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HomeMy WebLinkAbout09-17-1989ADJOURNED REGULAR MEETING - September 17, 1989 An adjourned regular meeting of the City Council of the City of Dublin was held on Sunday, September 17, 1989, at the Wente Brothers Conference Center in Livermore. The meeting was called to order at 9:00 a.m., by Mayor Paul Moffatt.. ROLL CALL PRESENT: Councilmembers Hegarty, Jeffery, Snyder, -Vonheeder and Mayor Moffatt. Planning Commissioners Barnes, Burnham, Mack, Okun and Zika. Consultant Arlene Willits provided a recap of the action by the City Council at the September 7, 1989, Management Audit Meeting. Consultant Gary Goletz and Planning Director Larry Tong discussed the policy recommendations of the Management Audit as they related to processing planning applications. The Planning Director indicated that the Planning Department generally reviews the following items during the site development review process: 1) Handicapped accessibility 2) Lighting 3) Topography 4) Traffic 5) Solar Energy 6) Landscaping 7) Signing 8) Three-dimensional analysis of architecture 9) Architectural details The Planning Director further indicated that those items that were generally not reviewed at the site development review state that were subsequently reviewed during the building permit processing were the following: 1) Detailed parking lot signage and striping 2) Detailed planting plans 3) Detailed irrigation plans 4) Detailed construction plans 5) Detailed grading, erosion control and drainage plans 6) Building security details The City Council directed Staff to develop guidelines for site development review for Ci.ty Council consideration and approval. With respect to the Planning Department's present policy to route all site development review applications to the various Departments and agencies within the City, the City Council indicated that it might be okay to not route site development reviews for small additions or @X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@X@ CM-8-280 Adjourned Regular Meeting September 17, 1989 alterati.ons to all departments. HOwever, the Council indicated that it would like Staff to develop a set of.criteria as to when small additions or alterations subject to site devel.opment review would or would not be routed out to other agencies and City Departments. Staff was directed to develop this criteria and present it to the .City Council at a future meeting. It was agreed that these criteria should be included in the site development review guidelines.. It was suggested tha't Staff consider a planting list as part of the guidelines. The Council agreed that the City should state very clearly what is to be reviewed when. The City Council concurred that it was acceptable to utilize a design review consultant to assist with criteria and site d.evelopment review for projects on an as-needed basis. The cost for the consulting services should be passed on to the applicant. Staff should develop a pool of possible consultants. Consultant Goletz and Planning Director Larry Tong discussed those policy recommendations of the Management Audit which related to parcel map applications. The City Council concurred that approval of parcel maps could be delegated t-o Staff. However, the council requ'ested that any actions regarding parcel map approval be included in a log which identi- fies Staff's actions on various projects. Consultant Goletz and Planning Director Tong discussed the policy issues related to the Management Audit recommendation regarding minor amendment to planning applications. The Council concurred that Staff should have the authority to act on minor amendments. However, Staff must be sensi- tive to the Planning Commission and City Council in taking actions on minor amendments to planning applications. Approval of minor amendments by Staff should also be added to the log of planning actions. Consultant Goletz and the City Manager reviewed the policy recommenda- tions of the Management Audit related to cost recovery. The Council agreed that residents who are owner/occupants of property should be given a lower fee on planning application fees. Cou.ncil agreed that a flat fee should be charged to residents who are owner/occupants of property as op.posed to the actual cost. The City Council concurred that the non-owner/occupant should pay the full actual cost on the processing of variance and conditional use permits. With respect to filing appeals on planning applications, it was agreed that the fee fOr appeal should be charged; for example, a $50 appeal fee to the Planning Commission and a $25 appeal fee to the City Council. The City Council di'scusse'd the cost of the building permit surcharge to cover Planning Department review of building permits. The City Council concurred with a surcharge. The City Council considered the overhead charges of the City and asked Staff to re-evaluate and bring back a suggested change to the overhead charges. @x@x@x@x@x@x@.x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@ CM-8-281 Adjourned Regular Meeting September 17, 1989 The City Council indicated that it would be appropriate to increase the standard deposits for planning applications. The City Council also directed Staff to prepare a revised fee resolution for City Council consideration at a future meeting. Facilitator Arlene Willit. s recapped the decisions made by the City Council regarding the Management Audit recommendations. The City Council and Planning Commission recessed for lunch at 12:00 noon. The City Council and Planning Commission resumed their discussions regarding the Team Building Workshop portion of the agenda. Consultant Willits initiated an exercise for the Staff, Planning Commission and City Council to discuss expectations of each group. As a result of that workshop discussion, the following expectations were developed. Planning Commission's comments on roles and expectations for Staff: 1. Provide complete information 2. Provide agenda packets to the Pl'anning Commission earlier when items involving environmental impact reports or major developments are to be considered on an agenda 3. Provide quality information 4. Do 'not use Xerox photos in the agenda packets 5. Use video presentations or actual photographs at meetings where appropriate 6. Use letter size paper for reports 7. Do not reduce type on reports wren possible 8. Provide history and analysis on important projects 9. Have all informati~on available at the Commission hearings 10. Avoid use of acronyms and use terms which are easily understood by the public 11. Before citations are issued on zoning violations, more preliminary studies should be done 12. Consider weekend enforcement of violations 13. Provide consistent information 14. Include the Planning Commission's rationale for votes in the Commissi'on's minu~tes. The Planning Commission had the following comments regarding its expectation of the Commission: 1. Commissioners should do their homework and ask necessary questions 2. Be in tune with the public opinion 3. Know what is expected from the Commission by the City Council 4. Be aware or cognizant of City policies 5. Know the reasons for the City Council reversing Pl.anning Commission recommendations 6. Work well with one another @x@x@x@x@x@x@x@x.