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Meeting Summary Form - Planning Board - 04/08/2000CITY OF BOULDER, COLORADO BOARDS AND COMMISSIONS MEETING SUMMARY FORM NnME oF soARU/CON~misS~ON: Planning Board ReYreat ~ D~TE O[~' MEETINC: Apr118, 2000 NAME/TCLEPHONE O~ PERSON PREPARING SUMMARY: Mary Lovrien, 441-3270 NAMES OF MEMBLRS, STARF AND [NVITED GUESTS PRESENT: Board Members Present: Peter Gowen, A1 Gunter, Andria 7acob, Tina Nielsen, Alan O'Hashi, Beth Pommer, Mark Ruzzin Staff Members Present: BoU Cole, D~vid Gehr, Mary Lovrien, Ruth McHeyser, Peter Pollock Guest: Mike Harty OUTLINE OF AGENDA CALL TO ORDER - The Planning Board declared a quorum at 8:45 a.m. 1. BOARD PROCEDURAL ISSUES - P, Pollock reviewed the Planning Deparhnent work program for 2000 and noted City CounciPs adopted goals (economic sustainability, affordable housing, transportation, and environmental sustainability). He mentioned that the Board will focus on the Boulder Valley Comprehensive Plan update (land use changes, policy, presentation), improving Building Services {organizational change, Landlink, fees for discretionary review, and development review improvements), project review, annexation policy, land use regulation revisions, followup to mixed use workshop, Planning 101 training, web site development, Capita] Improvements Program, historic preservation, and supporf for four boards). He reported on the new employees who have been hired and positions that have yet to be filled. The Board identified the following additional priorities: 1) development of design guidelines for areas that are not subject Yo Yhem, such as Pearl Street East, a design staffmember to offer informal, voluntary guide]ines to achieve a better quality built environment, and citizen involvement in this process; 2) resolution of the annexation policy; 3) land use code regulations, such as fences and maximum parking; 4) a proactive board and opporiunities for Board participation in City Council subcommittees; 5) regional issues; 6) Crossroads Mall redevelopment; 7) opportunity for broader liaisons with similar groups, including other communities, City Council, and other advisory boards; 8) establishment of a monthly ~ regional Planning Board forum; 9) review of the long-term built-out environment; 10) creation of a formal way of studying and understanding impacts of development 11) assuranee that growth pays its way; 12) review of land use regulations and cost implications Yo the community; 13) housing; and 14) clarification of water policy as it coneerns annexations. D. Gehr distributed a summary of Planning Board duties and responsibilities and explained home rule and statutory cities, conflicts of interest, ex parte contacts, e-mail communication, le~islative decision making, and quasi-judicial responsibilities. P. Goweu elaborated on an article he wrote called "In Search of More Effective Quasi-Judieial Hearing Procedures by the City of Boulder Planning Board - One Member's Perspective." The Board suggested additional ways to improve meeting proceedings: completing a meeting review form and debriefing after each meeting, providing a key issues list at the outset of any agenda discussion and giving complete information in sYaff inemarandums with several in- depth oprions, notifying applicants of how much time is available at the Board meetings for their presentation, identifying whether the project is straightforward or if the Board has specific concems to discuss, and making sure that Board members speak when there is value added to the discussion. The Board agreed to allow the Chair and Vice Chair to decide how they will rotate the responsibilities of the two positions. They agreed that rearranging the seating for Board members would occur on the second meeting of the month every three months. P. Gowen will develop a draft plan that will allow a rotating hearing officer to preside over a specific agenda item to allow other Board members to gain experience in conducting the meeting. The Board discussed publishing approximate times for agenda items and having all Board members appointed for a five-year term. 2. ELECTION OF CHAIR AND VICE CHAIR - The Board appointed M. Ruzzin as Chair and A. Gunter as Vice Chair. 3. BOARD COMMITTEE ASSIGNMENTS - The Board agreed to make committee assignments at its Apri120 meefing. 4. ADJOURNMENT - The Planning Board adjoumed the meeting at 1230 p.m. ~ TIME & LOCATION OF ANY FUTURE MEETINGS, COMMITTEES OR SPECIAL HEARINCS: April 20, 2000