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2022-03-09 Planning Board MinutesCITY OF EDMONDS PLANNING BOARD Minutes of Webinar Retreat March 9, 2022 Chair Crank called the virtual retreat of the Edmonds Planning Board to order at 6:00 p.m. LAND ACKNOWLEDGEMENT FOR INDIGENOUS PEOPLES We acknowledge the original inhabitants of this place, the Sdohobsh (Snohomish) people and their successors the Tulalip Tribes, who since time immemorial have hunted, fished, gathered, and taken care of these lands. We respect their sovereignty, their right to self-determination, and we honor their sacred spiritual connection with the land and water. Board Members Present Staff Present Alicia Crank, Chair Susan McLaughlin, Development Services Director Roger Pence, Vice Chair Kemen Lien, Interim Planning Division Manager Matt Cheung Angie Feser, Parks, Recreation & Cultural Services Director Todd Cloutier Jeff Taraday, City Attorney Judi Gladstone Richard Kuehn Mike Rosen Lily Distelhorst (student rep) Board Members Absent None READING/APPROVAL OF MINUTES MOTION MADE BY BOARD MEMBER CLOUTIER, SECONDED BY BOARD MEMBER CHEUNG, TO APPROVE THE MINUTES OF FEBRUARY 9 AS PRESENTED. MOTION PASSED WITH BOARD MEMBER GLADSTONE ABSTAINING. MOTION MADE BY BOARD MEMBER KUEHN, SECONDED BY BOARD VICE PRESIDENT PENCE, TO APPROVE THE MINUTES OF FEBRUARY 23 AS PRESENTED. MOTION PASSED WITH BOARD MEMBER GLADSTONE ABSTAINING. ANNOUNCEMENT OF AGENDA MOTION MADE BY BOARD MEMBER CLOUTIER, SECONDED BY BOARD MEMBER GLADSTONE, TO APPROVE THE AGENDA AS PRESENTED. MOTION PASSED UNANIMOUSLY. Planning Board Meeting Minutes March 9, 2022 Pagel of 7 OPEN PUBLIC MEETINGS ACT TRAINING City Attorney Taraday presented made a presentation regarding the Open Public Meetings Act (OPMA) Appearance of Fairness Training. Hypothetical and clarification questions were asked as they came up throughout the presentation. • The Basics Appearance of Fairness — must not only be fair but appear to be fair; acting like judges; not policy makers; when it is applied (site specific rezones) and when it is not (lot line adjustment, preliminary short plat, comprehensive plan amendments). o Ex parte communications — what they are, how to avoid, and how to remedy o Bias — definition, how you know if you have bias, disqualification, lack of quorum o Script for Chair during hearing Making a Record — no more than one open record hearing (RCW 36.70B.050), need complete records, all evidence must be introduced during open record hearing, should request any supplemental information for questions that cannot be resolved, continuing a hearing OPMA Violations — meetings must be open and public, who is subject to OPMA Committees — committees and OPMA, when does a committee act on behalf of the governing body, example court cases Due to time limitations, Serial Meetings and Miscellaneous topics were not covered, but Mr. Taraday indicated he could come back another time and that he would forward additional training resources to the Board. DEPARTMENT WORK PLANS A. Parks, Recreation & Cultural Services Work Plan; Roles and Responsibilities Parks, Recreation & Cultural Services Director Angie Feser reviewed the department staff organizational chart and the department work plan for the year. • Planning/Administration: PROS Plan, ADA Transition Plan, Salmon Safe, City Emergency Plan Update; Budget/CIP; Capital Program Development/Implementation; Park Land Acquisition (as needed); City of Lynnwood Meadowdale Park ILA renewal; Grant Applications; Shell Creek Property — BCO Compliance Project; Building Code Compliance Issues (2) Parks Capital Projects/Contracted Work: Civic Park Complex; Yost Park — Civic Water Mitigation; Yost Pool Plaster Repair; Greenhouse Replacement; Johnson Property Cleanup/Securing; Olympic Beach Pathway Recreation Services: Marketing, Communications, and Brand Guide; New Marketing Solution Research and Implementation; Frances Anderson Center Re -opening; Digital Craze Newsletter Mailing; Winter Programming; Spring/Summer Programming; Fall Programming; Non -School Day Camp; Softball Leagues; Pickleball Leagues; Outdoor Volleyball League; Park Concessions Service Provider Management; Tenant Lease Agreements; Shelter & Facility Rentals, Memorial Gift Catalog Management; Youth Commission Planning Board Meeting Minutes March 9, 2022 Page 2 of 7 • Special Events Partnership/Support: Rotary Easter Egg Hunt; Earth Day, Farmers Market; Urban Craft Fair; Watershed Fun Fair; Health