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Agenda & Minutes

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Planning Commission (View All)

Planning Commission Agenda and Minutes

Minutes
Thursday, October 24, 2019

The regular meeting of the Planning Commission was called to order at 5:30 PM in the Medford City Hall, Council Chambers, 411 West 8th Street, Medford, Oregon on the above date with the following members and staff in attendance:
 
Commissioners Present
Mark McKechnie, Chair
Joe Foley, Vice Chair
David Culbertson
Bill Mansfield
E.J. McManus
Jared Pulver
Jeff Thomas (arrived at 5:33 p.m.)
 
Commissioner Absent
David McFadden, Excused Absence       
 
Staff Present
Kelly Evans, Assistant Planning Director
Katie Zerkel, Senior Assistant City Attorney
Alex Georgevitch, City Engineer
Terri Richards, Recording Secretary
Dustin Severs, Planner III
 
10.     Roll Call
 
20.    Consent Calendar / Written Communications (voice vote).
20.1 ZC-19-015 Final Order of a request for a zone change of an approximately .18 acre lot located at 1035 West 10th Street, south of the intersection of West 10th Street and Canon Street from SFR-10 (Single Family Residential, 10 dwellings units per gross acre) to MFR-20 (Multi Family Residential, 20 dwelling units per gross acre) (372W25DB TL 20100). Applicant, Rea Thomson; Agent, Rogue Planning & Development Services; Planner, Liz Conner.
 
Motion: The Planning Commission adopted the consent calendar as submitted.
        
Moved by: Vice Chair Foley                         Seconded by: Commissioner Pulver
 
Voice Vote: Motion passed, 6-0-0.
 
30.          Approval or Correction of the Minutes from October 10, 2019 hearing
30.1       The minutes for October 10, 2019, were approved as submitted.
 
40.          Oral Requests and Communications from the Public. None.
 
50.          Public Hearings
 
Katie Zerkel, Senior Assistant City Attorney read the Quasi-Judicial statement.
 
Continuance Request
50.1 PUD-19-002 Consideration of a request for a revision to ‘the Village’ area of Cedar Landing Planned Unit Development (PUD). The PUD revision contains amendments to the site design including an increase in multi-family units from 100 to 120, a mixed-use structure, increase maximum building height for mixed-use building to 40 feet, and increase the paved width of the private street. Cedar Landing PUD is located on approximately 116 acres on the north and south side of Cedar Links Drive, west of Foothill Road within an SFR-4/PD (Single-Family Residential – 2.5 to 4 dwelling units per gross acre / Planned Development) zoning district. Applicant & Agent, Koble Creative Architecture; Planner, Steffen Roennfeldt.  The applicant requests that this item be continued to the Thursday, November 14, 2019 Planning Commission meeting.
 
Chair McKechnie stated that if there are members in the audience that have come to testify on this agenda item and cannot attend the November 14th hearing, please come forward and the Planning Commission will hear your testimony at this time.  Please keep in mind that it is possible that your questions may be answered when staff presents their staff report on November 14th.  There will be no decisions made this evening on this agenda item.
 
Motion: The Planning Commission continued PUD-19-002, per the applicant’s request, to the Thursday, November 14, 2019 Planning Commission meeting.           
 
Moved by: Vice Chair Foley                         Seconded by: Commissioner Pulver
 
Roll Call Vote: Motion passed, 7-0-0.
 
Old Business
50.2 CUP-19-044 Request for a Conditional Use Permit (CUP) for a new educational use in an existing single-family residence located at 2841 Juanipero Way within the SFR-4 (Single Family Residential – 2.5 to 4 dwelling units per gross acre) zoning district (371W33BD8902); Applicant, Phoenix-Talent School District; Agent, CSA Planning Ltd.; Planner, Steffen Roennfeldt.
 
Chair McKechnie inquired whether any Commissioners have a conflict of interest or ex-parte communication they would like to disclose.  Commissioner Mansfield disclosed that he lives two blocks from the subject property.  He does not believe that fact would preclude him from deciding this matter fairly. 
 
