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2020-07-08 Planning Board PacketOp E D o Agenda Edmonds Planning Board s71. ,Hv� REGULAR MEETING VIRTUAL ONLINE MEETING EDMONDS CITY COUNCIL MEETINGS WEB PAGE, HTTP://EDMONDSWA.IQM2.COM/CITIZENS/DEFAULT.ASPX, EDMONDS, WA 98020 J U LY 8, 2020, 7:00 PM 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. 1. CALL TO ORDER A. Remote Meeting Login Information 2. APPROVAL OF MINUTES A. Approval of Minutes 3. ANNOUNCEMENT OF AGENDA 4. AUDIENCE COMMENTS 5. ADMINISTRATIVE REPORTS A. Director Report 6. PUBLIC HEARINGS 7. UNFINISHED BUSINESS 8. NEW BUSINESS A. Planning Board Work Program for 2020 9. PLANNING BOARD EXTENDED AGENDA A. Review of Extended Agenda 10. PLANNING BOARD CHAIR COMMENTS 11. PLANNING BOARD MEMBER COMMENTS 12. ADJOURNMENT Edmonds Planning Board Agenda July 8, 2020 Page 1 1.A Planning Board Agenda Item Meeting Date: 07/8/2020 Remote Meeting Login Information Staff Lead: Michelle Martin Department: Planning Division Prepared By: Rob Chave Background/History N/A Staff Recommendation N/A Narrative A link to join this virtual, remote meeting is provided on the Planning Board home page on the City website; a link to that page is included with this agenda item. Attachments: Link to Remote Planning Board meeting Packet Pg. 2 2.A Planning Board Agenda Item Meeting Date: 07/8/2020 Approval of Minutes Staff Lead: Michelle Martin Department: Planning Division Prepared By: Rob Chave Background/History N/A Staff Recommendation Approve last meeting minutes. Narrative June 24th meeting draft minutes attached. Attachments: Attachment 1: Draft Minutes from 6/24/2020 Packet Pg. 3 2.A.a CITY OF EDMONDS PLANNING BOARD Minutes of Virtual Meeting June 24, 2020 Vice Chair Rosen called the meeting of the Edmonds Planning Board to order at 7:00 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 Mike Rosen, Vice Chair Todd Cloutier Alicia Crank Carreen Nordling Rubenkonig Conner Bryan, Student Representative BOARD MEMBERS ABSENT Daniel Robles, Chair (excused) Matthew Cheung (excused) Roger Pence (excused) Nathan Monroe (excused) READING/APPROVAL OF MINUTES STAFF PRESENT Shane Hope, Development Services Director Kernen Lien, Environmental Program Manager Karin Noyes, Recorder BOARD MEMBER CRANK MOVED THAT THE MINUTES OF JUNE 10, 2020 BE APPROVED AS AMENDED. BOARD MEMBER RUBENKONIG SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. ANNOUNCEMENT OF AGENDA The agenda was accepted as presented. Vice Chair Rosen observed that the agenda indicates there is an attachment with a link for the Zoom meeting, but the link was not included in the documents. Mr. Lien responded that if you click on the link to the Planning Board's agenda, it takes you to the Planning Board's webpage where the Zoom meeting link is provided. Staff has had trouble attaching a link within the agenda software. Vice Chair Rosen voiced concern that the language on the agenda was misleading, and staff agreed to make it clearer on the next agenda. AUDIENCE COMMENTS There were no audience comments a Packet Pg. 4 2.A.a DEVELOPMENT SERVICES DIRECTOR REPORT TO PLANNING BOARD Vice Chair Rosen referred the Board to the Development Services Director's Report that was provided in the packet. He asked if the Diversity Commission has taken any action relative to the current activity regarding inclusiveness and Black Lives Matter. Director Hope answered that the Diversity Commission has not held a formal meeting since the pandemic restrictions were put in place. However, the individual members are concerned and there will be more coming in the near future. Vice Chair Rosen asked if the pandemic restrictions have impacted the Puget Sound Regional Council's (PSRC) deadlines for Vision 2050. Director Hope answered that the PSRC can still meet the timelines connected to Federal funding, but the State Legislature moved the deadline for Comprehensive Plan and Development Code updates back one year. Instead of being due in 2023, the updates will be due in 2024. This should give local governments time to work through their updates. The County, with input from all of the cities, will be updating the countywide policies that will also provide some direction. y An initial look through Snohomish County Tomorrow indicates that there will be some changes, but they won't be significant. Vision 2050 will build on the Vision 2040 Plan, but will emphasize more things about transit connections, equity n and affordable housing. Board Member Crank said she just participated in a Snohomish County Tomorrow meeting where it a was announced that Vision 2050 meetings will be postponed until the fall. o Vice Chair Rosen noted that the Housing Commission has completed its Round 1 Policy Ideas to forward to the community �a L for input. He recalled that, in the past when the Planning Board expressed enthusiasm and a desire to participate, the a guidance was to wait until the Commission has a recommendation and it will come to them. He asked what role the Planning Q Board will play in the process going forward. Director Hope emphasized that the Round 1 policies are just ideas and not c recommendations. N HOUSING COMMISSION UPDATE Director Hope reviewed that the City Council adopted Resolution 1427 in April of 2019, followed by a slight amendment a month later that limited the appointment of Commission members to not include any members from existing codified Boards and Commissions. The idea was to get more fresh members that weren't already part of another process. The resolution called for 15 members and 8 alternates, with representation from across the City. Each City Council Member and the Mayor were to appoint 2 members and 1 alternate. The Commission also includes 2 City liaisons. The Commission was to meet at least once per month, and the 2nd Thursday of each month was selected as the regular meeting date. The resolution emphasized the importance of citywide public engagement, and the expectation was that the Commission would provide policy recommendations by the end of 2020. Director Hope advised that, as per the resolution, the Housing Commission's mission is to "Develop, for City Council consideration, diverse housing policy options designed to expand the range of housing (including rental and owned) available in Edmonds — irrespective of age, gender, race, religious affiliation, physical disability or sexual orientation. " Director Hope reported that the Commission held its first meeting on September 26, 2019. September through December were learning months so that everyone could get on the same page of knowledge regarding the subjects at hand. They spent time learning more about the Growth Management Act, how zoning and state laws come into play, the purpose of the Comprehensive Plan, the goals and policies of the Housing Element, the new possibilities set forth in the Highway 99 Subarea Plan, and the prior housing strategy process and data. They discussed opportunities for community engagement, definitions for the different housing types, different income levels, current housing inventory and the needs of specific populations in the City. They also discussed related topics, such as the purpose of development fees and how they factor into the cost of housing. Director Hope further reported that the February meeting focused on discussions about the environmental impacts of different housing options, how transportation factors into housing, what housing means in terms of community livability in general, and how major development projects factor into the City's long-term plans. They also learned about programs and incentives utilized by the City and other jurisdictions, as well as state and federal resources that are available for housing. These discussions led the Commission to thinking about the policy framework they need to consider when identifying policies to ultimately recommend to the City Council. The March meeting was devoted to working more on the policy framework and Planning Board Minutes June 24, 2020 Page 2 Packet Pg. 5 2.A.a understanding the differences between policies and regulations. They discussed the process and timeline for moving through their ideas and identified priority subjects the Commission wanted to take on. From that effort, the Commission formed the following small committees to develop the ideas further: City resources, housing types, incentives and requirements for affordability, zoning standards and City processes and programs. The idea was the committees would meet to work through draft ideas to bring back to the full Commission for consideration. Director Hope advised that, due to the pause in public meetings that was caused by the pandemic, the Commission's last meeting was in February. Fortunately, some work had already been done to engage the community in the process. Postcards were sent to all city addresses, inviting citizens to submit applications to serve on the Commission and to provide a website link. A dedicated website was established and is regularly updated, with an option for submitting comments. The City has sent out 11 Housing News Updates to a list of about 470 email addresses. In addition, there have been press releases and announcements, flyers and notices, advertisements in local media, social media posts, and direct outreach by Commissioners. An open house was held on February 121, and a community survey was conducted in February, as well. The Commission y has held 10 public meetings so far, and has also provided quarterly updates to the City Council. All of the meetings have been livestreamed and video recorded and are available on the City's website. At each of the meetings, there was an c opportunity for public comment. 