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2019-07-24 Planning Board Packetti3 f!}:qr Agenda Edmonds Planning Board 't j4yx COUNCIL CHAMBERS 250 5TH AVE NORTH, EDMONDS, WA 98020 JULY 24, 2019, 7:00 PM 1. CALL TO ORDER 2. ANNOUNCEMENT OF AGENDA 3. AUDIENCE COMMENTS 4. ADMINISTRATIVE REPORTS A. Development Services Director Report 5. PUBLIC HEARINGS 6. UNFINISHED BUSINESS 7. NEW BUSINESS A. Joint Meeting: Discussion on ADB Roles and Design Review Process 8. PLANNING BOARD EXTENDED AGENDA A. Review Planning Board Extended Agenda 9. PLANNING BOARD CHAIR COMMENTS 10. PLANNING BOARD MEMBER COMMENTS 11. ADJOURNMENT Edmonds Planning Board Agenda July 24, 2019 Page 1 4.A Planning Board Agenda Item Meeting Date: 07/24/2019 Development Services Director Report Staff Lead: Shane Hope, Director Department: Planning Division Prepared By: Diane Cunningham Background/History N/A Staff Recommendation N/A Narrative The Development Services Director will give an update on the Housing Commission. Attachments: Director. Re po rt.07.19.19 Packet Pg. 2 4.A.a MEMORANDUM Date: July 19, 2019 To From Subject Planning Board Shane Hope, Development Services Director Director Report "If you don't know where you are going, you'll end up someplace else." — Yogi Berra Next Planning Board Meeting The next regular Planning Board meeting is July 24. It will feature a Joint Planning Board / Architectural Design Board meeting. STATE & REGIONAL NEWS New Population Estimates The state recently published its most current estimates of city and county populations. Edmonds' population is 42,170, up from last year by about 350 people. We are the third largest city in the county. Some other populations that may interest you are: ❑ Snohomish County 818,450 (that's the whole county) ❑ Everett: 111,800 ❑ Marysville: 67,820 ❑ Lynnwood: 39,600 ❑ King County 2,226,300 (that's the whole county) ❑ Seattle 747,300 ❑ Shoreline 56,370 Road Map Report The statewide "Road Map Report" was issued on June 30 in four volumes and is available. The report is based on a two-year study commissioned by the state legislature to review laws related to environment, growth, annexations, transportation, and other development and land use issues. Highlights will be presented at a future Planning Board meeting. 1 1 P a g e Packet Pg. 3 4.A.a LOCAL PROJECTS Planning Board Videos We have worked with the City Clerk's office on a new method to post videos of Planning Board meetings. The City's website for meeting agendas now includes videos for most of the Planning Board meetings. While such meetings were initially videoed and shown live, the recorded version was not being linked to the website, due to a software system change. However, more recently, the City Clerk's office has been able to provide assistance so that current and many past Planning Board videos are now available online from the City's agenda webpage. Housing Commission Update The City received 135 applications to the Citizens Housing Commission. Council members are now in the process of selecting appointees to the Commission. Each Council member has an assigned district from which she/he will select two commissioners and one alternate. (The Housing Commission districts are based on Census tracts and have roughly equal populations.) Once the Council appointments are complete, the Mayor will select one commissioner and one alternate from the remaining applicant pool. Urban Forest Management Plan The new revised Urban Forest Management Plan (from a May 2019 final draft) was adopted by the City Council on July 16. More information about it will be provided to the Planning Board at an upcoming meeting. The City's website has a link to the draft plan. Note: The draft plan on this website will be updated soon to reflect the new adopted date. Otherwise, the plan's content is the same. After Hours Parking Program A new site is being added to the "After Hours" parking program, sponsored by the Edmonds downtown business district ("Ed!"). The site is the Bank of America parking lot at V Avenue South and Main Street. It adds 50 new parking spaces for downtown visitors after regular business hours. This brings the total number in the program to 100 spaces. The business district is also working to develop a digital parking map that will show where to find available parking. OTHER LOCAL NEWS Architectural Design Board (ADB) The ADB met on July 3. Items of discussion included: Main Street Commons, which is a two -building redevelopment project at the southwest corner of Main Street and 6th Avenue South. The site is zoned Downtown Business (BD1). Phase 1 of the project includes extensive renovation and alteration of an existing 9,000+/- sq. ft. commercial building on the west side of the site and creation of an adjacent plaza to replace a portion an existing surface parking lot. Phase 2 of the project will replace the rest of the existing parking lot and includes a new 5,600 sq. ft. two-story building to the east of the plaza at the corner of Main St. and 61" Ave. S. The plaza will be extended south of the new building to connect to 61" Avenue and eight surface parking stalls will be created that load from the alley to the south. 2 1 P a g e Packet Pg. 4 4.A.a Arts Commission The Arts Commission met on July 15. Discussions included: ❑ Concerts, Public Art ❑ Tourism promotion ❑ Museum Plaza, Write on the Sound sign ups ❑ Partnerships, Budget 2020 Cemetery Board The Cemetery Board meets next on July 25. Discussions include: ❑ Customer Satisfaction survey update ❑ Staff reports ❑ Walk Back in Time Diversity Commission The Diversity Commission meets next on August 7. An agenda will be posted online when available. Economic Development Commission (EDC) The EDC meets next on August 7. An agenda will be posted online when available. Edmonds Downtown Alliance The Edmonds Downtown Alliance meets next on August 8. An agenda will be posted online when available. Hearing Examiner The Hearing Examiner meets next on August 8. An agenda will be posted online when available Historic Preservation Commission (HPC) The HPC held a public hearing on July 11. Items discussed included: ❑ Public Hearing for inclusion to the Edmonds Register of Historic places for property located at 560 Bell St. (HPC approved and forwarded their recommendation to the city council for final decision). ❑ Certificate of Appropriateness for the Profitt/Astell house at 825 Main St. Mayors Climate Protection Committee The Climate Protection Committee meets next on August 1. Discussion is expected to include ❑ Update on the city's wastewater treatment plant ❑ Update on the Climate Goals Project Tree Board The Tree Board meets next on August 7. An agenda will be posted online when available. Youth Commission The Youth Commission meets next on August 7. Items of discussion include: ❑ Vote for secretary 3 1 P a g , Packet Pg. 5 4.A.a ❑ Statements: When, why, what? 7 Quarterly Youth Forum: Topics City Council The July 16 City Council meeting included the following highlights ❑ Presentation from Students Saving Salmon —an annual report, with data from the students' field research, especially around the Edmonds Marsh and Shellabarger Creek. ❑ Civic Park