HomeMy WebLinkAbout02-05-2013 PLANNING COMMISSION AGENDA
The City of Auburn Planning Commission is an eight member advisory body that provides recommendations to the
Auburn City Council on the preparation of and amendments to land use plans and related codes such as zoning.
Planning Commissioners are appointed by the Mayor and confirmed by the City Council.
Actions taken by the Planning Commission are not final decisions; they are in the form of recommendations to the
City Council who must ultimately make the final decision.
PLANNING COMMISSION MEETING
February 5, 2013
AGENDA
I. CALL TO ORDER – 7:00 p.m., Council Chambers
II. APPROVAL OF MINUTES
A. November 20, 2012
III. PUBLIC COMMENT
Comment from the audience on any item not listed on the agenda for discussion or public
hearing.
IV. PLANNING DEPARTMENT REPORT
Update on Planning and Development Department activities.
V. ACTION
A. Election of Planning Commission Chair and Vice Chair * (Chamberlain)
Summary: Annual election of the Chairperson and Vice-Chairperson of the Auburn
Planning Commission for 2013.
VI. OTHER BUSINESS
A. Planning Commission Rules of Procedures* (Chamberlain)
Summary: Review of the adopted 2007 Planning Commission Rules of Procedures to
determine the need, if any, for any changes or revisions or additions and to address
any Commission questions or concerns regarding the Rules of Procedures.
B. Auburn City Code Chapter 16.06, Environmental Review Procedures*
(Chamberlain)
Summary: Discussion of increased development threshold exemptions allowed under
the State Environmental Policy Act.
VII. ADJOURNMENT
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Memorandum
To: City of Auburn Planning Commission
From: Elizabeth Chamberlain, AICP, Planning Manager
Date: January 29, 2013
Re: Election of Planning Commission Officers
The annual election of the Chairperson and Vice-Chairperson of the Auburn Planning
Commission is scheduled to occur at the February 5, 2013 Planning Commission meeting.
Section 3 of the City of Auburn Planning Commission Rules of Procedure (adopted November
1983, revised November 1988, updated April 2000, revised February 2007) specify the
procedures for the annual election of officers. The following are those procedures as well as the
duties of the Chair and the Vice Chair as specified in Section 4:
III. ELECTION OF OFFICERS:
1. The officers of the Commission shall consist of a Chair and Vice Chair elected
from the appointed members of the Commission and such other officers as the
Commission may, by the majority vote, approve and appoint.
2. The election of officers shall take place once each year at the Commission’s
regular meeting in January of each calendar year. The term of office of each
officer shall run until the subsequent election.
3. The vacancy of an office caused by the resignation or removal of any member of
the Commission during his or her term of office shall be filled for the remaining
term of office by the Mayor and confirmed by the City Council. The Chair will be
replaced by the Vice Chair and the Vice Chair will be replaced by vote of the
members of the Planning Commission.
IV. CHAIR:
1. The Chair shall preside over the meetings of the Commission and may exercise
all the powers usually incident of the office. The Chair shall be considered as a
member of the Commission and have the full right to have his/her own vote
recorded in all deliberations of the Commission. Unless stated otherwise, the
Chair's vote shall be considered to be affirmative for the motion.
2. The Chair shall have power to create temporary committees of one or more
members. Standing committees of the Commission shall be created at the
direction of the Commission and appointed by the Chair. Standing or temporary
committees may be charged with such duties, examinations, investigations and
inquiries relative to one or more subjects of interest to the Commission. No
standing or temporary committee shall have the power to commit the
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Commission to the endorsement of any plan or program without the approval at
the regular or special meeting of the Commission.
3. The Vice Chair shall in the absence of the Chair, perform all the duties incumbent
upon the Chair.
4. In the event of the absence of the Chair and Vice Chair, the senior member of
the Commission present shall act as Chair for that meeting or may delegate the
responsibility to another member.
