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PC Minutes 2006-03-071 1 1 MINUTES PLANNING COMMISSION MARCH 7, 2006 6:00 P.M. CALL TO ORDER - The Arroyo Grande Planning Commission met in regular session with Chair Brown presiding; also present were Commissioners Fellows, Parker, Ray and Tait. Staff members in attendance were Acting Community Development Director, Kelly Heffernon and Public Works Engineer, Victor Devens. ANNOUNCEMENTS: Request public to turn off their cell phones during the meeting. AGENDA REVIEW: No changes to the Agenda. APPROVAL OF MINUTES: Commissioner Parker requested the following changes to the minutes of January 31, 2006: • Page 7, third line, replace ...if he could... with ...if he would... • Page 9, next to last bullet, replace ...through the Ag property with ...through the residential property. Commissioner Parker made a motion, seconded by Commissioner Fellows, to approve the minutes of January 31, 2006, as amended; the motion passed on a 5/0 voice vote. Commissioner Fellows made a motion, seconded by Commissioner Tait, to approve the minutes of February 7, 2006 as written; the motion passed on a 5/0 voice vote. Commissioner Parker submitted a memo requesting the following changes to the minutes of February 21, 2006: • Page 4, first bullet (re MM.6.1), strike first sentence and replace with: "Doing further soil testing is not a mitigation to the CEQA document in itself. If further testing' is done, and an impact is discovered, the mitigation to that impact would be listed as a mitigation measure ". • Page 4, third bullet, add ...and pollutants running into the creek.... after ...erosion and sedimentation... ". • Page 8, third bullet, at the end of first sentence, add ... from James Way to accommodate both ADA access and a direct access from James Way. Commissioner Tait requested the following changes: • Page 7, end of second paragraph, replace Lobelia" with Grevillea. • Page 9, correct spelling Pampas (not Pampus). • Page 10, under "Additions and Deletions ", No. 3: correct MM should be 14.6 (re the stockpiling). • Page 10, No. 8: replace ...will provide for loss of farmland... with ...will prevent loss of farmland... PLANNING COMMISSION MINUTES MARCH 7, 2006 PAGE 2 Commissioner Tait made a motion, seconded by Commissioner Parker to approve the minutes of February 21, 2006 as amended; the motion passed on a 5/0 voice vote. A. ORAL COMMUNICATIONS: Otis Page, 606 Myrtle Street, explained that by State law the Commission are the legal administrators of the General Plan but that City Council can make exceptions to the General Plan. His concern is the question (previously discussed by the Planning Commission) of whether the present Ag policy pertains only to present farms (who are farming) or does it also pertain to farms who are farming on open space Ag soils? It was not made clear when the issue was brought to the Council what the decision was as to the Ag policy; staff has a position on the issue, but from Commissions' deliberations, specifically the presentation by Commissioner Parker, there is still a question not resolved. If Council wishes to make exceptions to the Policy it should first be understood what the Policy is. He has examined the minutes and has concluded they do support the concept that the Policy pertains to not only farmlands being farmed, but also to open space Ag soil land. If there is going to be an exception made, it should first be framed by the Planning Commission. He suggested that the tapes from the four meetings where the Ag Policy was established, be copied onto DVDs and given to each Planning Commissioner, staff, and Council so this issue can be dealt with. B. WRITTEN COMMUNICATIONS: 1. Copy of letter written by Gerrit & Kimberly Berg, applicants for Administrative Item No. 1, Plot Plan Review 06 -002. 2. Amended plan for the Sheppel project. C. REFERRAL ITEMS FOR COMMISSION ACTION: None. II. PUBLIC HEARING ITEMS: A. CONDITIONAL USE PERMIT CASE NO. 05 -007 & VESTING TENTATIVE PARCEL MAP CASE NO. 05 -002; APPLICANT - COURTLAND VILLAGE, LLC; LOCATION — 1375 E. GRAND AVENUE. Ms. Heffernon presented the staff report for consideration of the proposed construction of two (2), single -story commercial buildings totaling 11,020 square feet, for Phase II of the Long's Center. Ms. Heffernon discussed the background information, project description, SAC comments, ARC (July 11, 2006) recommended changes, and requested Commission consideration of the draft negative declaration with mitigation measures. The Commission received revised project plans today showing amendments to the access to East Grand Avenue from the proposed project. In conclusion, Ms. Heffernon stated that staff recommends that the Planning Commission adopt a Resolution approving Vesting Tentative Parcel Map 05 -002 and Conditional Use Permit 05 -007. Staff answered questions from the Commission regarding the project staff report, conditions of approval, and the attachments. 