Financing Ordinance — approval of bonding for $4 million to fund improvements to Civic Park, based on the Master Plan ❑ Presentation of Facility Condition Assessment Study by McKinstry —discussed the building deficiency gap (needed maintenance and safety upgrades to 18 city buildings) of over $6 million and a plan to tackle it ❑ Urban Forest Management Plan —adopted ❑ Second Quarter Budget Amendments —adopted. COMMUNITY CALENDAR • July 23: Sand -sculpting contest, Marina Beach (407 Admiral Way), 10 am • July 25: "Walk Back In Time" cemetery tour, Edmonds Memorial Cemetery — 820 15tn St SW, 1 pm • July 26: Edmonds outdoor movie night (Trolls), Frances Anderson Center field, 8:30 pm • July 31: Low tide beach walk, Olympic Beach visitor station, 10:30 am • August 2: Edmonds outdoor movie night (A Wrinkle in Time), Frances Anderson Center field, 8:30 pm • August 4: Low Tide Beach Walk, Olympic Beach visitor station, 1:30 pm • August 5: Edmonds Summer Wine Walks, Downtown Edmonds, 5 — 8pm. Proceeds benefit Edmonds Art Walks • August 8: Ranger Talk: The Orca Salmon Connection, Olympic Beach visitor station, 1pm Did you know that today July 19 is the 200th day of the year and 165 days remain until the end of the year? 4 1 P a g e Packet Pg. 6 7.A Planning Board Agenda Item Meeting Date: 07/24/2019 Joint Meeting: Discussion on ADB Roles and Design Review Process Staff Lead: Mike Clugston / Rob Chave Department: Planning Division Prepared By: Rob Chave Background/History The Architectural Design Board (ADB) had a discussion on this topic on October 3, 2018 and again on April 3, 2019. Staff Recommendation This is a joint meeting of the Planning Board and the Architectural Design Board. The main discussion will involve the ADB's ideas on how it sees its role and the design review process changing. Results of this meeting can be part of a Planning Board update to the City Council. Narrative The City of Edmonds has had a design review process for decades. However, in 1993 a Washington Appeals Court issued a decision in Anderson v. Issaquah (70 Wn. App. 64, 851 P.2d 744) which held that generalized standards or guidelines were unconstitutionally vague. Since Issaquah's design code was patterned after Edmonds', it was clear that the City had to change its approach to design review. What followed has been a steady effort to provide more specificity and predictability in both the City's design standards and in its design review process. A significant step in this process occurred on April 3, 2007, with the adoption of Ordinance #3636. This established the District -Based Design Review process currently in Edmonds development code, with the intent that this would be the design review model used for all development once specific design standards had been drafted for all areas of the city (General Design Review would remain in effect for areas not covered by district -based design standards). Beyond the specificity envisioned for district -based design review, that process also included a two- phase design review process, wherein the first stage was intended to occur early in the design of a new project before its specific design solution was realized. The second phase would be a decision on the "final" project design. In practice, this has not been happening; proponents have typically already settled on most of their design solution before the first phase review is accomplished. The ADB has consistently indicated a desire to provide design guidance earlier in the project review cycle rather than making quasi-judicial decisions at the end of a project after it is fully designed. This is a consequence of Anderson v. Issaquah, since discretion is clearly limited when making a quasi-judicial design decision. As a board consisting mostly of design professionals, the best way of making use of that expertise in the design of a project is to provide that advise and input early in the design process, not at the end. The City Council has also stated their desire to remove volunteer boards like the ADB from the quasi- judicial role (Resolution 1367). Packet Pg. 7 7.A In addition to working on projects earlier in the design cycle and removing themselves from the decision -making role, the Board would also like to do post -hoc project reviews to analyze completed projects. The intent would be to see whether the design language in the code and comprehensive plan is resulting in well -designed projects that fit with the character of Edmonds, providing the Board with an opportunity to propose changes to the appropriate design guidance and standards. This would enable the Board to provide greater input into the development of design guidance and standards for development projects, both for individual projects and those located in specific districts. Attachment 3 is a chart summarizing the Board's current roles (identified in ECC 10.05) and the possible roles described above. You'll note that the current roles identified in ECC 10.05 are actually pretty similar to what the Board has discussed; it appears to be in line with how the ADB would like its role to change in the future. While the ADB no longer wants to make quasi-judicial decisions on projects, the Board would still provide its expertise during the project review cycle. Attachment 4 is a flow chart showing a sample review process concept where the Board could provide input before project reviews rather than making the final decision. Attachments: Attachment 1 - 10 03 2018 powerpoint Attachment 2 - ADB minutes Attachment 3 - Roles table Attachment 4 - Possible review process flowchart Packet Pg. 8 OV EDft�� � Design Review -Processes, Scope and Roles OCTOBER 3, 2018 7.A.a ADB has noticed less meaningful input at project -review level Council Resolution 1367 - update codes to remove quasi-judicial decision making Have not done post -project reviews to see if what was approved was what was intended or desired Packet Pg. 10 7.A.a A brief history... Processes Scope ADB powers and duties Discuss possible code changes to bring back for future review Packet Pg. 11 7.A.a District -based, two -phased public hearing process in BD zones General process everywhere else ADB quasi-judicial decisions - projects where SEPA is required (except CG zone) Public hearing w/notice Staff decisions - everything else No notice Packet Pg. 12 7.A.a Remove ADB from quasi-judicial decisions Eliminate two -phased hearing process Staff decisions Type I, if no SEPA (no notice) Type II, if SEPA is required (with notice) HE decision if exceptions to standards are requested ADB makes recommendations to staff, HE makes final decision Type III -A Packet Pg. 13 7.A.a Design review is intended to apply to all development, except for those developments specifically exempted from review under subsection (B) of this section. "Development" includes any improvement to real property open to exterior view, including but not limited to buildings, structures, fixtures, landscaping, site screening, signs, parking lots, lighting, pedestrian facilities, street furniture, use of open areas (including parks, junk yards, riding academies, kennels and recreational facilities), mobile home and trailer parks, whether all or any are publicly or privately sponsored. [ECDC 20.10.020.A] Packet Pg. 14 7.A.a Design review is intended to promote development that enhances the environmental and aesthetic quality of the City. Design review applies to all types of public and private development open to exterior view, including but not limited to buildings, structures, fixtures, landscaping, screening, parking lots, lighting, pedestrian facilities, street furniture, and amenity spaces. When required, design review must be completed before any building permits can be issued or construction begins. If design approval is granted, compliance with all applicable site development and engineering standards is subsequently verified through building and engineering permit review, as appropriate. Packet Pg. 15 7.A.a 1. Parks developed under a master plan approved by the Edmonds city council. 