Planning Commission - Regular Meeting

And I believe first on the agenda we have a conversation about Oh, minutes. Yes. Thank you. So, we have two minutes on the on the agenda. We have the October and November minutes. The October we partially approved and then held while we reviewed the tape. So [clears throat] the and Pat feel free to jump in on this, but basically after reviewing the recording and the motion that was made during the October was October 8th meeting, um the motion that was made and the motion that was recorded and the minutes are accurate. So that is the kind of legally accurate and binding motion that was made. We're approving the minutes and the finding effect. Um but that was the motion made. So, kind of beyond our purview to reopen a a case that we've already closed. So, um happy to answer any questions about here to answer questions. The uh applicants attorneys here in case there's any question, but um generally speaking, it's a kind of closed case. Um, but happy to happy to answer any questions. And a good reminder for the commission to be very intentional in your wording in the moment when the motion is made and seconded and voted on because that is the legally binding item. Any questions about that? Okay. So, let's go ahead and do the October minutes first. If someone would please make a motion to approve the minutes and finding effect, please. I'll make that motion to approve.

Thank you. Is there a second? I'll second. Great. All those in favor? I I I. Any opposed? Seeing none. And then the November minutes. I do have one edit which is uh Travia I think voted in the negative for one of the votes. So u and that wasn't reflected in the minutes. Wasn't there? I also thought there was one when Chris had a negative on one of the votes. Okay. Was there Yeah, you did for the the sheets. Okay. Project.

Thank you for looking out for that. I caught Travis, but not Chris's. Um, so this is DA 11 where uh Stravia voted ne in the negative and then believe it is DA12. Is that right? Yeah. Yes. Okay. DI12 where again it would have been an 81 Yes. Roberts. So not super material but

yeah. Okay. With those two changes. Any other discussion or not? I'll take a motion to approve with those edits. I'll motion to approve with those edits. Great. Is there a second? I'll second. Thank you. All those in favor?

I. Any opposed? Okay. Seeing none, that motion carries and the minutes for both October and November are approved. Okay. Legacy project discussion. Keegan. All right. Um, thanks everyone. So, I was actually not here when this was last discussed, but Casey led the item for me. So, she gave me some of the notes and feedback that you all had. I know that there was mostly just general discussion um about sort of timeline and how we plan on implementing the legacy project. So, or the revamp of the legacy project. So I can give you a little bit of overview what we've done to date and sort of what we're projecting out. Um show you the I think there's one section that I did edit based on the feedback that we got and then I know the last piece there was some discussion about potentially renaming the program to go along with this revamp. Um so that's something that we can discuss today. So just to give you a sense of where we're at, we developed this outline which I believe was shared in more detail at the last meeting. This is the first step toward a more formalized legacy project program or whatever it's to be named. The idea here is that while it's been a great program, um the informal nature has made it somewhat challenging to get the word out, um to solicit ideas and also to ensure that the submittals are of, you know, a high quality and meet certain, you know, minimum thresholds in terms of a itemized budget or a schedule, deliverables, etc. It's kind of reworking the wheel every time someone comes in. So, we think this is um sort of good hygiene for operating a program like this. Um kind of brings it

more in line with some of the other grant programs that the city has. We've spoken with a number of folks about this. The city attorney's office um also our grants administrator, assistant director in finance. Everyone believes that this is a good idea. Don't see any major pitfalls. Um there's a benefit that this is a relatively small sum of money. you know, most grants are anyways. And we're not receiving federal funding that limits the amount of compliance and stuff that we have to do. So, all in all, I think we're headed in a in a good direction. The we put together this outline and what we're planning for now is uh determining the next step with the city council. We're actually just still having that discussion about the appropriate touch point whether it will be a formal council meeting likely on the consent agenda where they would see a memo and the materials and just approve presumably um or we have other methods to communicate to them. So one we're still weighing that with the management and leadership within the department to determine the best route. Um, but either way, we hope to have that completed by January. And then that puts us sort of on the timeline that was shared to have information go live in February and then kind of proceed from there so we can get a project in um, and clear through all of the budgetary requirements before the fiscal year ends. Um, because that was always the goal is to try and have this revamp for the next cycle in the spring. So hopefully that gives you a good sense of where we're at, where we're headed. Are there any questions about that like logistics wise? Okay, great. So um the the bit of like material feedback I think we heard at the last meeting was fairly minor but um for these evaluation criteria changing them to be sort of statements as opposed