@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@ C~-8-282 Adjourned Regular Meeting September 17, 198'9 7. Make certain that all sides are heard on issues consi'dered by the Commission 8. Attend as many meetings as possible, including field trips and City functions (be fully committed) 9. Deal openly with one another 10. Communicate Commission's rationale for its recommendations The Planning Commission had the following comments regarding its expectations of the City Council: 1. More communication is needed between the City Council and Planning Commission 2. The City Council should communicate its decision-making rationale 3. The Council Should understand the rationale for the Planning Commis'sion's recommendations. 4. The Commission would like to know the City Council's goals and objectives for the new areas of Dublin which are under general plan study 5. The City Council should be more sensitive and aware of citizen's concerns and input 6. The City Council should be more con'sistent in-its decision-making 7. More information should be provided to the citizens via City newSletter and public media A discussion ensued regarding the comments by the Planning Commission. As a result of that discussion, the City Council directed Staff to: 1) schedule a presentation by the City's Traffic Engineer on the big picture for transportation issues in the City at some future date; 2) develop some concepts for a future dinner meeting between the Planning Commission and the City Council to discuss the future vision and quality of life issues for the City; 3) identify those areas that had not been resolved for further discussion at a future meeting. The CounCil indicated that individual members of the Commission and Council should work at improving their working relationship. The Staff identified thOse comments regarding their expections for Staff: 1. To present options to the Planning Commission and City Counci regarding policy issues 2. To facilitate growth and development through existing policies, or.dinances, etc., adOpted by City CounCil 3. To provide clear, concise and thorough informatiOn, analysis and presentations to the Planning Commission and City Council regarding planning issues 4. To interpret COuncil policy and ordinances 5. To disseminate information, resources and services to the public Staff had the following comments regarding its expectations of .the Planning Commission: @x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@ CM-8-283 Adjourned 'Regular Meeting September 17, 1.989 1. The Commission should interpret Council policy regarding specific situations 2. The Commission should make policy recommendations regarding land use Planning 3. The Commission should act as a sounding board for Council in order to sift the issues at hand 4. 'The Commission should provide clear direction to Staff as to their interpretation of City Council policy 5. The Commission should express its rationale for decision 6. Commissioners should come prepared to the meeting by doing their homework 7. The Commission should call Staff with questions before Commission meetings 8. The Commission should focus on planning issues and not issues that do not relate to the Planning Commission's role Staff had the following comments regarding its expectations of the City Council: 1. The Council should do its homework 2. The Council should be specific and clear in .giving its rationale for decisions 3. CouncilmemberS should call Staff regarding questions they may have before the Council meetings 4. The Council should focus on issues 5. The Council should provide a long-term vision for the community 6. Councilmembers should work 'within the established Council/Manager system in dealing with Staff 7. The'Council should make policy 8. The Council should act as a body and not as individuals The City Council discussed its expectations for Staff: 1. Staff should assist the City Council in the planning process and assisting with long-term policy decisions 2. Staff should provide clear, concise information and clearly identify issues 3. Provide summary sheets for Planning hearings 4. Avoid duplication of material 5. Eliminate some of the Planning Commission agenda information which is repetiti.ve 6. Provide equal communication to all Councilmembers 7. Project and represent a user-friendly image 8. Provide service with a can-do attitude 9. Do not use "buzz words" 10. Handle the day-to-day business of running the City 11. Be available and return calls 12. Don't be afraid to say, "I don't know" 13. Provide coffee and beverages at meetings 14. Follow up in a timely manner The City Council had the following expectations for the Planning Commission: @x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@ CM-8-284 Adjourned Regular Meeting September 17, 1989 1. Clarify the issues related to Planning items 2. Follow Council policy 3. Be knowledgeable of the community direction, i.e. goals and needs 4. Distinguish fact from emotion during Commission hearings 5. Conduct meetings in a businesslike manner, stay on the track with respect to issues and serve as a positive forum for gathering information 6. Understand the Planning process 7. Be able to participate in a teamwork attitude with City Council and City Staff 8. Never allow personalities to influence decisions 9. Be prepared, do Commission homework City Council had the f'ollowing expectations regarding the City Council 1. Do homework, read reports, and understand issues 2. Give clear guidance 3. Don't let personalities influence decisions 4. Strive for consistency 5. Be a team player, disagree on issues only 6. Keep other members of 'the Council informed 7. Conduct ourselves publicly to encourage confidence in government at a local level 8. Act in the public's best interests, balancing personal and public concerns 9. Always be open to the public 10. Do not individually direct Staff The Commission and Council discussed the availability of meeting facilities and file space four Planning Commission members. It was also agreed that teamwork issues may need further exploration in that the 'participants did not have time to complet.e this item on the agenda. ADJOURNMENT There being no further business to come before the Council, the meeting ATTEST: was adjourned at 4:30 p.m. @x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@x@ CM-8-285 Adjourned Regular Meeting September 17, 1989