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HomeMy WebLinkAbout1997-09-22 Minutes, City Commission MINUTES OF THE WORK SESSION OF THE CITY COMMISSION BOZEMAN, MONTANA September 22, 1997 ***************************** . The Commission of the City of Bozeman met in work session in the Commission Room, Municipal Building, September 22, 1997, at 3:00 p.m. Present were Mayor Stueck, Commissioner Rudberg, Commissioner Stiff, Commissioner Frost, Commissioner Youngman, City Manager Johnson, Staff Attorney Cooper and Clerk of the Commission Sullivan. The meeting was opened with the Pledge of Allegiance and a moment of silence. Work Session - (A) Discussion re issues/problems with existing boards (B) Meetina with City- County Planning Board (A) Discussion re issues/problems with existing boards Included in the Commissioners' packets were a memo from the Clerk of the Commission, dated September 18, raising several questions about the existing boards and . commissions, and a listing of the current members of the boards and commissions. Mayor Stueck stated that the terms of the members on the City-County Health Board differ between the list of Commission appointments and the Interlocal Agreement which was approved in May 1997. He noted that the Commission's appointments expire on June 30, while the Interlocal Agreement shows the terms expiring in January of each year, and the terms have been turned around for the two initial appointees for both the City and the County. He then asked the Commissioners whether they would prefer to revise the Interlocal Agreement or change their appointment dates. Staff Attorney Cooper stated that when drafting the agreement, Deputy County Attorney Gerry Higgins raised the issue of term expirations and stated he feels they should coincide with the seating of the new Commissioners. He noted that this conscious change in . expiration dates should be considered as the Commissioners make a decision. Following discussion, the Commissioners concurred that Mayor Stueck should raise this issue at the City-County Health Board meeting next month, to determine how the term expirations should be addressed. 9-22-97 - 2 - Mayor Stueck then raised questions about the Cemetery Board. He reminded the Commissioners that three of the members recently resigned. He also noted that one of the members moved more than three miles outside city limits, and the City Attorney has determined that he may no longer serve on the board in light of his residency. He then asked if the Commissioners wish to change the residency requirement, noting that if the Commission . wishes to do so, the necessary ordinance revisions should be made prior to appointments to the board. Commissioner Rudberg asked if representation of a veterans' group should also be added to the provisions for board appointments. Commissioner Youngman stated that, since no geographic issues are involved, she feels it would be appropriate to require that a majority of the members reside within city limits with no limitations on those members from outside city limits. Following discussion, the Commissioners concurred and noted that a representative from a recognized, active veterans' organization should be included on the board whenever possible, with no residency requirement on that position. . Commissioner Stiff stated that, before the Commission makes appointments, it should give staff and the independent auditors an opportunity to respond to the questions and issues that have been raised. He noted that those issues include: (1) the possible need for definition of "enclosure", (2) the use of cemetery land for other purposes, (3) whether the Cemetery Board should be advisory or administrative, (4) development of a capital improvement program (5) the drilling of wells for irrigation of the cemetery, and (6) the tree farm and cemetery shop area. Responding to the conflict of interest issue which was raised in one of the letters of resignation, Commissioner Rudberg stated she feels it is important to have someone from the monument or mortuary business on the board, since they may better understand some of the issues; and she does not view this as a conflict of interest. . Mayor Stueck next addressed the requirements for membership on the Design Review Board. He suggested that, rather than requiring four degreed architects, it might be appropriate to consider someone with a design engineering or design drafting background for one of the positions. He stated that recent conversations with two architectural firms revealed that they are so busy that none of the architects can commit time to serve on this board. He also 9-22-97 ~ 3 ~ suggested that this change could provide a different perspective that may not be represented under the current board requirements. Commissioner Rudberg suggested this might be a topic for discussion during next week's work session with the Design Review Board. Commissioner Frost asked for a copy of the quorum requirements for the Design . Review Board prior to