2. Permitted primary and secondary uses in IRS - single-family residential districts. 3. Detached single-family homes or duplexes in RM - multiple residential districts. 4. Additions or modifications to structures or sites on the Edmonds register of historic places which require a certificate of appropriateness from the Edmonds historic preservation commission. 5. Fences that do not require a separate development permit. 6. Signs that meet all of the standards contained in Chapter 20.60 ECDC. 7. Underground utilities. [ECDC 20.10.020.13] Packet Pg. 16 7.A.a 1. Public projects whose design has been reviewed by the Architectural Design Board and approved by City Council including but not limited to public art in ECC 3.13, parks developed under an approved master plan, and public improvements identified in the Comprehensive Plan. 2. Single family dwelling units and permitted secondary uses in IRS - single- family residential districts. 3. One or two dwelling units and permitted secondary uses in RM - multiple residential districts. 4. Additions or modifications to structures or sites on the Edmonds register of historic places which require a certificate of appropriateness from the Edmonds historic preservation commission. 5. Minor changes to previously approved plans which the Director determines do not alter the intent of the approved design. Packet Pg. 17 7.A.a A. To study and prepare a recommendation for a comprehensive architectural design plan including the recommendation of establishment of specific design districts which shall be a part of the comprehensive plan. B. To review and study land use within the city of Edmonds from a design standpoint. C. To establish goals, objectives and policies for design districts. D. To recommend legislation to effectuate the implementation of the comprehensive architectural design plan and the goals, objectives and policies for each established design district. E. And for such other matters as shall be referred to the board for review r and recommendation by the mayor, city council, planning commission or the planning department. [Ord. 1683 § 1, 1973]. Packet Pg. 18 7.A.a Review public projects and provide recommendations to City Council. Provide decision support to staff. Establish guidelines and standards city-wide and for design districts. Review selected built -out projects to evaluate whether what was constructed reflects the intent of what was approved and recommend refinement of design guidelines and standards to ensure Edmonds is getting the designs it wants. Provide review and recommendation on projects as assigned. Packet Pg. 19 7.A.a Review Board- and staff -approved and constructed projects since 2007 when the existing standards and processes were adopted Review existing guidelines (in Comprehensive Plan) and standards (ECDC) and update as necessary Provide input on next rounds of public projects Create multifamily guidelines and standards Create Five Corners district guidelines and standards Packet Pg. 20 7.A.a Update decision making processes - ECDC 20.01, 20.10, 20.11 & 20.12 Update ADB's `powers and duties'- ECC 10.05.040 How to organize post -project reviews? Meeting schedule... monthly, quarterly? Packet Pg. 21 7.A.b ENGINEERING PERMITS. MINOR CHANGES TO THE APPROVED DESIGN MAY BE APPROVED BY STAFF AT THE TIME OF BUIDLING PERMIT WITHOUT FURTHER DESIGN REVIEW BY THE BOARD AS LONG AS THE DESIGN IS SUBSTANTIALLY SIMILAR TO THAT ORIGINALLY APPROVED. CONSOLIDATED PERMIT APPLICATIONS (No Public Participation): There were no consolidated permit applications. ADMINISTRATIVE REPORTS/ITEMS FOR DISCUSSION: Election of Officers BOARD MEMBER WALKER MOVED THAT BOARD MEMBER HERR SERVE AS CHAIR OF THE BOARD IN 2019. BOARD MEMBER STRAUSS SECONDED MOTION, WHICH CARRIED UNANIMOUSLY. The Board agreed to postpone election of Vice Chair until the newly appointed Board Members were present to participate. Update on Architectural Design Board (ADB) Roles Mr. Clugston provided a chart comparing the Board's current powers and duties found in Edmonds City Code (ECC) 10.05 with the expressed work preferences the Board discussed last fall. He noted that the current powers and duties are very similar to the Board's expressed preferences of what they actually want to do. The powers and duties were originally adopted in 1973, and he doesn't know how the Board went from a policy advisory board to a quasi-judicial decision -making Board. For example, the Board' expressed desire to provide design guidance earlier during the project review cycle rather than making quasi-judicial decisions at the end of projects when they are typically fully designed is consistent with ECC 10.05. He reminded them that the City Council has also indicated that they do not want the Board to continue making quasi-judicial decisions. Mr. Clugston also provided a flow chart of a hypothetical design review process that would get the Board out of its decision -making role and put its expertise more at the beginning of the review process. Staff's thought is that Board Members could participate in pre -application meetings where State Environmental Policy Act (SEPA) review is required. He explained that in a pre -application meeting, staff from all different departments meet with an applicant to review tentative plans. Board Members could sit in on these meetings to review the plans and provide input at the beginning of the process. This would enable them to provide design direction early in the process when their input can be better applied. Mr. Clugston explained that, whether design review is done by staff or by the Hearing Examiner, the Board Members could be called upon for specific input. They could be consulted on an "as needed basis," but they would not be asked to make the final decision on an application. Mr. Clugston suggested that the next step in the process would be a joint meeting with the Planning Board to discuss potential code changes and how the ADB might become more involved in policy -level work. He explained that the Planning Board handles the bulk of the policy recommendation work right now, and the discussion could focus on how the ADB's design knowledge might be incorporated into the Planning Board's policy work. The intent would be for the two Boards to work in parallel. Board Member Guenther said he is