HomeMy WebLinkAbout07-17-2018 PLANNING COMMISSION AGENDAPlanning Commission Meeting
July 17, 2018 - 7:00 PM
City Hall
AGENDA
I.CALL TO ORDER
A.ROLL CALL/ESTABLISHMENT OF QUORUM
B.PLEDGE OF ALLEGIANCE
II.APPROVAL OF MINUTES
A.June 5, 2018 Minutes from the Planning Commission Regular Meeting
III.OTHER BUSINESS
A.Proposed Zoning Code Text Amendment to Add New Land Use Definition
Continued discussion of a new proposed definition meeting the needs of the current
and future development of the Nexus Campus near Les Gove Park.
B.Introductory Discussion of Items Docketed for Consideration as
Comprehensive Plan 2018 Annual Amendments
Review list of 2018 annual Comprehensive Plan text and map amendments.
C.Introductory Discussion of Process for Amendment of City's 2009 Shoreline
Master Program
Discussion of schedule for periodic update of Shoreline Management Program.
D.Planning Commission Rules of Procedure
Presentation of amended Rules of Procedure adopted June 5, 2018
IV.COMMUNITY DEVELOPMENT REPORT
Update on Community Development Services activities.
V.ADJOURNMENT
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 , other than approvals or amendments to
the Planning Commission Rules of Procedure, are not final decisions; they are in
the form of recommendations to the city council which must ultimately make the final
decision.
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DRAFT
PLANNING COMMISSION
June 5, 2018
MINUTES
I. CALL TO ORDER
Chair Judi Roland called the meeting to order at 7:00 p.m. in the Council Chambers
located on the first floor of Auburn City Hall, 25 West Main Street, Auburn, WA.
a.) ROLL CALL/ESTABLISHMENT OF QUORUM
Planning Commission Members present were: Chair Judi Roland, Commissioner
Mason, Vice-Chair Lee, Commissioner Stephens, Commissioner Shin, and
Commissioner Moutzouris.
Staff present included: City Attorney Dan Heid, Planning Services Manager Jeff
Dixon, Senior Planner Thaniel Gouk, and Community Development Administrative
Assistant Tina Kriss.
Members of the public present: No audience members were present.
b.) PLEDGE OF ALLEGENCE
II. APPROVAL OF MINUTES
A. April 3, 2018
Chair Roland asked the Commission if after reviewing the minutes they had any
corrections or additions. The Commission asked that the minutes be corrected to
note Commissioner Shin’s absence. Staff confirmed that the minutes would be
corrected.
Chair Roland asked for a vote to approve the amended minutes. The Commission
voted to approve the amended minutes.
MOTION CARRIED UNANIMOUSLY. 6-0
III. PUBLIC COMMENT
There was no public present for comments.
IV. PUBLIC HEARING
No items were brought forward for Public Hearing.
V. OTHER BUSINESS
A. Initial Discussion of New Definition for Nexus Youth & Families
In recounting the history, Senior Planner Gouk noted that Nexus applied for and was
approved for, an amendment to the Comprehensive Plan Land Use Map Designation
(from ‘Single Family Residential’ to ‘Light Commercial’) and an associated change in
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PLANNING COMMISSION MEETING MINUTES June 5, 2018
Page 2
the Zoning Classification (from ‘R-7, Residential’ to ‘C-1, Light Commercial’) last year
for 3 properties. The Planning Commission held a public hearing on these map
change requests on November 1, 2017 and unanimously recommended approval of
the requests to the City Council. City Council then approved the requests on
December 18, 2017.
The entirety of the Nexus campus is now zoned C-1, Light Commercial. As briefly
mentioned in the presentation by Staff at the public hearing, a future zoning code text
amendment would be brought forth to the Planning Commission for a new definition
to encompass all of the services and uses that Nexus will be offering as their campus
expands, staff reported Nexus provided a conceptual campus master plan included
in the packet.
Staff explained creating the new definition was the second step in the process after
the rezone. Nexus representatives and city staff worked together to develop a new
definition that was agreeable to the city staff and Nexus. Staff reviewed the
proposed use/definition that would be added to the definition’s section of the zoning
code and reported that a new line would also be added in the use table to identify
this new use as an outright Permitted Use in the C-1 zone under the “Services”
category. The new definition also references other land use definitions that are
already in the zoning code for coordination. Staff stated that the proposed definition
is agreeable and amenable to both the city and Nexus.
The Commission asked what other similar human service type businesses exist in
town and if the definition restricts these other businesses within the city. Staff
explained that the definition would provide other organizations the equal ability to
provide the same or similar services in the C-1 zone based on the proposed
definition guidelines and regulations.
Staff explained that the definition was crafted more for Nexus’ services, which are
oriented to provision of services for youth as the clientele but also not having
unintended consequence of opening the door too widely in terms of allowing other
types of non-profit or service organizations. These other service organizations due
to traffic generation or populations being attracted may not be compatible with a light
intensity commercial area, and thus may warrant a more in-depth review through an
administrative or conditional use permit to control impacts.
Chair Roland referenced the conceptual campus master plan provided by Nexus and
asked if the Arcadia building would no longer be in the same location. Staff
explained Arcadia is proposed to be supportive housing to replace the supportive
housing that is currently located in the same location. Permits have been submitted
to demo the existing building and replace it; city staff are currently reviewing the
permit applications.
The Commission noting that the clientele is mainly youth, expressed a concern that
proper security be provided by Nexus for the campus. Staff reported that an on-site
manager is proposed to be on campus.
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PLANNING COMMISSION MEETING MINUTES June 5, 2018
Page 3
The Commission noted that a few years ago the state had proposed a residential use
for released prisoners and there was a great deal of community concern and
expressed a concern that the definition may open the door to these halfway house
uses within the C-1 under the definition. After discussing options, City Attorney Heid
provided language that could be added to the definition to avoid this concern as
follows:
This definition does not include facilities providing housing for criminal justice,
parole, or probation programs.
The Commission and staff discussed requiring a conditional use permit prior to
allowing the use within the C-1 zone. City Attorney Heid expressed his concern in
requiring a conditional use permit due to the court case City of Edmonds, WA v.
Oxford House, Inc. In this instance, the Supreme Court ruled that not allowing the
use would violate the Federal Fair Housing Act, as it would be excluding the use
where other residential facilities are allowed to occur.
He added, the city is not only dealing with the State Fair Housing Act but also the
Federal Fair Housing Act and considering the City of Edmonds, WA v. Oxford House,
Inc. ruling, the city should be cautious of requiring a conditional use permit. City
Attorney Heid stated if the city is interested in considering a conditional use permit
they should review the Federal and State Fair Housing Act and the City of Edmonds,
WA v. Oxford House, Inc. case.
Commissioner Shin stated it looks like the City of Kirkland requires a Conditional Use
permit and feels the extra layer of decision-making would be helpful if done lawfully.
Chair Roland stated it would be helpful to know how many facilities they are currently
operating and how many are planned for the future and in what communities.
