Deborah Nelson Planning Manager 600 Elm Street San Carlos, CA 94070 Phone: (650) 802-4263 Fax: (650) 595-6763
Planning Commission Meeting - Minutes June 1, 2009
CITY OF SAN CARLOS
San Carlos Planning commission
June 01, 2009 7:00 PM
San Carlos City Hall Council Chambers San Carlos, California
Approved Minutes
I.
Meeting Called to Order
The meeting was called to order by Vice Chair Iwasa at 7:05 PM.
II.
Roll Call
Planning Manager, Deborah Nelson announced an error in the Agenda. Planning Commissioner, Alex Phillips’ term expired May 31, 2009, thereby, leaving a vacancy on the Planning Commission beginning June 1, 2009.
AdvisoryCommissioners
Deborah Nelson, Planning Manager Jo Ann Iwasa, Vice Chair
Jill Lewis, Associate Planner Steve Divney
Gavin Moynahan, Assistant Planner Teri L. K. Shugart
Andrea Mardesich, Planner I Steve San Filippo
Greg Rubens, City Attorney (Vacancy)
III.
Public Comment
Vice Chair Iwasa invited outgoing Planning Commissioner Alex Phillips to speak. Outgoing Planning Commissioner Phillips expressed that it has been a real pleasure serving for 9 years with 10 different Planning Commissioners. He thanked the staff, the current Planning Commission, past Planning Commissioners and the City Council.
Commissioner Iwasa thanked Alex Phillips for his fairness, open approach and awareness to public issues. She noted her own learnings as a Commissioner from working with Commissioner Phillips.
Commissioner Shugart commented that she appreciates Commissioner Phillips service to the City of San Carlos. She commented on his loyalty to the City and noted he is a role model for attendance at events.
Commissioner Divney echoed other comments and said he appreciated the balance Commissioner Phillips brought to the Commission.
Commissioner San Filippo commented that he has observed the amount of energy and heart and soul in Commissioner Phillips approach as an inspiration.
Deborah Nelson, Planning Manager, expressed thanks to Commissioner Phillips from the staff and presented him with gifts of appreciation.
Ms. Shugart asked Vice Chair if she was interested in becoming Chair and the Planning Commission Vice Chair Iwasa said yes.
M/S Shugart/San Filippo to elect Commissioner Iwasa to Chair of the Planning Commission. Motion passed 4-0.
Chair Iwasa nominated by way of Motion, Commissioner Divney to the position of Vice Chair.
Commissioner Shugart expressed interest in the Vice Chair position.
City Attorney Greg Rubens advised the Commission that one of the two people interested in the position could withdraw from running. Regarding the procedure for Motions, Seconds to the Motion and voting on a Motion on the floor.
Commissioner San Filippo seconded the Motion for nomination of Commissioner Divney.
M/S Iwasa/San Filippo to elect Commissioner Divney to Vice Chair of the Planning Commission. Motion passed 3-1, Iwasa, Divney, San Filippo for Shugart against.
M/S Shugart/Divney to appoint Commissioner San Filippo as Planning Commission representative to the Residential Design Review Committee (RDRC). Motion passed 4-0.
Commissioner Shugart commented that her term on the RDRC had been helpful training in her role as a Planning Commissioner.
Commissioner San Filippo indicated he will take the job with honor.
Jill Lewis, Associate Planner, presented the item.
Commissioner Shugart asked about the cost to conduct studies of sidewalk repair needs. She also asked if the Planning Commission needed to be concerned about the costs in the Capitol Improvement Project. Mr. Rubens said no. She also asked that staff change the language “man-made” to “artificial” in Community Safety Hazards Policy 1. (if appropriate) in the General Plan update.
Commissioner San Filippo asked for information regarding the necessity of the Holly Street improvement projects if the PAMF project does not proceed. He also inquired about the “hazard” of the Lupin Way Median Island.
Jill Lewis, Associate Planner, provided detail about the need for slope stabilization for the Lupin Way median.
Deborah Nelson, Planning Manager, provided an update on the PAMF project and the study authorized by the City Council to review other circulation alternatives. She noted that, if as a result of the study, new mitigation measures are proposed for traffic control, the intersection project and CIP would be amended.