1 1 1 1 1 1 PLANNING COMMISSION MINUTES MARCH 7, 2006 PAGE 3 Commission Parker: Regarding reciprocal access for all three sites, she has a concern that there is no left hand turn lane onto Court land (from Long's Drug Store, Phase 1). During discussion with Mr. Spagnolo, Director of Public Works, he had informed her that this is not a City requirement, so if the other two projects have reciprocal access through the project and they choose not to have this "no left hand turn lane" is this a reciprocal decision. Ms. Heffernon referred this question to the applicant. Commissioner Parker: On the new revised plan there are four parking spaces that have been removed to help the ingress - this now leaves a large open space. Could the tree be put back in the green space that was next to the parking spaces? Ms. Heffernon stated the Planning Commission could request that this be done. Commissioner Tait re MM 3.2: Is it easy for construction crews to get reclaimed water and where would this come from? Mr. Devens stated Soto Sports Complex, Corporation Yard, has an electric pump and a hydrant to fill up the vehicles and there is a minimal charge. Commissioner Tait: Does the City have future plans for the traffic problems at East Grand and Halcyon intersection (this project will increase traffic). Mr. Devens: The recent traffic model update indicated that the southbound Halcyon Road would need an additional through land and dedicated right and left turn lanes; there are no concrete plans yet to perform the improvements. Commissioner Tait: Re the Initial Study under the heading: Hydrology and Water Quality, he did not understand why the mitigation conclusion states, "no potentially significant impacts on hydrology and water quality are anticipated, but under Setting it states, "development of this site will increase impervious surfaces which will change absorption rates and increase the amount of run off'. Ms. Heffernon: There is a solution incorporated already in the project description; all of the drainage is to be collected and routed over to an existing basin; there is an inline system; there is no riparian habitat to consider and no further mitigation required, it has all been satisfied. Commissioner Parker: Re the drainage, will Peter Keith have reciprocal access to the basin when he develops his site? Mr. Devens: The drainage improvements for this project have a connection point for Mr. Keith's property. Chair Brown opened the public hearing to public comment. Ted Moore, applicant, stated his traffic engineer, civil engineer, and a representative from Sesloc Credit Union, were all present to answer Commission questions; gave an update on the undergrounding of utilities; stated the CC &R's are in place in perpetuity; Peter Keith has a reciprocal access agreement and there is a master plan for the driveways; the driveway has been widened (they took away the four parking spaces) as Peter Keith insisted, so there is enough room for people to back up; we do not think PLANNING COMMISSION MINUTES MARCH 7, 2006 PAGE 4 there is enough room to put in a landscape strip (2' -3' wide) as it would make it difficult for cars to maneuver in. Commissioner Fellows: Elimination of the trees is not good; if a 3 -foot wide median strip were included there would still be much more back up space than before; if the right kind of trees were planted the roots would stay within that area. Mr. Moore: He did not think it would be enough room and with a new curb people would be driving over it; the previous design did not function well at all and it created an uncomfortable area for people coming into the project. Commissioner Ray: There were two suggestions in the traffic study for improving the traffic circulation and neither of the suggestions were used, but rather a hybrid of both, why was this? Richard Poole, traffic engineer: We were not aware of the different agreements with the property owners involved with the project at the time we did the original plan, so that is why we came up with some different suggestions; when the adjacent property develops, this could be revisited as there are a number of things that could be done; the primary problem they were concerned with was ingressing and egressing the site. In reply to Commissioner Ray's concern with the two the parking spaces on the new map, Mr. Moore stated this could be employee parking for Sesloc; we wanted to make it safer with a larger back -up area. Commissioner Parker commented: • Re the removal of the parking spaces to make room for cars to maneuver, there is now approximately 60 -feet behind the parking to pull out. • The left hand turn onto Court land from Phase 1 has been marked with a right hand arrow, indicating you can only make a right turn here and no left turn. Mr. Moore: He would check this out. • On the new plan there are landscape strips shown and the trees shown on the renderings are very large, are you planning on planting these large trees in some of these landscape strips? Mr. Moore: They were planning on this, but a final landscape plan had not yet been submitted to the Parks & Recreation Department; along the east side of the project they were planning on putting up a lattice and plant tropic vines to hide the area (a requirement of the project); the houses behind would not be able to see much of the building; in addition, there will be no doors on the west side. Commissioner Tait, re MM 14.3, landscaping: Does the landscape plan have rain trigger shut off devices to stop irrigation when it is