The Commission asked staff to provide the following addition information for
Planning Commission consideration:
The City of Edmonds, WA v. Oxford House, Inc. case and ruling
Proposed security for the Nexus campus
Statistics on youth homelessness, drug addiction, and mental health issues
within the age demographic Nexus would serve
The number of facilities Nexus operates and planned future facilities
The Commission asked staff to return with more information requested by the
Commission.
B. Planning Commission Rules of Procedure
City Attorney Heid explained that the Commission was previously provided a copy of
the proposed Rules of Procedure as reviewed by the Commission at their April 3,
2018 meeting. It was distributed at this prior meeting, but not acted upon. He
reviewed a few additional corrections that were not captured within the version that
was distributed with the packets to the Commission, noted below:
Page 20 of 25, under AGENDA, 3. “Public Comment” should be stricken.
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PLANNING COMMISSION MEETING MINUTES June 5, 2018
Page 4
The numbering with the removal of “Public Comment” would be reformatted
with “Public Hearings” as number 3 and renumbering the remainder of the
section.
Page 21 of 25, 10. Voting, under F. This was moved from Page 25 under
“Appearance of Fairness”.
City Attorney Heid pointed out that highlighted text within the version reviewed this
evening was to be stricken.
The Commission asked staff to make the following changes:
Change the wording of number 1. Under XI. CONDUCT to read:
o These rules are intended to promote an orderly system of holding
public meetings and public hearings.
Change the wording of number 2. Under XI. CONDUCT to read:
o Any person making personal, impertinent or slanderous remarks or
noises while addressing the Commission at the public hearing may be
barred from further participation by the Presiding Officer, unless
permission to continue is granted by a majority vote of the
Commission.
Change the wording of number 3. Under XI. CONDUCT to read:
o No comments shall be made from any other location other than the
podium, lectern or table set up for people to address the Commission
at a public hearing, unless approved in advance by the Chair, and
anyone making irrelevant, distracting or offensive comments or noises
may be subject to removal from the meeting.
After discussion and review the Commission took action on the proposed Rules of
Procedure.
Vice Chair Lee moved and Commissioner Stevens seconded the adoption of the
proposed Rules of Procedures as edited and proposed.
MOTION APPROVED. 6-0.
VI. COMMUNITY DEVELOPMENT REPORT
Planning Services Manager Dixon reported the Promenade mixed use project has
received occupancy for all of the residential buildings except for one building as they
finish landscaping and other site features. The commercial building on the SW corner of
this site is proposed to be occupied by the YMCA as a day care facility and it is not yet
complete as they are finishing up improvements on the inside of the building with
completion anticipated for August.
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PLANNING COMMISSION MEETING MINUTES June 5, 2018
Page 5
‘The Reserve’, senior and multi-family housing project, is still in the construction phase
and the city is unaware of the targeted completion date of the project.
The Planning Commission asked about the status of the Heritage Building in downtown.
Staff reported they were completing some asbestos studies prior to demolition.
After discussing the Planning Commission meeting schedule, the Commission would like
to meet July 17, 2017.
VII. ADJOURNMENT
There being no further business to come before the Planning Commission, Chair Roland
adjourned the meeting at 8:13 p.m.
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Proposed Zoning Code Text Amendment to Add New Land
Use Definition
Date:
July 10, 2018
Department:
Community Development and
Public Works
Attachments:
Memorandum
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
Background Summary:
Please see the attached memorandum.
Rev iewed by Council Committees:
Other: Planning
Councilmember:Staff:Gouk
Meeting Date:July 17, 2018 Item Number:
Page 7 of 51
MEMORANDUM
TO: Judi Roland, Chair, Planning Commission
Roger Lee, Vice-Chair, Planning Commission
Planning Commission Members
FROM: Thaniel Gouk, Senior Planner, Comm. Development & Public Works Dept.
DATE: June 25, 2018
RE: Follow-up Discussion of New Zoning Code Definition for requested for Nexus Youth &
Families – City File No. REZ17-0006
At the June 5, 2018 Planning Commission meeting the Commission discussed a proposed new
definition for “community support facilities”. This new definition was requested by Nexus Youth
& Families (“Nexus”), formerly known as Auburn Youth Resources (“AYR”). Nexus requested the
change to ensure that their current and planned future land uses are clearly provided for in the
C-1, Light Commercial zoning district. The Commission discussed the many elements of the new
definition and requested more information from Staff.
The information requested included:
1. Information on provision of security at Nexus Campus
2. Zoning information for Valley Cities Counseling
3. Zoning information for Lakeside-Milam Recovery Center
4. Location of Nexus facilities and future expansions
5. Addition of language to the proposed definition to prohibit parole/probation programs
6. City of Edmonds, WA v. Oxford House case law information – included at the end of this
memo
7. Homelessness Statistics – included at the end of this memo
1. Security at Nexus
According to Shelly Pricco, Executive Director with Nexus, there will be a supervisor on-site
24/7 and security cameras and an alarm system will be provided and monitored by
Guardian Security.
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2. Valley Cities
The Valley Cities operated sites are zoned R-20 (multi-family residential) and were approved
with Conditional Use Permits for group residency, professional office and “Supportive
housing” under prior version of the zoning code. A Temporary Use Permit has also been
issued for Valley Cities day and night services (nighttime shelter, social services, and human
services). The City business license records indicate the operations here are classified as
professional offices, a physician’s office (HealthPoint) a pharmacy (only for Valley Cities
patients), and supportive housing.
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3. Lakeside-Milam
Site is zoned C-3, Heavy Commercial and the use is approved as a professional office.
4. Nexus Facilities
Nexus currently operates the campus in Auburn as well as one in Enumclaw and Maple
Valley. According to Shelly Pricco, there are no plans for expansion in Auburn outside of the
proposed conceptual campus plan (see image below). The existing uses on the campus
include professional offices, community housing services, a temporary shelter, and
child/youth services.
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5. NEW DEFINITION LANGUAGE MODIFICATION
The Planning Commission discussed and asked for additional language to be added to the proposed
definition to prohibit facilities that provide housing for criminal justice, parole, or probation
programs. The complete definition along with the added language is as follows:
““Community Support Facility” means a building, or a group of buildings within a campus
setting, owned and operated by a nonprofit corporation or government entity that provides
supportive services to children and young adults (under the age of 26) and families (with a
child or young adult under the age of 26), who are homeless, at risk of homelessness, at risk
of exploitation, experiencing a disability that presents barriers to employment and housing
stability; or generally require structured supportive services to be successful living in the
community; by providing counseling and case management, transitional housing (housing
for no more than two years), temporary housing (i.e. limited to overnight stay ), and daytime
drop-in services (e.g. meals, showers, counseling, etc.). Community Support Facilities shall be
located within 500 feet of a transit stop; and connected via sidewalks or an approved
pedestrian facility. This definition does not include facilities providing housing for criminal
justice, parole, or probation programs. Community Support Facilities are not stand-alone
“supportive housing” or “communal residences”.”