intrigued by the idea of Board Members attending pre -application meetings, but he asked if the Board would only be invited to participate in meetings when applications trigger SEPA review. Mr. Architectural Design Board Meeting Minutes of Regular Meeting April 3,2019 Page 4 of 5 Packet Pg. 22 7.A.b Clugston explained that, currently, there are two types of pre -application meetings. In formal pre -application meetings, applicants submit fairly detailed drawings and staff provides written comments back to them. A development review committee meeting is a higher -level review. He explained that SEPA review was used in the draft flow chart as a placeholder concept, but the Board could be involved in all pre -application meetings if that is the desire. Board Member Guenther recalled that when he served on the Planning Board, the ADB was the "color police" of the City. They also reviewed signage. At some point, all of those responsibilities were cut back, and now they are simply reviewing projects that are almost complete as far as design. He is interested in the pre -application meeting concept because it would enable the Board to get involved earlier in the process and have more say in the design. Chair Strauss suggested that it could be a mandatory requirement that certain members of the ADB attend pre - application meetings and provide input on projects that trigger SEPA review. For projects that do not require SEPA review, ADB members could be invited to attend pre -application meetings and provide input, but their attendance would not be mandatory. Mr. Clugston agreed that is a possible approach. Mr. Clugston advised that, currently, pre -application meetings are held on Thursday afternoons at 1:30 p.m. and 3:00 p.m., which will make it difficult for Board members to attend. They will need to work out some of these details. Perhaps a rotating group of Board Members could be assigned to attend the pre -application meetings. He advised that, currently, the pre -application meetings are scheduled two to three weeks out. Chair Strauss suggested the Board wait until the new ADB Members are on board before meeting jointly with the Planning Board. Mr. Lien reported that Mayor Earling has interviewed two candidates and will forward a recommendation to the City Council for approval on April 16'. Staff will re -advertise the remaining position on the Board. The intent is to have a full Board in place soon. Mr. Clugston agreed to set up a joint meeting with the Planning Board in the next month or two. He advised that there will be three or four applications for design review within the next few months, as well. ARCHITECTURAL DESIGN BOARD MEMBER COMMENTS: There were no additional comments from Board Members. ADJOURNMENT: The meeting was adjourned at 7:45 p.m. Architectural Design Board Meeting Minutes of Regular Meeting April 3,2019 Page 5 of 5 Packet Pg. 23 7.A.b Process. Scone and Roles of the Architectural Design Board (ADB Mr. Clugston reviewed that last winter, the ADB met with the Planning Board to talk about the ADB's role in design review. At that time, it was noted that the ADB's design review was less meaningful at the project -review level. Projects are often completely designed by the time they come to them for review, and the ADB only has the ability to offer input on minor details. At the same time, the City Council has indicated a desire to see code changes that remove volunteer boards, such as the ADB, from the quasi-judicial decision -making process (Resolution 1367). Lastly, the Board indicated an interest in doing post -project reviews to see if the existing design guidance and standards are resulting in the type of development envisioned for Edmonds and, if not, propose refinements to the guidelines and standards that would result in better projects in the future. Mr. Clugston advised that the ADB's Powers and Duties were first incorporated into the code in about 1972 and have not been updated for almost 50 years. What was envisioned 50 years ago may not be the same as today. Perhaps the process for design review could be changed or streamlined, as well. The intent of tonight's discussion is to obtain feedback and direction from the Board about potential changes to their power, scope and role in the design review process. Mr. Chave provided a brief history of the ADB, noting that when he arrived at the City in the 1990's, the Supreme Court case Anderson Vs. Issaquah presented a watershed moment for design review. The Supreme Court found that Issaquah's design guidance was too vague. It was clear that jurisdictions needed to have very specific standards in place so that an applicant coming into the design review process has a clear understanding of what is expected. Even though the City of Issaquah was the defendant in the court case, it is important to understand that Issaquah's design guidance was mirrored after the City of Edmonds' Urban Design Guidance. Although the City of Edmonds was not on trial, the Court's decision was really applicable to the City's codes. At that time, the City had a reputation for having a very difficult design review process because it was unpredictable and applicants did not have a clear understanding of the features needed in project and it was difficult to predict the outcome of design review. Mr. Chave advised that the City hired a consultant in 2001 to help produce a set of pretty thorough design guidelines that went through the ADB, the Planning Board and the City Council for review. However, because of big push back from the development community who felt they were too specific, the guidelines were never adopted. Instead, the City incorporated the objectives outlined in the draft design guidelines into the Comprehensive Plan. Mr. Chave continued that the City hired Mark Hinshaw, a well-known urban designer in the region, in 2004 to help the City incorporate more specific design guidance in the Comprehensive Plan. hi 2006, the design review process was adjusted to incorporate a district -based design review process. The idea was that the district -based process would provide very specific standards for each area of the City. However, because the City only had specific design standards in place for the Downtown Business (BD) zones and some portions of Highway 99, design review for the remainder of the City was based on generalized standards and process. Since that time, the City has implemented design standards for Westgate and Highway 99, and the intent is to do the same for other parts of the City. However, until this occurs, the City continues to use the generalized process for design review. Mr. Chave explained that the City heard feedback that the design review process for the BD zones was convoluted and not producing good results. They hired another consultant to review the process rather than the standards. Because the consultant had experience with the City of Seattle, he used Seattle's multi -phased design review process as a model. In retrospect, staff is very skeptical about the process, which is intended to bring applicants in early to look at the parameters of the project and provide guideposts as they continue to design the