next week's meeting. He then suggested it may be appropriate to not fill the vacant architect position on the board until a qualified applicant applies. Commissioner Frost asked about the Bozeman Area Bicycle Advisory Board and the status of changes to the number of members and terms. The Clerk of the Commission responded that she will check on those issues. Commissioner Youngman reminded the Commission of her suggestion at last week's meeting that a high school student be allowed to serve on this board. Commissioner Frost then questioned the status of the Pedestrian/Traffic Safety Committee, particularly since only the City appointees are serving current terms. Following a brief discussion, the Commission concurred that Mayor Stueck should . raise the issue at the next Transportation Coordinating Committee meeting, since the committee is established under an interlocal agreement. Responding to the Clerk of the Commission, the Commission indicated that vacancies on the various boards and commissions should not be filled until all of the questions and issues have been answered and resolved. Commissioner Rudberg noted that the survey conducted by the Local Government Study Commission revealed that many of the City's advisory board members feel they are not getting appropriate attention from the City Commission. She suggested that this could be addressed by establishing regularly scheduled meetings with the various boards, possibly on an annual or semi-annual basis. She further noted that during these meetings, the board and Commission could review the board's goals for the upcoming year, to ensure that everyone is . on the same traclc The Commissioners recognized that it may not be necessary to meet with some of the boards, such as the Board of Adjustment, the Board of Appeals, the City-County Health Board and the Downtown Improvement District Board, but they concurred that it is important to meet with the remainder of the boards. 9-22~97 --.-..- . -----.--.... -.. -....-..-.-.- - 4 - Responding to questions from the Commission, Assistant City Manager Brey stated the Senior Center Advisory Board was established to ensure the City had a board to address the facilities issues, since the City owns the building. He noted that, in reality, the Senior Center Board of Directors has been able to adequately address issues to the City's satisfaction, so the City's board has not been active. He cautioned against the disbanding of the board, . however, stating that it does have a useful purpose if it is needed, He addressed the Tax Increment Financing Industrial District Board in the same manner. He noted that, while it has not met for several years, there is strong potential that they may soon receive an application which will trigger them into action for possibly a couple of years. He also encouraged the Commission to recognize that some of the boards, particularly the newer boards, have minimal impact on staff time but could serve a very useful purpose if needed. The Commissioners concurred that each Commissioner will turn in to the City Manager a list of the boards with which they want to meet, in priority order. They further recognized that meetings with those boards will be arranged to encourage as much participation as possible. . The Commission thanked staff for the work on the new listing of boards and commissions. Discussion - FYI Items City Manager Johnson presented to the Commission the following "For Your Information" items. (1 ) Copy of letter from the Department of Environmental Quality to Street/ Sanitation Superintendent Roger Sicz, dated September 5, 1997, regarding his update on activities at the landfill. (2) Letter from Edward J. Reiser, 406 Bogert Place, dated September 16, 1997, thanking the City for the professional manner in which paving projects have been completed . this summer. (3) Letter from John and Kathy Sobrepena, received on September 16, encouraging the Commission to designate areas where dogs can run without a leash. (4) Letter from Mary B. Vant Hull, 416 East Story Street, dated September 16, 9-22-97 __...__..__.u___._ --.----.--- - 5 - 1997 enclosing an article from the Time magazine dated September 15, 1997, entitled Controlling Aggressive Dogs. (5) Letter from Glen Chamberlain Barrett, 407 West Dickerson, dated September 11, 1997, encouraging the Commission to allow dogs to run free on Peets' Hill. (6) Letter from Dorothy Filson, dated September 15, 1997 encouraging the . Commission to allow dogs to run free in the Peets' Hill/Burke Park area. (7) Petition to Bozeman City Commission and Gallatin County Commissioners, dated August 29, 1997, requesting that the Commissions ensure a quiet time between 10:00 p.m. and 7:00 a.m. daily during developments in residential areas. (8) Unsigned letter of complaint, dated September 14, 1997, about the Bozeman Police Department's lack of response to calls about illegal parking. (9) Letter from Dr. Dell Fuller, dated September 7, thanking the City for its participation in the new