The Commission also discussed removing the last sentence “Community Support Facilities are
not supportive housing or communal residences” and include in the use matrix. It is Staff’s
preference that this sentence be kept as it is consistent with language in other zoning
definitions. As these 2 definitions are already listed in the Residential zone use matrix, they
should not be included in the Commercial zone use matrix. The word “stand-alone” was added
to this sentence to make this more clear.
Two other Zoning Code sections may also be useful to the Com mission to clarify this remark.
A use listed in one matrix (e.g. Residential) but not in another (e.g. Commercial) means it would
not be allowed in the Commercial zone:
ACC 18.02.120(C)(5)
Prohibited Uses. If an “X” appears in the box at the intersection of the column and the row,
the use is prohibited in that zone. Similarly, if a use is listed in one zone use table but not
another zone use table, it shall be considered prohibited in the zone use table in which it is
not listed. For example, a use listed in the industrial zone use table of Chapter 18.16 ACC, but
not listed in the residential zone use table of Chapter 18.07 ACC, shall be considered
prohibited in the residential zones listed in Chapter 18.07 ACC even though the land use does
not appear with an “X” in the use table.
If a use is not listed in any of the matrixes, someone can request an interpretation from the
Director:
Unclassified Uses. Upon inquiry by an applicant, an administrative interpretation shall be
made by the planning director or designee to determine if a proposed use not specifically
listed in any zone use table is allowed within a specific zone utilizing the criteria in this
subsection. Should an interpretation be made that a proposed, unlisted use not be allowed
in a specific zone, the planning director or designee shall indicate which zones, if any, do
permit the use.
Page 11 of 51
To implement, the proposed new use/definition would be added to the definitions section and
added as a new line in the use table and identified as an outright Permitted Use in the C-1 zone
under the “Services” category (highlighted line):
Table 18.23.030 Permitted, Administrative, Conditional and Prohibited Uses by Zone
PERMITTED, ADMINISTRATIVE, CONDITIONAL AND PROHIBITED USES BY ZONE P – Permitted
C – Conditional
A – Administrative
X – Prohibited
LAND USE
Zoning Designation Standards for Specific
Land Uses C-N C-1 C-2 C-3 C-4 M-1 EP M-2
INDUSTRIAL, MANUFACTURING AND PROCESSING, WHOLESALING (list not included – not applicable to this
agenda item)
RECREATION, EDUCATION AND PUBLIC ASSEMBLY USES (list not included – not applicable to this agenda item)
RESIDENTIAL
Caretaker apartment X P P P X P P P
Live/work unit X X P P P P P X
Work/live unit X P P P P P P X
Marijuana cooperative X X X X X X X X
Multiple-family dwellings as part of a
mixed-use development2
X X P P P P P X ACC 18.57.030
Multiple-family dwellings, stand-
alone
X X X X X X X X
Nursing home, assisted living facility X P P P C X X X
Senior housing2 X X A A X X X X
RETAIL (list not included – not applicable to this agenda item)
SERVICES
Animal daycare (excluding kennels
and animal boarding)
A A A P A P X P ACC 18.57.040(A)
Animal sales and services (excluding
kennels and veterinary clinics)
P P P P P P X P ACC 18.57.040(B)
Banking and related financial
institutions, excluding drive-through
facilities
P P P P P P P P
Catering service P P P P A P A P
Community Support Facility X P X X X X X X
Daycare, including mini daycare,
daycare center, preschools or nursery
schools
A P P P P P P X
Dry cleaning and laundry service
(personal)
P P P P P P P P
Equipment rental and leasing X X X P X P X P
Page 12 of 51
Table 18.23.030 Permitted, Administrative, Conditional and Prohibited Uses by Zone
PERMITTED, ADMINISTRATIVE, CONDITIONAL AND PROHIBITED USES BY ZONE P – Permitted
C – Conditional
A – Administrative
X – Prohibited
LAND USE
Zoning Designation Standards for Specific
Land Uses C-N C-1 C-2 C-3 C-4 M-1 EP M-2
Kennel, animal boarding X X X A X A X A ACC 18.57.040(C)
Government facilities; this excludes
offices and related uses that are
permitted outright
A A A A A A A A
Hospital X P P P X P X P
Lodging – Hotel or motel X P P P P A P A
Medical – Dental clinic P P P P P P X X
Mortuary, funeral home,
crematorium
A P X P X P X X
Personal service shops P P P P P P X X
Pharmacies P P P P P X X X
Print and copy shop P P P P P P X X
Printing and publishing (of books,
newspaper and other printed matter)
X A P P P P P P
Professional offices P P P P P P P P
Repair service – Equipment,
appliances
X A P P P P X P ACC 18.57.040(D)
Veterinary clinic, animal hospital A P P P P P X X
TRANSPORTATION, COMMUNICATIONS AND INFRASTRUCTURE (list not included – not applicable to this agenda
item)
VEHICLE SALES AND SERVICES (list not included – not applicable to this agenda item)
OTHER
Any commercial use abutting a
residential zone which has hours of
operation outside of the following:
Sunday: 9:00 a.m. to 10:00 p.m. or
Monday – Saturday: 7:00 a.m. to
10:00 p.m.
A A A A A A A A
Other uses may be permitted by the
planning director or designee if the
use is determined to be consistent
with the intent of the zone and is of
the same general character of the
uses permitted. See ACC
18.02.120(C)(6), Unclassified Uses.
P P P P P P P P
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6. City of Edmonds, WA v. Oxford House case law information – at the last meeting, the City
attorney cautioned about being contrary to Fair Housing requirem ents and referenced this
case. A 2003 memo from (now) former City Attorney Dan Heid is attached.
7. Homelessness Statistics – Nexus provided 2017 and 2018 YTD statistics on homelessness.
The documents are 45 pages long each, however, it appears that pages 1-4 provide a
summary of the date that the Commission is looking for. These sheets are included after the
Item No. 6 information.
NEXT STEPS
Based on the discussion, Staff seeks Planning Commission input on whether the definition could
be scheduled for a future hearing to be conducted by the Planning Commission.
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Page 18 of 51
HUD Annual Performance Report
(2017)
Seattle/King County CoC:Nexus Youth and
Families (Auburn Youth Resources)
Report period 01/01/2017 -12/31/2017
CoC category filter:Agency CoC
Client Location filter:No
As of 10/1/2017,HUD CoC grantees are now required to submit APR through the Sage HMIS Reporting Reporsitory.You can
find instructions for generating the report and submitting to Sage at the Clarity Help Center.
Q4a.Project Identifiers in HMIS
Organization Name Nexus Youth and Families (Auburn Youth Resources)
Organization ID 272
Project Name ACE Project
Project ID 3022
HMIS Project Type 2
Method for Tracking ES
Is the Services Only (HMIS Project Type 6)affiliated with a
residential project?
