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05-01-1986 Q o ~ ~ CITY OF EDGEWATER PLANNING AND ZONING BOARD MAY 1, 1986, 9:00 A.M. COMMUNITY CENTER Chairman Wheeler called to order a regular meeting of the Planning and Zoning Board on May 1, 1986 at 9:00 A.M., in the Community Center. ROLL CALL: Members present were: Jake Wheeler, George Quagggin, Fred Finn, Nancy Blazi, James Mackie, and Paul Loeffler. Also present were Lynne Plaskett, Planning Assistant and Jan Morris, Secretary. Billy Klein joined the meeting later. APPROVAL OF MINUTES The minutes of April 17, 1986 were presented for approval. Mr. Quaggin made a motion that the minutes be accepted as written. The motion was seconded by Mr. Finn. Motion CARRIED 6-0. REZONING REQUEST - CALDWELL PROPERTY Lynne Plaskett, Planning Assistant, read a memo from Cornelia Martinez, City Clerk/ Administrator. The memo read as follows: "Item number one on the agenda of May 1, 1986 is the discussion of rezoning the Caldwell property. Due to a conflict with the County Council meeting regarding the new impact fee this memo is to notify all concerned that it is recommended the Planning and Zoning Board move to table this subject to May 15, 1986 meeting, when the necessary City Officials can be present. I am sorry for any inconvenience this may have caused." The Board discussed needing more information from the Attorney and they also wanted more plot plans. Mr. Loeffler made a motion to table this subject until the May 15, meeting. Motion was seconded by Mr. Quaggin. Motion CARRIED 7-0. SKETCH PLAN REVIEW: SP 8604 EDGEWATER ALLIANCE CHURCH GYMNATORIUM B-3 This sketch plan is to build a gymnatorium for Edgewater Alliance Church at 110 Mockingbird Lane. Planning Assistant Plaskett told the Board this sketch plan does not show enough parking. She said according to the capacity under fire regulations they could have up to seven hundred people in the gymnatorium. She added with the maximum capacity and under the parking regulations, they would need one hundred seventy five parking spaces. Planning Assistant Plaskett said according to the plans they are showing ex.isting parking as seventy five spaces and overflow parking as sixty spaces. The overflow parking is not paved and is used for water retention therefore if they should pave it they will have to provide more water retention. The Board discussed the possibility of the Church renting the gymnatorium to other people for functions. Mr. Sid Corhern, Church representative, stated the Church had not decided what functions the gymnatorium would be used for but were considering having a men's league on Tuesday night, Wednesday nights a church function and maybe rolling skating on Monday night, the other nights are undecided. Mr. Corhern contends the gymnatorium is an accessory use to the church therefore does not need to meet the parking requirements. because the gymnatorium and the sanctuary will not be used at the same time. He added the sketch plan shows proposed future parking and as the church grows to eight hundred people they will be adding parking spaces. Mrs. Blazi stated the City needs something like this but she is questioning the parking and paving the lot in the back and how it is going to effect the water retention. The Board was quite concerned with the parking. Planning Assistant Plaskett asked that Mr. Corhern show the dimensions of the existing seventy five parking spaces, the zoning for the entire property, dimensions of the building, property lines, ten feet from parking stall # 5 to the edge of the property, a landscape plan, type of trees, water retention plan elevation drawings and the additional parking spaces. Mr. Corhern said he will provide all that during the final site plan stage. Mrs. Blazi moved to accept the plans tentatively as an idea with all the questions being addressed the the Department Heads, Building Official and Mrs. Plaskett. Mr. Mackie seconded the motion. Motion CARRIED 7-0. SPECIAL EXCEPTION - MARGARET NELSON FOR A RETAIL SALES STORE IN THE I-I ZONE The Board reviewed an application for a special exception to allow retail sales in the I-I zoning district. Planning Assistant Plaskett read a memo from Dave Jones, Fire Inspector. The memo stated they would be required to install two fire walls in the unit for the retail sales. Mr. Wheeler stated this was a mini warehouse intended for storage only. Mr. Mackie said we should curtail some of this stuff going in these warehouses. Planning Assistant Plaskett told the Board she already o o ~ ; has a memo for the next meeting in relation to some changes she is recommending that the Board make in the I-I zone to eliminate some of this. She added it is placing an undue hardship on the people when the building was not intended for this type of use. Mr. Mackie said they do not have the proper facilities or fire rated. Mr. Mackie made a motion to table