Chair McKechnie inquired whether anyone in attendance wishes to question the Commission as to conflicts of interest or ex-parte contacts. None were disclosed.
 
Kelly Evans, Assistant Planning Director reported that staff received a letter from four neighbors that will be entered into the record as Exhibit R.   There were four issues raised.  1)  Is a statement. Ms. Evans has no response; 2) a request for stop signs is a matter of the Traffic Coordinating Committee.  The Planning Commission has no authority; 3) the north side no parking zone is not proposed to change; and 4) Signage is prescribed in Article 6 of the Medford Land Development Code.  The code allows a maximum of 40 square feet of signage with no single sign exceeding 20 square feet.  In this case, the applicant could have one freestanding and one wall sign, neither exceeding 20 square feet.  The Conditional Use Permit approval criteria can be found in the Medford Land Development Code Section 10.184(C).  The applicable criteria were addressed in the staff report, included with the property owner notices, and hard copies are available at the entrance of Council Chambers for those in attendance.  Ms. Evans gave a staff report.
 
Chair McKechnie asked, does the sidewalk just stop and either end?  Ms. Evans replied yes.  
 
a.            CSA Planning Ltd., Jay Harland, 4497 Brownridge Terrace, Suite 101, Medford, Oregon 97504.  Mr. Harland reported that the reason they requested a continuance at the last meeting was to work out design details.  Addressing Chair McKechnie’s question, the sidewalk does end but there is gravel at each end the height of the sidewalk.   
 
Chair McKechnie asked, what is the street designation?  Mr. Harland responded that it is a major collector. 
 
Chair McKechnie asked, will the facility be used primarily during school hours?  Mr. Harland stated yes. 
 
Chair McKechnie asked, is the applicant planning to put up a sign?  Mr. Harland responded that the applicant did not apply for signage.  
 
Commissioner Pulver is confused with the crosswalk issue.  Mr. Harland reported that there was discussion on the best way getting students to the site.  It was decided the safest way is to use the bus loop that exists on Orchard Hill Elementary School, drop them off at curb side and crosswalk them over to the site.
 
Mr. Harland reserved rebuttal time.
 
b.            Beth Russell, 2825 Juanipero Way, Medford, Oregon, 97504.  Ms. Russell has concerns regarding signage, will there be a traffic guard when the individuals need to cross and making sure the property to the west is not encroached on.  She is in favor of the use for the property.
 
c.             Rachel Meese, lives on the west side of the transitional house.  She did not sign-in or give her address before her testimony.  Her concern is her bedroom abuts the subject property turnaround.  It will be noisy with car doors slamming, the vehicle backup beeps and mowing and blowing at 7:00 a.m.  There is no buffer to stop or reduce the noise.   She is also concerned with speeding and building up and out on the backside of the house increasing size and volume of people.  Chair McKechnie addressed the addition stating that according to the Medford Land Development Code the applicant is not allowed to add square footage to a place if it is more than 20% of the existing facility.  If so, it has to come back through a City process.  Ms. Meese would have an opportunity to voice her concerns at that time. 
 
Ms. Meese asked, wouldn’t this stuff been done before they bought the house to ask those questions and ask the neighbors opinions?  Chair McKechnie stated that is not a requirement of the process.  It is dependent upon the entity purchasing the property whether they do it in advance or not.   
 
Mr. Harland reported that the concrete driveway will have a bump stop at the back part of the turnaround.  The crossing guard will be a requirement.  The cars going in and out will be staff cars and they do not beep when backing up it is the vans.  Once they use the Orchard Hill loop and have the crossing guard installed there should be no beeping because it is all forward movement. 
 