Identify the Project IDs of the housing projects this project is
affiliated with
Q5a.Report Validations Table
Program Applicability:All Projects
Total number of persons served 288
Number of adults (age 18 or over)266
Number of children (under age 18)20
Number of persons with unknown age 2
Number of leavers 153
Number of adult leavers 149
Number of adult and head of household leavers 152
Number of stayers 135
Number of adult stayers 117
Number of veterans 1
Number of chronically homeless persons 30
Number of youth under age 25 282
Number of parenting youth under age 25 with children 0
Number of adult heads of household 265
Number of child and unknown-age heads of household 21
Heads of households and adult stayers in the project 365 days or more 7
1 /45
Thu Jun 28 09:49:20 AM 2018 Powered By Page 19 of 51
HUD Annual Performance Report
(2017)
Seattle/King County CoC:Nexus Youth and
Families (Auburn Youth Resources)
Report period 01/01/2017 -12/31/2017
CoC category filter:Agency CoC
Client Location filter:No
Q6a.Data Quality:Personally Identifiable Information
Program Applicability:All Projects
Data Element Client Doesn't
Know/Refused
Information
Missing
Data Issues %of Error Rate
Name (3.1)53 7 1 21.18%
Social Security Number (3.2)75 12 25 38.89%
Date of Birth (3.3)26 2 21 17.01%
Race (3.4)10 16 0 9.03%
Ethnicity (3.5)8 34 0 14.58%
Gender (3.6)0 1 0 0.35%
Overall Score 0 0 0 46.18%
Q6b.Data Quality:Universal Data Elements
Program Applicability:All Projects
Data Element Error Count %of Error Rate
Veteran Status (3.7)22 8.27%
Project Start Date (3.10)4 1.39%
Relationship to Head of Household (3.15)1 0.35%
Client Location (3.16)0 0.00%
Disabling Condition (3.8)103 35.76%
Q6c.Data Quality:Income and Housing Data Quality
Program Applicability:All Projects
Data Element Error Count %of Error Rate
Destination (3.12)21 13.73%
Income and Sources (4.2)at Start 67 23.34%
Income and Sources (4.2)at Annual Assessment 7 100.00%
Income and Sources (4.2)at Exit 35 23.03%
2 /45
Thu Jun 28 09:49:20 AM 2018 Powered By Page 20 of 51
HUD Annual Performance Report
(2017)
Seattle/King County CoC:Nexus Youth and
Families (Auburn Youth Resources)
Report period 01/01/2017 -12/31/2017
CoC category filter:Agency CoC
Client Location filter:No
Q6d.Data Quality:Chronic Homelessness
Program Applicability:ES,SH,Street Outreach,TH &PH(All)
Starting into
project type
Count of
total
records
Missing time
in institution
(3.917.2)
Missing time
in housing
(3.917.2)
Approximate
Date started
(3.9.17.3)
Number of times
(3.9.17.4)
Number of
months
(3.9.17.5)
%of records
unable to
calculate
NA NA NA NA DK/R/missing DK/R/missing DK/R/missing NA
ES,SH,Street
Outreach 110 0 0 1 46 43 48.18%
TH 28 0 0 0 0 1 3.57%
PH (all)0 0 0 0 0 0 0.00%
Total 138 0 0 0 0 0 39.13%
Q6e.Data Quality:Timeliness
Program Applicability:All Projects
Time for Record Entry Number of Project Start Records Number of Project Exit Records
0 days 80 54
1-3 days 60 23
4-6 days 16 11
7-10 days 13 5
11+days 98 60
Q6f.Data Quality:Inactive Records:Street Outreach and Emergency Shelter
Program Applicability:Street Outreach &ES-Night By Night
Data Element #of Records #of Inactive Records %of Inactive Records
Contact (Adults and Heads of Household in
Street Outreach or ES -NBN)60 43 71.67%
Bed Night (All clients in ES -NBN)17 0 0.00%
3 /45
Thu Jun 28 09:49:20 AM 2018 Powered By Page 21 of 51
HUD Annual Performance Report
(2017)
Seattle/King County CoC:Nexus Youth and
Families (Auburn Youth Resources)
Report period 01/01/2017 -12/31/2017
CoC category filter:Agency CoC
Client Location filter:No
Q7a.Number of Persons Served
Program Applicability:All Projects
Total Without Children With Children and
Adults
With Only Children Unknown
Household Type
Adults 266 266 0 0 0
Children 20 0 1 19 0
Client Doesn't Know/Client
Refused 0 0 0 0 0
Data Not Collected 2 0 0 0 2
Total 288 266 1 19 2
Q7b.Point-in-Time Count of Persons on the Last Wednesday
Program Applicability:TH -PSH -Street Outreach -Services Only -SH -PH -RRH -CA
Total Without Children With Children and
Adults
With Only Children Unknown
Household Type
January 32 23 1 8 0
April 82 69 1 12 0
July 122 106 1 14 1
October 113 97 1 13 2
Q8a.Households Served
Program Applicability:All Projects
Total Without Children With Children and
Adults
With Only Children Unknown
Household Type
Total Households 286 265 0 19 2
Q8b.Point-in-Time Count of Households on the Last Wednesday
Program Applicability:All Projects
Total Without Children With Children and
Adults
With Only Children Unknown
Household Type
January 36 27 1 8 0
April 81 68 1 12 0
July 119 103 1 14 1
October 114 98 1 13 2
4 /45
Thu Jun 28 09:49:20 AM 2018 Powered By Page 22 of 51
HUD Annual Performance Report
(2017)
Seattle/King County CoC:Nexus Youth and
Families (Auburn Youth Resources)
Report period 01/01/2018 -06/28/2018
CoC category filter:Agency CoC
Client Location filter:No
As of 10/1/2017,HUD CoC grantees are now required to submit APR through the Sage HMIS Reporting Reporsitory.You can
find instructions for generating the report and submitting to Sage at the Clarity Help Center.
Q4a.Project Identifiers in HMIS
Organization Name Nexus Youth and Families (Auburn Youth Resources)
Organization ID 272
Project Name ACE Project
Project ID 3022
HMIS Project Type 2
Method for Tracking ES
Is the Services Only (HMIS Project Type 6)affiliated with a
residential project?
