Planning Board - Regular Meeting

I think we're ready February TI  panel city planning board is now   in order please take the role board member  Carol here board member stamps here board   member Barker here board member Rich here  chairman newow here are there any changes   or additions to the agenda uh staff  was requesting that the um the item   6A be continued to the March 10th planning board  meeting we're still working with the applicant   to provide some additional information on the  as built survey in order for us to finalize   our staff recommendation and our report we need  this information so we have been in contact with   the applicant and the applicant is working with  us we just need some additional time to square   everything away so I know we already pushed it  before but we we still are are working to with   the applicant to get that information thank you  there any announcements or disclosures by the board uh you have minutes in your package from the  January 13th meeting do I have motion to approve   make a motion set please take the RO board member  Carol yes board member stamps yes board member   Barker yes board member Rich yes chairman newow  yes I'm going to read the procedure which the   board will follow during quy judicial hearings one  public hearing announced intruction of application   by staff next part a communication Disclosure by  more board members indetification of advocate and   affected parties that attend to participate in  the hearing affected parties that only attend   to make a statement may do so at the public  participation part of the agenda an effective   party means any person or entity that will suffer  an adverse effect to an interest protected or fed   by the U ulbc interests including interest related  to health and safety Police and Fire Protection   Service systems denti densities or intensities of  development Transportation facilities Health Care  

Facilities equipment or services and environmental  or natural resources the ledge of ver interest   may be shared in common with other members of the  committee at large but must succeed in the degree   the general interest in committee good shared by  all persons move on to the SAR of witnesses our   attorney is participation participating remotely  right yeah are there folks there that are going to   speak on this matter or either one of the matters  on the agenda this morning this afternoon does   anyone wish to speak at any of these items  on the agenda this afternoon okay would you please we need you to stand and raise your right all right Mike okay do you Solly  swear affirm that the testimony that   you'll give on these matters will  be the truth the whole truth and   nothing but the truth yes I do yes I do  thank you that we'll move on to item a this is table do I have a motion to table this to the  March 10th meeting Z second all right please take   the role board member Carol yes board member  stamps yes board member Barker yes board member   Rich yes chairman dubow yes motion passes 5 Z  thank you all right Item B Item B is case number   vro 2508 um you all recall about be February so a  couple months um ago there was an application for   vacation of rideway um as you see on the screen  I have the whole the whole Alleyway is hatched   now but there was um the original request was to  vacate the portion of the aloa um I think it was  

the to the the the parel adjacent to I'm sorry the  the portion of the alleyway adjacent to Parcels   to8 Sherman and the parcel to the South but it  was a smaller piece and uh this went before the   city commission and the commission voted to move  forward with vacating the entire Alleyway as you   are aware now we're talking about a larger area to  be vacated so that's why this if it looks familiar   that's why it's coming back to you um and just so  you're aware the alleyway looking at our records   does extend down this is our utility map it does  extend quite a ways down um if if I don't know   how many people are familiar with this area but  I did want to point that out it does extend past   second court but we've been in contact with a um a  property owner that um that has property adjacent   to the extension of the Alaway to the South  and um there's some additional research that we   to work work on and work with that the property  owner um it's a bit more complicated that further   south so with that being said at this time staff  is only recommending instead of the actual entire   portion because that was what the city commission  asked for was the entire Alleyway and that what   you see there is actually the entire Alleyway but  because of some of the information that we got   after noticing um in order to work for to work a  little bit more and do a little bit more research   with that property owner we are requesting just  that section be abandoned at this time so the   section between second place yes that right there  so so now I don't know if the city commission will   want to move forward with the rest of the lway or  not but just given the information that we have   um we're still working with the with with this  property owner it seems there is some old old deed  