cooperative recycling program. (10) Letter from the Bozeman Jaycees, dated September 11, thanking the Commission for its support of their Muscular Dystrophy fund raising activities. . (11) Letter from the Bozeman Barracuda Swim Club to City Manager Johnson, dated September 17, stating appreciation for the Swim Center staff. (12) Notice of a public meeting being held by the Montana Department of Environmental Quality at 7:00 p.m. on Tuesday, September 23, at the Comfort Inn regarding the Bozeman Solvent Site. (13) Minutes from the Parking Commission meeting held on July 10, 1997. (14) Agenda for the Development Review Committee meeting, to be held at 10:00 a.m. on Tuesday, September 23, 1997, in the Commission Room. (15) Notice that there will be no Design Review Board meeting on Tuesday, September 23, due to a lack of projects. ( 16) Agenda for the County Commission meeting to be held at 1 :30 p.m. on . Tuesday, September 23, at the Courthouse. (17) Tentative agenda for the Montana League of Cities and Towns Convention, to be held in Helena on October 8, 9 and 10, 1997. ( 18) Memo from Administrative Services Director Miral Gamradt, dated September 18, 1997, regarding the surcharge for the Wastewater Fund. 9~22-97 -.-. --------- .... -. -..-- -- ._ . . ._ - __n_ -.----.- ~ - 6 - Administrative Services Director Miral Gamradt stated that when the 25-percent surcharge was implemented for a five-year period, it was anticipated the revenues would cover the costs of the Bozeman Solvent Site. He stated that a new review of the clean~up and attendant costs reveals that the surcharge currently in place will not begin to cover the costs since monitoring will probably be required for a twenty.year period. He noted the new total . projected cost for the Solvent Site is now a net of $6.1 million, after all insurance payments have been made. To cover these new projected costs, staff recommends that the Commission enact an additional 20-percent surcharge, thus raising the surcharge to 45 percent, to July 1, 2001, at which time, staff anticipates an 8-percent surcharge through the year 2015 should cover the remaining costs. The Administrative Services Director stated that, in addition to the increase in the surcharge, staff also recommends a 3~percent increase in the base rate for the wastewater service and a 3.percent increase in water rates to keep pace with inflation. The Administrative Services Director stated that the projected costs for the next twenty years are based on $120/000 in monitoring costs in today's dollars. He noted that when the inflation factor is added, the anticipated cost for monitoring in 2015 will be . $275,000. Mayor Stueck questioned why the City should be required to pay $120,000 in monitoring costs each year when the test results consistently show a decrease in the level of contaminants in the monitoring wells. Director of Public Service Phill Forbes stated the cost estimates are based on today's regulatory climate. He then noted that, with continued improvement in the groundwater quality, staff will propose cutting back on the level of monitoring. Mayor Stueck stressed that he feels continued monitoring at the current level, particularly when the levels of contaminants are steadily dropping, is a waste of taxpayers' money. He noted that, since the City has determined it is not economically feasible to continue the air sparging during the upcoming fiscal year, that remediation effort is going to be . suspended. Responding to questions from the Mayor, the Administrative Services Director stated it is better to pay cash than to borrow monies whenever possible. He further cautioned that the City may want to use its bonding capacity for system improvements within the next few 9-22-97 ~ - - n_. ,- .-..- ---...---- ...--.------.--- .. --- - - 7 - years, and it is important to show that the City is taking steps to correct the deficit cash position in this fund. Responding to Commissioner Youngman, the Director of Public Service stated that possible projects in the Wastewater Fund include reconstruction of mains to eliminate inflow and infiltration, if it is determined cost effective and possibly expansion of the Wastewater . Treatment Plant. Administrative Services Director Gamradt stated it is important to keep the expenses for the Solvent Site separate from the other costs incurred by the fund. Responding to Commissioner Rudberg, Director of Public Service Forbes stated that, while tomorrow night's meeting with the Department of Environmental Quality is not a public hearing, it will be a very interactive meeting at which public comments will be accepted and considered. Responding to Commissioner Frost, the Administrative Services Director stated that, while some of the staff members may have known about the need for long-term monitoring of the site, the estimated costs were not known until now. . City Manager Johnson stressed the importance of the Wastewater Fund recovering from its current status as quickly as possible. He noted that