Identify the Project IDs of the housing projects this project is
affiliated with
Q5a.Report Validations Table
Program Applicability:All Projects
Total number of persons served 305
Number of adults (age 18 or over)184
Number of children (under age 18)119
Number of persons with unknown age 2
Number of leavers 105
Number of adult leavers 92
Number of adult and head of household leavers 105
Number of stayers 200
Number of adult stayers 92
Number of veterans 3
Number of chronically homeless persons 25
Number of youth under age 25 293
Number of parenting youth under age 25 with children 1
Number of adult heads of household 184
Number of child and unknown-age heads of household 120
Heads of households and adult stayers in the project 365 days or more 11
1 /45
Thu Jun 28 09:46:39 AM 2018 Powered By Page 23 of 51
HUD Annual Performance Report
(2017)
Seattle/King County CoC:Nexus Youth and
Families (Auburn Youth Resources)
Report period 01/01/2018 -06/28/2018
CoC category filter:Agency CoC
Client Location filter:No
Q6a.Data Quality:Personally Identifiable Information
Program Applicability:All Projects
Data Element Client Doesn't
Know/Refused
Information
Missing
Data Issues %of Error Rate
Name (3.1)53 6 3 20.33%
Social Security Number (3.2)161 15 17 63.28%
Date of Birth (3.3)46 2 22 22.95%
Race (3.4)27 26 0 17.38%
Ethnicity (3.5)25 33 0 19.02%
Gender (3.6)0 1 0 0.33%
Overall Score 0 0 0 65.25%
Q6b.Data Quality:Universal Data Elements
Program Applicability:All Projects
Data Element Error Count %of Error Rate
Veteran Status (3.7)18 9.78%
Project Start Date (3.10)0 0.00%
Relationship to Head of Household (3.15)0 0.00%
Client Location (3.16)0 0.00%
Disabling Condition (3.8)179 58.69%
Q6c.Data Quality:Income and Housing Data Quality
Program Applicability:All Projects
Data Element Error Count %of Error Rate
Destination (3.12)41 39.05%
Income and Sources (4.2)at Start 142 46.71%
Income and Sources (4.2)at Annual Assessment 9 81.82%
Income and Sources (4.2)at Exit 17 16.19%
2 /45
Thu Jun 28 09:46:39 AM 2018 Powered By Page 24 of 51
HUD Annual Performance Report
(2017)
Seattle/King County CoC:Nexus Youth and
Families (Auburn Youth Resources)
Report period 01/01/2018 -06/28/2018
CoC category filter:Agency CoC
Client Location filter:No
Q6d.Data Quality:Chronic Homelessness
Program Applicability:ES,SH,Street Outreach,TH &PH(All)
Starting into
project type
Count of
total
records
Missing time
in institution
(3.917.2)
Missing time
in housing
(3.917.2)
Approximate
Date started
(3.9.17.3)
Number of times
(3.9.17.4)
Number of
months
(3.9.17.5)
%of records
unable to
calculate
NA NA NA NA DK/R/missing DK/R/missing DK/R/missing NA
ES,SH,Street
Outreach 190 0 0 1 131 129 71.58%
TH 20 0 1 0 2 2 20.00%
PH (all)0 0 0 0 0 0 0.00%
Total 210 0 0 0 0 0 66.67%
Q6e.Data Quality:Timeliness
Program Applicability:All Projects
Time for Record Entry Number of Project Start Records Number of Project Exit Records
0 days 45 60
1-3 days 64 6
4-6 days 39 0
7-10 days 7 7
11+days 44 32
Q6f.Data Quality:Inactive Records:Street Outreach and Emergency Shelter
Program Applicability:Street Outreach &ES-Night By Night
Data Element #of Records #of Inactive Records %of Inactive Records
Contact (Adults and Heads of Household in
Street Outreach or ES -NBN)63 63 100.00%
Bed Night (All clients in ES -NBN)0 0 0.00%
3 /45
Thu Jun 28 09:46:39 AM 2018 Powered By Page 25 of 51
HUD Annual Performance Report
(2017)
Seattle/King County CoC:Nexus Youth and
Families (Auburn Youth Resources)
Report period 01/01/2018 -06/28/2018
CoC category filter:Agency CoC
Client Location filter:No
Q7a.Number of Persons Served
Program Applicability:All Projects
Total Without Children With Children and
Adults
With Only Children Unknown
Household Type
Adults 184 183 1 0 0
Children 119 0 1 118 0
Client Doesn't Know/Client
Refused 0 0 0 0 0
Data Not Collected 2 0 0 0 2
Total 305 183 2 118 2
Q7b.Point-in-Time Count of Persons on the Last Wednesday
Program Applicability:TH -PSH -Street Outreach -Services Only -SH -PH -RRH -CA
Total Without Children With Children and
Adults
With Only Children Unknown
Household Type
January 115 100 0 13 2
April 190 110 2 76 2
July 0 0 0 0 0
October 0 0 0 0 0
Q8a.Households Served
Program Applicability:All Projects
Total Without Children With Children and
Adults
With Only Children Unknown
Household Type
Total Households 304 183 1 118 2
Q8b.Point-in-Time Count of Households on the Last Wednesday
Program Applicability:All Projects
Total Without Children With Children and
Adults
With Only Children Unknown
Household Type
January 114 98 1 13 2
April 185 106 1 76 2
July 0 0 0 0 0
October 0 0 0 0 0
4 /45
Thu Jun 28 09:46:39 AM 2018 Powered By Page 26 of 51
AGENDA BILL APPROVAL FORM
Agenda Subject:
Introductory Discussion of Items Docketed for Consideration
as Comprehensive Plan 2018 Annual Amendments
Date:
July 10, 2018
Department:
Community Development &
Public Works
Attachments:
Memorandum
2018 Comprehensive Plan Text Amendment
Docket
2018 Comprehensive Plan Map Amendment
Docket
2018 Comprehensive Plan Amendment Proposed
Schedule
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
Background Summary:
Please see the attached 2018 Comprehensive Plan Amendment docket and schedule.
Rev iewed by Council Committees:
Councilmember:Staff:Dixon
Meeting Date:July 17, 2018 Item Number:
Page 27 of 51
MEMORANDUM
TO: Judi Roland, Chair, Planning Commission
Roger Lee, Vice-Chair, Planning Commission
Planning Commission Members
FROM: Jeff Dixon, Planning Services Manager, Comm. Development & Public Works Dept.
Thaniel Gouk, Senior Planner, Comm. Development & Public Works Dept.
Alexandria Teague, Planner II, Comm. Development & Public Works Dept.
DATE: July 11, 2018
RE: Discussion Topic: Introductory discussion of Docket of 2018 Annual
Comprehensive Plan Amendments
BACKGROUND:
Annually the City amends its Comprehensive Plan (“Comp. Plan”). These are the “annual
amendments” that the City considers routinely each year as distinguished from the “major
update” of the Comp Plan that was adopted at the end of year 2015. There are two types of
amendments:
A. Map; and
B. Text.
In addition, there are two sources for these annual amendments:
1. City-initiated amendments which are typically items that Staff, Planning Commission, or
the City Council have identified as items or issues that should be addressed in the next
Comp Plan Amendment cycle; and,
2. Private-initiated amendments, which are in response to applications that are submitted.
For the 2018 Comp Plan Amendment cycle, three private map amendment applications
were submitted.
DISCUSSION
At the July 17, 2018 Planning Commission meeting, staff would like to introduce and discuss:
1. The docket (attached) will consisting of the following:
Comprehensive Plan Text Amendments
• P/T #1 – Auburn School District Capital Facilities Plan
Page 28 of 51
Page 2 of 4
• P/T #2 – Dieringer School District Capital Facilities Plan
• P/T #3 – Federal Way School District Capital Facilities Plan
• P/T #4 – Kent School District Capital Facilities Plan
• P/T #5 – City of Auburn (COA) Capital Facilities Plan
• P/T #6 – Change Volume 1, Land Use, to clarify and distinguish the discussion of
the various subcategories of "Special Plan Areas".