2 4- 0 Director Hope reported that about 100 people attended the February 12' open house at the Edmonds-Woodway High School. Three stations were set up focusing on zoning and housing types, data and demographics related to housing, and programs 0 and incentives the City already has in place. The Commission Members were introduced at the meeting, and citizens were a given an opportunity for both oral and written comments. Q Director Hope shared the results of the February survey, which was conducted primarily online, with limited paper copies. There were 907 total responses. Environmental impacts and changes to traffic were the highest concern for respondents who rent their current homes, and changes to property or real estate taxes and changes to single-family zoning were the highest concerns for respondents who own their current homes. The highest priority factors when looking for where to live included neighborhood safety, price/rent, sense of community, walkability, and the potential to stay in the home for a long time. In addition, 58% agreed it is important that people who work in Edmonds can afford to live here, 61% agreed there is a lack of affordable housing options in Edmonds, 50% believe there is a lack of opportunities for seniors, 63% support allowing detached accessory dwelling units (ADUs), 60% support some opportunities for more duplexes, triplexes and townhomes, and 55% support some opportunities for more multifamily housing. Vice Chair Rosen asked if any cross tabs were done on the survey to see if there were differences based on gender, length of time lived in Edmonds, age, income sources, etc. Director Hope said there were some cross tabs on age, gender and whether they rented or owned. There may have been others, as well. This information is likely available on the website, and she can provide a more detailed version of the survey results to the Planning Board. Vice Chair Rosen asked if Director Hope recalled any significant swings based on the profiles she mentioned, and Director Hope said she couldn't recall specifics. However, she said she was surprised that a number of younger people participated in the survey. Vice Chair Rosen said he looks forward to seeing the more specific data. Vice Chair Rosen asked if any of the data was weighted to make sure the profile of the community is represented from the responses received. Director Hope said she doesn't know if the survey was weighted. However, the Community Engagement Specialist has indicated that more analysis would be done. While the Commissioners received the data, they didn't have an opportunity to discuss the survey results as a group because the information came out about the same time the pandemic hit and they weren't able to have public meetings. There will be more opportunity to analyze the data and identify balances in the near future. Director Hope described how the COVID-19 pandemic has impacted the Commission. First and foremost, Commissioner John Reid was lost to the virus. The Commission's focus and schedule was also disrupted. For example, no public meetings were held in March and April. However, the small policy committees were allowed to meet separately, and they did. The Commission held two extra meetings in May and June. All City meetings are being held via Zoom, which is working well and with good attendance. Large gatherings are not possible for now, but the City will be looking for smaller venues this fall. The next open house will be virtual, with special attention to graphics and videos to add interest. The videos will include Commission Members speaking about the things they have been working on. No date has been announced yet, and the Planning Board Minutes June 24, 2020 Page 3 Packet Pg. 6 Community Engagement Specialist is assisting with this effort. The City will do extra work to engage people of different income levels, and Commissioners will work with the community, as well. Director Hope said the May and June meetings focused on identifying policy ideas for the 1" round of community input. Again, she emphasized that the policy ideas are not final recommendations. They are planning on another open house and survey in mid to late July. The Commission is tentatively scheduled to present the next quarterly report to the City Council on July 7'. Director Hope reported that the Commission has carefully considered their approach to gathering public input on policy ideas. They have agreed that it is important to engage the public early rather than waiting until final draft policies are ready. The Round 1 Conceptual Policy Ideas will be circulated to the public for comment in July, and the intent is to circulate the Round 2 Conceptual Policy Ideas for community input in September. The Commissioners will consider all of the community input before deciding on draft policy options and presenting them the City Council before the end of 2020. Round 1 y Conceptual Policy Ideas will focus on housing types, including types that are not currently allowed; transition areas between higher -scale multifamily and single-family zones; City resources, including options for the State sales tax credit the City can c obtain based on Substitute House Bill (SBH) 1406; and City processes, including existing programs and potential zoning 2 code updates to make the process clearer and simpler. As of last month, the City had about $25,000 from the sales tax credit 0 fund, which can be used for certain housing purposes. The City Council has asked the Housing Commission fora recommendation about how to spend the funds. The Round 2 Conceptual Policy Ideas might focus on potential changes to 0 the Multifamily Tax Exemption Program (MTEP), community land trusts, and a childcare or education program that would a help compensate people who live in Edmonds for the higher cost of housing. There are other ideas being considered, as well. Q Board Member Rubenkonig asked for a thumbnail sketch on the spectrum of housing types the Commission has been looking 0 c at. Director Hope said they are starting with detached ADUs and more options for low -density multifamily. Board Member Rubenkonig requested clarification about whether the housing types being discussed by the Commission include all that are Iq N currently allowed by City Code, and Director Hope answered affirmatively. tD E Board Member Rubenkonig asked for a thumbnail sketch on what the Commission envisions for transition areas. Director 0 Hope said they have talked about a few ideas, but the general concept is that there could be some areas that are adjacent to existing commercial mixed -use areas where it might be good to have some transition between them and other single-family zones. The transition areas could be developed with small-scale multifamily (townhomes, triplexes, etc.). Board Member Rubenkonig said she was envisioning that more types of housing could be placed in the transition areas, and Director Hope agreed that is the idea. The housing types would include detached ADUs and options for duplexes, etc. Board Member Rubenkonig asked if the Commission has looked at existing single-family dwellings being subdivided to r provide for more than one family to live there. Director Hope said they have discussed this option, and it will likely be offered as a potential idea for public input. Board Member Rubenkonig asked if this option would be proposed to be location E centric. Director Hope answered that the discussion is still somewhat general. The Commissioners have a variety of perspectives, and they want public input before finetuning the idea. They are looking for options of having two units together Q on some single-family lots, but with a lot of design standards that could apply. Board Member Rubenkonig asked if "housing type" refers to the built structure rather than rooms for rent. Director Hope c E said the Commission hasn't talked about the "room and board" concept yet. Board Member Rubenkonig pointed out that it would be a way to provide another option for entry and mid -level housing. M Q Board Member Rubenkonig said she has listened in on the Housing Commission meetings and has been pleased with the tone of the meetings, as well as the information they have been looking at. She commended their work and the degree of seriousness to which they take their responsibilities. Director Hope advised that the Commissioners