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HomeMy Public PortalAbout8.3.2004 Planning Baord Agenda and Minutesof Hillnc I7 AGENDA PLANNING BOARD Tuesday, August 3, 2004 7:00 PM, Town Barn ITEM #1: Call to order and confirmation of a quorum. ITEM #2: Adoption of minutes from April 27 public hearing and June lmeetings. ITEM #3: Additions to the agenda & agenda adjustment. ITEM #4: Committee reports and updates • Board of Adjustment ITEM #5: Recommendation to Town Board regarding text amendment to define "low impact school' and allow the use in the Economic Development District, Primary Action requested: vote on recommendation ITEM #6: Discussion of the rules of procedure and suggestions for amendments. Action requested: discussion and direction to staff/Attorney ITEM #7: Discussion of Zoning Ordinance definitions review (homework). Action requested: discussion and direction to staff ITEM #8: Adjourn Please call the Planning Department if you cannot attend. 732-1270 extension 73 (this line is connected to voice mail) 101 East Orange Street • P.O. Box 429 • Hillsborough, North Carolina 27278 919-732-1270 • Fax 919-644-2390 MINUTES PLANNING BOARD August 3, 2004 PRESENT: Paul Newton (Chair), David Daniel, Matthew Farrelly, Kelly Hopper, Dave Remington, Barrie Wallace, Bryant Warren PUBLIC: Bob Hornik, Margaret Hauth Newton called the meeting to order at 7:04 PM. He noted that a quorum of the board was present. He introduced Dave Remington, new member representing the extraterritorial planning jurisdiction. ITEM #2: Warren moved to approve the April public hearing and June meeting minutes as written. Wallace seconded. VOTE: Unanimous. ITEM #3: Hauth asked to add an invitation by the Tourism Board under reports and Warren asked for an update on Kenion Grove as item 6.5 and the members agreed. ITEM #4: Hauth reported that the Board of Adjustment denied a site plan for a new Dollar General to locate on Orange Grove Road behind Central Carolina Bank. The members discussed the request briefly and whether design standards were needed to assist the Board of Adjustment. Hauth invited the members to attend the Tourism Board meeting on August 30 at 5:30 PM to discuss the process to create a`Churton Street corridor plan to complement the downtown streetscape plan. The members were surprised that the Tourism Board was taking an active role in a planning initiative and expressed interest in cooperating. ITEM #5: Hauth introduced the proposed text amendment to allow low intensity schools in the EDD. She said a number of parents spoke in support of the request at the public hearing. MOTION: Warren moved to recommend approval of the amendment to the Town Board. Farrelly seconded. VOTE: Unanimous. ITEM #6: Hauth introduced the discussion about possible amendments to the board's rules of procedure. She said the agenda packet included a list of topics from the last meeting. Newton suggested taking each item in turn and discussing possible changes. 1. Election process. Hornik said a variety of options exist. Newton said that the Board of Education accepted nominations, had a motion and vote to close nominations, followed by a roll call vote. Members discussed the need to be present to be eligible for an office, that staff should "chair" the election process, that nominees should have the option to declines, and various tie -breaking mechanisms. 2. Rotation of chair/vice-chair. The members discussed whether term limits for these positions were required or a good idea. After significant debate, the members agreed terms limits or rotation was not needed. 3. Alternates. Delete the section ITEM #6.5: ITEM #7: PB 8/3/2004, page 2 4. Executive session. Hornik said the board could hold closed sessions and there might be sometimes they would want to. He said he would provide updated language so the provisions are current. 5. Discussion process. Hornik noted that the stated process is for taking action, not necessarily for the introduction and discussion of the topic. No amendments to the rules are anticipated. 6. Hornik noted the likely source of confusion with the procedural motion list is a typographical error. He said that "repeat" should be "repeal" and that both motions should be used with great care. The members agreed the correction provided enough clarity. 7. Board representatives on BOA and Parks & Recreation. Hornik said the Planning Board could determine their representatives, but it should be formalized. The members agreed this topic should be part of the April organizational meeting. 8. Special meetings. Hornik said the current language covers special and emergency meetings. He suggested clarifying those provisions because the open meetings provisions are different for each type of meeting 9. Public hearing attendance. The members discussed how to clearly indicate that pubic hearings require a quorum of the Planning Board and to work that into the attendance policy. Hornik said he would propose some additional language. The members also discussed the attendance policy and what constitutes an excused absence. No changes were proposed in that regard. Warren asked for an update regarding Kenion Grove. Hauth said the town had received the judge's ruling in favor of the applicant and had decided to file an appeal. She and Hornik provided brief updates on other pending litigation. Hauth introduced the definitions homework discussion. She said the packet included the comments submitted by members. She noted that Wallace found an important error in the definition for condominiums that referenced the incorrect section of the ordinance. The members discussed the information Daniel submitted and discussed what constituted a dwelling unit. Hauth noted that this definition is important and surprisingly problematic. No new terms were assigned. Newton adjourned the meeting at 8:59 PM. Respectfully submitted, Marg et A. Hauth, Secretary date