to questions um so sort of declarative that the project will you know meet these various evaluation criteria categories whether it be innovation and design quality community impact etc. Um, I will say, [clears throat] you know, this is not meant to be a fully exhaustive list and the commission will ultimately have the ability to award a grant, right? So, if there's something that's I I wouldn't get too caught up in having every single thing, you know, captured here, but we I did try to write them fairly broadly. So, I think it, you know, probably captures 80 90% of what you all are typically looking for um with one of these grants. Um, that was the main material change at least that I heard. Um I was trying to remember if I received any there there was one there's one change that um I think came up in some discussions with uh the chair and commissioner Toms about you know do we want to set some type of requirement for who can be awarded the the grant like for an individual versus does it have to be a nonprofit or a company. Um I think that's a determination that you all could make. I I didn't hear anything.

There wasn't a limitation from I didn't hear anything. Um I'm happy to follow up to make sure, but I believe um I could be wrong, but I think to date they've all been either nonprofits or, you know, institutions. Yeah, exactly. And that's probably the better route to go just for general protection and kind of guarantee, you know. Um, yeah. One placemaking Raleigh that was probably an LLC. Tina Goan. Yeah. Yeah. I think she did have like might have just been her, but I think she did have an LLC or something that she was affiliated with. Okay. Or managed.

I think that'll sort itself out as we get further.

Yeah. So, um I guess the other piece of this once we go live, the plan is to create a website similar to what we have for the s Walter Raleigh Awards and that we have for some other programs. And the nice thing is that it'll be integrated into Raleighc.gov. So, it'll have the same functionality. Um pretty robust in terms of what you can do with the setup of the page. So, we'll be able to have we should be able to have an ability for people to submit directly through the website, you know, kind of like they're submitting basically just a digital form. So, they can fill out the questions um submit attachments, etc. We'll receive them and then on a specific timeline, you know, we'll provide them all to you for your review. Um so, that should be pretty smooth. And then our communications team is very adept at getting the word out. So, we have numerous channels that we could plug into, of course, if you all have other ideas. Um, we'll provide you with the information necessary. Um, we could potentially consider a flyer of some sort. Um, sort of depends on the bandwidth of our communication staff because they manage things for the whole department. But I think certainly we can get the word out via email and to our, you know, targeted list serves and audience. um in addition to word of mouth. Um so I think that I think that mostly covers it on my end. Of course, we're happy to answer specific questions and then I know the one maybe lingering thing is if the commission wants to entertain a name change to go along with the revamp. And um I think that's something that would probably need to be decided tonight just based on the timeline we're working on because there's no further meetings in

December and then we have to sort of quickly prepare materials for the January council meeting if that's what we end up having to do. Um we usually have to have that done about two weeks in advance of the actual council meeting. Got it. Thank you. I think this is fantastic. I'm very excited by this. Um, I think last time we talked about this and if someone has the minutes, fantastic. I think we were honing in on a name like blanking on what that exact name was at the moment, but it was like design impact or something like that. Um, but Dave, you had a question. Yeah. And

on the um the process for this interview and selection is the selection discussion. Can we do that in a closed session or is that at the table here? I want to be I don't want to hurt any invested citizens feelings. Yeah, I guess I would defer to the commission attorney. So, you'll allow me time to look into that? [laughter] It's a good question. Yeah, I think that's preferred. Yeah, I understand. Yes.

Yeah. Yeah, and we I think we had this conversation in our second meeting previously, but for Sir Walter Rally Awards, obviously we have some of that similar conversation and we intentionally structure that so it's two commissioners and then outside folks so we're not actually having a meeting so we can have that kind of closed uh conference on it. But um yeah,

I had a question about the submission requirement. Forgive me, I wasn't there last time. Is there any place where people can put in because I know you have pictures of existing condition in the description? Is there or do we want to ask for like a plan or any graphics that show the I guess is there something that outlines or that gives them the opportunity to like if somebody had a drawing like a plan set or a proposal or a model model and it could be Yeah, I don't know if we want to require this or if that's uh

we Yeah, that's a great suggestion. I mean, of course, I'll take the commission's guidance, but you know, that's something we do we do have a section here, you know, if requested by the commission um or if applicable, one of those categories could be fitting for something like that because it might Yeah, they might not have anything, but yeah, they might as well. Can you scroll to the eligible expenses or ineligible? Sorry, I was trying to remember where that is. There. Yep, here we go. Okay, it's it's fine. It was scrolling through earlier and I misread it. Okay.