and Fitness Expo; Arts Festival; 4th of July Parade, 5K and Fireworks; Blue Heron Canoe Journey; Outdoor Movies; Puget Sound Bird Fest; Taste of Edmonds; Classic Car Show; Oktoberfest; Indigenous Peoples Day, Tree Lighting Ceremony • Arts and Culture: Highway 99 Gateway Signs; Write on the Sound; LTAC Contracts; Create Grants; Floretum Garden Club Sculpture; Creative District/4th Avenue Cultural Corridor; Civic Park Public Art; Flower Pole Artist Call/Selection; Concerts; Best Book Contest; New Poetry Program Format; Music at the Library; Exhibits — Restart inside, plus on the fence; Waterfront Park signage for Meyer art; Indigenous Peoples Art; Community Cultural Plan process Human Services: Hiring social worker; resource navigation & motel voucher program administration; Kone Consulting Report; Household Support Grant Program & Snohomish County Grant; Extreme Weather Shelter Coordination; Open Human Services Office to public; Urgent Needs Program Donation Drive; County Shelter Enhancement Project; Council updates Director Feser explained that she intends to bring quarterly updates to the Board and to share more about programs, services, and projects the Department is involved with. She explained that the Planning Board Role for 2022 and beyond will include implementation of the PROS Plan; park planning projects; capital program, land acquisition; Park Impact Fees (PIF); and City Code work related to Parks. Board Member Rosen asked if there are plans to have a full-time volunteer coordinator for Parks. Ms. Feser said she is interested in asking for that position in the 2023-2024 budget process. Chair Crank asked about the staffing levels of the department. Ms. Feser replied that they are fully staffed. Board Member Rosen thanked staff for recognizing the Board's role in land acquisition. He asked who was responsible for the Emergency Management Plan Update. Ms. Feser explained that Chuck Wallace is the Emergency Management Manager and is updating the citywide Emergency Management Plan. Board Member Rosen then asked about the marketing and branding efforts. Ms. Feser explained this will include a branding package so there will be a consistent look with all types of communications materials throughout the Department. Vice Chair Pence referred to the difference between physical signs throughout Edmonds and asked why those aren't more consistent with the image they want to portray. Ms. Feser agreed that this is an issue and commented that this is beginning to change. Moving forward they will try to use the same style of signs within the parks. She was not sure about the design process for the gateway signs and the Highway 99 signs. Vice Chair Pence thought that there ought to be one image they should be presenting with all their signage, regardless of where it is. Chair Crank responded that she was involved with that process, and the group had received input that different areas wanted to have their own taste and feel. B. Development Services Planning Work Plan Development Services Director Susan McLaughlin presented the Development Services Planning Work Plan for 2022. She reviewed the Department responsibilities, the existing mission, and the organization of the Administration, Building, and Planning sections. Planning Board Meeting Minutes March 9, 2022 Page 3 of 7 Key projects for 2022 include: creating an equitable engagement framework; People Streets & Public Spaces project; Highway 99 Community Renewal Plan; Climate Action Plan; Multi -family Design Standards/Interim Design Standards; Comprehensive Plan Update 2022-2024; Urban Forestry efforts; code rewrite/updates; and processing permit applications. Vice Chair Pence referred to the high number of permit applications and asked if staff could convert this to the number of housing units this equates to so they can have a better sense of the growth. Ms. McLaughlin stated that staff tracks those numbers on a monthly basis, and she could pass those along to the Board. Board Member Gladstone asked about a bill she heard about that lengthens the Comprehensive Plan planning period. Mr. Lien wasn't sure if the bills passed, but even if they did it would only bump it out to 2025; he expects that the City will stay on schedule to finish in 2024. Ms. McLaughlin concurred, noting that the City is due for an update because the last update was in 2015. Board Member Gladstone asked about any potential efforts to annex Esperance. Ms. McLaughlin noted that she is aware