Election of Chairperson
The current Chairperson should call for nominations of Chairperson for the 2013 calendar year
from the current membership of the Commission. Following receipt of all nominations, the
current Chairperson shall name all nominations received. Following the naming of all nominees,
the current Chairperson shall ask for a roll call vote by the Commission on each of the nominees
individually. The Secretary shall call the name of each Commission member and ask for his/her
vote for each nominee. For each nominee when asked, the Commission members present shall
signify their vote by a Yes or No. The Commission member receiving the highest number of
votes shall be the Chairperson for the 2013 calendar year.
Election of Vice-Chairperson
The newly elected Chairperson should call for nominations of Vice-Chairperson for the 2013
calendar year from the current membership of the Commission. Following receipt of all
nominations, the newly elected Chairperson shall name all nominations received. Following the
naming of all nominees, the newly elected Chairperson shall ask for a roll call vote by the
Commission on each of the nominees individually. The Secretary shall call the name of each
Commission member and ask for his/her vote for each nominee. For each nominee when
asked, the Commission members present shall signify their vote by a Yes or No. The
Commission member receiving the highest number of votes shall be the Vice- Chairperson for
the 2013 calendar year.
Please contact staff in advance of the February 5, 2013 scheduled meeting if you have any
questions concerning the election of the Chairperson and Vice-Chairperson.
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Memorandum
To: City of Auburn Planning Commission
From: Elizabeth Chamberlain, AICP, Planning Manager
Date: January 31, 2013
Re: Review of Adopted 2007 Rules of Procedure
The Planning Commission has previously adopted Rules of Procedure (refer to attached) to
guide it in the conduct of its functions and obligations. The Rules of Procedures were originally
adopted in November 1983 and have been revised several times, most recently in February
2007. At the Commission’s February 5, 2013 regular meeting, staff requests the Commission
review the Rules of Procedure to determine the need, if any, for any changes or revisions or
additions and to identify and discuss any Commission questions or concerns regarding the
Rules of Procedures.
Planning Commission – Rules of Procedure
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CITY OF AUBURN
PLANNING COMMISSION
RULES OF PROCEDURE
ADOPTED NOVEMBER, 1983
REVISED NOVEMBER, 1988
UPDATED APRIL, 2000
REVISED FEBRUARY, 2007
Planning Commission – Rules of Procedure
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PLANNING COMMISSION - RULES OF PROCEDURE
TABLE OF CONTENTS
SECTION SUBJECT PAGE
I. NAME..........................................................1
II. MEETINGS.................................................1
III. ELECTION OF OFFICERS.........................2
IV. CHAIR.........................................................2
V. SECRETARY..............................................3
VI. QUORUM....................................................3
VII. ABSENCE OF MEMBERS..........................3
VIII. ACTIONS DEFINED...................................3
IX. AGENDA.....................................................4
X. PUBLIC HEARING.....................................4-6
XI. CONFLICT OF INTEREST.........................6-7
XII. AMENDMENT............................................7
Planning Commission – Rules of Procedure
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CITY OF AUBURN PLANNING COMMISSION
RULES OF PROCEDURE
We, the members of the Planning Commission of the City of Auburn, do
hereby adopt, publish and declare the following Rules of Procedure:
I. NAME:
The official name shall be "The City of Auburn Planning Commission."
II. MEETINGS:
1. All meetings will be held at the Auburn City Hall, Auburn, Washington,
unless otherwise directed by the Secretary or Chair of the Planning
Commission.
2. Regular meetings shall be held on the Tuesday following the first
Monday of each month, and shall be open to the public. If the first
Monday of the month is a legal holiday, the regular meeting shall be
held on the following Wednesday. The meeting shall convene at 7:00
P.M. unless otherwise directed by the Secretary or the Chair.
3. Special meetings shall be at the call of the Chair. A minimum notice of
24 hours shall be provided for special meetings in accordance with
State law.
4. When a regular meeting day (Tuesday) falls on a legal holiday or on the
November General Election, the Commission will convene on the
following Wednesday.
5. If no matters over which the Planning Commission has jurisdiction are
pending upon its calendar, a meeting may be canceled at the notice of
the Secretary or Chair provided at least 24 hours in advance.
6. Except as modified by these rules of procedure, Robert's Rules of
Order, as amended, shall govern the conduct of the meetings.
