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HomeMy WebLinkAbout1999-07-28 Minutes, City Commission "c~ MINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA July 28, 1999 ***************************** The Commission of the City of Bozeman met in special session in the Conference Room at the Wingate Inn, on Wednesday, July 28, 1999, at 7:00 p.m. Present were Mayor . Youngman, Commissioner Smiley, Commissioner Frost, City Manager Johnson, Assistant City Manager Brey and Clerk of the Commission Sullivan. Commissioner Rudberg was absent. Signina of Notice of SDecial Meeting Each of the Commissioners, in turn, signed the Notice of Special Meeting. Roundtable meeting with newlv created City Plannina Board City Planning Board members in attendance at the meeting included: Joanne Eaton Bill Mitchell Dick McConnen Ed Musser Lynn Rugheimer Sandra Smiley Mary Ellen Wolfe . Planning staff members included: Andy Epple Debbie Arkell City Manager Clark Johnson noted that when the County made its statement that it would assume jurisdiction of the extraterritorial area, City administration met many times to determine how to structure the new City program and, in so doing, identified ways to change the office and the process. He noted that the City's structure is going through another change at the same time, with the replacement of the former Parks/Cemetery/Forestry Superintendent with the Director of Facilities and Public Lands. As a result, the Planning Department will become known as the Department of Planning and Community Development and will assume some of the duties of working with neighborhood groups and grants administration. The City Manager stated another key issue was accountability, noting that under the new structure, the Planning Department will report directly to the City Manager; and the City Planning Board will be an advisory board rather than an administrative board. He recognized that, under this new structure, he must be responsive to the Planning Board and its needs. He noted, however, that this conversion should help the Board to devote its energies to long-range planning and giving good advice to the Commission. . City Manager Johnson noted that City administration is trying to implement modern management techniques and mimic the private sector. He stated that, in so doing, City Attorney Luwe has assigned the attorneys in his office to advising specific departments; and Staff Attorney Cooper has been assigned to the Planning Department. Assistant City Manager Brey noted that City Attorney Luwe is one of the most knowledgeable land use attorneys in Montana, and will be available to assist Staff Attorney Cooper whenever necessary. He then stated that he sees advantages to having a City Planning Board, noting that this conversion creates opportunities for tying together some loose ends and creating a place for orphaned City programs, and an opportunity for more long-range planning, 07-28-99 Special -.- -----..--... - 2 - which has been identified as one of the Commission's high priority items. He also noted that this conversion alleviates the city/county differences and issues. Commissioner Smiley stated she feels it would be good for the Planning Board members to have copies of the evaluation recently completed by Dr. Kaaren Jacobsen's class. The Commission and City Planning Board began their discussion with the list of issues prepared by Dick McConnen and then added to that list. Mr. McConnen reviewed the items on his list, which include (1) completing the planned . unit development (PUD) ordinance; (2) incorporating the Parks, Open Space and Trails (POST) Plan into the planning process; and (3) promoting the downtown area. He noted that it is important to encourage good development within the city, rather than promoting development outside the city limits. He then stated the City may either leave the program as it is, provide more resources, or change the way that staff work is done. Mr. Bill Mitchell stated the PUD ordinance was a City-County Planning Board priority, but it got lost in the workload. He then noted that, as the City's Planning Board, zoning matters are now out of their hands, although he would be willing to work on that type of issue if so directed by the Commission. He then added master planning of the South 19th Avenue corridor to the list of items to discuss. Ms. Joanne Eaton stated that, since she has served on the Board of Adjustment and not on the Planning Board, this is an educational session for her. Ms. Mary Ellen Wolfe stated her hope is to revise the master plan in a way that is meaningful and sets the vision for the future. She noted that she would also like to have the Board devote its energies to developing and implementing the mechanisms for implementation of that plan, particularly those protecting critical lands and sensitive areas. She forwarded her interest in getting away from federal and state reliance and developing local mechanisms for . protecting those areas. She then indicated that the downtown area must also be addressed, with efforts being made to sustain it. She characterized parking as a stumbling block and suggested more visible results for the monies being paid, rather than the "phantom parking spaces". She stressed the importance of public education and information, and suggested that information be provided in other than simple numbers but that it be put in terms of bench marks or possibly an action agenda. Mayor Youngman stated her concurrence with the items which have been forwarded, adding coordination with the Recreation