Mansfield (arrived at 5:53 p.m.)
Mark McKechnie
Jared Pulver
 
Commissioners Absent
David Culbertson, Excused Absence       
E.J. McManus, Excused Absence             
Alex Poythress, Excused Absence
 
Staff Present
Kelly Evans, Assistant Planning Director
Katie Zerkel, Senior Assistant City Attorney
Alex Georgevitch, City Engineer
Greg Kleinberg, Fire Marshal
Carla Paladino, Principal Planner
Terri Richards, Recording Secretary
Dustin Severs, Planner III
Steffen Roennfeldt, Planner III
Seth Adams, Planner III
 
10.          Roll Call
Commissioner McKechnie asked, has the Planning Commission seen consent calendar item 20.2 before?  Vice Chair McFadden replied no.
 
Commissioner McKechnie requested to pull the item for discussion.
 
20.          Consent Calendar/Written Communications.
20.1 LDS-18-085 / E-18-086 Final Orders of a tentative plat for an 11-lot subdivision on approximately 2.1 acres within the SFR-6 (Single Family Residential – 4 to 6 dwelling units per gross acre) zoning district, located on the east side of Orchard Home Drive at 1945 & 1965 Orchard Home Drive (382W02AA TL200 & 300). The project includes an Exception request to the right-of-way dimensions and reduced sidewalks width (382W02AA TL200 & 300). Applicants: Joshua and Shawna Wallace & Michael and Heather Johnson; Agent: Scott Sinner Consulting, Inc.; Planner: Steffen Roennfeldt.
 
Motion: The Planning Commission adopted 20.1 of the consent calendar as submitted.
 
Moved by: Vice Chair McFadden                              Seconded by: Commissioner McKechnie
 
Voice Vote: Motion passed, 5-0.
 
20.2 LDS-16-025 Determination of whether splitting Cascade Terrace at Cedar Landing Phase 5 into two sub-phases is substantially consistent with the approved tentative plat for Cascade Terrace at Cedar Landing Phases 1 through 5. The approved tentative plat creates 97 residential lots on the north side of Cedar Links Drive at Longstone Drive within the SFR-4/PD (Single Family Residential – 4 dwelling units per gross acre/Planned Development Overlay) zone. Applicant: CA Galpin; Planner: Kelly Evans, Assistant Planning Director.
 
Kelly Evans, Assistant Planning Director, reported that when a final plat is received, staff is obliged to make sure the final plat is consistent with the approved plat.  The request is to draw a phase line to allow a portion of Longstone Drive to be constructed in order to accommodate Cedar Links Park in the area.  One of the findings the Planning Director has to make in a final plat is whether it is substantially consistent with the tentative plat.  In this case it would not be because the boundaries would be different.  Staff reviewed the conditions of approval for substantive change needed to the conditions and there were none.  It is minor hence the reason for the request of the Planning Commission.   
 
Motion: The Planning Commission adopted the consent calendar as submitted.
 
Moved by: Vice Chair McFadden                              Seconded by: Commissioner McKechnie
 
Voice Vote: Motion passed, 5-0.
 
30.          Minutes
30.1        The minutes for September 13, 2018, were approved as submitted.  
 
40.          Oral and Written Requests and Communications.  None. 
 
Katie Zerkel, Senior Assistant City Attorney, read the Quasi-Judicial Statement.
 
50.          Public Hearings – New Business
 
50.1 ZC-18-097 Consideration of a request for a change of zone of a 3-acre parcel located at 503 Airport Road from Light Industrial (I-L) to Regional Commercial (C-R) (372W12A502). Applicant: Columbia Care, Inc.; Agent: Richard Stevens & Associates; Planner: Dustin Severs.
 
Chair Miranda inquired whether any Commissioners have a conflict of interest or ex-parte communication they would like to disclose.  Chair Miranda disclosed that he knows several people that work for Columbia Care and Columbia Care sits on the Board of Directors of his Homeowners Association.  It will not impact his vote on this application.    
               
Chair Miranda inquired whether anyone in attendance wished to question the Commission as to conflicts of interest or ex-parte contacts. None were disclosed.
 