7. Executive sessions can only be held in accordance with the State Open
Meetings Act.
Planning Commission – Rules of Procedure
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III. ELECTION OF OFFICERS:
1. The officers of the Commission shall consist of a Chair and Vice Chair
elected from the appointed members of the Commission and such other
officers as the Commission may, by the majority vote, approve and
appoint.
2. The election of officers shall take place once each year at the
Commission’s regular meeting in January of each calendar year. The
term of office of each officer shall run until the subsequent election.
3. The vacancy of an office caused by the resignation or removal of any
member of the Commission during his or her term of office shall be
filled for the remaining term of office by the Mayor and confirmed by the
City Council. The Chair will be replaced by the Vice Chair and the Vice
Chair will be replaced by vote of the members of the Planning
Commission.
IV. CHAIR:
1. The Chair shall preside over the meetings of the Commission and may
exercise all the powers usually incident of the office. The Chair shall be
considered as a member of the Commission and have the full right to
have his/her own vote recorded in all deliberations of the Commission.
Unless stated otherwise, the Chair's vote shall be considered to be
affirmative for the motion.
2. The Chair shall have power to create temporary committees of one or
more members. Standing committees of the Commission shall be
created at the direction of the Commission and appointed by the Chair.
Standing or temporary committees may be charged with such duties,
examinations, investigations and inquiries relative to one or more
subjects of interest to the Commission. No standing or temporary
committee shall have the power to commit the Commission to the
endorsement of any plan or program without the approval at the regular
or special meeting of the Commission.
3. The Vice Chair shall in the absence of the Chair, perform all the duties
incumbent upon the Chair.
4. In the event of the absence of the Chair and Vice Chair, the senior
member of the Commission present shall act as Chair for that meeting
or may delegate the responsibility to another member.
Planning Commission – Rules of Procedure
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V. SECRETARY:
The Planning, Building and Community Director (“Director”), or his/her
appointee, shall act as the Secretary for the Planning Commission and shall keep a
record of all meetings of the Commission and its committees. These records shall be
retained at the Planning, Building and Community Department.
All public hearings shall be electronically recorded verbatim and may be
transcribed upon request of the Director, City Attorney, the majority of the
Commission, or City Council. Transcriptions may be requested by other parties, in
which case, the costs of transcription shall be borne by the requesting party.
VI. QUORUM:
A simple majority of the appointed members shall constitute a quorum for the
transaction of business. A simple majority vote of the quorum present shall be
sufficient to dispose of the matters before the Commission.
VII. ABSENCE OF MEMBERS:
In the event of a member being absent for three (3) consecutive regular
meetings, or being absent from 25% of the regular meetings during any calendar
year, without being excused by the Chair, the Chair may request that the Mayor ask
for his or her resignation. To be excused, members must inform the planning
commission’s secretary in advance if they cannot attend a scheduled meeting, or by
the end of the next business day.
VIII. ACTIONS DEFINED:
The rules of the Commission impose different requirements according to the
type of action before the Commission.
1. Legislative actions are those which affect broad classes of people of the
whole City. These actions include adopting, amending, or revising
comprehensive, community, or neighborhood plans, or other land use
planning documents or the adoption of area wide zoning ordinances or
the adoption of a zoning ordinance amendment that is area wide in
significance.
2. Organizational actions are those actions related to the organization and
operation of the Commission. Such actions include adoption of rules,
directions to staff, approval of reports, election of officers, etc.
Planning Commission – Rules of Procedure
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IX. AGENDA:
An agenda shall be prepared for each meeting consisting of the following
order of business:
1. Roll Call/Establishment of Quorum.
2. Approval of Minutes.
3. Public Comment
4. Staff Comments and Reports
5. Public Hearings.
6. Other Business Items as Appropriate.
7. Adjournment.
Additional items may be added to the agenda by the Planning Commission. The
Chair shall have the discretion to amend the order of business.
X. PUBLIC HEARINGS:
The procedure for conducting all public hearings will be as follows:
1. Chair opens the public hearing and establishes whether the proponent,
if applicable, is in attendance.