Chair McKechnie stated the students are going once to get to the facility and once to come back.  There is not a lot of back and forth.  The crossing guard is either somebody in the facility or at the school that will shepherd them across the street.  It operates during school hours from 7:30 or 8:00 a.m. to 3:00 p.m.  Mr. Harland responded that is correct.   There may be an occasional staff meeting that are after those hours that may go to 5:00 p.m.   Chair McKechnie stated there was concern over signage and Mr. Harland has stated the applicant has no intention of signage at this point.  Mr. Harland replied that the City code would not allow a sign that blocks people’s view of oncoming traffic.  If that is a real concern of the Planning Commission the applicant will accept an additional condition of approval that states they are not to do any ground signs except from beyond the PUE.       
 
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 CUP-19-044 per the Revised Staff Report dated October 17, 2019, including Exhibits A-1 through R and utilizing criteria “A” as the approval.
 
Moved by: Vice Chair Foley                         Seconded by: Commissioner Pulver
 
Commissioner Pulver asked, is curbing a requirement of the turnaround paving?  Ms. Evans does not know. 
 
Commissioner Pulver asked, is there a traffic safety department that the neighbor could contact regarding speeding?  Ms. Evans responded that the stop sign issue is handled by the Traffic Coordinating Committee.  For speeding they could contact the Medford Police Department and request the speed van to check it out. 
 
Commissioner Pulver asked, could the Planning Commission make a stipulation preserving the property boundary to address the citizen’s concern?  The other issue Commissioner Pulver has is the hours.  He does not think the applicant would be concerned if the Commission wanted to place hour parameters to ensure it is operating reasonable hours for residential.
 
Chair McKechnie asked, does Commissioner Pulver want to offer those as two amendments?  Commissioner Pulver is putting them out for discussion.    
 
Commissioner Foley is not concerned with the hours of operation given the use of the building.  He is not concerned about the boundary. 
 
Commissioner Mansfield opposes any additional restrictions.
 
Chair McKechnie thinks once it is operational the hours of operation need to be limited or that the backup space will be a concern.   
 
Roll Call Vote: Motion passed, 7-0-0.
 
New Business
50.3 LDS-19-074 / E-19-050 Consideration of tentative plat approval for Mollie’s Place Subdivision, a proposed 8-lot residential subdivision, consisting of two single-family lots and six duplex lots, along with a request for an Exception to construct a half-street with a reduced width. The property is located on a single 1.08-acre parcel located at 1432 Orchard Home Drive in the SFR-6 (Single-Family Residential, six dwelling units per gross acre) zoning district (372W35DA TL 201); Applicant, Reeder, Knouff Thomas LLC; Agent, Scott Sinner Consulting, Inc.; Planner, Dustin Severs.
 
Chair McKechnie inquired whether any Commissioners have a conflict of interest or ex-parte communication they would like to disclose.  Chair McKechnie disclosed that Scott Sinner is his neighbor but it would not affect his decision on this application.
 
Chair McKechnie inquired whether anyone in attendance wishes to question the Commission as to conflicts of interest or ex-parte contacts. None were disclosed.
 
Dustin Severs reported that the Land Division approval criteria can be found in the Medford Land Development Code Section 10.202(E).  The Exception approval criteria can be found in the Medford Land Development Code Section 10.186(B).  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. Severs reported that staff received three new exhibits since the staff report was published last week.  Staff received the applicant’s supplemental findings that will be entered into the record as Exhibit M, a revised memo from the City’s address technician that will be entered into the record as Exhibit K-1 and a revised Public Works report entered into the record as Exhibit G-1.  These were emailed to the Commissioners and hard copies are at their places.  Mr. Severs gave a staff report.  Staff would like to strike condition #1 and add condition #5 that that prior to final plat the applicant submit a revised tentative plat showing the street configuration as illustrated in Exhibit M.  
 