of an interest in this, but her understanding is efforts in the past have failed because lack of community interest in that area. Mr. Lien explained that pieces of Esperance have voted not to be incorporated over the years. He also commented that the County and the City had some difficulty coming to an agreement on services. Ms. McLaughlin thought this would come up again in the Comprehensive Plan. Vice President Pence noted that the legislature simplified the process to preclude a veto of the voters in the annexation area. He thinks the City should look into this sooner rather than later. Board Member Pence thanked Ms. McLaughlin for the presentation. He is very supportive of the need for a visioning process that would also identify community values. Chair Crank asked about the staffing levels of the department. Ms. McLaughlin noted that there are two vacant positions — the Senior Planner and the Planning Manager. Other than that, they are nearly fully staffed. Board Member Pence expressed concern about the piecemeal approach to amending the Code and recommended a comprehensive rewrite. Ms. Laughlin explained that codes in every city are like this by their very nature; however, there is a need to do formatting and legibility and tighten up sections of the code. There will always be multiple line items of code amendments that are necessary. Board Member Pence recommended a form -based code when they are ready to do a comprehensive rewrite, especially for the non -single-family areas of the city. PLANNING BOARD EXTENDED AGENDA Board Member Rosen spoke to the importance of consensus between the Council, the staff, and the Board on what the priorities of the Board are. Chair Crank agreed and noted that they have a joint meeting scheduled with Council for April 19 and can get their input at that meeting. Mr. Lien noted he had titled this agenda item, "Pending — for future consideration 2022". He noted that the document they are working from passed through Council last year. Items discussed and added to the extended agenda: • Joint Meeting with the Council — April 19 Planning Board Meeting Minutes March 9, 2022 Page 4 of 7 • Residential Occupancy Public Hearing — April 27 • Waterfront Study Presentation (Makers) — April 27 • Introduction to Park Land Acquisition — April 13 • ADA Transition Plan (extended agenda) • Development Activity Report - May 11 • Comprehensive Plan Update - May 11 • Equitable Outreach - May 25 • Salmon Safe Update — April 13 • ADA Transition Plan (fall) • CIP (extended agenda) • Site specific rezone (April or May) • Briefing on People Streets and Public Spaces — March 23 Removed: • PROS Plan There was agreement that these items might be moved around as needed by staff based on their readiness. Vice Chair Pence requested a briefing on People Streets and Public Spaces on March 23. Director McLaughlin indicated that would be a little early, but they could come with more information in April. Board Member Gladstone recommended having several briefings on this throughout the process, including an early look at the scope of work. Board Member Kuehn agreed that having more information in all parts of the process would be helpful for everyone. Board Member Cheung asked about the agenda for the joint City Council meeting. Chair Crank stated she was trying to set a meeting with the Council President to work that out. Board Member Gladstone asked about the Housing Commission recommendations. Ms. McLaughlin explained that there were some unresolved Housing Commission recommendations that staff would like to get clarification on prior to the Comprehensive Plan work. Mr. Lien explained that staff wanted to touch based with the Council to get their recommendation. Board Member Gladstone commented that all the ones that remain are ones that the Council said should go through the Planning Board. She wondered if the Council would welcome more input on those items. Ms. McLaughlin thought that would make sense. Chair Crank asked if staff could get a sense from the Council first to see if that is what they want. Mr. Lien suggested bringing it up at the upcoming joint meeting. Board Member Cloutier agreed. AUDIENCE/PUBLIC COMMENTS Natalie Seitz thanked the Board for the time they put into the PROS Plan process but raised several concerns. She was very disappointed the Board did not follow through with the initial recommendation around the 4' Avenue Cultural Corridor as this is an inequitable investment in a