2. Staff Report.
3. Testimony of Proponent, if applicable.
4. Chair calls for other testimony, either for or against. Testimony must be
called for three times. The Chair shall have the discretion to set time
limits on individual public testimony.
5. Questions of staff or persons presenting testimony.
6. Chair closes public hearing.
7. A public hearing may be reopened by motion to accept additional
testimony.
8. Deliberation.
9. Voting:
A. Any member, including the Chair, not voting in an audible voice
shall be recorded as voting in favor of the motion.
Planning Commission – Rules of Procedure
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B. The Chair, Secretary, or upon request from a Commission
member, may take a roll call vote.
C. An abstention from any member present during the vote shall
count as a vote for the majority.
D. If a tie vote exists, after recording the Chair's vote, the motion
fails.
8. Continuing an Item:
If the Commission wishes to continue a public hearing item, the Chair
should open the public hearing, solicit testimony, and request a motion
from the Commission to continue the public hearing item to a time,
place, and date certain. If any matter is tabled or postponed without
establishing a date, time, and place certain, the matter shall be
scheduled for a hearing pursuant to Auburn City Code (ACC) section
18.68.040 before the matter may be considered again.
9. Findings of Fact:
The Commission should adopt findings of fact and conclusions for
actions taken involving public hearing items. The findings and
conclusions may be approved by any one of the following methods:
A. The Commission may adopt in whole, in part, or with
amendments, the written findings prepared by staff. Motions to
approve the staff recommendations shall be deemed to
incorporate such findings and conclusions unless otherwise
indicated. Such findings and conclusions do not have to be read
in order to be deemed a part of the record.
B. The motion to take action may adopt oral finding statements
made by Commission members or staff during the hearing or
deliberation.
C. The motion to take an action may direct that additional written
findings and conclusions be developed based on the hearing and
deliberation of the Commission.
D. Findings and conclusions may be approved or amended at any
time by the Planning Commission, but all such actions shall be
based on the record of the matter at hand.
Planning Commission – Rules of Procedure
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10. Order of Hearings:
Normally the order of hearings shall be as published in the agenda.
However, the Chair in order to avoid unnecessary inconvenience to
people wishing to testify, or the late arrival of a proponent, may change
the order as may be necessary to facilitate the meeting. If the
proponent does not appear at the public hearing, the Planning
Commission may continue the public hearing until the next meeting in
order to ensure adequate consideration of the proposal. However, in
such case the Chair shall take whatever testimony that may be given
before accepting a motion to continue pursuant to Section (8).
XI. CONFLICT OF INTEREST:
A. Any member of the Commission who in his or her opinion has an
interest in any matter before the Commission that would tend to
prejudice his or her actions shall publicly indicate, step down and leave
the meeting room until the matter is disposed. A member need only be
excused from legislative or organizational action if the potential conflict
of interest is direct and substantial.
B. Appearance of Fairness:
Commission members shall strive to follow, in good faith, the
Appearance of Fairness Doctrine as established under Washington
State Law as it applies to quasi-judicial decisions (RCW 42.36) even for
legislative actions before the Commission. The doctrine includes but is
not limited to the following:
1. Members shall avoid communicating in respect to any proposal
with any interested parties, other than staff, outside of public
hearings. Written communication from an interested party to a
member may be permitted provided that such communication is
made part of the record.
2. Members shall avoid drawing conclusions regarding decisions
until after the public hearing is closed.
3. Members shall avoid participating in decisions which affect their
or any family member's property, personal or business interest,
or organization.
Planning Commission – Rules of Procedure
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4. Members shall avoid participating in decisions in which a
preconceived bias or conclusion has been formed in the mind of
the member prior to the hearing.
5. If any concern relating to Items 1 through 4 should arise, the
affected member shall declare at the start of the public hearing
on the matter, the extent of such concern and whether the
member's decision has been influenced. If the member has
been influenced, or if the extent of the concern is significant, the
member shall be excused by the Chair from the meeting room
and his vote recorded as an abstention.