project. However, the multi -phased process has not been very effective for the City because they don't see the projects early enough and even in this early - stage review, applicants tend to present projects that are nearly finished designs. Staff believes the only way to make the review early enough in the process is to use a process similar to Seattle's, which can take years to complete. He expressed his belief that this approach would not be feasible for Edmonds and not something that applicants would be willing to go through. He voiced concern that the two -phased design review process used in the downtown is extremely Architectural Design Board Meeting Minutes of Regular Meeting October 3, 2018 Page 2 of 8 Packet Pg. 24 7.A.b awkward because it requires the ADB to conduct one hearing and then hold it open for the second part of the review. This makes it difficult for applicants, citizens and staff. Mr. Chave summarized that the City is still working to get design standards in place throughout Edmonds. They now have them for Westgate and design standards for Five Corners and multi -family zones will be coming in the next year. That means that with just a few small exceptions, all areas of the City will be covered. Another goal for the coming year is to get a single design review process rather than a district -based versus generalized process. The intent is to nail down the design standards they have wanted for quite some time, and the ADB could play a really important role in this process. For example, the ADB could review projects that have been built according to the existing standards and code and identify potential changes. They could also provide input as the City wrestles with the issue of specificity versus flexibility and creativity. Mr. Chave recalled that in the 80s and 90s everything related to design review went before the ADB, and their agendas often included upwards of 20 projects, both large and small. Anderson Vs. Issaquah pointed out the need for really strong design standards and more specificity in the code and cautioned against making arbitrary decisions. It became fairly obvious that staff could or should approve a lot of the minor applications. Over the years, the ADB's agendas have gotten smaller because more design decision making has been standard -driven and made by staff rather than in a public hearing situation. Mr. Clugston reviewed that the City currently uses a district -based, two -phased public hearing process for design review in the BD zones and a general design review process elsewhere. Currently, staff does design review for smaller permits, but projects that require State Environmental Policy Act (SEPA) review still come to the ADB, with the exception of the General Commercial Zone where all projects come before the ADB for review. One option for the Board to consider is removing the ADB from quasi-judicial decisions and eliminating the two -phased hearing process. Design review would become a Type I staff decision (with no notice) if SEPA is not required and a Type II staff decision (with notice) if SEPA is required. Design review could be a Type III -A Hearing Examiner decision if the applicant is requesting exceptions to the standards. In these situations, the ADB could make a recommendation and the Hearing Examiner would make the final decision. Mr. Clugston pointed out that if the design standards and guidance are done well, staff decisions should be doable for most projects, and the Hearing Examiner should be able to take on the judicial role of projects requesting exceptions to the standards. He noted that a similar process was adopted into the Highway 99 code last year, but there haven't been any projects come through the process yet. Mr. Clugston reviewed the current Design Review Scope. Whether design review is done by the ADB or staff, the design scope applies to all development, including both public and private. He said the proposed new Design Review Scope would be very similar, but worded a bit differently. It would look at the same exterior features of a project, but would also explain the design review process so developers have a clear understanding of the steps involved. Mr. Clugston advised that, currently, certain types of development are exempt from design review, including parks developed under a master plan, permitted primary and secondary uses in single-family residential zones, detached single- family homes or duplexes in multi -residential zones, additions or modifications to structures or sites on the Edmonds Register of Historic Places, fences, signs, and underground utilities. While it makes sense to continue to exempt projects in the single-family residential and multi -residential zones, the exemptions could also include public projects whose design has been reviewed by the ADB and approved by the City Council. To date, the ADB hasn't reviewed public projects at all, and the intent would be to emphasize that as an advisory role the Board should have. In addition, an exemption could be added for minor changes to previously -approved plans that the Director determines do not alter the intent of the approved design. Mr. Clugston reviewed that the Board was established in 1973 and was originally called the Amenities Design Board. Its powers and duties included four responsibilities that talk about recommendations for a Comprehensive Architectural Architectural Design Board Meeting Minutes of Regular Meeting October 3, 2018 Page 3 of 8 Packet Pg. 25 7.A.b Design Plan, and the fifth responsibility talks about reviewing other matters referred to them by the Mayor, City Council, Planning Commission or Planning Department. However, over the last 20 to 30 years, the Board has become more of a project review board. They used to review projects with fewer standards, but now they have more standards and review fewer projects. He suggested the Board's powers and duties could be changed to include: reviewing public projects and providing recommendations to the City Council, providing design support to staff, establishing guidelines and standards citywide and for design districts, reviewing selected built -out projects to evaluate whether what was constructed reflects the intent of what was approved and recommending refinement of design guidelines and standards to ensure Edmonds is getting the designs it wants, and providing review and recommendation on projects as assigned. Possible future projects could include: reviewing Board and staff -approved and constructed projects since 2007 when existing standard and processes were adopted, reviewing existing Comprehensive Plan guidelines and code standards and recommending updates as necessary, providing input on next rounds of public projects, creating multi -family guidelines and standards, and creating Five Corners District guidelines and standards. He summarized that, as proposed, rather than having a decision -malting role, the Board's role would be recommendations, guidance, and input. Mr. Chave pointed out that the Board's current powers and duties do not actually include reviewing building projects. It talks about having a role in creating policies, objectives, and design