and Parks Advisory Board, particularly regarding parks and open space. She indicated that, for her, the big issue is the master plan, stating she feels out of the loop and wants to help shape what it will be, possibly in a work session. She noted that items to be addressed include implementation strategies, timeline, elements to be included, research to be done, citizen involvement, reinforcing urban densities and identifying where development should occur. Planning Director Andy Epple stated that, from an office management standpoint, staff allocation is a huge question. He noted that two full-time equivalents have been devoted to long-range planning over the past year. He then noted that only a couple of the work items for which his staff will be responsible involve the Planning Board, citing annexations, zoning, grants and neighborhood coordination of examples of those in which they are not involved. Commissioner Frost stated that the PUD ordinance is a high priority. He also recognized . the importance of the POST plan being a part of the master planning document, noting that a POST plan was developed in the 1960s and then shelved. He stated that the downtown is an important component that must be protected. He then indicated his support for the performance based standards that have recently been implemented by the City Manager. He suggested that two full-time employees may not be sufficient for the Board, noting that expertise is important. He concluded by indicating his interest in developing a critical lands plan, noting that an inventory is the first step in that process. Ms. Lynn Rugheimer stated that the master plan is the most critical document at this time, followed by the transportation plan. She characterized PUDs as important, but suggested 07-28-99 Special ----.--.- . .. .--.. ..-.. ..- - ..-- .---. ~---_._-- - _.._-......--- - 3 - there may now be fewer of them within city limits. She also acknowledged the importance of the downtown, noting that if it is not protected, it will die with development on the outskirts. She concluded by forwarding an interest in identifying her role as the County's representative on the City Planning Board. Mr. Ed Musser stated he would like a job description, new board versus old board. He then indicated an interest in coordinating the city and county planning processes, stating the City should not become uncompetitive in the costs of developing. Commissioner Smiley stated she wants to see nearly all of the items identified . incorporated into the master plan, including the critical lands study and growth of the downtown. She noted that the downtown area has not expanded even though the community has grown, and the City should take steps to let it expand more easily. She then indicated her interest in seeing the master plan written in a way that expects newcomers to blend into a neighborhood, not try to change it once they move in. Mr. Dick McConnen noted that, at the present time, the transition of neighborhoods is a key issue. He cited those homes on South Willson Avenue which are sold and then occupied by eight college students as examples of those problems. Responding to Commissioner Frost, Planning Director Andy Epple stated that the Planning Department is working on a pilot study using new software for comparing traditional design to neotraditional subdivision design, looking at the costs of both types of development and using the Valley West Annexation as the test site. He noted this information can be used in possibly developing incentives for new design. Assistant City Manager Ron Brey noted that the City will need a Zoning Commission for certain items like zone code amendments and zone map changes. He noted that the State statute does not allow for the designation of the City Planning Board as the Zoning Commission; however, essentially the same people could serve on both boards. . Planning Director Epple noted that having the Planning Board serve as the Zoning Commission keeps that body in the loop, seeing how the planning document and specific projects inter-relate. He noted that the Board members also understand the reasons that rules and regulations have been implemented. He then proposed that if the rules are adequately developed, approval of projects like Costco could even become "ministerial actions". Mayor Youngman asked if the Planning Board members would have problems serving on the Zoning Commission as well. Ms. Wolfe expressed concern about the additional layer of meetings that would be involved. She then noted that, under the old process, zoning issues took a lot of the Board's time. Mr. Mitchell noted that, since all of the Board members' terms expire on January 31, 2000, it is important to identify issues that can be addressed and completed in that timeframe. City Manager Johnson stated he envisions assigning a planner to do research and the drafting of initial documents for the Planning Board, recognizing that the staff person can change from time to time depending on the expertise needed. He then stated that, while two planners have been dedicated to long-range planning, they have also been assigned other duties such as impact fees, GIS, mapping and the census. . Mr. McConnen stated that a staff member's knowledge and history are extremely useful to the Board, citing Assistant Planning Director Arkell's assistance on the PUD ordinance as an example. Commissioner Smiley stated that the Board needs technical support to be effective. She then suggested that the planner should also be allowed to give firm advice, especially