Chair Iwasa asked for public comment. Seeing none, she asked for Commission discussion and/or motion.
M/S Divney/San Filippo that the Planning Commission adopt a Resolution of the Planning Commission of the City of San Carlos and determine that the Capital Improvement Program for Fiscal Year 2009-2010 is in conformity with the General Plan. Motion passed 4-0.
Andrea Mardesich, Planner I, presented the item. She made a correction to the “header” on page 2 of Attachment 1. She noted the header should refer to the project at 956 Terminal Way.
Chair Iwasa asked for Commissioner questions or comments.
Commissioner Divney asked for an explanation of the calculation of office as less than 10% of the property.
Andrea Mardesich, Planner I, replied that office in the adjoining tenancy is “incidental” to the main use and does not count toward the professional office restriction of 10%.
Chair Iwasa asked for public comment. Seeing none, she asked for Commission discussion and/or motion.
M/S Divney/San Filippo to close the Public Hearing. Motion passed 4-0.
M/S Divney/Iwasa that the Planning Commission approve the request for a Conditional Use Permit for professional office at 956 Terminal Way in San Carlos based on the findings and for the reasons incorporated in the staff report. Motion passed 4-0.
Gavin Moynahan, Assistant Planner, presented the item.
Commissioner Divney inquired of the City Attorney regarding the term lessee vs. licensee and asked if both situations should be contemplated.
Chair Iwasa asked if there would be an opportunity for public input on the lease decision.
City Attorney Greg Rubens commented that Condition #3 could be amended to include tenants and licensee. He also noted that Condition #15 should have a “.” after the word lease and the rest of the language should be struck. Mr. Rubens also explained that the City Attorney would first review a letter of intent and from negotiation between the potential occupant and the City, a lease would be written. He commented the situation is different than other Use Permits in that the Kiwanis Building is the City’s property and the City can develop the lease and add controls as the City desires. The blanket Use Permit in this case is intended for more efficient marketing of the facility. He advised the Planning Commission that the City Council would consider the lease at one of their meetings.
Chair Iwasa and Commissioners Shugart and San Filippo asked about the type of future tenant, the age range of students, if more that one use could occur at a time and for a definition of quasi-public use.
Gavin Moynahan, Assistant Planner, provided answers to the Commission questions. He noted that any future use would require a business registration, a Code Compliance Certificate and an occupancy permit.
Chair Iwasa requested Doug Long, Parks and Recreation Director, to answer questions of the Commission.
Doug Long, Parks and Recreation Director, answered Commissioners questions. He advised that interest in the building to date has been primarily for children and school uses. He noted that that kind of use would not eliminate other special events or other uses at other times. He indicated that there has been some negotiation, but that no lease is signed to date. He advised that having the Use Permit in place would help remove uncertainty for potential tenants.
Chair Iwasa advised that the Planning Commission had received an e-mail from Polly Olivera, and asked her if she would like to speak.
Gavin Moynahan, Assistant Planner, told the Commission that he had spoken with Polly Olivera and provided answers to her questions.
Polly Olivera, 975 Chestnut, said she is most affected by the Youth Center and the Kiwanis Building. She noted that she had spoken to Gavin Moynahan after she sent the e-mail and had most of her questions answered. She commented that the parking has been well taken care of. She asked if there could be multiple uses.
Chair Iwasa asked for Commission discussion.
Commissioner San Filippo stated that his questions had been answered and that a lease can also permit uses other than the primary use.
Chair Iwasa asked for clarification on Condition #3. She also inquired, if all uses permitted under the lease would come before the City Council.
City Attorney Rubens said that there are processes to review special events and other short term use outside the master lease.
M/S Divney/Shugart to close the Public Hearing. Motion passed 4-0.
M/S Divney/San Filippo that the Planning Commission approve the request for a blanket Conditional Use Permit for these two uses: schools (public or private) and public or quasi-public uses, as defined by 18.28.035 of the San Carlos Municipal Code, for the Kiwanis Building at 1017 Cedar Street based on the findings and for the reasons incorporated in the staff report and with changes to Condition 3, 15 and (renumbered) 17 as discussed by the Commission. Motion passed 4-0.