the additional $500,000 needed for rehabilitation and expansion of the sludge ponds has shown how fragile this fund is. He then stated that staff will continue to actively pursue closure of the monitoring earlier than projected at this time. Commissioner Stiff stated he voiced his concerns last year, and he still feels that the issue should be addressed more aggressively. He then expressed concern that the 3-percent increase in the base rate will only keep pace with inflation and not address the capital improvements issues. Responding to Commissioner Frost, Administrative Services Director Gamradt stated that staff is currently revising the capital improvement program and should have it ready for . Commission review by the end of the calendar year. He then stressed that, under staff's proposal, only the issue of the surcharge to cover the costs of the Bozeman Solvent Site is to be addressed at this time. City Manager Johnson stated that the proposed increases in water rates, sewer rates and the sewer surcharge rate will be placed on an upcoming agenda for Commission action. 9-22-97 - 8 - Work Session (continued) - (A) Discussion re issues/problems with existing boards (B) Meeting with Citv-Countv Plannina Board (B) Meeting with CitYMCounty Planning Board Those present at the meeting included the following Board members: James Devitt, Chair Clark Babcock . Dick McConnen Sandra Smiley John Mandeville Michael Vincent Ray White Bill Wright Planning Director Andy Epple distributed copies of an agenda for this portion of the meeting and an outline summary of the duties and responsibilities of the City-County Planning Board with some support information attached. Mayor Stueck thanked all of the Board members for their attendance. He stated that the Commission recognizes the need to meet with its boards on a more regular basis, and is now attempting to establish that communication through work session meetings. Planning Director Epple noted that the City-County Planning Board was established . under an Interlocal Agreement signed by the City of Bozeman and Gallatin County in 1957. It was established under the provisions of what is now Title 76, Chapter 1 of the Montana Code Annotated. It operates within the 4 % -mile jurisdictional area authorized under State statutes, although that area has not been amended to reflect any of the annexations that have occurred. He stated that the Board is comprised of five City appointees, four County appointees and one representative of a soil conservation district; and it has served as both the City-County Planning Board and the City's Zoning Commission since approximately 1989. The Planning Director briefly highlighted the duties and responsibilities of the Board, which include review of planning as well as zoning issues. He also noted that the Board is responsible for the personnel within the Planning Department, and the Planning Director is the day-to~day supervisor of those employees. . Planning Director Epple noted that the 1990 Bozeman Area Master Plan Update serves as the comprehensive plan under which the Board operates and, in the past few years, several other master plans have been created inside the parameters of that document, including the Transportation Plan Update; the Parks, Open Space and Trails Plan; the Design Objectives Plan; and the Critical Lands Study. He reminded the Commission that the Master Plan must be 9-22-97 n... -.---. - 9 ~ adopted by both the City Commission and the County Commission to validate it and, through the years, this has resulted in a significant amount of cooperation between the two entities to develop a plan with which they could both live. Planning Director Epple noted that the Planning staff was recently assigned the responsibility of administering the impact fee program and attendant capital improvements . program. He stated that the City has collected slightly over $800,000 in a little over a year in the four programs. He noted that the installation of 630 feet of 24-inch water line in Graf Street, at an estimated cost of $70,000, is now nearing completion and is the first project to be funded with impact fee monies. He noted that as additional impact fees are collected and monies become available, projects will be undertaken in water, wastewater, streets and fire. At Mayor Stueck's request, the Planning Director reviewed the zoning boundary, noting that it extends approximately three miles beyond city limits. He then noted that it has not been expanded since 1972. Responding to Mayor Stueck, the Planning Director stated that HB388 pertains to the building inspection authority of a local government. He stressed that this activity is covered . under a separate section of the State statutes, although the language in that section is quite similar to the language in the zoning section of the statutes. He noted that first class cities may extend their building inspection authority up to approximately four miles beyond city limits, but the City has chosen to extend its