Dustin Severs stated that the Zone Change approval criteria can be found in the Medford Land Development Code Section 10.204.  The applicable criteria were addressed in the staff report, property owner notices and hard copies are available at the entrance of Council Chambers for those in attendance.  Mr. Severs gave a staff report.
 
Vice Chair McFadden asked, was the traffic study based on the new configuration of Bullock and Crater Lake Highway due to the corridor project?  Is there any indication which version of the intersection they used to establish the problem?  Mr. Severs deferred the question to Alex Georgevitch, City Engineer.
 
Commissioner McKechnie stated that this was the home of Premier West Bank.  They seem to be compatible with the Light Industrial.  This does not seem like a change to the use of the building.  Was Premier West there before the zoning; was it illegal?  Mr. Severs is not sure of the history but in Light Industrial banking is allowed.  It is limited to the size.  It may have exceeded what was permitted in Light Industrial for banking.    
 
Commissioner Pulver commented that a bank is permitted of a certain size in Light Industrial and there were administrative offices that are also permitted in Light Industrial.  He believes they were fine in the Light Industrial zoning district.  
 
Commissioner Pulver asked, what level of street is Airport Road and what associated improvements were required from the Costco project and/or Grace Christian project to Airport Road?  Mr. Severs deferred the questions to Mr. Georgevitch.
 
Vice Chair McFadden commented that Grace Christian School will have to improve their section but this section is already improved.   
 
Commissioner Foley reported that there was discussion at a previous meeting that there would be a signal at Airport and Biddle and Airport Road and Table Rock.
 
Commissioner McKechnie thinks Airport Road is a major collector.  Commissioner Foley clarified that it is going to be the shortest major collector according to the new Transportation System Plan.       
 
The public hearing was opened. 
 
a. Clark Stevens, Richard Stevens & Associates, Inc., P. O. Box 4368, Medford, Oregon, 97501-0168.  Mr. Stevens reported that the application has demonstrated they meet all locational standards and all public facilities with the trip cap stipulation is satisfied. 
 
The classification of Airport Road is currently a standard residential street.  Yes, in the new Transportation System Plan it will be a collector street.
 
There are curbs, gutters and sidewalks on both sides of the street of the subject site.  A lot of the road improvements across the street will be at the intersections of Table Rock and Biddle Road based on related projects.  It will go from a two lane to a three lane road with a center turn lane.    
 
Commissioner McKechnie asked, is Columbia Care doing something different with the property that Premier West was not?  Why all the trouble for a zone change?  Mr. Stevens stated that there will be administrative offices, mental and physical health facilities, doctor’s offices and possibly dental which is not allowed in Light Industrial.       
 
Mr. Stevens reserved rebuttal time.
 
Alex Georgevitch, City Engineer, reported that Airport Road is a lower order street.  He would not call it a standard residential street but a lower order industrial or commercial street for this area.  It is anticipated to be a collector in the future. 
 
There is a signal being built by the County at the west end of Table Rock Road.  There was discussion through working with Costco and the Airport to look at a future signalization of Airport and Biddle but that is a longer term project.  It will not occur until at least the next biennium if not longer.    
 
Vice Chair McFadden commented that he hopes the prioritization for a signal at Airport and Biddle could improve.  It is a dangerous intersection because of bad angles and drops of elevation on both sides of the road.  Mr. Georgevitch will take the comment under consideration.  
 
Commissioner Pulver stated that as Grace Christian School does any construction it would cause them to improve their frontage on their half plus eight or whatever it is.  Is that correct?  Mr. Georgevitch stated a typical condition is to build half plus twelve unless they can show the existing road is structurally and geometrically sound.  They will be doing improvements along their frontage when they develop.
 
Commissioner Pulver asked, for the remainder of the road, will it be something the City takes on unless one of the currently improved properties does something significant to trigger improvements of their own? Mr. Georgevitch reported that is correct and keep in mind it is currently a lower order street where it is the property owner’s responsibility to build it.  It is developer driven.  When it becomes a higher order street it will become SDC eligible, meaning there is a funding source that the developer and the City can use to build the road.  It could become part of a project list for the City.  If the developer builds the road they would be eligible for SDC credits.  The chances of the City getting to full improvements on that road are low in the next five to ten years.
 