raining? Mr. Moore: They have a vendor available every day of the week for two hours to pick up trash, talk to tenants and monitor the irrigation system (if it rains they are shut off). In addition, one of the tenants is responsible for keeping an eye on the center; however, he would look into the automatic shut off systems as well. 1 1 1 1 1 1 PLANNING COMMISSION MINUTES MARCH 7, 2006 PAGE 5 Commissioner Fellows MM 3.13, re shade tree plantings along the southern exposure of the buildings to reduce summer cooling, will these be planted? Mr. Moore: There are no windows back there, but they are intending to do calculations with staff on this and will need more time to review. Commissioner Brown: Do you anticipate any problems regarding visibility for the monument sign for shop 'D' in the rear of the lot, and are there more trees in this portion of the project? Mr. Moore: He does have concerns because of the depth of the lot; however, they will have some signage up front including "destination users" showing the service or product; he agreed that there were more trees in the parking lot areas on this portion of the project. Chair Brown closed the hearing to public comment. Commission Comments: Ray: • She has no problem regarding the minimum lot size exception. • Thanked ARC — they did the mass of the work and a lot of their suggestions are either implemented or have been conditioned. • MM 14.3, need to correct, states 4.3; change word "should' to "shall' in MM.3.2 and 3.6. • Overall she likes the project. Fellows: • He does not require major changes; it's a good project and a good fit for Grand Avenue. • Likes the idea of the walkway through the parking lot as it gives some protection for the pedestrians. • He would like to see more trees; there should be trees in parking lots every three spaces; he would like to mitigate the asphalt with shade trees; he agrees with the idea of putting in a median as this is a great opportunity to put in landscaping. • Likes the idea for the recycling; this should be a requirement and included in the lease as the City is required to reduce the amount of trash. • MM 14.4, (project plans shall improve water runoff on site): We have a real water shortage in the community and this must be implemented. Would like to see this go back to the ARC for their comments on adding some detailing to the buildings (when this was previously reviewed by ARC the applicant's representative was not present); suggest adding some real ceramic tiles for architectural detailing; the new building west of the Santa Lucia Bank has some of these tiles and he would like to see more of this type of detailing on buildings 'along Grand Avenue. Parker: • She likes the plan and way it ties in with the Longs section; it is much better than having one large building with parking all around - it gives character to the City. • Glad to hear that Mr. Moore is intending to improve the plain buildings in the back; it may benefit the view from the housing tract. PLANNING COMMISSION MINUTES MARCH 7, 2006 PAGE 6 • Concern that the left hand turn onto Grand Avenue was unsafe, even though Mr. Spagnolo did not agree. • Glad to hear Mr. Moore will look into the "right -hand turn only" marking (onto Court land). • Would like to see an island with greenery included in the 60x100 foot area (where the parking spaces were removed). • Agree that the configuration for parking spaces for Nos. 2 & 8 should be changed. • Would like reclaimed water to be used if possible. Tait: • Agrees with Commissioner Fellows that it would not be safe to have a left hand turn lane from the project onto Grand Avenue. • Likes the consideration for pedestrians, bicyclists, and transit user and provision of bicycle racks. • MM 3.2 re reclaimed water: Agrees with Commissioner Ray on replacing the word should with shall, but he would like to delete "whenever possible ". • He was really encouraged to see MM 3.11, 3.12 and 3.13 to encourage walking and also to reduce the summer cooling by providing shade trees. • Suggest change the construction hours from 8:00 AM -7:00 PM, to 8:00 AM — 6:00 PM. • Concern with the traffic increase that this project will bring to the intersection at Halcyon and Grand Avenue, which is already at an LOS D. • Suggest Mr. Moore explore other solutions besides the human monitoring to monitor the irrigation, as the water shortage is critical. • MM 14.4, Add language to read: ... "the project plans shall include methods and appropriate best management practices ", suggest the applicant refer to "Best Management Practices" fact Sheets from the "California Storm Water Best Management Practices Handbook ". • He is also fine with not meeting the minimum lot size. Brown: • He is fairly pleased with the project as presented; Phase 1 dealt with a lot of the concerns he had with this design and project. • He would like Mr. Moore to comment regarding the safety issue of the left hand turn lane onto East Grand Avenue, whether it is absolutely necessary, and on the potential increase in traffic on the Longs project. • Agreed with Commission Fellows that the landscape (re trees) plan is going back for review to the ARC (with a representative present this time). • Asked for comment from Mr. Moore on the