authority only to the zoning jurisdiction boundary. He stated that this has worked well for the City, since the zoning and building inspection processes are often intertwined. The Planning Director stated that HB388 should have little impact on the City's building inspection program within the jurisdictional area. He cautioned, however, that the County is gathering information in an effort to determine whether it would be in their best interests to create a county-wide building permit program. He noted that if the program is implemented, the County will assume jurisdiction over building permits and building inspections . for all unincorporated areas in the county. Responding to questions from Mayor Stueck about training, Ray White stated that when he previously sat on the Board, they had workshops once or twice a year. He noted they were also supplied with court cases on planning and zoning issues at a national level and, as a result of those cases, they were sometimes required to change their course of action. He 9-22-97 ~ 10 - stated that they also had a charette every year, which was conducted by someone from outside the organization. He also noted that they had public input sessions for the previous master plan and workshops on the new master plan. He stated that in the past, certain groups were targeted for representation on the Board, including MSU, a City Commissioner, the City Engineer, and a County Commissioner or other County representative. . Mr. Jim Devitt, Chairman of the Board, stated that there is not a lot of education for the new members, rather, they receive "hands on" training. He stated that all members of the Board receive copies of the code and background information. He also noted that they receive copies of the educational pamphlets which staff has recently prepared for the public. Planning Director Epple noted that the new Board members are given orientation packets, and staff responds to any questions they might have. Commissioner Rudberg suggested a mentoring program for new Board members, so they have someone to turn to with their questions. Mr. Michael Vincent stated that he felt like a "fish out of water" at his first Board meeting. He noted that he had read all of the information in his packet and had visited the site . and, during his first meeting, chose to just sit and listen to the experienced Board members rather than trying to participate. He then stated it would be nice if the Board could defer its decisions for two weeks in some instances so they could digest the public testimony received, rather than trying to make the decision on the spot. Responding to Commissioner Frost, the Planning Director stated that the Planning Board is not required to take action on the night of the public hearing unless there is a statutory timeline. He cited minor subdivisions, which must be reviewed and acted on within 35 days, and major subdivision, which must be reviewed and acted on within 60 days, as processes where action is required on the night of the hearing or delayed to a special meeting held prior to the deadline. Mr. Devitt stated the Planning Board has experienced a 50~percent turnover in . membership in the last year, and that has resulted in more questions during staff presentations and board discussions. He then stated he feels "education by fire" is more appropriate than trying to go through the code in a training session. Mr. Bill Wright stated that the educational pamphlets prepared for the public are very helpful for Board members as well. 9-22~97 ----- ---- - 11 - Responding to Commissioner Rudberg, the Planning Director stated that most of the Planning Board members tour the sites prior to the meeting. He then noted that twice in the past year, the Board has gone on group tours because of the size and complexity of the projects involved. Mr. Dick McConnen stated that one of the deficiencies he has identified is the lack . of long~term planning. He noted that the Board has been unable to address the issue of affordable housing in the community, and they have also been unable to identify what they want the community to look like in twenty to thirty years. He stated that, without a framework in place, it is often frustrating to make decisions on specific proposals. He then stated that, hopefully, within this next year, the issue of off-site parkland dedication can be addressed by the City Attorney's Office and the Planning Board. He also expressed his interest in seeing the West Babcock Street right-of-way acquisition brought to closure as quickly as possible. Mayor Stueck stated he gains a significant amount of benefit from reading the Planning Board minutes. He noted that much of the boilerplate information and the conditions have been moved from the middle of the staff report to the end of the staff report, in an effort . to streamline the process and set aside those items which cannot be adjusted because of code requirements. He stated this has also assisted him in reviewing an application. Mr. Michael