were alerted that she would be providing an update to the Planning Board, and they were invited to listen in. Director Hope summarized that the next step for the Housing Commission is to conduct an online open house and survey to solicit input on the Round 1 Policy Ideas with assistance from the Community Engagement Specialist and Committee. They anticipate doing a random sample of paper surveys, trying to make sure they get to the segments of the community that might not be able to or interested in doing something online. Following the open house and survey, the Commission will consider Planning Board Minutes June 24, 2020 Page 4 Packet Pg. 7 2.A.a the input received while they are working to develop Round 2 Policy Ideas that will be presented to the community for feedback in the fall. The Commission will continue to meet on a regular basis throughout the process and work with staff to seek smaller venues for public engagement. The goal is to finalize recommendations to the City Council by the end of 2020. She said it is not likely that the timeline will be extended. There is a lot of momentum right now, and the Commission was set up to end at a particular time. While the Commission's recommendation might end up being a month late, they would likely see membership decline if it goes on too much longer than that. Director Hope advised that some Housing Commission recommendations may involve potential code changes, and others will not. The City Council will consider the recommendations in 2021 and provide for additional public input. They may ask the Planning Board and/or City staff to follow up on certain recommendations. The City Council may also decide to delay or not pursue certain recommendations. She emphasized that anything that is identified for more consideration or implementation will have further public input. REVIEW OF EXTENDED AGENDA Board Member Rubenkonig reported that she and Chair Robles were unable to meet to coordinate the extended agenda, but they plan to do so soon. The idea is to create a simple chart to compare the Board's extended agenda with the items on the 2020 Work Plan. Director Hope reported that staff is working to schedule a joint Planning Board/City Council meeting. The City Council's agenda has been impacted by the pandemic, too, and they have had to postpone a number of things that didn't meet the requirements of the Open Public Meetings Act under the COVID-19 Protection Program. Vice Chair Rosen said he appreciates staff keeping the joint meeting on the radar since the Board is relying on that meeting to help further focus priorities. PLANNING BOARD CHAIR COMMENTS Vice Chair Rosen did not provide any additional comments. PLANNING BOARD MEMBER COMMENTS Board Member Crank observed that the last few weeks have been interesting. She has found herself busier than she anticipated because of it, and she is grateful for a very understanding boss who has given her space to do other things. She shared the mug she recently received which said, "Anti -racism does not mean anti -America." She also reported that she attended her first Snohomish County Tomorrow meeting, which overlapped the Planning Board meeting by five minutes. Board Member Rubenkonig said she appreciates that it is easier to find the remote meeting log -in information by simply going to the Planning Board Agenda on the City's website. Board Member Cloutier said he hasn't been receiving notifications of the Planning Board meetings, and happened to stumble across the notification for this meeting. Student Representative Bryan asked how missing multiple meetings has changed the Planning Board's major goals for the year. Mr. Lien responded that, based on restrictions to the Open Public Meetings Act, the only items that the Council, Boards and Commissions could talk about were those that were deemed necessary and routine or associated with the pandemic. A lot of items were put on hold. At this time, there are no active code updates. He recalled that the Board recently held a public hearing and forwarded a recommendation to the City Council regarding an interim Floodplain Management Ordinance. He will bring the ordinance back to the Board for another public hearing and recommendation to the City Council for a permanent ordinance. He also suspects that the Tree Code will be picked up soon, as the City Council desires this work to get done as soon as possible. ADJOURNMENT The Board meeting was adjourned at 8:02 p.m. g Planning Board Minutes June 24, 2020 Page 5 Packet Pg. 8 5.A Planning Board Agenda Item Meeting Date: 07/8/2020 Director Report Staff Lead: Shane Hope Department: Planning Division Prepared By: Rob Chave Background/History This is a periodic update on community activities from Development Services Director Shane Hope. Staff Recommendation N/A Narrative The report is attached. Attachments: Attachment 1: Director Report 07.08.2020 Packet Pg. 9 5.A.a MEMORANDUM Date: July 81", 2020 To From Subject: Planning Board Shane Hope, Development Services Director Director Report "Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning and focused effort." -Paul J. Meyer Next Planning Board Meeting The Planning Board's next meeting is July 8, with a discussion of the approved 2020 work program and an upcoming joint meeting with the City Council. The Board's work program has been affected by COVID-19 restrictions and may also need consideration of other evolving issues. The meeting will be live -streamed and video -recorded but will not be available for in -person attendance, due to coronavirus restrictions. STATE & REGIONAL NEWS Population According to new 2020 population estimates from the state's Office of Financial Management ❑ Washington State is now home to more than 7.6 million people. That reflects continuing strong growth, based on both migration and natural increase (births minus deaths). ❑ The City of Edmonds has a population of 42,470—an increase of 300 residents since last yea r. ❑ Snohomish County overall has a population of 830,500—an increase of about 133,00 over the last decade. Puget Sound Regional Council (PSRC) Originally, adoption of VISION 2050 was planned to have taken place in late May. But given current pandemic conditions, adoption is now planned for the fall. 1 1 P a g e Packet Pg. 10 5.A.a Meanwhile: ❑ PSRCs work on equity and justice issues is worth noting, though more needs to be done. For example, an equity lens has been specifically applied to thinking about VISION 2050. See: https://www.psrc.org/sites/default/files/vision2050eguitypaper.pdf. The state -funded Passenger -Only Ferry Study is underway. Completion is expected in mid-2021. ❑ PSRC's Regional Staff Committee met remotely regarding the Regional Housing Strategy update and the Transportation Work Program update. Due to COVID-19 restrictions, the agendas of most PSRC boards and committees have been reduced to the most necessary issues. E 0 a Snohomish County Tomorrow (SCT) L 0 ❑ The SCT Steering Committee (comprised mainly of elected officials within our county a� region) met on June 24. The agenda included: o o Update on PSRC activities _ o Update from countywide economic association o Update on VISION 25050 o Approval of methodology for Buildable Lands Report o Recommendations for certain transportation grants, which included possible projects for both Community Transit and the City of Edmonds. o Membership dues ❑ The SCT Planning Advisory Committee (comprised mostly of community development and planning directors within the county) will meet next on July 9, with an agenda that includes: o Countywide growth monitoring report o Infrastructure financing and conservation opportunities o Buildable lands report o PSRC Regional Staff Committee update. COVID-19 (aka "coronavirus disease") In Edmonds, efforts are being made to assist both residents and businesses with COVID recovery measures. Besides funds for targeted grants, the City is providing information to businesses about Phase 2 recovery practices and doing site visits at various locations. The City has also provided free face coverings and information to local residents. The Snohomish Health District remains a good source of information on the coronavirus, including testing site locations. See www.snohd.org. Also, the City of Edmonds has its own useful website, with frequently asked questions geared to local residents and businesses: http://www.edmondswa.gov/coronavirus.html. CITY NEWS 21 Packet Pg. 11 5.A.a Tree City USA and Growth Award The City of Edmonds was named a 2019 Tree City USA by the national Arbor Day Foundation in honor or the community's commitment to effective urban forest management. The city also received a Tree City USA Growth Award for demonstrating environmental improvement and higher level of tree care. This is great news for our community and reflects the work of the Tree Board, elected officials, and City staff, as well as strong support from many people who live here. City Bulletin To view the current City bulletin or sign up for future editions