Dunes City Citizen Involvement Minutes

Planning Commission and Committee for Citizen Involvement Minutes

July 16, 2009 at 6:00 pm

City Hall - 82877 Spruce St., Westlake, OR 97439

1. Call to Order by Planning Chairman David Bellemore

The Planning Commission meeting was called to order by Planning Chairman David Bellemore at 6:02 p.m.

2. Roll Call

Lisa Ekelund took Roll Call.

Present: Planning Chairman David Bellemore, Commissioner Marilyn Miller, Commissioner Ronald Shearer, Commissioner Ken Platt, and Planning Secretary Lisa Ekelund.

Absent: Commissioner Eggert Madsen (excused), and Commissioner Dennis Smith (unexcused).

Citizens Present: Robert Quandt, Lee Riechel, Gerald Wilson, Darlene Beckman, Marv Beckman, Rebecca Ruede, Tracy Quandt, Mark Chandler, Fred Hilden, George Burke, Gordon Robertson, Debbie Pasternak, and Eric Hauptman.

3. Pledge of Allegiance

All individuals who were present joined in the Pledge of Allegiance.

4. New Business

· Staff Report on property located at 83421 Hwy 101

Chairman Bellemore said the Planning Commission has been given this report because the property owners excavating contractor thought he might be putting dirt in the 50' shoreland zone. Chairman Bellemore said the contractor requested a site review and the Conservation Committee went onto the property. Chairman Bellemore said after the Planning Secretary received the Conservation Committee's report she went to the site with the City Recorder. Chairman Bellemore said after hearing a discrepancy in what the Conservation Committee saw and what the City Staff saw he and the Planning Secretary went onto the property again. Chairman Bellemore said he believes the Conservation Committee misjudged where the 50' line was.

Chairman Bellemore asked if the Planning Commissioners had any questions or if they felt they needed to see the site for themselves.

Commissioner Miller said no to both questions.

Commissioner Miller asked if the owners have been notified in writing of these findings.

The Planning Secretary said she would notify the owners in writing.

Commissioner Miller made the motion to accept the Planning Staff Report as presented. Commissioner Platt seconded the motion and the motion passed by unanimous vote.

5. Old Business

· Dunes City Zoning & Development Code Audit

Chairman Bellemore said he would like to table this topic to another session because of the CCI meeting and he doesn't want too many irons in the fire.

Robert Quandt spoke from the audience saying he believes there are people who are probably going to arrive later for the CCI meeting.

Chairman Bellemore said he would try to stall.

Lee Riechel spoke from the audience saying he was involved with the writing of the Ordinances and he would like to be involved with the code audit.

Chairman Bellemore said he would like Lee Riechel involved.

Commissioner Miller made the motion to table the item of the Dunes City Zoning and Development Code Audit until next month. Commissioner Shearer seconded the motion. The motion passed by unanimous vote.

Chairman Bellemore called for a 15-minute recess at 6:15 p.m.

Chairman Bellemore called the meeting back to order at 6:30 p.m. and then turned the meeting over to CCI Chairman Robert Quandt.

6. Adjournment

Lee Riechel said the Planning Commission should adjourn and then pick up the meeting as a CCI with everyone contributing equally.

There being no further business to come before the Planning Commission,

Commissioner Platt made the motion to adjourn the Planning Commission meeting. Commissioner Miller seconded the motion and the motion passed by unanimous vote.

The Planning Commission meeting adjourned at 6:32 p.m.

7. Call to Order by CCI Chairman Robert Quandt

CCI Chairman Rob Quandt called the CCI meeting to at 6:32 p.m.

8. Approval of Minutes

· Planning Commission / CCI Minutes from 06/09/09

Chairman Quandt said on page 5 in the 3rd paragraph, in the second sentence, the word "perceive" should be changed to "proceed".

Lisa Ekelund said it was pointed out to her that on page 14, in the second sentence from the top, the words "Budget Committee" should be changed to "Planning Commission and CCI".