plan goals, which is something the Board has expressed a desire to do. Board Member Guenther recalled that when the City Attorney made a presentation about the Board's responsibilities, he was excited about the prospect of actually getting to do what the Board Members are trained to do. For example, the ADB should have been involved in the process of developing design standards for Westgate. At the very least, they should have been invited to provide input to the Planning Board and City Council. However, they were left out of the discussion, and their only responsibility has been to interpret and apply the guidelines that have been adopted. He expressed his hope that the ADB could be more useful in future projects such as developing design guidelines for Five Corners and the multi -residential zones. He felt it would also be useful for the Board to review developed projects to determine how the existing design standards and guidance works and what changes are needed in the future. He would also like the Board to have an opportunity to review and provide input on public projects. Mr. Clugston advised that, based on feedback from the Board, staff could update the decision -making processes, the Scope of Design Review and the ADB's Powers and Duties and bring draft language back for the Board's continued discussion in a few months. Staff is not yet sure how to organize a post project review, and they welcome input and suggestions from the Board. Another issue that warrants further discussion is the Board's future meeting schedule. Board Member Tarrant suggested that the design guidance and standards should be based on the district and not by building type. Vice Chair Herr agreed that a district -based approach makes more sense. For example, he cautioned against blanketing the entire City with a 25-foot height limit that is intended to protect the views in a very few areas of the City. He said he likes the idea of not applying a comprehensive code the same throughout the entire City. Certain areas have more priority than other areas for certain standards. Board Member Broadway also expressed support for a district -based approach. She pointed out the different way that Mountlake Terrace is being redeveloped, which clearly indicates that code changes have occurred in certain areas. This has not yet happened in Edmonds to encourage growth to come. She would like the Board to step back and look at what their role should be in making appropriate changes happen. She said she is less concerned about the color of a building, how large a window is, or where the door is placed. Instead, the Board's focus should be on the proposed size, scale, massing, location and circulation. She said she works with the Department of Health on a daily basis, using a process called Early Technical Assistance where a developer presents a very preliminary design and the discussion focuses on design guidance about circulation, building size and location, life safety, etc. The applicants then move forward to design their projects based on the feedback provided. If the City wants to have a multi -phased design review, it would be helpful for the applicant to present early conceptual site plans (one sheet drawings) for the Board's review. The Board could then provide one or two pages of written notes that outline things for the applicant to think about when designing the project. Architectural Design Board Meeting Minutes of Regular Meeting October 3, 2018 Page 4 of 8 Packet Pg. 26 7.A.b Board Member Walker asked how the approach outlined above by Board Member Broadway would be different than the standards already called out in the zoning and building codes that address scale, height, fagade, massing, etc. Board Member Broadway commented that the ADB may have expectations that are not specifically called out in the zoning code. In these situations, the Board could provide code interpretation to let the applicants know what they mean. Board Member Tarrant said it would be helpful to have a digital version of the City showing all of the important elements of the Comprehensive Plan and zoning code. This would allow a developer to present conceptual drawings that address all of the critical elements that will be required and would be more valuable than the current process of the ADB conducting design review when the design work has all be done. Board Member Shope said that in his experience in Seattle, projects are presented at the preliminary stage to the design review board, and the submittal package must include a 9-block radius around the building. These packages almost always include 3d drawings, and usually a client has already purchased the property at that point. Board Member Tarrant asked if it would be possible to see an example of an application package that has been submitted to the City of Seattle, and Board Member Shope answered that all application files are available on line. Board Member Walker commented that if the Board wants to provide input to an applicant early in the process, having application submittal requirements would be helpful. He recalled Mr. Chave's earlier caution that involving the Board earlier in the process could significantly lengthen the review process. He asked if this would still be true if the ADB were to substitute what they do now with an earlier reading. Mr. Chave said people who do design review in Seattle have advised that it is a fairly lengthy process and the scale of the review is much different. Most of the City of Edmonds' projects are small, and the developers are simply not accustomed to the degree of sophistication required by Seattle's process. When the consultant proposed a process similar to Seattle's, there as a lot of pushback from developers who were particularly concerned about how the proposed process would lengthen the design review timeline. Board Member Broadway said her office is currently working with unincorporated Pierce County, which has a very small code that is difficult to interpret. They know they want a 50,000 square foot building, but there are currently three proposals for how the building will fit onto the site. While all three options would meet the code requirements, they are interested in hearing from Pierce County as to what they want to see. Providing feedback at this point is much more valuable to the client and allows cities and counties to address issues such as steep slopes, trees, street view, etc. before design work progresses too far. The City has gone from a vague code to a much more specific code that has reduced the number of projects the ADB reviews. The specific code has also resulted in projects that are more designed before they come before the ADB. Now she is hearing that perhaps the ADB's review should be done as a pre -application meeting before the design gets too far along. She summarized that, with the more prescriptive codes, the ADB has not had a lot of opportunity to influence a project if it has been determined to meet the code. Mr. Clugston explained that the City does offer a pre -application meeting, but it is not a requirement. People with larger projects typically take advantage of the opportunity. They