2 - Minutes, 4/27/03CITY OF BOULDER
PLANNING BOARD SUMMARY MINUTES
Apri127, 2003
University of Colorado, Earth Sciences Building
Benson Conference Room 280
2200 Colorado,12:00 p.m.
The following are the minutes of the April 27, 2003 City of Boulder Planning Board retreat. A
permanent set of these minutes is kept in Central Records.
BOARD PRESENT:
Macon Cowles
Elise Jones
Thom Krueger, Vice Chair
Simon Mole
Alan O'Hashi
Beth Pommer
John Spitzer
STAFF PRESENT:
Bob Cole, Land Use Review Manager
David Gehr, Assistant City Attorney
Peter Pollock, Planning Director
Ruth McHeyser, Long Range Planning Manager
1. CALL TO ORDER
Vice Chair, T. Krueger, declared a quorum at 12:10 p.m.
2. DISCUSSION ITEMS
A. Review of Planning Board Roles and Responsibilities
R. McHeyser provided an overview of Planning Board roles and responsibilities related to the
city charter. She discussed four categories, including plans, codes, CIP, and coordination with
other departments and agencies on planning matters affecting the city. She also spoke about the
Boulder Valley Comprehensive Plan (BVCP) and the Board's responsibilities related to setting
the policy and implementation.
D. Gehr discussed instances where the Planning Board takes legislative action and quasi-judicial
action and provided examples of each. He also discussed conflicts of interest and gave examples
of potential conflicts and appearances of impropriety.
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B. Cole talked about the Board's roles and responsibilities related to land use regulations,
including annexations, rezoning, use and site review, and administrative review. He discussed
the staff's role in the approval process as well and distributed a document outlining the Land Use
Review Division's work program and staffing.
B. Review of 2003/2004 Planning Department Work Program
R. McHeyser gave a brief overview of the Long Range Planning Division's wark plan. She said
that staff plans to begin the annual Boulder Valley Comprehensive Plan update in August 2003
and start the major update near the end of 2004. The Board indicated it would like to consider a
change so that in years prior to a major update, there will not be an annual BVCP update.
P. Pollock said that the work program is a dynamic document that may be affected by such
things as the need for additional public process on a particular item or City Council policy
objectives.
He provided the Board with an update on the budget. He said that the department is completing
the Fund Management Project that is looking at services, cost for services, fees, staffing, etc. He
indicated that Long Range Planning has already offered a cut of $130,000 in the consulting
budget and that the department will submit a proposal for a 25% general fund budget cut to the
City Manager in early May. The City Manager will determine final budget reductions, and the
expectation is for an average cut across departments of about 14%.
C. Board Process and Procedures
T. Krueger led the Board in discussion of the following items:
Comportment
The Board discussed many ideas about respect for each other, staff, applicants and the public.
• It is important to keep in mind the Board's role as public officials.
• During Planning Board meetings, try to support opinions with criteria or
regulations so that decisions do not seem arbitrary. Discuss the "whys" of the
decision.
• Listen to the public comment and let the public know the Board was listening.
Ask questions of the public. Ask staff to respond to statements made by the
public.
Motions
The Board discussed whether it is best to make a motion early or have a thorough discussion
prior to a motion. The Board agreed that generally it would prefer to discuss the item prior to
placing a motion on the table. The Board also agreed that the Chair should take an active role in
wrapping up discussion and bringing the Board to a motion.
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Time Budgets
The Board discussed timeframes for individual agenda items. Several items were discussed:
. Read memos in advance and make specific notes for clarification.
. It is best for the Board to suggest the intent of proposed changes and let staff craft
the specific language.
. The Board members should let staff know in advance if they have specific
concerns about an item so that staff can begin to think about potential language
changes.
. The lights should always be used during the public hearings.
. There should be flexibility about whether or not to use the lights based on the
number of people who wish to speak, the complexity of the issue, and if they are
offering new information.
The Board decided the following: use the timeframes as a general guide, offer an agenda check
between agenda items, and use the lights for the public hearing. The Chair will monitor the
public hearing and may determine it is appropriate to allow for slightly longer comments.
Formal Public Meetings/Review and Comment/Retreats
The Board discussed its concern that the Review and Comment items sometime end up looking
like a negotiation. B. Cole indicated that the idea behind this process was to get the applicant
and the public in the process together at an early stage.
The Board decided that the Chair will explain the process at the beginning of a review and
comment agenda item so the public will be clear that no decision will be made and that the Board
is not negotiating with the applicant.
3. ACTION ITEMS
A. Election of Chair and Vice-Chair
Chair
J. Spitzer nominated Thom Krueger for the role of Chair, A. O'Hashi seconded the motion.
Hearing no other nominations for chair, Thom Krueger was elected Chair.
Vice-Chair
B. Pommer nominated Macon Cowles for the role of Vice Chair, S. Mole seconded the motion.
Hearing no other nominations for vice-chair, Macon Cowles was elected Vice Chair.
B. Committee Assignments
Landmarks Preservation Advisory Board
Alan O'Hashi (representative) and Simon Mole (alternate)
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Downtown Design Advisory Board
Macon Cowles (representative) and Alan O'Hashi (alternate)
Greenways Advisory Committee
Simon Mole (representative) and Elise Jones (alternate)
Housing Implementation Team
Tom Krueger and Beth Pommer (representatives)
Civic Center Master Plan Update
Elise Jones (representative) and John Spitzer (alternate)
Downtown Alliance
John Spitzer (representative) and Beth Pommer (alternate)
Agenda Meetings
Chair and Vice-Chair
Jobs/Housing Implementation
Macon Cowles and John Spitzer (representatives)
4. ADJOURNMENT
The Planning Board adjourned the meeting at 3:15 p.m.
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