Commissioner Mansfield arrived at 5:53 p.m.          
 
The public hearing was closed.
 
Motion: The Planning Commission adopts the findings as recommended by staff and directs staff to prepare the Final Order for approval of ZC-18-097 per the staff report dated September 20, 2018, including Exhibits A through J.        
 
Moved by: Vice Chair McFadden                              Seconded by: Commissioner Foley
 
Roll Call Vote: Motion passed: 5-0-1, with Commissioner Mansfield abstaining since he did not hear the testimony.
 
50.2 ZC-18-101 Consideration of a zone change from SFR-00 (Single Family Residential – one dwelling unit per existing lot) to SFR-6 (Single Family Residential – 4 to 6 dwelling units per gross acre) on a 0.87 acre lot located at 1919 Orchard Home Drive (372W35DD2000). Applicant: Sterling Homes, LLC.; Agent: Valente Sosa; Planner: Steffen Roennfeldt.
 
Chair Miranda inquired whether any Commissioners have a conflict of interest or ex-parte communication they would like to disclose.  None were disclosed.    
               
Chair Miranda inquired whether anyone in attendance wishes to question the Commission as to conflicts of interest or ex-parte contacts. None were disclosed.
 
Steffen Roennfeldt stated that the Zone Change approval criteria can be found in the Medford Land Development Code Section 10.204.  The applicable criteria were addressed in the staff report, property owner notices and hard copies are available at the entrance of Council Chambers for those in attendance.  Mr. Roennfeldt gave a staff report.
 
Commissioner McKechnie stated that usually the Planning Commission sees some sort of tentative plat or something and they did not see anything so they have no idea what they are doing.  Is there a limit if it is three or less it is an administrative decision?  Mr. Roennfeldt reported that if it is less than an acre in size it can reduce the minimum density by one to get it down to a minimum of three.  Three would be a partition that is now a Type II application that goes directly to the Planning Director.    
 
Vice Chair McFadden asked, what is the fee difference?  Mr. Roennfeldt stated the difference is approximately $290.  Subdivisions are $1,400 and Partitions are $1,110.  
 
The public hearing was opened. 
 
a. Valente Sosa, 6734 Webber Drive, Central Point, Oregon, 97502.  Mr. Sosa reported that he had nothing to add to Mr. Roennfeldt’s report and was available for questions.
 
Mr. Sosa reserved rebuttal time.
 
The public hearing was closed.
 
Motion: The Planning Commission adopts the findings as recommended by staff and directs staff to prepare the Final Order for approval of ZC-18-101 per the staff report dated September 18, 2018, including Exhibits A through L.        
 
Moved by: Vice Chair McFadden                              Seconded by: Commissioner McKechnie
 
Roll Call Vote: Motion passed: 6-0.
 
50.3 LDS-18-109 Consideration of a tentative plat for a 17-lot subdivision on approximately 2.85 acres within the SFR-6 (Single Family Residential – 4 to 6 dwelling units per gross acre) zoning district, located northwest of the Merriman Road and Mace Road intersection (372W13BB 500). Applicant: F.B. Owen, Inc.; Agent: Richard Stevens & Associates, Inc.; Planner: Steffen Roennfeldt.
 
Chair Miranda inquired whether any Commissioners have a conflict of interest or ex-parte communication they would like to disclose.  Vice Chair McFadden disclosed that he has known Mr. Owens for many years.  He does not believe it will affect his decision on this application.    
               
Chair Miranda inquired whether anyone in attendance wishes to question the Commission as to conflicts of interest or ex-parte contacts. None were disclosed.
 
Steffen Roennfeldt stated that the Subdivision Tentative Plat approval criteria can be found in the Medford Land Development Code Section 10.202(E).  The applicable criteria were addressed in the staff report, property owner notices and hard copies are available at the entrance of Council Chambers for those in attendance.  Mr. Roennfeldt gave a staff report.
 
Vice Chair McFadden asked, is there a neighborhood circulation plan that determines where Owen Drive is planned to go out to?  Mr. Roennfeldt does not believe so but he will check. 
 