this. Planning Assistant Plaskett said this was allowed in the code book now and it would not be fair to table it with it being presently in the code. Mr. Loeffler said the owner should bring the whole building up to code. Mr. Mackie said we need to start changing some of these zonings and he withdrew his motion. Mrs. Blazi made a motion to send this to the Board of Adjustments with their recommendation being no recommendation and to send the information that the Planning and Zoning Board is in the process of changing the zoning to eliminate the phrase "B-1 through B-6, in relation to special exceptions in the industrial zones. MISCELLANEOUS PROPOSAL FOR NEW PLANNING AND ZONING MEETING SCHEDULE Planning Assistant Plaskett gave the Board a memo in reference to a new meeting schedule for Planning and Zoning. It also contained a new site plan review schedule. She proposed Planning and Zoning Board meet one time a month, being the last Thursday of each month for site plan review and other business. She proposed to eliminate sketch plans, site plans will be submitted the first part of each month, department heads will review, make written comments, department heads and client have a plan review meeting to discuss appropriate changes to be made to final site plan, client has one week to address comments on plans, client turns in revised plans, department heads sign off, client takes final updated plans to the Planning and Zoning Board for approval the last Thursday of each month. She added this will ensure that all City requirements have been met. She also said that Section 715., V-2 needs to be amended to read thirty (30) days instead of twenty one days and the By-laws will need to be amended to reflect the changes in meeting dates and time frames. Planning Assistant Plaskett told the Board they were going to have an enormous work load with the comprehensive plan. The Board discussed the suggestions for the changes in the meetings and procedures for site plan approval. Mr. Klien said he did not like the idea of getting site plans on Friday before the meetings-it does not give him enough time to review them. He suggested getting the plans to the Board two weeks before a meeting so they my review them more throughly. Mrs. Plaskett said what she was suggesting was they should not have to do this that the department heads should make sure all corrections are made to the site plan before they receive them. The department heads will have made sure they meet all City requirements. The Board discussed getting their packages earlier then Friday previous to the Thursday meeting. They also discussed limiting to the number of five site plans to be reviewed at one meeting. Mr. Loeffler said if they accept Mrs. Plaskett's recommendations she will be taking seventy five percent of the work load off of the Board. The Board discussed having the agenda cut off earlier in the week so that they may have all the information available for any agenda item. Mr. Loeffler made a motion to accept the proposal for a new meeting schedule and site plan review process and to limit the number of site plans for review at one meeting to five and cut off time for the agenda to be on Tuesday at 4:30 prior to the Board picking up their packages for the following Thursday meeting. Mr. Mackie stated that Planning Assistant would follow this through to reflect the changes. Mr. Wheeler replied yes. Mr. Mackie seconded the motion. Motion CARRIED 7-0. MISCELLANEOUS Mr. Loeffler asked if they were going to have a follow up on their restrictions and recommendations (referring to site plans and occupational licenses). He said they had asked for pavement and have permitted two carports and they have been turned into garages. Mr. Wheeler agreed and said it seems like no one is following up on these. Planning Assistant Plaskett said the person who really needs to follow up on it is Code Enforcement. Mr. Loeffler said they have a business operating on a thirty day license that has expired and he said the carports turned into garages were on North Ridgewood. He added our word is worth nothing if we don't back it up. Mrs. Blazi said a letter needs to be sent to the Code Enforcement Officer stating what is said and what has not been done, requesting he check into it. Mr. Mackie suggested that a memo be sent to the Code Enforcement Officer on all conditions on any site plan and then he can follow it through. Mrs. Blazi added that those things that Mr. Loeffler brought up have to be specifically addressed and as Jim said we need to follow through on the rest of it. If we do something here everybody needs to know about it including Code Enforcement. Mr. Mackie made that a motion. Mrs. Blazi seconded the motion. Motion CARRIED 7-0. Motion was made and seconded that the meeting adjourn. Meeting duly adjourned at 10:25 P.M. -2- Planning and Zoning Board Meeting Minutes May 1, 1986