Uh and then is there a statement on the uh goals or in intent that yeah the evaluation criteria that it's not necessarily required to achieve every one of those. Yeah. That statement in here. Okay. Great. I think it's one of the things we can finesse when we get to like the web page and the actual application form just to make that as abundantly clear as possible.

Yeah, we could bold it or put it in different font or something. Um I I will say too it's going to be a a learning experience to see how many people we actually get. But um barring something truly, you know, unforeseen, we can provide you all with everything, every application we get, you know, and you all can make a determination if you want to accept something that might be a little deficient, uh you know, or not, right? So, um,

um, back to that question on can individuals apply, is it smart to limit it to like a legal entity or something like that or is it too big a risk to just leave it wide open and somebody wants to plant a rose garden? I feel like that answer is going to be sorted by someone. Yeah, I think um I don't know that there's an outright prohibition. Um I can I can confer with our grants administrator again just to see if she has any you know awareness of a restriction.

I think there there is a practical constraint that like as you get up in a grant amount you have to enter into a contract. You usually have to have like liability insurance. There's some things that would practically preclude some individuals from, you know, wanting to pursue it. Depending on the dollar amount, many of the to you go higher in amount, many of those grants start to become, you know, you need to have a nonprofit entity or some, you know, like a legal entity, nonprofit entity, etc. up the chain to

I don't know that we necessarily need to require it. I like the idea of leaving it open for an individual to apply and maybe an opportunity to encourage them to partner with someone if the application is strong if they need the legal support or institutional support. Yeah. But you would you wouldn't want to preclude someone with a great idea in the city from bringing that. Yeah. I think it's a factor in ability to you know potentially a factor in ability to actually execute the project. Right. Right. But we can accept or not accept it

and that might be a learning curve too the you know depending on like if we get a lot of individuals that can't back it up like we don't know who's going to submit. So maybe like opening it to more people and then next year if that doesn't if that's legally feasible next year if that was too much of a mess then maybe like okay from now on maybe it's not that hard even as an individual you can have a single proprietor LLC just like so like Tina did so we could always see what comes in and then make adjustment for the following year. Yeah, I'll check and just make sure there's no outright prohibition, but I think it is something we can kind of work through as we move ahead because um you know, we're still going to be setting up the website and that type of thing

on um just general timing of this. Obviously, this is a year one implementation, so we should get it. we should just do it and can always improve in year two. Uh Sir Walter Raleigh has kind of pulled forward more in its planning execution window that we have applications open. I if that's going to continue to be the case, I would probably encourage us to try and pull this forward the following year. I think you know just to try to not have things cross.

We also [snorts] have our annual report that's around that kind of March April time frame. So potentially have a lot of things simultaneously which in a perfect world to me it would be a you know you could announce more or less that it's open around the Sir Walter Rally Awards and kind of have that moment where you've got people collected to help get the word out about it. Yeah. I think similar to Sir Walter once you do as we do it once we'll have it ready to go the second time and we can make enhancements but it'll be pretty easy to turn on.

Yeah. Okay. And the name I couldn't find the October minutes easily. Um, does anyone remember what the name was that we were circling towards? I want to say it was design impact or something like that. Anyone have any other suggestions? Um, now you said design impact. That's all I can think about. All right. Is it design impact something or is it just Grant?

We did. I think we were we had some conversation of whether or not Grant should be in it or not uh last time, but we didn't. Yeah, it it may help with the messaging that you're trying to formalize and make it more serious. I mean, it is a grant, right? you're giving money to people, you know, that's functionally what it is. But I think then it would put it in line with some of the other programs which are explicitly called grants. So design impact grant. How does everyone feel about that?