Lisa Ekelund said it was pointed out to her that on page 3, in the fifth sentence from the top, the word "unanimous" should be changed to "the majority".

Debbie Pasternak said on page 4 in the comment from Tracy Quandt, in the 2nd sentence, "dunes city" needs to be capitalized.

Marilyn Miller made the motion to approve the minutes of the CCI of 6/9/9 as corrected. The motion was seconded by Eric Hauptman and the motion passed by unanimous vote.

9. Public Comment

· Stormwater Ordinance

Chairman Quandt asked if there were any further comments and if they felt their comments were reflected in the minutes.

David Bellemore said he was still concerned with the 500 square foot guideline.

10. Discussion

· Stormwater Ordinance

Chairman Quandt said they may need to look at the Erosion Control Ordinance and the calculations used in it. Chairman Quandt said they need to be mindful of anything that could conflict between the Stormwater Ordinance and the Erosion Control Ordinance.

Lee Riechel said the two Ordinances do not quite match and he would propose they split the differences between the Erosion Control and Stormwater Ordinances.

Darlene Beckman said the 1200C deals with just when you are proposing a development with a number of lots.

Chairman Quandt said the 1200C is if you disturb over an acre.

David Bellemore said many cities have blended the two into one Ordinance. David said erosion is short term and stormwater considers the future. David said it's a good idea to keep the Erosion Control Ordinance in mind when thinking about the Stormwater Ordinance.

George Burke said the 1200C is for any disturbance of property over an acre.

Chairman Quandt said he would like to form a work group who would create a draft for the CCI to review. Chairman Quandt asked for agreement on this idea of a work group.

Fred Hilden made the motion they form a stormwater work group to work on the Stormwater Ordinance, this group should be 4-5 people that would provide feedback back to the CCI as the work progresses. Tracy Quandt seconded the motion.

Marilyn Miller asked if the work group would bring back a draft of the Ordinance.

Chairman Quandt said he is enabling this work group and then beyond that he has a directive for the work group to follow.

David Bellemore said he highly recommends keeping the work group on the smaller side because the more people there are; the more it would typically be bogged down.

Chairman Quandt called the motion to question.

The motion to form a stormwater work group to work on the Stormwater Ordinance, this group should be 4-5 people that would provide feedback back to the CCI as the work progresses passed by unanimous vote.

Chairman Quandt said the work group would have the directive to provide a draft of a Stormwater Ordinance that takes into account previous drafts of the ordinance, recommendations from the Commissions, input from the CCIs public record, and any new input received and then bring this new draft back to the CCI for review.

Eric Hauptman made the motion to accept the directive as stated by Chairman Quandt. Marilyn Miller seconded the motion.

Rebecca Ruede asked if they should suggest a time frame.

Chairman Quandt said a date would be difficult to set and he anticipates a couple of months but this is a city of volunteers.

Rebecca Ruede said perhaps they could make a mandate that they meet once a week.

Chairman Quandt disagreed with meeting once a week.

David Bellemore said that perhaps the work group should report once a month on their progress.

Chairman Quandt said he likes the idea of the work group reporting once a month on their progress.

Lee Riechel said because this is a Sub-Committee of the CCI, it should be open to the public, which means it needs to be a scheduled meeting. Lee said it has to go in the paper to be legal.

Eric Hauptman and Fred Hilden both said they do not believe there needs to be Public Notice.

Eric Hauptman said they should just keep everyone up to date on their progress.

David Bellemore said in the interest of transparency perhaps the work group should operate as a Citizen Advisory Committee. David said the work group should get together at a specific time each week. David said they could put out a Public Notice stating where they meet and at what time each week. David said this way, the public could attend but they would not participate.

Lee Riechel said he supports David Bellemore's comments.

George Burke said trying to do a work group and report after every meeting is difficult. George said it would take a few meetings before they decide on and produce anything for the public. George said there is a lot of work that needs to happen. George said there would not be anything decided on at the beginning of the process.

Fred Hilden asked George Burke if it is reasonable to have monthly updates.