well-resourced area. She was disappointed that the Board chose to send a message to the Council with regard to Marina Beach. Many of the members did not appear knowledgeable about the discussion leading into that decision and it was unclear to her why they would build a channel to a piece of property they City does not own and which does not connect to the existing outfall of the creek. She was also disappointed the Board would slow the progress the Council has made towards equity. She was disappointed the Board chose to proceed with Marina Beach because it was removed from the Planning Board Meeting Minutes March 9, 2022 Page 5 of 7 previous presentations, was not identified in the Planning Board discussion during the preceding meetings, and was redlined in all columns in the packet distributed for the hearing. The CFP shown during the meeting did not match what was distributed to the public which provided no time for her to forward information she had previously sent to Council to the Planning Board or to prepare remarks towards this subject. This is not in keeping with the public information goals the Board had previously championed. She was also disappointed that the Board chose to weigh 103 individuals' public comments equally as over 2000 individuals who participated in the PROS planning process surveys and public stakeholders' meetings. She stated this is a subversion of the outreach process and is exactly why underserved communities do not tend to participate in the first place. She recommended that the Board receive training in the Growth Management Act and foundational principles that tend to guide the siting of resources in association with population growth. She also recommended that they receive training in the land use principles that tend to result in displacement and the inequity/government relationship. She expressed appreciation to the Board for all the work they put into the review. PLANNING BOARD MEMBER COMMENTS Board Member Rosen thanked staff for the information. He expressed a desire to explore how to improve the Board's relationship with the Council so that when they make a recommendation it is highly regarded. Board Member Cheung thanked everyone for participating and for sharing. It was helpful to hear all the reports. Board Member Gladstone expressed appreciation for the good conversation tonight and said she was looking forward to future discussions on the important issues before them. Vice Chair Pence referred to the section of the code that talks about the Board's role in park property acquisition and development. He commented that there are quite a few park properties that he is not familiar with. He requested a tour of parks facilities. He brought up the matter of how the City does surveys. Some people have expressed concern that the surveys were biased towards achieving a certain response. He hopes that the people involved in crafting surveys for public responses in the future would run the surveys by the Planning Board who might be able to point out some of those issues. He also brought up how public citizens are notified about upcoming public hearings. He wondered how they might be more effective at reaching people. Board Member Kuehn thanked staff for all the work they did on the presentations. He agreed with Vice Chair Pence that he could use more familiarity with the various parks in Edmonds. He would also appreciate a field trip when the weather gets nicer. He thanked Chair Crank for putting this retreat together. Board Member Cloutier thanked Director Feser for the day camp coming back. He noted that those kids put their backpacks on and walk to any parks they can access within an hour. He joked that following those kids around is a great way to do a tour and get familiar with the parks. Student Representative Distelhorst thanked the Board and staff for the information and stated it has given her new insight. PLANNING BOARD CHAIR COMMENTS Planning Board Meeting Minutes March 9, 2022 Page 6 of 7 Chair Crank thanked all of staff for all the work they did putting the information together. Regarding the parks tour idea, she suggested creating some sort of guide or digital self -guided walking tour. This could be of benefit not only to the Board, but to the community at large. She is looking forward to seeing how things go with the joint meeting with Council next month. ADJOURNMENT: The meeting was adjourned at 8:49 p.m. Planning Board Meeting Minutes March 9, 2022 Page 7 of 7