The design review commission and we are changing legacy project to design impact grant. I'm good with it. I'm seeing thumbs up. Kate, you got thoughts? No. [laughter] Yeah, I presume there's no issue with it, but I will obviously follow up if I hear anything differently. Okay. Um, if it needs to be design impact project, I think that's probably fine, too. Yeah. Okay, great. Um, do you need a motion or anything on that or are you clear? I don't think so. Unless the attorney thinks we do any type of motion or approval.

Why don't you go ahead and make a motion? and then we'll have a good record of it. [laughter] Excellent. I move to approve this um this outline in front of us today to proceed to the you know next procedural step here for review and approval with the one amendment of changing the name to the design impact grant or alternatively design impact project if grant's not viable. Uh is there a second to that? Can we amend that to include uh close session? What's the

uh the close session award discussion? [snorts] Do we need your feedback first? I think we can figure that out as part of I'm having some doubt that the closed session is permissible. Okay. But I don't have certainty for you yet. Um certainly would have it for you for the next meeting. Okay. I think then no amendment. Okay. And I think there could be other avenues to us if we determine that that's an issue we could do like we do for Sir Walter or something like that. So all right. So there's a motion and a second. All those in favor please say I. I. I. Any opposed?

Seeing none. That is approved. Thank you Keegan for all your work on that Pat and others who have contributed to that. That's a really exciting formalization of a you know a legacy from previous commissions. So yeah, thank you.

Okay, the next item is board or excuse me commission officer elections. So um this commission term will be served for approximately a year though I believe our new bylaws say approximately September is when uh the next election should occur. Um so more or less now till September and I send an email to everyone just identifying the folks that are eligible for that. So again just to reiterate you have to be a regular member versus an alternate member to be chair vice chair. So really that effectively leaves about six folks. Uh Brooke couldn't make it tonight, but um took her name out of the the hat there. So of the five remaining folks um would love nominations at this time for chair, vice chair, and I'll start with chair and we'll work deductively to vice chair. And I'm happy to answer any questions. Chair Chris was also chair and he can speak to this about what that commitment looks like. Um, yeah,

I was going to nominate Kyle for chair. Okay, Kyle, do you accept that nomination? I do. Um, but I do want to kind of stress that I don't really know if I'm going to renew my lease that is up in July. Um, I am leaning towards doing so. U, but I would hate to kind of just abandon ship middle of the term. Uh, so yes, with that on the table. Okay. [snorts] Does anyone else like to put their name in or nominate? Selfnominate yourself.

Yeah, you can self-nominate yourself. [laughter] Just saying Dave. I'm concerned about the number of times I have to recuse over the course of a year is my only concern. I'm willing to do it, but I'm relieved that Kyle [laughter] has accepted the nomination and would be to support him as a vice chair. Okay, Travia, any No, I just wanted to let you know, I know I'm one of the eligible candidates, but I'm actually going to be a president to a different organization next year, which is going to be pretty hectic already. So, I don't want to just Thursday nights. That's all we need. [laughter] Yeah,

understood. You made it look simple, but I know it's more than that. [clears throat] Okay. Well, we have Kyle nominated. Um, and unless there's any further conversation, we'll move on to vice chair. So, I heard Dave self-nominate for vice chair. Is there anyone else that would put their name in for vice chair? Well, I nominated Dave for vice chair and he ended up nominating himself. I I emailed him, told him I would be doing this. Oh, excellent. [laughter] Yeah. Yeah. I'm flattered. Thank you. That's all I got. I'll also nominate Dave for vice chair.

Great. And obviously you said you would accept. So, um, okay. You're not going to make this interesting. Oh, [laughter] you want to fight the spicy?

Okay. Well, unless there's further discussion, we can do this just with a straight up vote. And all those in favor of approving Kyle as chair and Dave as vice chair for the 2026 effective year of the design review commission. Please say, well, I'll make the motion. Sorry. I I move to approve Kyle [clears throat] and Dave as just mentioned. Is there a second? Second. All those in favor, please say I. I. Any opposed?