Vice Chair McFadden asked, since Merriman is a higher order street and for Lots 1, 2 and Tract A, is there a required fence treatment along the frontage?  Are they required to have a 6 foot tall uniformed fence except for the breaks for pedestrians?  Mr. Roennfeldt stated that he would check.
 
Vice Chair McFadden reported that not only was this property a maintenance yard for the school it was historically Howard School.  That was the school.  That is how it got so big.     
 
The public hearing was opened. 
 
a. Clark Stevens, Richard Stevens & Associates, Inc., P. O. Box 4368, Medford, Oregon, 97501-0168.  Mr. Stevens reported that the application is in compliance with Medford Land Development Code Section 10.450 for both the cul-de-sac and flag lot.  The streets and lot dimensions are in compliance with the SFR-6 zoning district.
 
The applicant is providing the pedestrian way off the cul-de-sac to tie into the collector street. 
 
A barrier is only required on arterial streets.  He does not believe it is required on a collector street of a 6 to 8 foot masonry wall.  There will be backyard fences along there so it will be on the backsides of Lots 1 and 2.  They have not discussed how far the fencing will go on the cul-de-sac.  They have to leave a portion of it opened for the pedestrian access way from the terminus of the cul-de-sac onto Merriman Avenue.  Tract A will be fenced or protected.           
 
Commissioner McKechnie asked, who maintains Tract A, the storm water management pond for the development?  Mr. Stevens stated that it is his understanding it will go to the City.    
 
Mr. Stevens reserved rebuttal time.
 
Mr. Roennfeldt addressed Vice Chair McFadden’s questions stating that Mr. Stevens is correct that barrier criteria is only for arterial streets. 
 
It is not part of a neighborhood circulation plan.
 
Mr. Georgevitch addressed the storm drain pond reporting that on page 136 of the agenda packet it states: “The City is responsible for operational maintenance of the public detention facility.  Irrigation and maintenance of landscape components shall be the responsibility of the developer or a Home Owners Association (HOA)”.  On residential developments the City takes over these types of ponds and maintains them. 
 
Vice Chair McFadden asked, on Lot 3 off of Mace, what is the double squares that are both crossed hatched into sections on the plan?  Mr. Georgevitch is assuming it is valve boxes that went to the existing facilities.    
 
The public hearing was closed.
 
Motion: The Planning Commission adopts the findings as recommended by staff and directs staff to prepare the Final Order for approval of LDS-18-109 per the staff report dated September 18, 2018, including Exhibits A through Q.        
 
Moved by: Vice Chair McFadden                              Seconded by: Commissioner McKechnie
 
Roll Call Vote: Motion passed: 6-0.
 
50.4 CP-18-063 A Comprehensive Plan Amendment to incorporate the 2017 City of Medford Natural Hazards Mitigation Plan into the Environmental Element of the Comprehensive Plan, and update the Goals, Policies, and Implementation Strategies. Applicant: City of Medford; Planner: Seth Adams.
 
Seth Adams, Planner III, stated that the Comprehensive Plan Amendment approval criteria can be found in the Medford Land Development Code Section 10.214 and 10.220.  The applicable criteria were addressed in the staff report and hard copies are available at the entrance of Council Chambers for those in attendance.  Mr. Adams gave a staff report.
 
The public hearing was opened and there being no testimony the public hearing was closed.
 
Motion: The Planning Commission based on the findings and conclusions that all of the approval criteria are either satisfied or not applicable, forwards a favorable recommendation for approval of CP-18-063 to the City Council per the staff report dated September 20, 2018, including Exhibits A through G.        
 
Moved by: Vice Chair McFadden                              Seconded by: Commissioner Foley
 
Roll Call Vote: Motion passed: 6-0.
 
60.  Reports
60.1            Site Plan and Architectural Commission.
Kelly Evans, Assistant Planning Director, reported that the Site Plan and Architectural Commission met Friday, September 21, 2018.  Several months ago they approved a mini storage facility on Vilas.  The proposal was several hundred storage containers.  The applicant came back with an Exception asking for relief from the paving and buffer yard standards.  The Site Plan and Architectural Commission broke it into three separate decisions.  They approved two-thirds and denied the last third.   
 
