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HomeMy WebLinkAbout04/29/1992 lb. Minutes of an Adjourned Regular Meeting April 29,1992 Town of Los Altos Hills City Council and Planning Commission Adjourned Regular Meeting Wednesday, April 29, 1992, 6:30 P.M. Council Chambers, 26379 Fremont Road 1. CALL TO ORDER AND ROLL CALL Mayor Hubbard called the Adjourned Regular Meeting of the City Council and the Planning Commission to order at 6:35 p.m. in the Council Chambers at Town Hall. Present: Mayor Hubbard and Councilmembers Casey, Johnson, Siegel and Tryon Planning Commissioners Cheng, Comiso, Noel, Pahl and Stutz Absent: Commissioners Ellinger and Jones Staff: City Manager Les Jones, II, Director of Public Works Jeff Peterson, Town Planner Linda Niles, City Attorney Sandy Sloan and Acting City Clerk Karen Jost Press: None 2. ADMINISTRATIVE ISSUES A. Proper Use of the Consent Calendar The Town Planner addressed the issue of the consent calendar. By placing minor projects on the consent calendar, it can be an effective tool in running a more efficient meeting . The City Attorney explained that due to a recent amendment to the Brown Act - the consent calendar does not bypass the public's right to speak on an issue. Language which explains this has been added to the agendas. The paragraph was reviewed and the wording modified to make it appropiate for both day and evening meetings. The City Attorney also noted that if an item is removed from the consent calendar, it is at the discretion of the chair to position it on the agenda. April 29, 1992 Adjourned Regular Meeting `, B. Proper Use of the "Deny Without Prejudice" Action The City Attorney outlined the proper use of the"deny without prejudice" action. If this action is used, it allows the applicant to resubmit a similar application within 1 year without fees. Findings based on evidence and facts are required to be made to support the denial. The continuance of an item is not making a decision or a final recommendation. You can continue an item to the next meeting or continue it to a specific date. There can be an indefinite continuance if the applicant agrees but it should be limited to 6 months. The City Council can also continue an item to return with findings for review or add to findings and call for a final vote. C. Running A Meeting The City Council and Planning Commission held a general discussion of meeting procedures. Time limits for speakers were reviewed. Noel explained the Planning Commission's policy allows applicants to make an opening statement and to return to the podium after the other speakers have been heard. They do not return to the podium for comments after each speaker. The City Council agreed by consensus to leave the speakers time limit at Council meetings to 5 minutes as originally stated on the agenda. The issue of staff reports was opened for discussion by Mayor Hubbard. He commented that at meetings it would be beneficial for staff to give an overview of the project. Noel explained the Planning Commision's format consists of asking questions of staff at the meetings before the agenda item is heard. Hubbard felt an overview of the project was more cohesive. Tryon suggested that Councilmembers and Commissioners remember to ask project questions of staff prior to the meeting in order for staff to have any additional information ready at the meeting. The Town Planner explained that a staff reports function is to state the standard conditions of approval and to analyze the project for conformance with the Town's ordinances. Staff makes recommendations but the final approval is determined by the vote of the Commission and the Council. Pahl noted that it was important for the applicant to understand that a staff recommendation for approval does not ensure that the project will be approved. D. Meeting Decorum April 29, 1992 �Ir Adjourned Regular Meeting 2 The Mayor opened this discussion by voicing his concern that it is important that applicants feel comfortable presenting their project requests to the Planning Commission. He believes that it can be an intimidating procedure. A letter from an applicant was reviewed. Casey commented that the applicants and staff should be treated with courtesy and respect. Siegel noted that it is important for new residences to be heard by the full Commission. He suggested that site development at the Planning Commission meeting be heard in a more informal environment. The option of having site analysis with the Planning Commission and neighbors present was discussed. Stutz noted that previously site analysis was held as an informal study session with the Commissioners commenting on the project but without a formal vote. Hubbard noted that presently staff is doing site analysis and possibly difficult projects could go before the Planning Commission. Siegel commented that the applicants should be encouraged to discuss their projects with their neighbors. After further discussion it was agreed by consensus to adjust the start of the Planning Commission meeting time to 6:30 p.m. and place the site development hearings on the agenda at the beginning of the meeting. They are to be heard in an informal setting with the applicants and the Commisioners seated at the same table. 11111, 3. DESIGN GUIDELINES Pahl introduced the issue of maximum development on any given site. He felt there could be an occassion where a house might be too big even for large lots under our codes . Following discussion, it was agreed by consensus not to agendize the item at this time. The Town Planner gave an update on the residential design guidelines. The proposals have gone out and submittals are expected by mid- May. Following selection of a consultant, a sub-committee consisting of 2 Planning Commissioners, 2 Councilmembers and 1 member each from the Environmental Design and Protection Committee and the Pathways, Recreation and Parks Committee will meet to discuss with the consultant the form, content and style of the document to be produced. 4. STANDARD CONDITIONS OF APPROVAL 5. PLANNING COMMISSION COMPENSATION April 29, 1992 Adjourned Regular Meeting 3 The City Attorney addressed this item and gave a list of 4 alternatives for Planning Commission compensation.The Planning Commission could be paid a monthly compensation with FICA deducted; meeting attendance could be a criteria for compensation; Commissioners could be reimbursed for their expenses-this would require documentation and receipts; or they could receive no compensation. Following discussion, it was agreed to agendize the Planning Commission compensation to a future City Council meeting. 6. OTHER ISSUES 7. PRESENTATIONS FROM THE FLOOR Stutz commented on a recent article and map that appeared in the Town Crier regarding a proposed ordinance for Los Altos setting residential size limits within their urban service area. She wondered if the Town has any policy regarding development restrictions on lots in our urban service area. Siegel noted that it had been a 3 year process for Los Altos and the County to establish those guidelines and the Town needed to be aware that it would be a lengthy proposition to propose review of Guidelines for our urban service area through the County. 8. ADJOURNMENT There being no further new or old business to discuss, the meeting was adjourned at 8:40 p.m. Respe fully submi ted, Karen Jost Acting City Clerk The minutes of the April 29, 1992 Adjourned Regular City Council Meeting were approved at the May 20, 1992 Regular City Council Meeting. April 29, 1992 Adjourned Regular Meeting 4