• P/T #7 – Change Volume 6, Economic Development, to reflect preparation of the
COA Ten-Year Economic Development Strategic Plan.
• P/T #8 – Change Volume 1, Land Use, to re-incorporate Historic/Cultural
Resource policies.
• P/T #9 – Change Volume 1, Land Use, to revise approach to the 2015 map
designation of "Residential Transition Overlay”.
Comprehensive Plan Map Amendments
City-Initiated Amendment:
• CPM #1 - City-initiated request Comprehensive Plan Land Use Map No. 1.1 in
Vol. 1, Land Use Element to remove the mapped designation of "Residential
Transition Overlay".
Privately-Initiated Amendments:
• CPM #2 - Request by Labrador Ventures LLC to change the designation of three
undeveloped parcels totaling 1.89 acres NE of 40th and I ST NE from the
"Residential Transition Overlay" to "Multiple Family Residential" and associated
rezone from “R-7, Residential 7 dwelling units per acre” to “R-20, 20 Dwelling
Units Per Acre”.
Page 29 of 51
Page 3 of 4
• CPM #3 - Request by Auburn School District to change the designation of two
developed parcels located west of Pioneer Elementary from "Single Family
Residential" to "Institutional" and associated rezone from “R-7, 7 dwelling units
per acre” to “I, Institutional” or “P-1, Public Use”.
Page 30 of 51
Page 4 of 4
• CPM#4 - Request by Auburn School District to change the designation of four
parcels (3 developed) located west of Kersey WY SE from "Residential
Conservancy" to "Institutional" and the associated rezone from “RC, Residential
Conservancy” to “I, Institutional” or “P-1, Public Use”.
Again, this discussion topic is to provide an introductory overview of the items under
consideration for amendments this year, including the private applications received and that will
be part of the “docket” of annual Comp Plan amendments. Additional information and analysis
will be presented to the Planning Commission at future meetings.
Change in Procedure – Ordinance No. 6655:
Current city code requires all Comprehensive Plan map changes to be considered by the
Planning Commission; as a recommendation, and by the City Council; as a final action (ACC
14.22). On June 19, 2017 the City Council adopted Ordinance No. 6655 changing the city code
and eliminating the need for the Hearing Examiner to consider a zoning map amendment when
it is a companion action to a Comprehensive Plan map amendment. This Ordinance No. 6655
allows the Planning Commission and the City Council to consider both map changes (Comp
Plan and Zoning), concurrently. The Ordinance was effective June 27, 2017. Last year was
the first time the change in comprehensive plan designation and zoning were considered
simultaneously. The change allows for greater efficiency through reduced processing
timeframe.
Page 31 of 51
Item Page(s)Area to be changed Change Reason Pros Cons Comments
P/T # 1
Auburn School
District Capital
Facilities Plan
Vol. 3, Capital Facilities
Element (Incorporated by
reference)
N/A Incorporate updated
information
Reflect new projects and remove
projects that have been completed
as well as add updated information
related to development activity and
projection of student levels.
None
P/T # 2
Dieringer
School District
Capital
Facilities Plan
Vol. 3, Capital Facilities
Element (Incorporated by
reference)
N/A Incorporate updated
information
Reflect new projects and remove
projects that have been completed
as well as add updated information
related to development activity and
projection of student levels.
None
P/T # 3
Federal Way
School District
Capital
Facilities Plan
Vol. 3, Capital Facilities
Element (Incorporated by
reference)
N/A Incorporate updated
information
Reflect new projects and remove
projects that have been completed
as well as add updated information
related to development and
projection of student levels.
None
P/T # 4
Kent School
District Capital
Facilities Plan
Vol. 3, Capital Facilities
Element (Incorporated by
reference)
N/A Incorporate updated
information
Reflect new projects and remove
projects that have been completed
as well as add updated information
related to development activity and
projection of student levels.
None
2018 COMPREHENSIVE PLAN AMENDMENT DOCKET
CITY-INITIATED TEXT AMENDMENTS (File No. CPA18-0002)
1Page 32 of 51
P/T # 5 COA Capital
Facilities Plan
Vol. 3, Capital Facilities
Element (Incorporated by
reference)
Miscellaneous amendments Incorporate updated
information
Add new projects to the CFP and
remove projects that have been
completed. Add & Revise
information to remain current.
None Finance Dept originates with assistance for all
other city Depts.
P/T # 6
Various pages
of two chapters
of Comp Plan
Vol. 1, Land Use Element
starting at Page LU-18 and
possibly the Core Plan.
Change Volume 1 to clarify
and distinguish the discussion
of the various subcategories of
"Special Plan Areas".
For the various subcategories
of "Special Area Plans"
clarify and distinguish the
purpose of each for ease of
understanding and use.
Ease of understanding and
implementation None
P/T #7
Various pages
of two chapters
of Comp Plan
Vol. 6, Economic
Development Element and
possibly the Core Plan
Change Volume 6 to reflect
preparation of the COA Ten-
Year Economic Development
Strategic Plan
Update Volume to reflect new
information. Reflect latest information None
P/T #8
Various pages
of two chapters
of Comp Plan
Vol. 1, Land Use Element
and possibly the Core Plan.
Change Volume 1 to re-
incorporate Historic/Cultural
Resource policies
Update to re-incorporate
policies from the pre-2015
Comprehensive Plan
Re-incorporate policies None
P/T #9
Various pages
of two chapters
of Comp Plan
Vol. 1, Land Use Element
starting at Page LU-17 and
possibly the Core Plan.
Change Volume 1 to revise
approach to the 2015 map
designation of "Residenital
Transition Overlay"
Revise approach to the 2015
new map designation of
"Residenital Transition
Overlay". Also, see related
map changes
Practical difficulty in
implementation To be determined
Item Potential
change Area to be changed Change Reason Pros Cons Comments
(None)
PRIVATELY-INITIATED TEXT AMENDMENTS
2Page 33 of 51
Item Potential change Area to be changed Change Reason Pros Cons Comments
CPM #1 Map Section Comprehensive Plan Land Use Map No.
1.1 in Vol. 1, Land Use Element
Remove "Residential
Transition Overlay"
Revise approach to the
2015 new map
designation of
"Residential
Transition Overlay".
Also, see related text
changes
Practical difficulty in
implementation
To be
determined
Item Potential change Area to be changed Change Reason Pros Cons Comments
CPM # 2
CPA18-
0001
Map Section Comprehensive Plan Land Use Map No.
1.1 in Vol. 1, Land Use Element
Request by Labrador
Ventures LLC to
change the designation
of three undeveloped
parcels totaling 1.89
acres NE of 40th and I
ST NE from the
"Residential
Transition Overlay" to
"Multiple Family
Residential".
Applicant is
requesting the map
amendment to be
consistent with
adjacent properties
and facilitate future
development.
To be determined To be
determined
See associated Rezone file REZ18-
0002 from R-7 to R-20.