Vice Chair McFadden asked, do they have to pave?  Ms. Evans replied they do not.  The Site Plan and Architectural Commission granted relief.  The driving aisles will have to be paved.  Where the RV’s park can be gravel.
 
Vice Chair McFadden asked, do they all have to be painted the same?  Ms. Evans stated yes the containers do.
 
The Site Plan and Architectural Commission followed with a study session after and the topic was mini storage.  They have run into the same issues again and again.  Staff will be working with the Site Plan and Architectural Commission on text amendments.  One will be paving.
 
Commissioner Pulver asked, what is Asante building on Barnett Road?  Ms. Evan replied surface parking where the old Medical Eye Center was.  On Siskiyou they are proposing a parking structure.   
 
Ms. Zerkel reported that she does not believe they have submitted an application for a building in that spot.  Ms. Evans stated they had demolished the old Medical Eye Center that used to be there.
 
Ms. Zerkel stated they are adding another floor to the Cardiovascular building further down Barnett.  They had a pavilion on the first floor and they are adding a second floor to add more office space.  Ms. Evans reported that has gone through the Site Plan and Architectural Commission.   
 
60.2        Report of the Joint Transportation Subcommittee.
Commissioner Pulver reported that the Joint Transportation Subcommittee met yesterday, Wednesday, September 26, 2018. They discussed the various funding scenarios that the Planning Commission discussed at one of their study sessions.  There was discussion of the importance for funding maintenance.  The way they split HB 2007 funds was maintenance or projects.  The other variable was the estimated amount of grants that could be achieved.  There was a motion to add a seventh scenario where maintenance dollars were set aside for the first five year portion of the twenty year term.  He believes that motion failed.  They received the draft Transportation System Plan.  The plan is that the Joint Transportation Subcommittee will be consolidated to a new body.  He deferred the remark to Ms. Evans for more information.    
 
Ms.  Evans stated that there has been discussion about consolidating broadly from a City wide perspective at the number of bodies that the City staffs. The goal is consolidating the Joint Transportation Subcommittee, Traffic Coordinating Committee and Public Works Committee as a whole.   
 
Commissioner Pulver thought there would be a Transportation Commission above the Bicycle and Pedestrian Advisory Committee and Traffic Coordination Committee.  The Transportation Commission would report or make recommendation to the City Council.  The Transportation Commission will still have a Planning Commissioner liaison.  
 
Chair Miranda stated that the Transportation Commission members would be appointed by the City Council.  Unless staff indicates otherwise yesterday was the last meeting of the Joint Transportation Subcommittee.
 
60.3        Planning Department
Ms. Evans reported that the Planning Commission will have a study session on Monday, October 8, 2018.  Discussion will be on housing and housekeeping amendments.
 
There is business scheduled for the Planning Commission on Thursday, October 11, 2018 and Thursday, October 25, 2018.  On the October 11, 2018 meeting the Urbanization Plan and Transportation System Plan will be presented along with several current planning applications.  Ms. Evans anticipates testimony so the meeting may be a little long.
 
Last week the City Council approved an ordinance allowing cooling and warming shelters.
 
At the next City Council meeting they will set a public hearing for an annexation at Table Rock and Biddle.        
                    
70.          Messages and Papers from the Chair. 
70.1 Chair Miranda extended appreciation to staff and the City Council for their Combined Study Session on Monday, September 24, 2018.  He found it enlightening, received good points of views and information that were presented.  He would like to see it happen more often so that the City Council and Planning Commission are on the same page more often than not.    
 
70.2 Chair Miranda may not be attending the Thursday, October 25, 2018 Planning Commission meeting.  He will send an email when it is confirmed and the time gets closer. 
 
80.          Remarks from the City Attorney. None
 
90.          Propositions and Remarks from the Commission. None.
 
100.        Adjournment
The meeting was adjourned at 6:40 p.m. The proceedings of this meeting were digitally recorded and are filed in the City Recorder’s office.
 
 
Submitted by:
 
 
Terri L. Richards                                                               
Recording Secretary                                                                      
 
Patrick Miranda
Planning Commission Chair                                                         
 
Approved: October 11, 2018
 

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