language that we need to look further into so we  just want to make sure that we cross our te's and   our eyes and if it is the will of commission  ultimately to come back and vacate that entire   Alleyway then of course staff can move forward  with that but given again what we know at this   time we think it's safe to move forward with  just the um the the northern portion that's   north of um of Second Court any questions the  board anyone from the audience here to speak on   this item I'm trying to figure out what port it is  that you're all trying to give back we I live on   that Alle I own property on that please iage to  state your name and address for the record they   record everything so we got and and please make  comment on whether or not you were sworn in I   was sworn in my name is Charles Ray of 211 Maine  and so I'm trying to figure out what it is y'all   saying that there's an Alleyway there it has not  been an Alleyway since when I was a boy and I'm 75   years old my grandmother on the property I live on  and I don't understand why it it's coming back up   now so um while it hasn't been at used alley in in  practicality it still is in the city's um holding   so this is formally taking they going to the  process to vacate it in the half the alley behind   your houses ears and other half is your neighbors  so this is of my land survey is not there sure I can add so back neor yeah so so maybe  this I don't know if this will provide some   insight or not so at the public hearing and  the board MERS will probably um recall this   the owner that originally asked for  a vacation of the alleway did bring   up that they also thought that the alleyway  had been abandoned staff tried to look that  

up to see yes I was working for the city  when I remember yes yes yes so we did try   we did now what we were able to find it does  not mean that it doesn't exist but what we were   able to find is actually the piece further north  so I'm going to try to pull this up so you see   the hatch piece in question today that we that  we're discussing today further north that gray   rectangular piece to the north that north of the  block that we're talking about we saw that that   had been abandoned so that was the piece that  we saw that had a record of being abandoned   and so that is what we were able to find the city  actually sent out letters individual Property   Owners my mother received okay yeah so our but  our goal at this time and and we're not disputing   any of that we're just saying at this time our  goal is to just move forward with abandoning   this piece and moving forward and making sure  everything's recorded and just be and just be done   how will it be recorded So if you talk I'm sorry  I have to have come the microphone and for the record how will it be a recorded then so so our  our clerks are so how it's supposed to happen um   with ordinances that are supposed to be recorded  in the in the with with the county clerk of court   our our city clerk staff actually goes down  and Records it so once it's executed um the   mayor signs off on it the city clerk signs off  and then um the City attorney signs off on the   ordinance the adopted ordinances and then they're  physically taken down to the courthouse and that   is how that happened of course not of course  not I've been paying taxes on it since I've   been living there and I've been since there since  1990 my grandmother was there in 43 and we paid  

taxes on that piece of Lan yeah notification  a docent sorry sir i' gotta have to talk I got   we get notification and a document saying that  it's been done so the process is here we make   a recommendation to the city commission goes back  to the city commission I can give you the date on   that um but it's actually going tomorrow like the  first hearing is is tomorrow morning and they'll   decide you know apparently they they get it back  to the house adding it so would assume the city's   commission's favor to to vacate it um and then  have a second reading on on the 25th of this   month so and it'll be recorded yeah and then  so will will record it so we do not send out   notifications a mass notification after um an  ordinance has been recorded however what what   typically happens is that if you've been involved  like you all are you're welcome to reach out um   and we can just send you a copy of the ordinance  that's been executed we do that all the time we   reach out to the planning board of the city  you can reach out I can give you my contact   information after after this meeting and I can um  give you the information for for my division you   can just reach out to us and we can forward it  to you yeah we do it all the time will that be   individually we can sit so we can send you a  a copy of it um digitally via email no sir so   what I just said was that if you reach out so  typically in these matters we do not do a mass   maill out once this stuff happens like we we don't  so but if you've been involved like you guys came   today after the city commission ad drops it and  then typically it takes a week or two to get the   signatures and get executed and get it recorded  then um you're welcome to reach out to our to   our office and we can forward you the executed  document that which is which would be the signed  