by email, go to: http://www.edmondswa.gov/edmonds-city-bulletin.html. City Council c The June 23 City Council meeting included: ❑ Recognition of the Youth Commission `o ❑ Presentation about Community Services Resource Guide ❑ Discussion of the Wastewater Treatment Plant Incinerator Replacement & Carbon o Recovery Project (with public hearing and decision still pending) c ❑ Approval of Edmonds Cares Fund to allocate additional funding to the Housing and N Supplemental Relief Program and to a small business grant funding program o ❑ Review of various proposed agreements with other organizations c ❑ Review of Youth Commission ordinance amendments 0 0 ❑ June Financial Report CITY BOARDS AND COMMISSIONS Arts Commission The Edmonds Arts Commission met June 23 (via Zoom). Agenda items included: ❑ Acknowledgment of current working environment ❑ Reports on creative programs ❑ Report on capital projects ❑ Staff report Cemetery Board The Cemetery Board's June 18 meeting included: ❑ Chair's report ❑ Staff report on sales, burials, finances ❑ Open Public Meetings Act ❑ Walk -Back -in -Time thoughts ❑ New Parks and Recreation director Climate Protection Committee The Mayor's Climate Protection Committee met last on July 2. It was an online meeting with an agenda that included: 31 Packet Pg. 12 5.A.a ❑ Update on climate action planning ❑ Top 2020 priorities of the Committee ❑ City Council report ❑ Public outreach opportunities ❑ Developing partnerships ❑ City's solid waste replacement project Conservation Advisory Committee The Mayor's Conservation Advisory Committee met via Zoom on June 11. Agenda highlights were: ❑ Salmon -Safe city certification for Edmonds ❑ Report from Survey Committee ❑ Information on Edmonds' stewardship groups c ❑ Planning next steps L 0 Diversity Commission On July 1, the Diversity Commission had its first meeting in several months. Previous meetings o had been canceled due to the current pandemic. The agenda included: c ❑ Update from City Council liaison and Department director N ❑ Review of March 4 retreat summary and recommendations o ❑ Report on ad -hoc subgroup working on diverse community responses to aid in COVID c recovery. o ❑ Other subgroup reports ❑ Responses and notification to Commission of racist incidents ❑ Updates on Mayor's task force. Economic Development Commission The Economic Development Commission met June 17, online, with the following agenda highlights: ❑ Report from ad hoc Economic Recovery Committee ❑ Updates on City plans to assist re -opening, including EDC role and work in response to COVID-19 economic crisis ❑ New work groups for upcoming time period ❑ Liaison updates ❑ Roundtable discussion Housing Commission ❑ The Citizens' Housing Commission's next major community engagement event will be an online open house and survey starting in mid -July. The exact opening date and more information will be announced soon. ❑ The Commission has its next regular meeting on July 9, 6:30 pm, still in a virtual format. The July 9 meeting will be live -streamed and recorded. A meeting packet will be available on the City's agenda webpage. ❑ Additional Housing Commission information is on the website. 4 1 P a g e Packet Pg. 13 5.A.a Planning Board The Planning Board's June 24 meeting focused on: ❑ Update on Housing Commission's work ❑ Review of extended agenda and future meeting with City Council Other Boards and Commissions Due primarily to state restrictions on open public meetings during the coronavirus crisis, meetings of several boards and commissions were canceled for June. These include meetings of the following groups: ❑ Historic Preservation Commission ❑ Sister City Commission ❑ Tree Board ❑ Youth Commission r- 0 a m COMMUNITY CALENDAR 0 a� The Community Calendar has some updates. Also, here is a reminder about the Saturday o Market: = Saturday Market (aka "Garden Market") The farmers market in Edmonds is now located on Bell Street between 5t" and 61" Avenues North, Summer hours are in effect: 9:00 am to 2:00 pm. As long as COVID restrictions remain in place, the market will have one dedicated entrance and exit, both located on either side of Centennial Plaza. The number of customers is limited to two or three per vendor. About half of the vendors from previous years will be set up at any one time. Spacing between booths will be maintained. Currently, only produce vendors are serving the market. Ready -to -eat food will be added in the next phase. 51Pane Packet Pg. 14 8.A Planning Board Agenda Item Meeting Date: 07/8/2020 Planning Board Work Program for 2020 Staff Lead: Rob Chave Department: Planning Division Prepared By: Rob Chave Background/History The Board discussed this subject on January 8th, during its retreat on February 12th, and on February 26th, 2020. Staff Recommendation Review and discuss. The Joint Meeting with the City Council is on July 28th. Narrative Given that the joint meeting with the City Council is now scheduled for Tuesday, July 28t", it is timely to review the Board's 2020 work program in preparation for that joint meeting. This can form the basis for the discussion with the City Council to enable the Council to give specific feedback on its priorities to guide the Board's work during the next year. The Planning Board approved the following on February 26t", 2020: A. PLANNING BOARD PRIORITIES 1. Development Code Updates Code updates implementing the Urban Forest Management Plan (UFMP) Code updates reflecting Climate Code Goals Low -impact subdivision code updates Further Highway 99 Subarea Plan Implementation Buildable Lands Neighborhood Center Plans and Implementation Architectural Design Board (ADB) design review process Housing policies and implementation Electric vehicle charging infrastructure and bicycle storage requirements B. UPDATES TO THE PLANNING BOARD Parks and Recreation (quarterly) Housing Commission activities Low-impact/stormwater review and updates Puget Sound Regional Council's Vision 2050 Process Capital Projects Comprehensive Plan Packet Pg. 15 8.A C. JOINT MEETINGS City Council - 15t Quarter (Tentative March 24t") Architectural Design Board - 2nd Quarter Economic Development Commission - As applicable Tree Board - As applicable D. OTHER CITIZEN BOARDS Economic Development Commission - Board Member Pence City Council meetings, 3-minute updates Architectural Design Board - Chair Robles Housing Commission - Board Member Pence Planning Board Community Outreach Coordinator - Board Member Crank E. INCREASE PUBLIC ENGAGEMENT IN PLANNING BOARD TOPICS Goal is to have three citizens attend/step to the lectern each meeting Add agenda item to identify and contact audiences who would have an interest in NEXT meeting agenda items - City outreach content Coordinate with new City staff person for Planning Board outreach Encourage student member to actively encourage youth participation Reach out to the Youth Commission Inform the public of topics of interest. Given that the above work plan was approved in February prior to the disruptions caused by the COVID- 19 pandemic, it seems desirable to revisit the listed priorities prior to meeting with the Council. As always, the Council may add items for the Planning Board to review or make recommendations on during the year. Attachments: Attachment 1: Pages from PB Minutes of 2-26-2020 Attachment 2: Previous PB Minutes on the 2020 work program Packet Pg. 16 8.A.a Vice Chair Rosen shared an example of a system he has seen used for water conservation which could apply. The objective was how to keep water -usage levels the same for a very large metropolitan area despite 10 years of growth. The best and cheapest approach was to reduce consumption by educating the public, offering rebates and encouraging people to modify their behavior. For example, a toilet has a dollar value based on the average number of times it is flushed and the amount of water that is used for each flush, and the same would be true for a frontload washing machine. Another approach was to encourage people to change their shower heads and take shorter showers. They were able to identify a formula that made it very easy to prioritize and throw dollars at because they could calculate a return on investment. Because a dollar value was identified, people were able to receive rebates when switching to more energy efficient alternatives. Within one year, the public responded so well that the program was discontinued because there wasn't enough money coming in to populate the utility. The system worked well to both visualize and track. It seems the City has been struggling with a way to calculate and track the benefits associated with each of the strategies. Chair Robles added that the City's program is also missing incentives that entice people to change behaviors. Board Member Rubenkonig said it seems odd that the City doesn't have more quantifiable ways to measure success. Vice Chair Rosen commented that the science already exists for any of the strategies and metrics in the plan that are aimed at reducing GHG. Mr. Lien advised that