Deborah Nelson, Planning Manager reported the City Council approved the Highlands Field turf conversion Mitigated Negative Declaration, the Final Focused Environmental Impact Report for Winding Way, the Planning Commission Work Plan for FY 2009-2010, new fees for service for Planning applications and services and that the City Council has held several sessions on the FY 2009-2010 Budget.
Commissioner Divney and Commissioner San Filippo inquired about the relative cost of the fees from previous years and as compared to neighboring cities.
Planning Manager, Deborah Nelson, replied that fees are based on average time to process. Overall, the City fees are 7% higher than previous years. Some Planning fees are changed to better reflect actual cost both higher and lower than previous. Some fees are lower than actual cost to acknowledge that the benefit of the service is not only to individual applicants, but to the entire City. Examples include, Historic reviews, residential design, appeals and tree permits.
Commissioner Shugart asked if the Planning Commission could review and discuss recommendations for the Commission vacancy and agreements for protocols for meetings. More specifically she asked:
1)If the Planning Commission would like to discuss recommending diversity in “geographic representation” such as a representative from the eastside of the City to the City Council. Attorney Rubens suggested that the Planning Commission could put the discussion on a future Agenda.
2)In respect for speakers, that the Commission and Staff be encouraged not to have side discussion and retain neutral facial expressions during the meeting. Chair Iwasa stated that, she encourages Commissioners to discuss the issues openly without waiting to be called upon.
3)That staff introduce themselves at the beginning of a presentation or in answering questions (if no introduction has already occurred.) Chair Iwasa also stated that knowing the staff contact for items would be helpful. Planning Manager, Deborah Nelson, suggested that the Staff Report format could be changed to include the information.
4)That the meetings begin on time, without waiting for latecomers. Chair Iwasa noted that she liked to wait until staff was all seated.
Chair Iwasa, representative from the Planning Commission to GPAC, reported that GPAC had completed a draft General Plan. She said the schedule calls for the draft to come to the Planning Commission for a Study Session on July 6, 2009.
Commissioners discussed the process for the Planning Commission review. Chair Iwasa asked that materials be available well in advance of the meeting. Commissioner San Filippo asked that the review be presented in manageable pieces, commenting that a lot of time by others has been devoted to the process and the Planning Commission should give adequate time to their review. Commissioners discussed meetings dates for July 6 and July 20, 2009 to review and consider the documents, and Commissioner Divney indicated that he would not be available for the July 6th meeting.
Deborah Nelson, Planning Manager, advised that the Draft General Plan, General Plan EIR and the Climate Action Plan will be available to the Planning Commission by June 26, 2009, in advance of their meeting(s) on these items.
Chair Iwasa commended the GPAC Chair, Andy Klein on the wonderful job he performed as Chair assisting GPAC through a long process.
2) Electronic Invitation to the Grand Boulevard Forum, June 20, 2009. Grand Boulevard Initiative [grandboulevardforum@samtrans.com]
Planning Manager, Deborah Nelson, encouraged Commissioners to attend the Grand Boulevard Forum on June 20, 2009. She explained that the Presenter, Michael Freedman, has a compelling Vision for what the El Camino Real could become. She noted that the ideas are consistent with the General Plan, now in draft form. She also noted that San Carlos has an opportunity to be one of the communities studied in The Grand Boulevard ECHO (Economic and Housing) study. She also explained that EDAC has recommended that the City be included in the ECHO Study.
1)Upcoming Planning Commission Study Session on the General Plan, Climate Action Plan and General Plan EIR, July 6, 2009
Deborah Nelson, Planning Manager, reported that the draft Climate Action Plan has been receiving a lot of attention regionally. Ms. Nelson spoke as part of a panel at the BAAQMD’s Climate Action Leadership Summit, May 4, 2009 – General Plans or Climate Action Plans: Which Way to Go? Additionally, the City of San Carlos received an Outstanding Planning Award of Merit – Innovation in Green Community Planning for the Draft Climate Action Plan. The judges stated ease of use and implementation as noteworthy attributes of the Plan. OF MERIT