2018 COMPREHENSIVE PLAN AMENDMENT DOCKET
PRIVATELY-INITIATED MAP AMENDMENTS (See specific item for File No.)
CITY-INITIATED MAP AMENDMENTS (File No. CPA18-0002)
Item Potential change Area to be changed Change Reason Pros Cons Comments
PRIVATELY-INITIATED MAP AMENDMENTS (See specific item for File No.)
7/11/2018 1Page 34 of 51
CPM #3
CPA18-
0003
Map Section Comprehensive Plan Map No. 1.1 in Vol.
1, Land Use Element
Request by Auburn
School District to
change the designation
of two developed
parcels located west of
Pioneer Elementary
from "Single Family
Residential" to
"Institutional".
Applicant is
requesting the map
amendment to be
consistent with
adjacent properties
and for future
redevelopment.
To be determined To be
determined
See associated Rezone file REZ18-
0003 from R-7 to I, Institutional or
P-1, Public Use.
CPM #4
CPA18-
0004
Map Section Comprehensive Plan Map No. 1.1 in Vol.
1, Land Use Element
Request by Auburn
School District to
change the designation
of four parcels (3
developed) located
west of Kersey WY
SE from "Residential
Conservancy" to
"Institutional".
Applicant is
requesting the map
amendment for future
development of new
elementary school.
To be determined To be
determined
See associated Rezone file REZ18-
0004 from RC to I, Institutional or
P-1, Public Use.
Item Potential change Area to be changed Change Reason Pros Cons Comments
PRIVATELY-INITIATED MAP AMENDMENTS (See specific item for File No.)
7/11/2018 2Page 35 of 51
City of Auburn
2018 Comprehensive Plan Amendment Proposed Schedule
Page 1 of 2
Revised 7-11-18
6-8-18 7-17-18 9-5-18 * 9-18-18 10-2-18 10-16-18 11-7-18 *
11-13-18 11-26-18 12-3-18 12-17-18
Planning
Commission
Extra
Meeting
Planning
Commission
Regular
Meeting
Planning
Commission
Extra
Meeting
Planning
Commission
Regular
Meeting
Planning
Commission
Extra
Meeting
Planning
Commission
Regular
Meeting
City Council
Study Session
City Council
Study Session
City Council
Regular Meeting
City Council
Regular
Meeting
GROUP #1
City-initiated Text
Amendments
CPA18-0002
School district
CFP’s
P/T #1-4
City Capital
Facilities Plan
P/T #5
City text
amendments
P/T #6-9
City initiated Map
Amendments
CPA18-0002,
CPM#1
Intro. on
Comp Plan
amendment
docket
Intro. on
Comp Plan
amendment
docket
Briefing on
Group #1
Continue
Briefing, if
needed
Conduct
Public
Hearing
Continue
Public
Hearing, if
needed.
Discuss PC
recommendation,
if available
Continue
discussion of PC
recommendation,
if needed
Council Action
Continue
Council Action,
if needed
Page 36 of 51
City of Auburn
2018 Comprehensive Plan Amendment Proposed Schedule
Page 2 of 2
Revised 7-11-18
GROUP #2
Privately-Initiated
Map Amendments
CPA18-0001,
CPM #2
Labrador
Ventures LLC
CPA18-0003,
ASD Pioneer
Elem. Site
CPA18-0004
ASD Kersey
WY SE Site
Private
amendment
applications
due for
2018
Intro. on
Comp Plan
amendment
docket
Intro. on
Comp Plan
amendment
docket
Briefing on
Group #2
Continue
Briefing, if
needed
Conduct
Public
Hearing
Continue
Public
Hearing, if
needed.
Discuss PC
recommendation,
if available
Continue
discussion of PC
recommendation,
if needed
Council Action
Continue
Council Action,
if needed
Page 37 of 51
AGENDA BILL APPROVAL FORM
Agenda Subject:
Planning Commission Rules of Procedure
Date:
July 10, 2018
Department:
Community Development and
Public Works
Attachments:
Planning Commission Rules of Procedures
Revised and Adopted June 5, 2018
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
Background Summary:
Please see the attached Rules of Procedures adopted June 5, 2018.
Rev iewed by Council Committees:
Councilmember:Staff:Dixon
Meeting Date:July 17, 2018 Item Number:
Page 38 of 51
1 | P a g e
CITY OF AUBURN
PLANNING COMMISSION
RULES OF PROCEDURE
ADOPTED NOVEMBER, 1983
REVISED NOVEMBER, 1988
UPDATED APRIL, 2000
REVISED FEBRUARY, 2007
REVISED APRIL 2, 2013
REVISED MARCH 8, 2016
REVISED May 2, 2017
REVISED February 6, 2018
REVISED , 2018
REVISED June 5, 2018
Page 39 of 51
2 | P a g e
Page 40 of 51
3 | P a g e
PLANNING COMMISSION - RULES OF PROCEDURE
TABLE OF CONTENTS
SECTION SUBJECT PAGE
I. NAME .............................................................. 4
II. MEETINGS................................................... 4-5
III. ELECTION OF OFFICERS ............................. 5
IV. CHAIR ............................................................. 5
V. SECRETARY .................................................. 6
VI. QUORUM ........................................................ 6
VII. ABSENCE OF MEMBERS .............................. 6
VIII. ACTIONS DEFINED ........................................ 7
IX. AGENDA ...................................................... 7-8
X. PUBLIC HEARING ..................................... 8-10
XI. CONDUCT .................................................... 11
XII. CONFLICT OF INTEREST ....................... 11-13
XIII. AMENDMENT ............................................... 13
Page 41 of 51
4 | P a g e
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 of the City of Auburn advisory planning agency shall be "The
City of Auburn Planning Commission." The membership and terms of office of
the members of the Planning Commission shall be as provided in Chapter
2.45 of the Auburn City Code (ACC).
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. The meeting
shall convene at 7:00 P.M. unless otherwise directed by the Secretary
or the Chair.
3. If the first Monday of the month is a legal holiday, the regular meeting
shall be held on the following Wednesday. If a regular meeting day
(Tuesday) falls on a legal holiday or on the November General Election,
the Commission will convene on the following Wednesday.
4. Special meetings of the Planning Commission shall be at the call of the
Chair. Special meetings of the Planning Commission may also be
called by any three members of the Commission. A minimum notice of
24 hours shall be provided for special meetings in accordance with
State law.
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, Newly Revised, most current version, shall govern the conduct
of the meetings.
Page 42 of 51
5 | P a g e
7. Meetings of the Planning Commission shall be conducted in conformity
with the requirements of the Washington State Open Public Meetings
Act, Chapter 42.30 of the Revised Code of Washington (RCW).
Executive sessions can only be held in accordance with the provisions
of Section 42.30.110 RCW.
8. The Planning Commission may conduct business in closed session as
allowed in conformity with Section 42.30.140 RCW .