the Board would be kept in the loop as the Climate Action Plan is updated. PLANNING BOARD 2020 WORK PROGRAM Chair Robles reviewed that the Board has had discussions over the past few months regarding their goals and priorities for 2020. The discussion has included what the Board wants to get done this year and what the staff can support. He and Vice Chair Rosen also met with Mayor Nelson and received feedback on his priorities. The goal is to deliver the list of priorities to the City Council for feedback at a joint meeting on March 24". He referred to the draft 2020 Planning Board Work Program and briefly summarized the Board's previous discussions as follows: • Development Code Updates: The Development Code amendments will require a lot of work on behalf of staff. The list of code updates includes Urban Forest Management Plan implementation, multifamily design standards, tree regulations, climate goal implementation, subdivision code updates, further Highway 99 implementation, and buildable lands process. • Neighborhood Center Plans and Implementation. The Board is interested in pursuing the development and implementation of neighborhood plans, such as the Five Corners Subarea Plan. They discussed the design review process with a preferred role for the Architectural Design Board. The Board would also like to pursue housing policies and implementation, as directed by the Housing Commission, and electrical vehicle infrastructure and bicycle storage requirements. • Updates to the Planning Board. The Board will receive periodic updates from the Parks, Recreation and Cultural Services Manager and Housing Commission. Staff will also provide progress reports on the Puget Sound Regional Council's Vision 2050 process, the Stormwater Manual update, capital projects, and Comprehensive Plan amendments. • Outreach. The Board discussed the need to improve public outreach, which can be a topic of discussion at the joint meeting with the City Council on March 24th • Joint Meetings. The Board will meet jointly with the City Council on March 24'. The Board also expressed a desire to meet jointly with the Architectural Design Board during the 2°d quarter of 2020. In addition, the Board may meet jointly with the Tree Board and Economic Development Commission, as applicable. • Other Citizen Boards (Liaison). The Board indicated a desire for better communication with other City boards and commissions, and possibly assigning Planning Board representatives to attend their meetings and report back on applicable items. As discussed at the last meeting, the representatives would not be formal liaison assignments. Board Member Pence agreed to represent the Board with the Economic Development Commission and Housing Planning Board Minutes February 26, 2020 Page 7 Packet Pg. 17 8.A.a Commission, and Chair Robles the Architectural Design Board. They also discussed that Board Member Crank could serve as the Planning Board's Community Outreach Liaison. In addition, the Chair and/or Vice Chair will present brief updates to the City Council. Increase public engagement in Planning Board Topics. The goal is to have at least three citizens attend and comment at each meeting. The Board expressed a desire to use social media to inform the public about upcoming Planning Board topics. The City Attorney indicated this would be fine, as long as none of the Board Members share comments that give the impression they are speaking on behalf of the Board. Mayor Nelson agreed it was a good idea, and the City is hiring a part-time Public Information Officer/Communications Strategist. Chair Robles suggested that Board Member Crank work directly with this new employee on Planning Board community outreach. The Board also discussed how to increase public engagement in Planning Board topics, and one specific idea was to add an agenda item to identify and contact audiences who could have interest in the next meeting agenda. Denise Miller, Edmonds, said she represents the Edmonds Neighborhood Action Coalition and the Sierra Club, and she attends most City meetings. She is part of the Housing Commission, as well as the Mayor's Conservation Advisory Board. She attends meetings of the Tree Board and the Edmonds Port Commission. She commented that some boards and commissions form citizen subcommittees to review and provide feedback on a particular issue. This results in more buy -in and a group that can tell you what you are doing right and wrong. Transparency is one of the biggest complaints she hears, and usually it is because the information is hard to find. The City is working to improve its website, which should help. She suggested that the Board reach out to some of the community activists to hear thoughts on what the Board could do to encourage public engagement at their meetings. • Planning Board General Expectations. The Board agreed that each agenda should generally consume 90 minutes, but meetings could run longer as needed. The first half of the meeting would include public comments and presentations from the various boards and commissions, and the second half would be dedicated to deep -diving into code review, updates and revisions. The Chair and Vice Chair would support a brisk and productive pace. There is a concern about potential staff shortages. Staff s ability to support a denser Planning Board schedule might require the Board to cancel a few meetings so staff can catch up and prepare Staff Reports. Chair Robles summarized that the Board has met with staff and discussed the proposed work plan at their retreat. The Chair and Vice Chair have validated the ideas with Mayor Nelson, and they are working with staff to populate the Planning Board's calendar. They are scheduled to meet with Mayor Nelson quarterly, and a joint meeting with the City Council is scheduled for March 241. VICE CHAIR ROSEN MOVED THAT THE BOARD ACCEPT THE PROPOSED 2020 WORK PROGRAM, AS FOLLOWS: A. PLANNING BOARD PRIORITIES Development Code Updates • Code updates implementing the Urban Forest Management Plan (UFMP) • Code updates reflecting Climate Code Goals • Low -impact subdivision code updates • Further Highway 99 Subarea Plan Implementation • Buildable Lands • Neighborhood Center Plans and Implementation • Architectural Design Board (ADB) design review process • Housing policies and implementation • Electric vehicle charging infrastructure and bicycle storage requirements B. UPDATES TO THE PLANNING BOARD • Parks and Recreation (quarterly) • Housing Commission activities Planning Board Minutes February 26, 2020 Page 8 Packet Pg. 18 8.A.a • Low-impact/stormwater review and updates • Puget Sound Regional Council's Vision 2050 Process • Capital Projects • Comprehensive Plan C. JOINT MEETINGS • City Council — let Quarter (Tentative March 24t'') • Architectural Design Board — 2°a Quarter • Economic Development Commission — As applicable • Tree Board — As applicable D. OTHER CITIZEN BOARDS • Economic Development Commission — Board Member Pence • City Council meetings, 3-minute updates • Architectural Design Board — Chair Robles • Housing Commission — Board Member Pence • Planning Board Community Outreach Coordinator — Board Member Crank E. INCREASE PUBLIC ENGAGEMENT IN PLANNING BOARD TOPICS • Goal is to have three citizens attend/step to the lectern each meeting • Add agenda item to identify and contact audiences who would have an interest in NEXT meeting agenda items — City outreach content • Coordinate with new City staff person for Planning Board outreach • Encourage student member to actively encourage youth participation • Reach out to the Youth Commission • Inform the public of topics of interest. HE FURTHER MOVED THAT THE BOARD FORWARD THE PROPOSED 2020 WORK PLAN TO THE CITY COUNCIL IN ADVANCE OF THE JOINT MEETING. BOARD MEMBER CHEUNG SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY. NEW BUSINESS REVIEW OF EXTENDED AGENDA Chair Robles suggested there are three potential opportunities to cancel Planning Board meetings. The Board is scheduled to meet jointly with the City Council on March 24t' and they could cancel their March 25t' meeting. The Board's April 8" meeting falls during the Easter/Passover week, and that might be a good meeting to cancel. The May 27" meeting follows Memorial Day and could also be cancelled. He agreed to discuss these dates with staff, so the Board can make a decision at their next meeting. The Board will also review the draft 2020 Work Plan one more time before meeting jointly with the City Council. Chair Robles referred to the agenda for the March 11' meeting and asked the Board for feedback on who the target audience might be. The March 1 I' agenda will include updates on the Housing Commission's Work, the Building Lands process, and the Puget Sound Regional Council (PSRC) Vision 2050 Process. He suggested that perhaps members of the Architectural Design Board (ADB) could be invited to attend. Mr. Chave suggested the Board wait to invite the ADB to attend until after the joint meeting and the Board has received feedback from the City