when the Board members stray into areas that staff knows will not work. 07-28-99 Special - 4 - At Mr. Mitchell's request, Assistant City Manager Ron Brey reviewed the manner in which the old City-County Planning Board and Zoning Commission operated before the Board was also designated to serve in both capacities. He then stressed that the conversion from stringent standards to a flexible document carried with it a heavy administrative load and an extended timeframe for review and approval; and it was a conscious decision to enact the new code. Planning Director Epple stated that he and Assistant Planning Director Arkell were also involved in the conversion process. He reviewed the process of developing the new master plan and design-driven zone code, noting that the Planning Board sought proposals to complete . the entire process in ninety days. He characterized that as a "gut wrenching process" that left out public participation. He also noted that it took the City four or five years to complete a substantial number of zone code amendments that changed the document from one which combined the best components of several different plans to one which was tailor made for Bozeman. At the City Manager's request, those in attendance forwarded their views on staffing needs. Mr. McConnen stated he feels it is important to not assign a single staff person to long- term planning; rather, it is important to take advantage of the expertise of individual staff members for specific projects. He also noted it is not in anyone's best interests to assign an individual to long-range planning for an extended period of time, removing them from the day- to-day activities of the office. Assistant City Manager Brey encouraged the Board to take advantage of expertise in the community when updating the plan. Planning Director Epple noted that, while staff members work on assigned projects, they have weekly staff meetings at which they share projects. He stressed that all of the staff . members attend these meetings, including those assigned to long-range planning, so they remain a part of the day-to-day operations. Responding to Mayor Youngman, City Manager Johnson stated he and the Planning Director have made some preliminary plans on how to reorganize staff responsibilities. He then noted that one process which consistently fails is regulatory review and revision, and steps will be taken to address that failure. He then noted that Assistant City Manager Brey characterizes himself as the City Manager's "one discretionary resource" and, in light of his planning background, he could possibly be assigned to the special project of assisting in this conversion. Assistant City Manager Brey stated he feels it is important to work with the various neighborhoods and to do the master plan update in a proactive manner. He noted that this will eliminate the reactive manner in which neighborhoods now confront planning and zoning issues and will possibly eliminate the defensive posture of those neighborhoods. Ms. Eaton concurred that being proactive is important. She then noted that developing neighborhood councils could be beneficial, indicating that public participation which includes discussion of both the positives and negatives is important. She stated that providing input into the master planning process could be a function of those groups. City Manager Johnson noted that issues revolving around parks are often the ones that . galvanize neighborhoods, and Director of Facilities and Public Lands James Goehrung has the people skills and ability to work with those types of issues. He stated that efforts will be made to become proactive in those areas as well. Mayor Youngman encouraged Planning Board members to attend the Commission's work session on August 9 if possible. She then asked if they need any Commission direction at this time. Mr. Mitchell asked that, if the Planning Board members are asked to serve as the Zoning Commission, they be given direction on changes to the PUD ordinance. 07-28-99 Special ~.m _. --------. -.- - ...-- -.. - 5 - Planning Director Epple asked for direction, noting that the staff cannot do both the master plan update and revisions to the PUD ordinance in the same year. He then noted that the budget includes funding for updating of the master plan and suggested that the PUD ordinance would logically flow from that update. Mr. Bill Mitchell noted that the Commission is the City Manager's boss, the City Manager is the Planning Director's boss and the Planning Board is strictly advisory. In light of that structure, he asked that the Commission establish the priorities. Following a brief discussion, it was moved by Commissioner Smiley, seconded by . Commissioner Frost, that the master plan update be identified as the top priority item for the Planning Board and the planning staff. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Smiley, Commissioner Frost and MayorYoungman; those voting No, none. Responding to the City Manager, Planning Director Epple stated that at next week's Planning Board meeting, a President Pro Tem will be elected to run the meeting, followed by discussion of housekeeping items, organization of the board and election of officers for the remainder of the year. Adjournment - 9: 15 D.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Smiley, seconded by Commissioner Frost, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Smiley, Commissioner Frost and Mayor Youngman; those voting No, none. . ~:~or ATTEST: 9~ ;/~ ROBIN L. SULLIVAN Clerk of the Commission . - . 07-28-99 Special