Commission suggestion for a median with landscaping in the driveway. Mr. Moore: The traffic study indicated that the left hand turn lane onto Grand Avenue would function safely; it is probably not a necessity; it could be posted to require right turn only at peak hours; he would be willing to see if it works and leave an option to change it later; one of the reasons he bought the property was to have that left turn out 1 1 1 1 PLANNING COMMISSION MINUTES MARCH 7, 2006 PAGE 7 (which was agreed to early on). Regarding the landscape median, it can be put in, but he is not sure he can comply, as the Fire Department needs proper access with minimum turning radius. Regarding his not being present at the ARC, at the time he had the flu, but essentially he was agreeable to their comments and could return if required. Commissioner Ray: Regarding the discussion on the two parking spaces, they could be marked with no parking, or motor cycle parking only in order to provide a safe way for parking spot No. 8 to turn out and make the whole area safer. The Commission had a discussion on what conditions they would like to include in the motion. Commissioner Parker made a motion, seconded by Commissioner Fellows to approve Tentative Parcel Map Case No. 05 -002 & Conditional Use Permit Case No. 05 -007 with the following conditions: 1. No left hand turn onto Grand Avenue with a planted flare median to discourage left turns. 2. Return to ARC with a landscape median area delineated between the two properties near the Grand Avenue access and for review of the final landscape plan and the architectural detailing of the buildings. 3. Change construction hours to read Monday through Friday 8:00 AM to 6:00 PM (MM 8.1) 4. Add language "Best Management Practices" to MM 14. 4. 5. Reconfigure the two parking spots on the north side of the project to be for motorcycle /bicycle parking only; include striping to leave room for cars to back up. 6. Add a clause to condition of approval No. 13 regarding recycling measures to property leases. 7. MM 3.2 & 3.6: Replace "should" with "shall ". 8. MM 14.3: Add language "apply rain triggered shut off device and flow reducer shut off valve ". 9. Add vines or trees to area behind building "D' for screening. and adopt: RESOLUTION NO. 06-1993 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ARROYO GRANDE ADOPTING A NEGATIVE DECLARATION, INSTRUCTING THE SECRETARY TO FILE A NOTICE OF DETERMINATION, APPROVING VESTING TENTATIVE PARCEL MAP CASE NO. 05 -002 AND CONDITIONAL USE PERMIT CASE NO. 05 -007 FOR PROPERTY LOCATED AT 1375 EAST GRAND AVENUE, APPLIED FOR BY COURTLAND VILLAGE, LLC PLANNING COMMISSION MINUTES MARCH 7, 2006 The motion passed on the following roll call vote: AYES: Commissioners Parker, Fellows, Ray, Tait and Chair Brown NOES: None ABSENT: None the foregoing Resolution was adopted this 7 day of March 2006. The Commission took a 5- minute break. III. NON - PUBLIC HEARING ITEMS: None. IV. A. NOTICE OF ADMINISTRATIVE DECISIONS SINCE JANUARY 31, 2006: aseNo PPR 06 -002 TUP 06 -003 TUP 06 -004 1 - Ap i Name Gerrit & Kimberly Sheila Gable Wal -Mart V. DISCUSSION ITEMS: None. Address 1577 El Camino Real 268 Tally Ho Road 1168 W. Branch escription, Grand Reopening activities in the Wal -Mart parking lot. Conversion of an office building to a veterinary office use. Use of two travel trailers for habitation while the main house is rebuilt due to storm damage. PAGE 8 Action Planner A A ii A. The Commission had no concerns with the administrative approval items. There is a 10 -day appeal period on administrative approvals. VI. PLANNING COMMISSION ITEMS AND COMMENTS: The Commission discussed the concerns addressed by Otis Page on the Ag Policy, and agreed that this issue will need to come forward for public hearing to clarify the issue. Chair Brown stated that he would like staff to retrieve and copy the four tapes onto DVD's as suggested by Mr. Page for Planning Commission and City Council review. Commissioner Parker commented that this issue had come before City Council for discussion during consideration of a previous project and tapes including these comments should also be included in the request. This issue is going to come forward and the more information we can have early the better prepared we will be. Commissioner Parker further stated that there is an Administrative Approval item scheduled for the next regular meeting that she has an issue with and believes it should be a public hearing; she would be requesting it be pulled. Commissioner Tait stated he had spoken to Mr. Bergman regarding this item and it had been explained to him that adequate information would be provided to the Commission J. Bergman J. Bergman J. Bergman 1 1 1 PLANNING COMMISSION MINUTES MARCH 7, 2006 on this project, which would allow an intelligent conversation to take place for consideration of this item. VII. COMMUNITY DEVELOPMENT DIRECTOR COMMENTS AND FOLLOW -UP: None. V.III. ADJOURNMENT: The meeting was adjourned at 8:20 PM to the Cherry Creek Study Session scheduled for March 14, 2006. ATTEST: `gelith LYN REARDON -SMITH SECRETARY TO THE COMMISSION TO S C ROB STRO COMMUNITY DEVEL PMENT DIRECTOR (Minutes approved at the PC meeting of March 21, 2006) PAGE 9 TIM BRO , CHAIR 1 1 1