Council. He advised that Ms. Hope would present the Housing Commission update, and Mr. Lien would present the Buildable Lands update. Mr. Chave explained that the Buildable Lands Analysis is a work program that is centered on Snohomish County working with the various cities. It is required by state law and feeds into local jurisdictions as they look at their capacity to handle growth. It is primarily a technical exercise that provides input into local jurisdiction's Comprehensive Plan processes. No Planning Board Minutes February 26, 2020 Page 9 Packet Pg. 19 8.A.b Board Member Crank said that, as an Airport Commissioner, she has shared information about upcoming public hearings on her neighborhood social media site. While other members of the group might discuss the issue of the public hearing further, she has not engaged in these discussions beyond announcing the public hearings and providing links to pertinent information. City Attorney Taraday summarized that, as long as the Board Members do not respond and comment on posts that are shared via social media that pertain to Planning Board business, he does not foresee a violation of the OPMA. The only two types of legal meetings are those that happen at the regular time and place or special meetings that are properly noticed. He cautioned that there are some real complications involving records retention and public records compliance. If a Planning Board post turns into a vibrant discussion on social media and someone makes a public records request, it would be up to the Board Member who posted the comment to produce the public record. The City would have no control over the records and could not easily retain them for the purposes of the State Archives records schedule. Board Member Pence said he looks at information sharing and agenda setting as administerial actions, since the discussions do not include negotiating, deliberating, receiving public testimony, evaluating or making final decisions. It is simply information gathering and sharing. City Attorney Taraday said he cannot tell the Board exactly when the discussions would cross the line into transacting the official business of an agency, but he considers agenda setting to be the official business of a public agency. In his work at the City, there has been a lot of controversy at times over what is and is not on an agenda. Board Member Pence observed that the Planning Board Chair and staff can do this work in the dark, but as soon as four Board Member become involved, the work can only occur in an announced public meeting. City Attorney Taraday suggested the Board could have an agenda setting discussion at the end of each meeting. This would give the Board an opportunity to talk about the next agenda while they are all together. Board Member Rubenkonig commented that, currently, an individual is doing fundraising on social media to get money to address how Edmonds handles ADUs. She wanted to comment that this topic would fall under the realm of what the Housing Commission is deliberating on, but she felt it would go beyond what she is allowed to do as a Board Member. She questioned where the line is for when Board Members are commenting as representatives of the Planning Board and when they are commenting as private citizens. City Attorney Taraday said he doesn't know exactly where the line is that separates transactions of official business from administerial stuff. He is not saying they cannot comment on social media in their capacity as Board Members, but they need to be careful to make sure there is not a quorum of Board Members commenting. Providing information is safe, but if someone is trying to cultivate an extremely active social presence in their capacity as a Planning Board Member, it would become more complicated. Chair Robles said the intent is to let people know about upcoming meeting topics and encourage participation. Chair Robles asked if he is allowed to contact the Architectural Design Board Chair to find out how the Planning Board can assist them in their efforts. City Attorney Taraday replied that the two chairs can communicate with each other, and the Planning Board can also meet jointly with the Architectural Design Board. Chair Robles asked if he is allowed to communicate and coordinate with other City boards and commissions without receiving permission from the Planning Board. City Attorney Taraday said the Board Chair doesn't have a lot authority unless the Board delegates a specific task. Board Member Cheung suggested that perhaps a disclaimer could be put on emails. City Attorney Taraday said they could add a tag to City emails saying "please don't forward," but he hasn't created a standard tag for email that would cover the various scenarios. Board Member Pence said a tag of "do not forward" would at least establish the email sender's intent. The Board agreed that would be appropriate. 2020 PLANNING BOARD CALENDAR Chair Robles referred to the Board's extended agenda, which is full through April. The intent of this discussion is to prioritize the list of remaining topics so they can be scheduled on the Board's agenda accordingly and presented to the City Council for feedback at the joint meeting. He said he and Vice Chair Rosen will meet quarterly with Mayor Nelson to discuss the Planning Board's agenda. The Board agreed they would like each of their meetings to last approximately 90 minutes. They would like to discuss two topics at each meeting, with at least one of the items coming from the prioritized list. Planning Retreat Board Minutes February 12, 2020 Page 3 Packet Pg. 20 Rather than scheduling each of the items on the extended agenda now, Mr. Chave said it would be most useful for the Board to present the City Council with a prioritized list. Once the Board has communicated their highest priorities to the City Council, they can begin to schedule them on the extended agenda. Vice Chair Rosen said he would agree to this approach, as long as the Board populates its calendar at the very next meeting following the joint meeting. Otherwise, the pending items never seem to get scheduled. Chair Robles said he will be meeting with Mayor Nelson in the next few weeks and the joint meeting with the City Council will occur sometime this quarter. Mr. Chave said Development Code updates are a priority for both staff and the City Council and have been tentatively scheduled on the Board's extended agenda starting in March and April. The City will be hiring a half-time person to help with this task. In addition to the major update, he expects that a variety of Development Code amendments will come before the Board throughout the year. Chair Robles suggested that half of each meeting agenda could be dedicated to the Development Code updates, and the other half could be for other topics. Mr. Chave agreed that is a good goal, but in some cases, the Development Code update could involve an elaborate discussion that takes an entire meeting. He said he expects the Development Code update to continue throughout the entire year. The Climate Goals Project may result in some necessary Development Code and/or Comprehensive Plan amendments, as well. Board Member Pence observed that much of the Development Code work could involve a lot of heavy lifting on the Board's part. He suggested that perhaps the Board could form subcommittees to work with the new staff person to shape the code amendments. Chair Robles suggested they start by using the usual approach, and make this decision at a later time as needed. Mr. Chave added that code work has typically been done by the full Board, as there are multiple opinions and Board Members have an opportunity to bounce ideas off of each other. Using small committees would be challenging for that reason. Board Member Rubenkonig suggested they give specific attention to what they want the Parks, Recreation and Cultural Services Report to cover. While the past reports have been delightful, she suggested they should be more succinct. She suggested that the Board Members are responsible for lengthening the reports by responding with multiple questions and comments. Both the staff and the Board can play a role in making the reports more succinct. Board Member Monroe asked what role the Board would play in the Buildable Lands Report. Mr. Chave answered that the Buildable Lands Report is preliminary to the next Comprehensive Plan update and also relates to the Puget Sound Regional Council's (PSRC) Vision 2050 process. The report happens periodically at the County level where they set the distribution of population and housing in the County, including Edmonds. The information provided in the report feeds into the Comprehensive Plan for specific goals to achieve for having enough capacity for housing and population within the City. The Board agreed they would like to meet jointly with the City Council, Architectural Design Board and Economic Development Commission in 2020. It might also be necessary to meet jointly with the Tree Board as directed by the City