9. An agenda shall be prepared in advance of every regular and special
meeting of the Planning Commission. Meeting agendas and materials
on items on an agenda for a regular meeting shall be provided to
members of the Planning Commission not less than five (5) days in
advance of the regular meeting. Meeting agendas and materials on
items on an agenda for a special meeting shall be provided to members
of the Planning Commission as promptly in advance of the meeting as
can reasonably be accomplished.
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 first regular meeting of each calendar year, or as soon
thereafter as possible. The term of office of each officer shall run until
the subsequent election.
3. If the Chair or Vice-Chair vacates their position mid-term, the Planning
Commission will re-elect officers at their next scheduled meeting and as
their first order of business. If it is the Chair position that has been
vacated, the Vice-Chair will administer the election proceedings.
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.
Page 43 of 51
6 | P a g e
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.
V. SECRETARY:
The Planning and Development 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 and Development 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 take action on the matters before the Commission; provided that if
at any time during the meeting, a quorum is no longer present, the meeting
may only continue for the time and duration necessary to fix a time for
adjournment, adjourn, recess or take measures to obtain a quorum.
VII. ABSENCE OF MEMBERS:
Participation in Planning Commission responsibilities is essential; not only so
that a quorum can be established, but to also ensure that discussions and
decision making are as representative of the community as possible.
Recurring absence also diminishes a members ability to vote on matters
discussed during prior meetings. It is therefore important for all appointed
members to participate to the maximum extent possible . If a member is
unable to participate on a regular basis, it may be appropriate for a member to
Page 44 of 51
7 | P a g e
be replaced. This section of the rules is intended to provide standards that
ensure that the regular absence of one member does not become disruptive
to, or impede the work of, the full Commission.
In the event of a member being absent for two (2) 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.
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. Quasi-judicial actions of the Planning Commission are those actions
which determine the legal rights, duties, or privileges of specific parties
in a hearing or other contested case proceeding. Quasi-judicial actions
include actions that would otherwise be administrative or legislative if
applied more widely or city-wide, rather than affecting one or a small
number of persons or properties. Quasi-judicial actions do not include
the legislative actions 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 amendment that is of general or area-wide
significance.
3. 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.
IX. AGENDA:
An agenda shall be prepared for each meeting consisting of the following
order of business:
1. CALL TO ORDER
a) Roll Call/Establishment of Quorum
b) Pledge of Allegiance
2. Approval of Minutes
Page 45 of 51
8 | P a g e
3. Public Hearings
4. Other Business Items as Appropriate
5. Community Development Report
6. 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. Persons addressing the
Commission, who are not specifically scheduled on the agenda, will be
requested to step up to the podium, give their name and address for the
record, and limit their remarks to three (3) minutes, in addition to filling
out the speaker sign in sheet available at the Secretary’s desk. All
remarks will be addressed to the Commission as a whole. The
Secretary shall serve as timekeeper. The Presiding Officer may make
exceptions to the time restrictions of persons addressing the Council
when warranted, in the discretion of the Presiding Officer.
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. All testimony and comments by persons addressing the Commission
shall be relevant and pertinent to issues before the Commission’s public
hearing. The Chair shall have the discretion to rule on the relevance of
individual public testimony.
6. Questions of staff or persons presenting testimony. Questions by
Planning Commissioners that are intended for persons who have
provided testimony shall be directed through the Chair. Questions to
persons who have provided testimony shall be relevant to the testimony
that was provided.
7. Chair closes public hearing.
8. A public hearing may be reopened by motion duly seconded and
approved by a majority vote to accept additional testimony.
9. Deliberation.
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10. Voting:
A. Any member, including the Chair, not voting or not voting in an
audible voice shall be recorded as voting in favor of the motion.
B. The Chair, Secretary, or upon request from a Commission
member, may take a roll call vote.
C. It is the responsibility of each member of the Planning
Commission to vote when requested on a matter before the full
Commission. However, a member may abstain from discussion
and voting on a question because of a stated conflict of interest
or appearance of fairness.
D. If any member of the Planning Commission wishes to abstain, or
has disclosed a conflict of interest and must abstain from a vote
on the motion, that member shall so advise the Chair and, if
there is no objection to the abstention, shall physically remove
and absent himself/herself from the meeting/hearing, all
deliberations, and considerations of the motion, and shall have
no further participation in the matter. Such advice shall be given
prior to any discussion or participation on the subject matter or
as soon thereafter as the member perceives a need to abstain,
provided that, prior to the time that a member gives advice of an
intent to abstain from an issue, the member shall confer with the
City Attorney to determine if the basis for the member's intended
abstention conforms to the requirements hereof.
If the intended abstention can be anticipated in advance, the
conference with the City Attorney should occur prior to the
meeting at which the subject matter would be coming before the
Planning Commission. If that cannot be done, the member
should advise the Chair that he/she has an "abstention question"
that he/she would want to review with the City Attorney, in which
case, a brief recess would be afforded the member for that
purpose before proceeding further.
E. If a tie vote exists, after recording the Chair's vote, the motion
fails. However, a motion for denial that fails on a tie vote shall
not be considered an approval.
F. No member may participate in any decision if the member had
not reviewed the staff reports and 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.
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11. 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.
12. 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.
13. 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).
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XI. CONDUCT:
1. These rules are intended to promote an orderly system of holding public
meetings and public hearings.
2. Any person making personal, impertinent or slanderous remarks or
noises while addressing the Commission at a public hearing may be
barred from further participation by the Presiding Officer, unless
permission to continue is granted by a majority vote of the Commission.
3. No comments shall be made from any other location other than the
podium, lectern or table set up for people to address the Commission at
a public hearing, unless approved in advance by the Chair, and anyone
making irrelevant, distracting, or offensive comments or noises may be
subject to removal from the meeting.
4. Demonstrations, applause, other disruptive behavior, or other audience
participation during or at the conclusion of anyone’s presentation are
prohibited. It is distracting to the Commission, the audience, and
persons testifying.
XII. CONFLICT OF INTEREST:
1. 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.
A. No member of the Planning Commission may use his or her
position to secure special privileges or exemptions for himself,
herself, or others.
B. No member of the Planning Commission may, directly or
indirectly, give or receive or agree to receive any compensation,
gift, reward, or gratuity from a source except the employing
municipality, for a matter connected with or related to the
officer's services as such an officer unless otherwise provided for
by law.
C. No member of the Planning Commission may accept
employment or engage in business o r professional activity that
the officer might reasonably expect would require or induce him
or her by reason of his or her official position to disclose
confidential information acquired by reason of his or her official
position.
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D. No member of the Planning Commission may disclose
confidential information gained by reason of the officer's position,
nor may the officer otherwise use such information for his or her
personal gain or benefit.
E. No member of the Planning Commission may take any action
that is prohibited by Chapter 42.23 RCW or any other statutes
identifying conflicts of interest.
2. 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:
A. 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.
B. Members shall avoid drawing conclusions regarding decisions
until after the public hearing is closed.
C. Members shall avoid participating in decisions which affect their
or any family member's property, personal or business interest,
or organization.
D. 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.
E. 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.
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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.
XIII. 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.
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