Vincent stated that he has always read his staff report prior to reaching the Board meeting and he does not want to listen to it being read again. He noted, however, that the staff synopsis is beneficial and can sometimes highlight issues he had overlooked or not concentrated on. Mr. Devitt stated the Board recognizes the Commission has asked staff to streamline its presentations. He noted that he is a little troubled about not having the staff report read into the record but, as long as adequate information is provided and as long as the public in attendance at the meeting understands the application and the project, he feels a streamlined presentation is acceptable. . Ms. Sandra Smiley stated it is beneficial to have the boilerplate conditions listed in the staff report, for the Board members, the applicant and the public so that everyone is aware of what is mandated under the code. Mr. Ray White stated that, since the Board and the Commission are acting on all of the conditions, including the boilerplate conditions, it is important for them to be included in 9-22-97 _. __...___._.___. __..__ __.______ _n__._._________._ - 12 - the staff report. He then noted that the Board relies heavily on staff to review zoning applications to ensure that they comply with the master plan and to forward their findings in the staff report. Mr. Dick McConnen stressed the importance of communication between the Board and the Commission. He stated that the Board should be aware of the Commission's objectives . at all times, so it can help to meet those objectives and forward information that is of benefit to the Commission in its decision-making processes. He then noted that if the Planning Board and City Commission could do some long~term planning, developers would know what is expected of them before they submit a proposal. Mr. Bill Wright noted that the Planning Board and Zoning Commission were separate boards until 1989. He suggested it may now be time to consider separating those boards once again, thus giving the Planning Board an opportunity to devote more time to planning issues and establish a proactive stance rather than constantly being in a reactive position. Mr. Ray White concurred with Mr. Wright's comments, noting that when the boards were combined, growth was minimal. He also noted that when they were combined, it was . with the understanding that the issue would be revisited within a few years to determine if the new format was working. He recognized that a combined board may work well in a smaller community, where it is difficult to get enough volunteers to fill two boards, but he feels the boards should now be separated because of the larger community and the rate of growth. Mr. Clark Babcock recognized the benefit to the Planning Board if a separate Zoning Commission is re-instituted. He questioned, however, what impact it might have on staff, since no additional staffing is proposed to support the two boards. Mr. Vincent stated that he feels the Planning Board members have a more rounded view of a project when they consider both the planning and zoning elements of the proposal together, rather than looking at just one prong of the project. Mayor Stueck stated he is concerned that the County contributes only $28,000 . annually toward the City-County Planning budget, and the City pays the remainder. He noted that a significant percentage of the staff workload pertains to projects in the jurisdictional area, and the City bears a portion of those costs. Mr. Dick McConnen suggested that, with a change in how the Planning Board operates, it could undertake some long-term planning issues without impacting the staff 9-22-97 -.. .. -- -.- --. ".- ...-.------..-. .-.---- -..---- .-------. ..-----~_._.__.._._.- -..-....-..----.--..- - 13 - workload. He noted that if the Board researched issues and provided specific direction on issues, staff would have a definitive path to follow, rather than undertaking a broad~based review and then seeking Board direction on how to proceed. Mr. Jim Devitt noted that the Board submits a work plan for the upcoming year with its budget requests to the City Commission and County Commission. He suggested that the . Commissions' approval of the budget reflects an approval of the work plan as well. Mr. Michael Vincent stated that the City Commission sends signals to the Planning Board as it responds to specific applications. He noted that the Board is then responsible for reacting to those signals and providing the information requested. Planning Director Epple stated that the comprehensive plan for the area should be updated every ten years, and the City's master plan was last revised in 1990. He noted that the update occurred during one of the slowest economic development periods in the City's history and, therefore, the City's growth has now exceeded what was projected in that document. He then forwarded his interest in converting the master plan to a comprehensive plan, with the transportation plan, critical lands