Chair McKechnie asked, is it correct that the only access for this property is Applegate Lane?  Mr. Severs replied correct.  Chair McKechnie asked will the two parcels to the east that front Orchard Home Road that are owned by two different people develop at some point in the future? Mr. Severs responded it is possible.  Chair McKechnie asked, what happens if the person that owns the north parcel decides to continue Applegate Lane to Orchard Home?  Mr. Severs stated that is possible and at that point there would need to be a street name change.  The question is will the City initiate the name change or is it the responsibility of the developer?  Mr. Severs assumes it will be the responsibility of the developer.  Chair McKechnie asked, is there enough block length to run Applegate Lane to Orchard Home between Gravenstein Way?  He likes this plan better because it provides a cross intersection opposed to two small T’s but would it be too close?  Mr. Severs commented that the applicant addressed that in the findings and deferred the question to the applicant.     
 
The public hearing was opened.
 
a.            Scott Sinner, Scott Sinner Consulting, Inc., 4401 San Juan Drive, Suite G, Medford, Oregon, 97504.  Mr. Sinner addressed Chair McKechnie’s question stating that there would be approximately 260 feet intersection spacing between Gravenstein.  Mr. Sinner submitted a revised plat.  
 
Vice Chair Foley asked, if the other property develops will there be a cul-de-sac off Orchard?  Mr. Sinner responded they would have a requirement for a shared access.
 
Mr. Sinner commented that the duplex lots will be ownership for each side.  It is a real benefit and something needed in the City to promote affordability.  
 
Mr. Sinner reserved rebuttal time.
 
Mr. Severs reported that Mr. Sinner’s submitted revised plat would be entered into the record as Exhibit N.
 
The public hearing was closed.
 
Motion: The Planning Commission adopts the findings as recommended by staff and directs staff to prepare the Final Orders for approval of LDS-19-074 and E-19-050 per the staff report dated October 17, 2019, including Exhibits A though N; replacing Exhibit G with Exhibit G-1 and Exhibit K with Exhibit K-1; striking condition #1 and adding condition #5 requiring that prior to final plat the applicant submit a revised tentative plat showing the street configuration as illustrated in Exhibit M.
 
Moved by: Vice Chair Foley                         Seconded by: Commissioner Pulver
 
Chair McKechnie commented that Mr. Sinner has done a great job in making this application work. 
 
Roll Call Vote: Motion passed, 7-0-0.
 
60.          Reports
60.1 Site Plan and Architectural Commission
Commissioner Culbertson reported that the Site Plan and Architectural Commission met on Friday, October 18, 2019 and reheard the plans for the 75,000 square foot Regional Caner Center for Asante.  They also heard the construction of parochial school with courtyard on the campus of Sacred Heart of Jesus Christ Catholic Church campus.  They approved both applications. 
 
60.2 Transportation Commission
Commissioner Pulver reported that the Transportation Commission met yesterday, Wednesday, October 23, 2019.  They did not have a quorum.  There is an opening on the Transportation Commission.  It is a Commission gaining responsibility.  
  
60.3 Planning Department
Kelly Evans, Assistant Planning Director reported that there is a Planning Commission study session scheduled for Monday, October 28, 2019.  Discussion will be on Residential Administrative Review and the Liberty Park Plan.
 
There is business scheduled for Thursday, November 14, 2019 and December 12, 2019. 
 
Last week City Council approved the GLUP amendment on Barnett and Crestbrook, the GLUP amendment for Tower Business Park, initiated an annexation at 3558 Table Rock Road and heard the consolidated performance evaluation report for the Community Block Grant program.  
 
Next week the City Council will hear the Street Vacation at Normil Terrace and Foothills, the Emergency Shelters amendment and the housing opportunity funding recommendation.  An RFP was sent in July and had seven respondents.  The Housing Advisory Commission has made a funding recommendation for two projects.
 
Vice Chair Foley asked, how much money has the new fees given the Housing Advisory Commission to work with? Ms. Evans reported it is in the $300 thousand range.   
 
70.          Messages and Papers from the Chair.  None.     
 
80.          City Attorney Remarks. None.  
 
90.          Propositions and Remarks from the Commission. None.
               
100.        Adjournment
101. The meeting was adjourned at approximately 6:33 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                                                                      
 
Mark McKechnie
Planning Commission Chair         
                                               
 
Approved: November 14, 2019
 

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