If, under these rules, a quorum would be excused from the meeting, the
Chair in order to establish a quorum, shall under the rule of necessity,
permit sufficient members (beginning with those who are least affected
by these rules) to participate in the decision.
No member may participate in any decision if the member had not
heard the testimony presented at the hearing on the matter. Such
member may, however, listen to the recording of the hearing in order to
satisfy this requirement.
These rules are intended to be consistent with RCW 42.36. In the case
of any conflict RCW 42.36 or applicable case law shall govern.
XII. AMENDMENT:
The Rules of Procedure may be amended at any regular meeting of the
Commission by a majority vote of the entire membership. The proposed amendment
should be presented in writing at a preceding regular meeting.
G:\PC Planning Commission\^rules of procedure Revised 1.2007.doc
Memorandum
To: Planning Commission Members
From: Elizabeth Chamberlain, AICP, Planning Manager
Date: January 29, 2013
Re: State Environmental Policy Act Development (SEPA) Threshold Exemptions – Discussion of
Increasing the Development Threshold Exemptions
Background
The State Environmental Policy Act (SEPA) was enacted in 1971, when the nation’s awareness
of environmental problems was emerging. Many laws and procedures for environmental
protection, land use planning, and infrastructure provision have been implemented since SEPA
was first adopted. The 2012 legislature directed the Washington State Department of Ecology
(Ecology), through Senate Bill (SB) 6406, to modernize the rules that guide state and local
agencies in conducting SEPA reviews, in light of the increased environmental protections in
place under RCW 36.70A (Growth Management Act), RCW 90.58 (Shoreline Management Act),
and other laws.
The legislation sets up two rounds of rule updates: A narrowly-focused initial round (targeted to
be complete by the end of 2012) and a broader round of SEPA rule updates during 2013. As
directed by Section 301 of the bill, the initial rule making will consider two specific topics:
• Increasing the thresholds for SEPA review of minor construction projects under
Washington Administrative Code (WAC) 197-11-800(1) and (23)(c); and
• Improving the efficiency of the environmental checklist in WAC 197-11-960.
Ecology created a SEPA Advisory Committee comprised of representatives from local
jurisdictions, state agencies, tribes, and other interested parties to assist it in updating the SEPA
exemption thresholds and the environmental checklist.
Discussion
Ecology issued the revised SEPA Rule Adoption Notice on December 28, 2012 and the revised
rules became effective on January 28, 2013.
Auburn currently has adopted the maximum thresholds for minor new construction, unless on
lands wholly or partly covered by water, which are the following:
• Projects that are 20 dwelling units or less (single family and multi-family)
2
• Projects that are 12,000 square feet or less
• Parking lots that have 40 or less parking spaces
• Grading of 500 cubic yards or less
The proposed increased exemptions for fully planning GMA counties (Auburn is within King and
Pierce County which are fully planning GMA counties) and incorporated areas, the following
maximum exemption levels could be implemented by Auburn:
Fully Planning GMA Counties
Project Types Incorporated and unincorporated Urban Growth Areas
Single Family Residential 30 units
Multi-family Residential 60 units
Barn, loafing shed, farm
equipment storage, produce
storage, or packing structure
40,000 square feet
Office, school, commercial,
recreational, service, storage
building, or parking facilities
30,000 square feet and 90 parking spaces
Landfill or excavation (Grading) 1,000 cubic yards
One of the primary reasons for expanding the construction exemptions under SEPA is that local
jurisdictions have implemented development regulations, critical areas ordinances, updated
shoreline master plans, and impact fees that address the environmental impacts of projects.
This discussion item is an introduction to the Planning Commission of the revised SEPA rules
and next steps in the review process to determine whether Auburn should increase its
development exemption thresholds under SEPA. There is no deadline to adopt the revised
exemption levels. It is at the jurisdictions discretion on whether to implement the increased
exemption levels. After this initial discussion, staff will return at the Commission’s March regular
meeting with further discussion points and information.
Discussion Question:
1. What other information would the Planning Commission like to see as part of this review
process?
Attachment:
Attachment A: Revised SEPA rules