Council. Board Member Monroe suggested that opportunities to meet jointly with the Architectural Design Board should be scheduled to coincide with the Board's work on Development Code amendments that relate to design. Mr. Chave said it would be appropriate to involve the Architectural Design Board when creating the multi -family design standards, which will occur in either 2020 or 2021. Board Member Pence observed that Mayor Nelson seems to be making a priority out of the Highway 99 Corridor with the median project he is promoting. This might be the right time for the Board to receive information on the Highway 99 Corridor. For an example, he would like a status report on the project at the northwest corner of 234' Street and Highway 99. Board Member Monroe pointed out that Board has completed its work on the Highway 99 Subarea Plan, which was adopted by the City Council. Mr. Chave advised that there are two privately -initiated amendments for changes in the Comprehensive Plan Map, which will need to be considered and acted upon before the end of 2020. There may be some city -initiated amendments, as well. The Comprehensive Plan amendments will come before the Planning Board for a public hearing and a recommendation to the City Council. Planning Retreat Board Minutes February 12, 2020 Page 4 Packet Pg. 21 8.A.b PLANNING BOARD WORK PROGRAM FOR 2020 Chair Robles explained that this agenda item is to provide the Planning Board an opportunity to review and discuss potential work items and priorities for 2020. Once the Board develops its draft work program, it can form the basis of a joint work session with the City Council. At the joint meeting, the City Council will provide feedback on its priorities to guide the Board's work during the year. The joint meeting is anticipated to take place during the I" quarter. Chair Robles referred to the list of priorities and issues the Planning Division would like the Board to work on. The Board should also refer to the Extended Agenda, which contains a list of items the Board may want to add to the 2020 Work Program. Mr. Chave referred to the list of priorities and issues that staff identified in the Staff Report, pointing out that a number of the items were discussed at the Board's last joint meeting with the City Council. He reviewed the items as follows, noting that the items in bold are high priorities: • The Board will receive a Parks, Recreation and Cultural Services Report each quarter, and the next one is scheduled for January 221 • The Board will continue the discussion concerning the 2020 Work Program in preparation for a joint meeting with the City Council. • The Buildable Lands Process is ongoing and being led by Snohomish County. A Buildable Lands Analysis and planning is required by State law. The intent is to assess the capacity that exists in various jurisdictions for different types of uses. It sets the table for discussions of how much capacity there is relative to projected growth and whether adjustments need to be made. It is a technical exercise that relates to Growth Management Act Planning at both the County and local levels. • The Puget Sound Regional Council (PSRC) is in the process of updating the regional vision (Vision 2050), and the Board will receive periodic updates on this effort. • Reorganization of the code hasn't occurred for nearly 40 years. A number of provisions have been updated over the years but others have not. This makes it hard to figure out what code requirements will apply to a project. It often requires a person to hunt through the entire code, and there are conflicts within the code. The intent of this project is to review the entire code, attempting to clarify the provisions and organize them better so they are easier to find and understand. This will be a significant task, and the idea is to work through the code piece by piece. • Adding requirements for electrical vehicle infrastructure and bicycle storage for new development should not be difficult because multi -family housing and electric vehicles are already being promoted in the region. Because retrofitting an existing development with charging stations is costly, the key will be to require a developer to at least rough in the infrastructure when a project is built. It will be less costly to provide the infrastructure at a later point in time when the demand changes. • The Subdivision Code is in need of an update. A good agenda for this work has been drafted, but it needs to be revisited and finalized. • With adoption of the Urban Forest Management Plan (UFMP), tree regulations are a priority in the City. The current regulations need to be updated to align with the UFMP recommendations. • The Housing Commission will continue its work throughout 2020, and periodic updates will be provided to the Board. At some point, the Commission's recommendations will filter to the Planning Board in the form of code work. • The Climate Goals Project is nearing completion. It is assumed that some of the work suggested by the project will fall under the purview of the Planning Board. Periodic updates on the project will be provided to the Board. • The City Council has expressed some interest in moving forward with planning for the Five Corners Neighborhood. • Some Comprehensive Plan Amendments will come forward in 2020, including a few privately -initiated amendments. • The Board also has a list of pending items for 2020-2021 (See Extended Agenda). Planning Board Minutes January 8, 2020 Page 2 Packet Pg. 22 Board Member Rubenkonig said she supports the list of items presented in the Staff Report, particularly those identified as high priority (bold). She observed that the Board's Extended Agenda is full through the end of April, after which the agenda can be adjusted based on feedback from the City Council at the joint meeting. Mr. Chave commented that rather than attaching specific dates to each of the items, the Board can identify the priorities and provide feedback as to where the majority of the work should be focused. It is important for the Board to identify its priorities prior to meeting with the City Council. This will allow the City Council to react and indicate whether or not they agree with the Board's priorities. He reminded them that their role is to advise the City Council. Board Member Monroe asked if the City has hired someone to assist with the code update process. Mr. Chave answered that a half-time person has been approved, but it will take a few months to fill the position. Board Member Monroe observed that it would make sense for the Board to work in unison with the new staff member. Mr. Chave said that the initial schedule identifies updates starting in March since it will take some time for the project to get rolling. He explained that staff will present ideas and potential code language to the Board for feedback, and the Board will hold public hearings and make recommendations to the City Council. He said he anticipates that, as the year progresses, the Board will spend at least one meeting a month on this project. Staff would like to focus on the highlighted items on the list in 2020, most of which will be complicated and time consuming. Board Member Monroe suggested it would be helpful for staff to review the Board's role in these processes early in the year. Board Member Monroe said he supports the workplan outlined by staff. He said he would really like the Board to focus on the Five Corners Plan in early 2020 before they get busy with the code updates. Board Member Crank agreed with staff s recommendation for high -priority tasks. In particular, she would like the Board to focus on the Subdivision Code update, which was called out as a priority at the Board's 2019 joint meeting with the City Council. She observed that this discussion is intended for the Board to identify the items that should be included on the 2020 Work Program. Scheduling the items throughout the year will be a separate process based on staff timing. Board Member Cheung inquired about a date for the Planning Board Retreat, which he felt should be held in early 2020. Chair Robles indicated that this topic would be addressed as part of the Board's discussion on the Extended Agenda later in the meeting. Vice Chair Rosen voiced support for the list presented in the Staff Report. He also agreed that the Board should hold its retreat as soon as possible and prior to the joint meeting with the City Council. This would give the Board time to organize and prepare a recommendation for the City Council to respond to. He said he supports the idea of an extended agenda. While he understands that the timing will need to be adjusted at times, he would like to identify target dates for each of the items as placeholders. He recalled that the Board previously expressed interest in discussing 5g technology and hearing an update on what is going on with the legislature related to planning. Board Member Pence agreed that it is important to schedule the retreat and joint meeting with the City Council