MEMBERS: Jonathan Eady, Chair; Zach
May, Secretary; Kibbie Hatfield, Mike McQuaide, Avis Williams, and Juanita
Carson.
STAFF: Matthew Pepper, city
manager and zoning administrator.
GUESTS: Joyce
Vodar; Danielle Miller, Randy Simon, and Daniel Parson, Oxford College.
OPENING: At 7:01 PM, Mr. Eady
called the meeting to order and welcomed the guests.
MEMBERSHIP: Mr. Eady welcomed Kibbie
Hatfield as the newest member of the Planning Commission.
MINUTES: Upon
motion of Ms. Williams, seconded by Ms. Carson, the minutes for the meeting of August
13, 2019 were adopted. The vote was 6-0.
ELECTION: The following members were nominated for offices
within the Commission.
Upon motion of Mr. McQuaide, seconded by Ms. Williams,
Mr. May was nominated for Vice-Chair. The vote was 6-0.
Upon motion of Mr. May, seconded by Ms. Hatfield, Ms.
Carson was nominated for Secretary. The vote was 6-0.
OXFORD COLLEGE DEVELOPMENT
PERMIT APPLICATIONS (3): The Commission reviewed the three development
permit applications presented by Oxford College.
Regarding the application for the
office trailer, the Commission shared that Section 40-537 of the city’s code
states that a structure that can be categorized as a mobile or manufactured
home is not permissible in any zoning district. The Commission further
explained that they have approved similar office trailers in the past with the understanding
that the trailers were necessary to support specific construction projects on
campus. However, it was unclear from the development permit application that
the proposed office trailer is directly connected to any specific construction
project and therefore seems to be permanent. Oxford College explained that they
currently need to provide office space for their staff working out of the
maintenance building. They explained that it is cost prohibitive to repair the
existing building. The college has plans to renovate the house located at 102
Pierce Street and use it for office space. The college expects to complete the
project within the next two years. The two groups agreed that the two existing office
trailers and the proposed trailer will be removed within two years as the
renovation project is completed. The Commission amended the development permit
application to include language that states that the proposed office trailer is
temporary and will be removed within two years and that the existing office
trailers will also be removed within the same two-year period.
Upon motion of Ms. Carson,
seconded by Ms. Hatfield, the Planning Commission approved the development
permit application to replace an existing office trailer. The
vote was 5-0 with Mr. Eady abstaining.
During a brief discussion, the Commission found
no issues with the development permit application to remove the wood-framed
outdoor storage unit located at 102 George Street.
Upon motion of Mr. May,
seconded by Mr. McQuaide, the Planning Commission approved the development
permit application to remove the wood-framed outdoor storage unit. The
vote was 5-0 with Mr. Eady abstaining.
Regarding the application for the
hoop houses, the Commission stated that the hoop houses are permissible in the
zoning designation (Rural Residential) assigned to the Organic Farm. During the
discussion, the Commission reviewed the following code sections: 40-524,
40-812, 40-814. Section 50-524 provides the requirements for accessory
structures, while Sections 40-812 and 40-814 explain the aesthetics requirements
for structures. The Commission agreed that the proposed hoop houses met the
requirements listed in those code sections. In addition, the Commission confirmed
that the proposed hoop houses will not be located in close proximity to any
existing houses. Further, the Commission confirmed that the proposed hoop
houses meet the side and rear setbacks and will be located behind the existing
dwelling. The college stated that all four hoop houses may not be installed at
one time, but they will be before the development permit is no longer valid.
Upon motion of Mr. May,
seconded by Ms. Williams, the Planning Commission approved the development
permit application to add four hoop houses to the southeast side of the
Organic Farm. The vote was 5-0 with Mr. Eady abstaining.
DISCUSSION ON ADMINISTRATIVE VARIANCE
ORDINANCE: The Commission discussed preparing an amendment to the city’s zoning
code to delegate authority to the Zoning Administrator to review and approve
development permit applications where the proposed scope of work is objective
does not require an in-depth review of aesthetics, property lines, etc. In
addition, the Commission discussed preparing an amendment to allow the
Commission to review and adjudicate on minor variance issues without involving
the City Council through the public hearing process.
REQUIREMENTS FOR THE PLANNING COMMISSION: Mr. Pepper shared
with the Commission that the Mayor and City Council are implementing an
attendance policy for the Commission wherein each member is required to attend
at least 2/3 of the meetings in a calendar year. In addition, the Mayor and
Council will vote to amend the city’s ethics code to include all appointed and
elected officials.
OTHER BUSINESS: The Commission did not discuss any items
pertaining to other business.
ADJOURNMENT: Mr. Eady adjourned the
meeting at 8:11 PM.
Approved
by:
Juanita
Carson, Secretary