also have a tree development meeting at the conceptual level. During these early meetings, staff points to the design standards in the Development Code and design guidance in the Comprehensive Plan. Although projects are often well into the design by that point, staff can help them decide what to focus on. Mr. Clugston said he understands the Board's frustrations about its ability to provide input on projects. However, the City Council has expressed a desire for the ADB to move away from the quasi-judicial decision -making process. That means they need to work on the guidance and standards to make sure they are clear and meet the intent of the Comprehensive Plan and Development Code. There are numerous provisions in the zoning code that influence the design of buildings, and the Board can provide overarching guidance and create standards for districts that enable them to affect every project that comes in and not just those that meet the threshold that requires ADB review. Architectural Design Board Meeting Minutes of Regular Meeting October 3, 2018 Page 5 of 8 Packet Pg. 27 7.A.b Board Member Walker summarized that, as proposed by staff, all of the districts would have their own set of standards, and some would be more stringent than others. In addition, different design processes could be required based on the district. The design standards would apply to both public and private projects. Vice Chair Herr explained that one reason for zoning codes and guidance is to help a developer determine whether or not a project will be feasible. If the City's standards and guidance are too vague and arbitrary decision are made during design review, the City will be open to potential lawsuits and they are likely to receive pushback from developers. Someone looking at the site from an aesthetic standpoint will not realize the amount of work that went into getting a proforma together for a piece of property. Board Member Broadway said she is not suggesting that the City not have specific design guidance and standards. She is suggesting that the Board could provide early technical assistance before a project gets to the point where they simply follow the guidelines. For example, when the Key Bank project was presented to the Board for design review, the main entrance was facing the parking lot rather than the street. Following Board feedback, the applicant did more to accentuate the pedestrian entrance. She is not proposing that the Board provide input on the types of uses allowed, height, etc. Applicants must meet all of the code requirements, which address these issues. However, there may be opportunities for the Board to comment on how the building is situated on the site, pedestrian circulation, etc. Mr. Chave pointed out that these issues should also be addressed by the code. For example, the Downtown and Westgate Design Standards both talk about building orientation. Staff would like the Board to become more involved in helping develop good design guidance and standards for different areas. They do not want design standards that apply citywide. Staff would also like the Board to conduct retrospective reviews of projects that have been developed consistent with the current code. He pointed out, for example, that landscaping can change the appearance of a building tremendously over time. He referred to the Compass Development on SR-104 and the PCC Market, which look entirely different now with mature landscaping than they did just after construction. He summarized that it would be educational for the Board and staff to review projects and come up with potential design standards and guidance changes. Perhaps the Board could present an annual report to the City Council with a list of recommended changes. It would also be educational for the City Council and citizens to understand the relationship between projects, codes and time. Board Member Tarrant commented that just because a project satisfies all of the design standards and guidance doesn't mean it will be the most wonderful project. She felt it would still be appropriate for the Board to review projects at the conceptual stage and provide input. Mr. Chave explained that when a project is submitted to the City, staff must evaluate it against the codes to decide whether or not to approve it. The Board is discussing the idea of influencing a project at the outset of the design review process. One way to accomplish this is to have the ADB function as the pre -application board so they are no longer the quasi-judicial decision maker. A developer could present an idea for a project, and the Board's role would be to point to the codes or specific issues that an applicant should consider rather than the big picture design and site issues. This process would be quite different but might be more valuable. Board Member Broadway said she would like the Board to spend its time reviewing projects early on, serving as a pre - application board. As a Board member, she is interested in making the fabric of neighborhoods better and influencing how projects impact neighborhoods. Board Member Walker cautioned that the Board would not have the ability to require an applicant to do something that is outside of the code. As long as a project meets all of the code requirements, an applicant would not be bound to implement recommendation made by the ADB during the pre -application meeting. Chair Strauss emphasized that when reviewing applications during pre -application meetings, the Board may identify potential code changes that are needed. Mr. Chave agreed and commented that the Board's role could include the ability to introduce potential code amendments for the City Council's consideration. Architectural Design Board Meeting Minutes of Regular Meeting October 3, 2018 Page 6 of 8 Packet Pg. 28 Board Member Guenther asked what the process would be for presenting potential code amendments. Mr. Chave answered that, currently, all zoning code amendments are presented to the Planning Board for review, a public hearing, and a recommendation to the City Council. The City Council makes the final decision. The ADB could initiate a proposed amendment and perhaps meet jointly with the Planning Board to discuss the change. Another option would be for the ADB to work directly with the City Council. The Board could be the initiator of design standard changes and code changes, and they could be presented as often as necessary. Mr. Chave said that, with the new scheme, he could see the Board spending all its time on pre -application meetings, reviewing projects related to code, and coming up with new standards based on districts. The would be well within the realm of what was envisioned by the Board's existing powers and duties. Chair Strauss asked if the Board should provide a recommendation relative to the proposal to remove it from quasi- judicial decision making. Mr. Chave said this decision will ultimately be made by the City Council. If the Board is proposing to no longer do project review, they will no longer have to worry about the quasi-judicial rules. He said staff would report the Board's discussion to the City Council and provide a copy of their minutes. Board Member