study, infrastructure plans and other similar . plans being a part of that comprehensive plan. Mr. Ray White noted that when the plan was updated in 1990, several development nodes were identified, and he is uncertain whether those nodes have been absorbed or are still available for development. Mr. McConnen stated he agrees it is time to look at the entire planning issue and attendant documents; his only concern is the amount of time involved. He noted that the planning should include identifying where parks are to be located and what size they should be, as well as links between those parks. He noted that an updated comprehensive document will also help to alleviate some of the frustration that both Board members and City Commissioners feel as they make decisions on specific applications. Commissioner Stiff noted that the City is not currently accomplishing much in the area . of affordable housing. He stated that it would be nice to require that a certain percentage of the land in a development be devoted to affordable housing, possibly through the Habitat for Humanity or Bozeman Interfaith Housing, and possibly even require that the infrastructure be provided to those sites. 9-22~97 - - -- --- --- -- ~ 14 ~ Responding to Commissioner Rudberg, Mr. Devitt stated that two main projects in the work plan for the upcoming year include the South 19th Avenue corridor master plan and the unified planned unit development. Responding to the Mayor, Planning Director Epple stated that when the Planning Board and the Zoning Commission were separate, they met once a month, so the staff's . workload and meeting schedule were essentially the same as with the combined board which meets twice a month. He noted that, with the combined board, some of the processes can be somewhat streamlined, both for the City and the public. Assistant City Manager Ron Brey noted that the previous master plan was almost a zoning map because the land use designations were so restrictive that only one zoning designation would fit. He noted that, because of the master plan, the Zoning Commission often felt its hands were tied and, therefore, became frustrated. He noted that under the new master plan, more latitude is provided. He then reminded the Commission of the Life link application several years ago, when all of the processes were being conducted simultaneously, noting that is one of the issues that triggered streamlining of the process. . Responding to Commissioner Frost, the Planning Director stated that the transportation plan update cost $110,000, the master plan update cost $50,000 and the design objectives plan cost $30,000. He then stated that he is carefully monitoring staff workloads, noting that it appears some staff resources could be devoted to long-range planning efforts to take the community "into the 21 st century". He indicated his intent to update the master plan in~house, with a consultant being hired to work on some of the technical documents. Mr. Jim Devitt stated that if the Planning Board were separated from the Zoning Commission, it would have more time to devote to long-term planning and could provide a framework within which staff can operate more effectively. Responding to Commissioner Frost, the Planning Director confirmed that if the . community redefines its vision through the master plan, then the zone code must be brought into compliance with the new master plan. Planning Director Epple stated that a couple of years ago, he added a "Director's report" to the Planning Board agenda. He noted that during that item, he advises the Board 9~22~97 -.-- - 15 - about actions taken by the Commission on specific projects. He stated that quarterly or semi- annual meetings could provide some beneficial community between the two bodies. Ms. Sandra Smiley stated that the Director's reports have been beneficial and help to complete the checks and balances between the two bodies. Mr. Ray White forwarded his interest in continuing quarterly or semi~annual meetings . with the Commission, stating that it is important for the Board to know the Commission's philosophies and expectations. Mr. Dick McConnen suggested that at one of the future meetings, the Commission and the Board go through a couple of case studies, based on recent applications, to determine if the Board and the Commission are generally in agreement. Mayor Stueck stated that the system is working better, noting that he has received few complaints from the public over the past several months. He then thanked the Planning Board members for attending this meeting. Adjournment - 6:18 D.m. . There being no further business to come before the Commission at this time, it was moved by Commissioner Frost, seconded by Commissioner Youngman, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Frost, Commissioner Youngman, Commissioner Rudberg, Commissioner Stiff and Mayor Stueck; those voting No, none. ( 0 &h<- I: /3T-'~~ DON E. STUECK, Mayor ATTEST: (i]L J d#~ ROBIN L. SULLIVAN . Clerk of the Commission 9~22-97