ordinance so just you just reach out to us and  we'll we're happy to provide that we do it all the   time so there anyone else that this item do I have  a motion from the board motion to approve second   motion a second please take the all board member  Carol yes board member stance yes board member Barker yes board member Rich yes chairman newow  yes motion passes 5 Z this brings it to the   audience participation portion of our agenda is  anybody else wish to make any comments to this   uh board if I wanted I wanted to wait for other  people to comment if they had comments but I did   want to bring something up to the board sure um  so um we we had um a board member reach out and   um at least since I've been with the development  services department I can't recall when we've   actually discussed like mail outs and packets  and if we want to go fully digital or if we want   to kind of approach it the way that we've been  doing it all these years and so I thought you know   um maybe just having that discussion about how  the board may or may not want to move forward on   that um staff's preference has always been digital  um as you know it it is the least um it it's most   cost effect the most cost effective option um  we are happy though to provide like hard copies   when you come to the meeting because we understand  if you don't have tablets you need those visuals   um but as far as mailing out the P package trying  to just cut down on that cost um we that we would   really appreciate if the board would take that in  consideration but um we could and I'm I'm I'm open  

to any um suggestions that the board might have  but um just working on having the agenda out a   little earlier posting it and then that is where  you could view all of the information we would   still provide the executive summaries that you  already get those electronically anyways but um   um we just wanted to bring that up because I I  understand um there were some questions about   that so yeah and I and I mentioned that because  like this mail out just for me was $31 and I feel   like I could easily just receive that as an email  and save the city yeah that times five right and   so I you know I just want to be a good Steward  AB money and one and and this is actually I'm   glad you brought up that price point because the  reason why it was so high this time is cuz we over   we like did a rest job cuz we were trying to work  on working with applicants for this agenda and so   when we looked up we were like we need to hurry  up and get this to them ASAP and so that's why we   that's that's why the the cost was the cost but  with that being said still if we would have just   posted it online and then let you know um then  that that would still have been a cost savings   and we would have gotten it to you probably the  day before you got you even received your packet   um so just just food for thought I think what we  to do just turned it off I think what we got to do   is is can everybody get email and print it if they  wanted to do that once you send it and if you'll   just send us an email or text and says you know  check your email okay we'll know it's from you   then we can get it and then we don't have to worry  with all this paperwork it'll save a lot of time   energ effort we can still have the paper copies  when we come here for yeah we'll get a paper that's fine but you you eliminate the mail  and you eliminate someone have stuff that's   yeah that's fine so yeah so be my recommendation  so it's and if anybody wants a paper copy prior  

to the they can come to the department right  and get copy yeah if you guys let's say maybe   there's a a very complex item and you're like  I really would like a hard copy we understand   that so if you want to come we can you know  just let us know in advance we're happy to   print it out but so my understanding um we'll  we'll move forward with just having the agenda   posted online finalizing everything um and just  getting it online no later than the Tuesday yeah   prior and just email it to and yeah and so once  that link goes out we will like I typically let   you guys hey the the agenda is now available  online you guys get that email now but kind   of later on our goal now is to get out to you  like basically as soon as possible so you you   will still have you'll actually get a few more  days a couple more days um yeah I was going to   say get it faster you'll get it faster yeah a  way to go yeah well it's true I mean we we can   I mean it'll give us you know that full Friday to  finalize everything so literally by that Tuesday   it you should have it yeah so and if we can get  out earlier of course but um no later than Tuesday   it would be staff's goal to get that to you cool  we don't need to V and it'll include all the same   visuals and email everything will be the same I'll  be honest I do like the paper copy like there's   something nice about bringing a paper copy and  being able to take notes on but we can still okay   with trying it okay so we'll we'll but we'll still  for for the purposes of you know here we'll just   like when you all came down here today you had the  hard copies we can we can still do the same thing   but there is there there is still a deduction  of the cost of mailing it I'm proud of you   Chris so yeah we just wanted to bring it up for  consideration and let's see how it goes if if we   gives it if if if it gives us too much heartburn  then we can we can try something else but yeah  

staff staff's goal is to go digital as much as  possible so you need a motion to that I don't   think so okay well I agree we do need cof when  we come here absolutely and we can we'll we'll   still provide that perfect cool awesome thank you  yay anyone else all right A J thank you all right