George Burke said it would take several months so the requirement to have feedback within the first two months is difficult.

Eric Hauptman said they are building a document and they are building a format. Eric said the group should go page by page. Eric explained that the Lane Council of Governments (LCOG) wanted the City to divide the Erosion Control and the Stormwater Ordinance. Eric asked if they think they would be able to have a monthly summary.

David Bellemore suggested the work group take minutes at the meetings and post them on the web site.

Tracy Quandt asked if it would be possible to have it as a standing item on the City Council agenda each month.

David Bellemore, Eric Hauptman and Robert Quandt all said in unison that Tracy Quandt had a good idea.

Rebecca Ruede asked how they would form the Committee.

Chairman Quandt said he has a plan for this.

Chairman Quandt called the motion to question.

The motion stating the work group would have the directive to provide a draft of a Stormwater Ordinance that takes into account previous drafts of the ordinance, recommendations from the Commissions, input from the CCIs public record, and any new input received and then bring this new draft back to the CCI for review passed by unanimous show of hands.

Chairman Quandt said he would be willing to chair the work group if he is allowed to choose the members himself who would consist of John Stead, George Burke, Gerry Wasserburg and David Bellemore.

Tracy Quandt made the motion to approve the CCI stormwater work group as suggested by Chairman Quandt. Eric Hauptman seconded the motion.

Rebecca Ruede said she would like to see Lee Riechel on the committee.

David Bellemore asked if they could put people on the work group who are not in attendance at the present meeting such as Gerry Wasserburg and John Stead.

Chairman Quandt said they attended last time.

David Bellemore asked if Chairman Quandt checked with Gerry Wasserburg and John Stead to see if they are willing to be in the work group.

Chairman Quandt said they are willing.

Eric Hauptman asked if Lee Riechel is ready to do this.

Lee Riechel said this is several levels removed and he could participate.

David Bellemore said Lee Riechel would be a good addition.

Darlene Beckman asked if George Burke was on it as well and Chairman Quandt said yes.

Tracy Quandt revised her motion to reflect the revised list of recommended work group members to include Lee Riechel, Gerry Wasserburg, George Burke, John Stead, and David Bellemore. Eric Hauptman seconded the motion and the motion passed by unanimous vote.

Chairman Quandt said they will come up with a schedule of when the work group meets and they will report accordingly.

Fred Hilden thanked the volunteers in advance for all their hard work in making this come together.

Chairman Quandt agreed with Fred Hilden.

Darlene Beckman asked if it appropriate to have the Planning Commission CCI committee.

Eric Hauptman said in some small cities, the Council is the CCI and having David Bellemore on the work group is not a problem. Eric said he checked with Norman.

Chairman Quandt said they will provide progress reports and anyone is welcome to continue to supply information to the work group.

Lee Riechel said he would like Lisa to make available, copies of the 1200C DEQ information for copies to the people on the CAC.

George Burke said he would like everyone to have copies of the DEQ Erosion Control Manual for everyone to have. George said they could order it from DEQ and they should find out what would be cheaper, copies or ordering.

11. Adjournment

There being no further business to come before the Committee for Citizen Involvement,

Marilyn Miller made the motion to adjourn the meeting and Darlene Beckman seconded. The motion passed by unanimous vote.

The meeting of the Dunes City Committee for Citizen Involvement adjourned at 7:15 p.m.

The proceedings of the Dunes City Planning Commission / Committee for Citizen Involvement meeting were recorded on tape, and are filed in the City Recorder's office. The complete minutes of this meeting are on file in the City Recorder's office. Upon approval by the Planning Commission and the Committee for Citizen Involvement, these minutes will be available online at http://dunescity.com

Respectfully prepared by,

________________________________________

Lisa Ekelund

Planning Secretary

Approved by the Planning Commission on the 27th day of August, 2009,

________________________________________

David Bellemore

Planning Commission Chairman

Approved by the Committee for Citizen Involvement on the 27th day of August, 2009,

________________________________________

Robert Quandt

CCI Chairman