Planning Commission Minutes

Monday, November 4, 2019 6:00 PM at City Hall

Commissioners present: Brenda Reynolds, Charlotte Carnes, Paula Schoonover, Bill Yoes, Hunter Collins, Michael Rutherford. Called meeting to order at 6:03 p.m.

1.Tobo’s sign permit. Todd Bohannan and representative with D-sign spoke on the changing of the Phillips 66 sign. Discussion: First application incomplete; 2nd application missing electrical permit information; per Code, sign permit and electrical permit are required; Building Inspector advised D-Sign the proper permits needed to be pulled and to contact Chairman about the permits; however the sign was installed and then contact was made after the fact. Chair also explained the difference between replacement of damaged sign materials and a new sign where the old one had to be disconnected and new one re-connected. Chair contacted City Hall today to inquire about electrical permit, and it was unclear about the permit, and that the Mayor advised they did not need one. Chair asked Mayor Groom about this during discussion. Mr. Mardis also advised his company contacted City Hall sometime last year and and the man he spoke with advised he did not need an electrical permit. Chair explained that we need proper forms in place which create a paper trail for this sign in case of any future issues. The sign was installed without the necessary permit(s). Nothing the Planning Commission can do at this point due to sign already was installed, and the applicant being told they didn’t need to get an electrical permit, but it is noted that this is not procedure and signs done in the future without going through the proper procedures will not be permitted. Motion to approve Tobo’s sign made by Commissioner Yoes, 2nd by Commissioner Colliins. Approved 5-0.

2.Bylaws revision and update. Amending to incorporate/adopt the City’s Personnel Handbook Job Descriptions and remove any conflicting language between the Bylaws and the Job Descriptions adopted by the City Council. (A copy of the revised Bylaws are attached.)a. Paragraph added to adopt Job Descriptions, as may be amended time to time, and that if the Job Descriptions are proposed to change, that the PC will be consulted as any changes will ultimately impact the process/procedures of Planning and the City Engineer. b. Page 3, D2a– single cut off date for all submissions is the 15th. c. All references to “Office Administrator” have been changed to “Administrative Clerk.” d. Additional language placed throughout D2(A-H) and 3-8 to further clarify the processes/ procedurese. Reviewed all changes to ensure they do not contradict the Job Description of the Administrative Clerk. f. It is the Administrative Clerk’s duty to make sure the applications are turned in complete. It is the Chair’s and Secretary’s (and City Engineer’s) duty to make sure all information on application is correct and send to City Engineer. g. Item E Agenda revisions were reviewed. h. Administrative Clerk will be responsible for preparing the Agenda starting with the January 2020, agenda to be published December 20. i. End of meeting review: change made to allow Chair & Secretary to finalize minutes and publish instead of having to read everything at the end of the night. Motion to amend the bylaws by Commissioner Collins, 2nd by Commissioner Carnes. Approved 5-0.

3.Accessory Building Code: Review of city attorney document and discussion.a.Document does not have any enforcement/penalties section; need to add on page7 penalties for non-compliance.b.references to “Temporary Uses” ordinance which the PC does not have a copy of;c.listing “permitted uses” on page 2 would be difficult– easier to list what is “not”permitted;d.page 5- storage containers should be for commercial and residential. Also, doesnot have a time frame. Time frames should be different for residential vs.commercial; The section should read “any storage containers in any zone…” andthen have subsection that would state that residential would have a time frame andtime frame for commercial.e.Discussed when is a storage container temporary and when does it becomepermanent.f.Discussion to disregard the “Accessory Structures and Uses” code work andproceed with the following:i.Continue with the Code’s provision of the “10% allowable area”– but amendthat section to clarify “allowable area” as “the remaining unoccupied spaceand not include the front yard area” (which would include any space notoccupied by a house, garage, driveway, patio, etc.)ii.Height in residential zones are not to exceed 10′; height in commercialzones not to exceed 12′; Variance or CUP could be applied for if someoneneeded to exceed that height;iii.The allowable space is defined as unoccupied space.iv.Non-permitted uses in residential zone would be: living/habitation; or abusiness without a CUP; no plumbing without CUP.Motion made by Commissioner Collins, 2nd Commissioner Carnes. Approved5-0.Motion to allow accessory structures to be 10% of allowable lot size.

PUBLIC COMMENT: No public at end of meeting; no comments

ADMINISTRATIVE NOTES: Secretary stated that she received a 2nd request for FOIA for September meeting, she looked but never found a first request. All Minutes of the meetings are sent to Tammy, Treasurer, and PC; September’s was sent on Sept 4; Paula went ahead and re-sent them. Chair was not included in the email so was unaware of the request. Chair was to have received a copy of the Lot Split Code by today with the streamlined Submission Timetable so that it could be reviewed by PC before being given to Council at their next meeting to approve it– Chair did not receive it. City Engineer and PC are waiting for this to be completed before Planning and Engineer can allow more than a single split request or implement the submission timetable.

Motion to adjourn: Commissioner Collins, 2nd by Commissioner Rutherford. Pass 5-0 Adjourn: 7:36 p.m