during the 1 It quarter of 2020. He said he was peripherally involved in the City of Seattle's Buildable Lands Process and found the work very helpful in the discussion of housing. He suggested the Citizens Housing Commission would be interested in the product of the Buildable Lands Process. As reorganization of the code is a priority, he recommended it may be helpful to form a committee of Board Members to work with staff on this effort. Board Member Crank clarified that the Board's work in 2020 would not be restricted to the work program. The Board could decide to take on other topics throughout the course of the year. Mr. Chave agreed and added that the City Council is liable to assign additional tasks to the Board. Chair Robles suggested that the Board also reserve 5% to 10% of its schedule for topics the members feel are important. Board Member Rubenkonig agreed with Vice Chair Rosen that the items should be at least tentatively scheduled on the Extended Agenda, recognizing that the schedule could change and other items might come up as directed by the City Council. The Board has typically been very responsive to changes and providing feedback to the City Council. She said her ideas were less issue -based and more administrative in nature. For example, it is important to get the formal Planning Board reports scheduled on the City Council's agenda as soon as possible. Once the update is scheduled on the agenda, the Planning Board Minutes January 8, 2020 Page 3 Packet Pg. 23 8.A.b Planning Board Members have a better opportunity to contribute to items that should be included in the update. In the past, she has found the Board is more accountable during meetings than when responding via email. She recalled that the Board Members have requested short training modules on issues such as protocol for responding to the public. She also recalled that the Board previously discussed changing the meeting location to make the Board more approachable. She summarized that the Board has often discussed the need to be open towards the community. Any training and ideas that staff can provide in that regard would be a good use of meeting time. Board Member Rubenkonig said it would be helpful to have some training on conducting public hearings — how to respond to public comments, how to encourage public comments, etc. In the past, the Board Members have responded to public comments even when they are not presented from the podium. Perhaps that is inappropriate in some situations. She commented that, particularly for quasi-judicial public hearings, it is imperative to understand the legal procedures and the importance of building the public record. Board Member Rubenkonig said she would like the Board to have a discussion about the concept of "podments," which was brought up by former Board Member Lovell. The concept has been utilized in other cities to increase the number of families that can live in a single-family neighborhood. Another idea brought forward by former Board Member Lovell involves subdividing or retrofitting existing single-family homes to create multi -family configurations. She would like the Board to discuss how both of these concepts might be applied in Edmonds. It is important for the Board to be apprised of the different planning approaches that exist. Board Member Rubenkonig recalled that the Board spent a lot of time updating the sign code, and she would like to hear how the updated code is being administered. She likes to see how the Board's recommendations and what is eventually approved by the City Council plays out. Board Member Rubenkonig said she would also like to discuss the "innocent lot purchaser" concept. She explained that when a person purchases a piece of property that hasn't benefited from the legal subdivision process, rather than precluding them from developing their property, the City has allowed them to petition to have their lot be considered a legal lot. Chair Robles acknowledged that some code updates have been identified as priorities, but other items, such as those raised by Board Member Rubenkonig, could be included on this as part of the code update work. For example, he would like to add accessory dwelling units to the list. He asked staff to prepare a code update plan that includes as many issues as possible from the staff s list, as well as the pending items on the Extended Agenda, but starting with the priority items first. Mr. Chave cautioned that there are too many items to accomplish in a year, and they should focus on the highest priorities first. However, the Board could work with the City Council to prioritize the other items on the two lists to accomplish as time allows. Board Member Rubenkonig said she would also like to schedule, when possible, discussion time on topics raised by Board Members. For example, in the past, they discussed Accessory Dwelling Units (ADUs), housing diversity and the "missing middle." These discussions helped the City start to craft an approach for addressing housing issues. She would also like to schedule an update on development applications when possible. Mr. Chave said he would add an update on development permit applications to the list of pending items, as it is something that staff prepares every year. He would also add an update on what is going on at the State level (legislature) and an update on the sign code. Some of the other items (ADUs, missing middle, etc.) will be part of the Housing Commission's work. It won't be productive for the Board to talk about these issues until the Housing Commission has completed its work. Chair Robles asked staff to finalize the work plan based on the comments provided by the Board and present it for final review at the next meeting. Mr. Chave suggested the Board could review the final work plan at their retreat in preparation for the joint meeting with the City Council. He further suggested the Board hold a retreat at one of its February meetings, and the joint meeting with the City Council could be scheduled for March. He suggested that the City Attorney could also be invited to the retreat to provide a small training session. The Board agreed that would be helpful; however, they agreed that the training should be limited to a single topic since time would be limited. They also voiced support for Mr. Chave's proposed timeline for the retreat and joint City Council meeting. Planning Board Minutes January 8, 2020 Page 4 Packet Pg. 24 9.A Planning Board Agenda Item Meeting Date: 07/8/2020 Review of Extended Agenda Staff Lead: Rob Chave Department: Planning Division Prepared By: Rob Chave Background/History The Planning Board extended agenda is reviewed each meeting. Staff Recommendation N/A Narrative Review the Extended Agenda. Attachments: Attachment 1: 07-08-2020 PB Extended Agenda Packet Pg. 25 ok Fn, y y O Items and Dates are subject to change pLAKIMVW� BOARD Extended Agenda g9� July 8, 2020 Meeting Item ii n v ?n?n July 1. Preparation for Joint Meeting with the City Council (July 2811) 8 July 1. Parks, Recreation & Cultural Services Update 22 July JOINT MEETING WITH THE CITY COUNCIL (Tuesday meeting) 28 AUGUST, 2020 August 1. Issues / discussion on development code work, including EV 12 charging infrastructure, tree codes, and other potential amendments 2. Update of Flood Damage Prevention Ordinance, Chapter 19.07 ECDC August 1. Public Hearing on AMD2019-0007 — 530 9th Ave N — Change Comp 26 Plan designation for 21 properties from Single Family Resource to Single Family Urban 1 2. Public Hearing on AMD2019-0008 — Perrinville property (tax id# 00370800200800) — Change Comp Plan designation for 1.04 acre parcel from Neighborhood Commercial to Multi Family— Medium Density SEPTEMBER, 2020 September 1. Public Hearing on Update of Flood Damage Prevention Ordinance, 9 Chapter 19.07 ECDC 2. Discussion on development code work: update of tree codes 3. Discussion on development code work: EV Charging Infrastructure September 1. Climate Goals Planning —Status Update and Discussion 23 Packet Pg. 26 9.A.a Items and Dates are subject to change Pending 1. Implementation / code updates implementing the UFMP 2020-21 2. Implementation / code updates implementing climate goals 3. Implementation / code updates addressing WA state roadmap 4. Neighborhood Center Plans & implementation (esp. 5 Corners) 5. Low impact / stormwater code review and updates 6. Sustainable development code(s) review and updates 7. Housing policies and implementation (incl ADU regs) 8. Nonconforming buildings and redevelopment issues 9. Subdivision code updates 10. Community Development Code Amendments / Re -Organization 11. Further Highway 99 Implementation, including: ✓ Potential for "urban center" or transit -oriented design/development strategies ✓ Parking standards Recurring 1. Election of Officers (V meeting in December) Topics 2. Parks & Recreation Department Quarterly Report (January, April, July, October) 3. Joint meeting with City Council — March? 4. Development Activity Update 5. Joint meeting with EDC? Packet Pg. 27