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Minutes - Planning Board - 04/08/2000CITY OF BOULDER • PLANNING BOARD RETREAT MINUTES April 8, 2000 National Center for Atmospheric Research 1850 Table Mesa Drive The following are the minutes of the April 8, 2000 City of Boulder Planning Board Retreat, A permanent set of these minutes is kept in Central Records. BOARD PRESENT: Peter Gowen A1 Gunter Andria Jacob Tina Nielsen Alan O'Hashi Beth Pommer Mark Ruzzin, Vice Chairperson STAFF PRESENT: Bob Cole, Director of Project Review David Gehr, Assistant City Attorney Mary Lovrien, Board Secretary • Ruth McHeyser, Acting Director of Long Range Planning Peter Pollock, Planning Director GUEST PRESENT: Mika Hardy, The meeting began at 8:45 a.m., and the following business was conducted. M. Hardy 2. BOARD PROCEDURAL ISSUE5 P. Pollock reviewed the Planning Department work program for 2000. He also discussed the adopted City Council goals (economy, housing, transportation, and the environment) and said thaY there will be a focus group for each goal. He said that the Board will focus on the Boulder Valley Comprehensive Plan update (land use changes, policy, presentation), Improving Building Services (organizational change, LandLink, fees far discretionary review, and development review improvements), Project Review, and other (annexation policy, land use regulation revisions, followup to mixed use workshop, Planning 101 training, web site to provide information to public and staff, Capital Improvement Project, historic preservation). He reported on the new employees who have been hired (preservation planners--Dione and Judith Sanders, Plaruier II--Mike Randall, Communications Specialist--Jody Jacobson--and positions that have yet to be filled (Information Resources Manager, Community Development Coordinator, Acting Director for the Long Range Division). • s:\plan\data\cur\bms\000408. m in The Board identified the following additional priorities: 1) design guidelines for areas that are not • City of Boulder Page 2 Apri120, 2000 Planning Board Minutes subject to them, such as Pearl Street East, a design staff inember to offer informal, voluntary guidelines to achieve a better quality built environment, and citizen involvement in this process; 2) quick resolution of the annexation policy, especially the City and Cotmty interface and the mountain backdrop; 3) land use code regulations such as fences and maximum parking; 4) a proactive board and opportunities for board participation in City Council subcommittees; 5) regional issues and understanding the mutual influences; 6) Crossroads Mall redevelopment; 7) opportunity for broader liaisons with similar groups, including other communities, City Council, and other advisory boards; 8) direct liaison to the Transportation Advisory Board so that better decisions can ba made; 9) follow-up with city Council goal committees;l0) quarterly meeting with regional communities; l l) establishment of a monthly regional Planning Board forum and assignment of a Board liaison; 12) review of the long-term built-out environment; 13) creation of a formal way of studying and understanding impacts of development; 14) assurance that growth pays its way; 15) review ]and use regulations and cost implications to the community; 16) housing; 17) clarify water policy as it concarns annexations and haue reciprocal liaisons betwean the Planning Board and Water Advisory Board. D. Gehr distributed a Summary ofPlanning Board Duties and Responsibilities and explained home • rule and statutory cities, an overview of history and responsibilites of the Planning Department and creation of the Planning Board, conflicts of interest, ex parte contacts, e-mail communication, legislative decision making and quasi-judicial responsibilities. P. Gowen elaborated on an article he wrote ca11e@ "In Search of Mare Effective Quasi-Judicial Hearing Procedures bythe City ofBoulderPlanning Board - One Member's Perspective." The Board suggested the following ways to improve meeting proceedings: meeting review form and debrief after each meeting about what could be improved, key issues list at the outset of any agenda discussion, complete information in staff inemorandums with several in-depth options, applicant notification of how much time is available at the Board meetings, the Board could let the chair know what concerns it has so that the applicanYs comments can be directed to specific items, identify whether the project is straightforward ar if the Board has specific concerns to discuss, make sure that Board members speak only when there is value added to the discussion. The $oard 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. Other items discussed were a rotating heuing officer for an agenda item to allow other Board members to gain experience in running the meeting, and P. Gowen will develop a draft plan, publishing approximate times for agenda itams, having all Board members appointed for a five-year tei7n. 2. ELECTION OF CHAIR AND VICE CHAIR: • s:\plan\data\cur\bms\000408. mi n City of Boulder • April 8, 2000 Planning Board Minutes Page 3 MOTION: On a motion by B. Pommer, seconded by A. Jacob, the Planning Board agreed to open nominations for the Chair position (7-0). P. Gowen made a motion to nominate himself, and the motion was seconded by T. Nielsen. B. Pommer made a motion to nominate M. Ruzzin, and the motion was seconded by A. Gunter. The Board voted on the second motion to nominate M. Ruzzin as Chair (5-2; T. Nielsen and P. Gowen opposed). MOTION: On a motion by B. Pommer, seconded by A. O'Hashi, the Planning Board agreed to open nominations for the Board Vice Chair (7-0). T, Nielsen made a motion to nominate P. Gowen, and the motion was seconded by P. Gowen. B. Pommer made a motion to nominate A. Gunter, and the motion was seconded by M. Ruzzin. The Board voted on the second motion to nominate A. Gunter as Vice Chair (4-3; T. Nielsen, P. Gowen, and A. O'Hashi opposed). 3. BOARD COMMITTEE ASSIGNMENTS The Board agreed to discuss assignments to committees at its meeting on Apri120. 4. ADJOURNMENT - The Planning Board adjourned the meeting at 1230 p.m. • • s:\plan\data\cur\bms\000408.mi n