Seeing none, congratulations. And I will turn the floor over to Chair Springer. Thank you all. Um trying to remember what else was on the agenda for today. I guess there was the report of the city attorney. I don't know if you have anything to share with us today. No report. Thank you. [laughter] And then a report of I guess let's review the calendar for the upcoming year. Casey,

um I did I did print out copies. They're on the table over there. So if you don't already have one, if it's helpful to look at that. Um I don't have it pulled up to share on the screen. Um but I also did email it to you guys. So hopefully you've had a chance to take a look at it. Um really just providing this at forformational purposes and had an opportunity to have a conversation. Um thinking ahead obviously the the dates that you all meet are the first and third Thursdays of the month. Um but between the legacy project soon to be or now to be known as the design impact grant um that work, the annual retreat, the annual report, Sir Walter Valley awards, um and of course the regular design alternate work. Um I think this is helpful to kind of think ahead of like planning out that work throughout the year. Um so you'll see in there there's some I included some of those major milestones. Um again annual retreat presentation of the annual report to council um and uh siral rally awards. Um so for the benefit of folks that might be listening and the newer folks on the commission um the first meeting of the month is held in council chambers and reserved for design alternate hearings. Um the second meeting of the month is held typically in room 303 upstairs and reserved for nonqj business um such as planning the s walter rally awards or legacy projects. Um, in years past, we've made an effort to, if there's room on the first meeting of the month agenda to shift things that we might have done at the second meeting, um, to the first meeting and then cancelling the second one just to help with everybody's calendars and and make good use of everybody's time. Um, so obviously that's still an option moving forward. And unless you guys want to do something different than that, I assume we're going to keep on that track. Um, so I guess if there's any questions

or thoughts about kind how that schedule is laid out, I'm open to hear that now so we can um start planning because that helps staff anticipate workloads and figure out, you know, when we're going to have various things happening. Um, but I did want to kind of plant a couple seeds for the January meeting. Um, but I don't want to jump the gun if you guys want to have like a broader discussion about the calendar. I don't know if anybody has anything to put in, but uh thank you for putting this together, Casey. Um this is really helpful kind of see where we're tracking for the next year and those milestones at the beginning of the year that we kind of need to step through. Um I don't really have any comments on this. Does anybody else have any reactions or comments they want to share?

Okay. Um, I did want to, um, again plant the seed for you guys to start thinking about for the January meeting. Um, you'll see I put on there, um, we don't have any design alternate cases that were filed for that meeting. Um, but I think it's a great opportunity, um, to, um, start talking about the annual report and what you'd like to include in that and sort of start making some assignments of who's going to take which part of it. Um, also, um, talking about a preferred location for the annual retreat and it if you have any like special topics that you might want to be covered so that way we have time to book a space and um, check everybody's availability and prepare for that. Um, the meet the meeting rooms book up quickly. So, I know last year we I had to find look a couple places. Um, you guys didn't get your preferred location, but um, it all worked out in the end. Um, so just wanted to talk about that in January. And then also, um, it seems early, but start talking about Sir Walter Raleigh Awards. Um, and, uh, decide on a date and a preferred location. Um, and any potential changes that you might want to do. Um, the sooner we can identify those things, the more likely we're able to actually do it. um especially when it it involves staff time. Um as Keegan mentioned, our communications team does thing everything for the whole department. Um they're a small and mighty team. Um so if there's any sort of requests beyond what we typically do, if we can identify those now or January, um where I have a better chance of being able to get it in their work plan for them to be able to accommodate that. Um, so I wanted to mention all those things to you now so you can start thinking about that. Um, so we can have a good discussion in January.

That's all that I had unless you guys had any questions or thoughts. Okay, thank you. Thanks for pulling that together for us, Casey. Um, I guess the last item on the agenda was a report from chair and vice chair. And I don't know that we've got anything. I certainly don't. Dave, do you have to report? [laughter] Cool. Um, with that, I'll go ahead and adjourn this meeting. Thank you all and I hope you all have a great Christmas and happy new year and see y'all after the first. Thank you. Thank you. Thanks, guys. Congrats, Kyle and Dave. Congratulations.

Congratulations, Will. [laughter] weathered the storm. We didn't run out the door. Like this what Adam did. He just literally ran out the door. [laughter] He's like, "And I'm done. Bye. [music]

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