Broadway suggested that perhaps the Board's name should be changed to Design Guidance Board. Board Member Tarrant asked if the Board's current meeting format is conducive to a pre -application meeting or would it be better to have a working format around a table. Mr. Chave said both the meeting format and the Board's name are open to discussion. Board Member Shope agreed with Vice Chair Herr that most developers know at the outset of a project whether or not it will meet all of the code requirements and be feasible. He cautioned against changing the process to make it more difficult for developers to build in Edmonds. However, he agreed that it would be useful for the Board to provide guidance to developers to look at the standards more closely. Board Member Broadway said she is particularly concerned about pedestrian and vehicular access, and Chair Strauss said she is interested in what a developer is doing for. Mr. Clugston commented that these issues need to be addressed adequately in the design standards and guidance. Perhaps the City could provide a list of options to meet the standards and guidance without being too specific. Board Member Walker asked how the Board would introduce public project design review. Would that be an additional role for the Board? Mr. Clugston answered that there have not traditionally been good design standards for public projects, and he is not quite sure how it will work moving forward. However, staff believes that the Board should have an opportunity to review these projects and provide feedback. Chair Strauss asked what would trigger the pre -application meeting requirement. Mr. Clugston answered that the pre - application process can be written into the code. At this time, pre -application meetings are not mandatory, but they could be made mandatory. The requirement could be based on location, size, etc. Board Member Shope cautioned that when it comes time for the Board to consider potential code amendments, they must be cognizant of the type of place Edmonds is. For example, Redmond required two bike stalls for each unit in a project he was working on. While this sounds like a great amenity, it is too much. They must be realistic about what Edmonds is and needs and what they are trying to achieve. Regarding future meeting schedules, Vice Chair Herr cautioned that the Board would need to be available on a regular 6 basis if they are going to require pre -application meetings. They don't want to stall an application for two or three Q months while the applicant waits for the next ADB meeting. He suggested that the Board may need to conduct pre - application meetings on an on -demand basis. Mr. Chave agreed and commented that retrospective project review, as well as review of potential code amendments, could be scheduled on a quarterly or bi-monthly basis. He pointed out that it would not be necessary for all Board Members to attend the pre -application meetings, and perhaps they could come up Architectural Design Board Meeting Minutes of Regular Meeting October 3, 2018 Page 7 of 8 Packet Pg. 29 7.A.b with a schedule to ensure that there are at least three members present. A quorum would be preferable when considering potential code amendments. However, the Board could assign subcommittees to conduct retrospective project review and report back to the Board. Again, Mr. Clugston said staff will bring back ideas and a proposal for the Board's consideration in a few months. ARCHITECTURAL DESIGN BOARD MEMBER COMMENTS: None of the Board Members made additional comments. ADJOURNMENT: The meeting was adjoumed at 8:37 p.m. Architectural Design Board Meeting Minutes of Regular Meeting October 3, 2018 Page 8 of 8 Packet Pg. 30 7.A.c Current ADB Powers and Duties (ECC 10.05) The board is empowered to advise and make recommendations to the mayor, city council, planning commission and the planning department on matters hereinafter enumerated and on such matters as may be specifically referred to the board by the mayor, city council, planning commission or the planning department: A. To study and prepare a recommendation for a comprehensive architectural design plan including the recommendation of establishment of specific design districts which shall be a part of the comprehensive plan. B. To review and study land use within the city of Edmonds from a design standpoint. C. To establish goals, objectives and policies for design districts. D. To recommend legislation to effectuate the implementation of the comprehensive architectural design plan and the goals, objectives and policies for each established design district. E. And for such other matters as shall be referred to the board for review and recommendation by the mayor, city council, planning commission or the planning department. [Ord. 1683 § 1, 19731. THIS MORPHED OVER TIME INTO STRICTLY PROJECT REVIEW AND QUASI- JUDICIAL DECISION MAKING 1 Work preferences expressed by ADB • Get out of quasi-judicial decision making —they don't feel like they have useful input at that stage of project development • Review projects prior to submittal to provide more meaningful input and context • Contribute to establishing design districts and standards (e.g. RM zones, 5 Corners) • Review built projects to see if what was approved and constructed fits the character of the area — if not, suggest new or modified standards to improve future projects • Annual report to Council about recent work and analysis of built projects to show how they've 'aged' into their surroundings Packet Pg. 31 7.A.d Design Review Process C 3 ci C� C f+ 0 i L V 0 4- W Ch 0 U 0 L Q A) Qi L m 0 0 E :.i a C 0 E c,> r a Packet Pg. 32 8.A Planning Board Agenda Item Meeting Date: 07/24/2019 Review Planning Board Extended Agenda Staff Lead: N/A Department: Planning Division Prepared By: Diane Cunningham Background/History N/A Staff Recommendation N/A Narrative The extended agenda will be reviewed at the meeting. Attachments: 07-24-2019 PB Extended Agenda Packet Pg. 33 �y0,0 Enya� � � a PLAK Wf BOARD ARDD Extended Agenda July 19, 2019 Meeting Item JULY, 2019 July PB/ADB Joint Meeting 24 AUGUST, 2019 8.A.a Items and Dates are subject to change August 1. RoadMap Project (update on Ruckelshaus Center Report 14 2. Public Hearing Street Vacation Code Update Chapter 20.70 ECDC August 1. VISION 2050 Multicounty Planning Policies Update (next steps in 28 PSRC process) 2. Update on Urban Forest Management Plan SEPTEMBER, 2019 September 1. 11 September PB/Council Joint Meeting 24 September 1. 25 OCTOBER, 2019 October 1. Housing Commission Update 9 October 1. 23 r a Packet Pg. 34 8.A.a Items and Dates are subject to change Pending 1. Community Development Code Re -Organization 2019 2. Further Highway 99 Implementation, including: ✓ Potential for "urban center" or transit -oriented design/development strategies ✓ Parking standards 3. Exploration of incentive zoning and incentives for sustainable development Current Priorities 1. Neighborhood Center Plans & implementation. 2. Highway 99 Implementation. Recurring 1. Election of Officers (1st meeting in December) Topics 2. Parks & Recreation Department Quarterly Report (January, April, July, October) Packet Pg. 35