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HomeMy WebLinkAbout2011/08/24 - Minutes - Special JointAugust 24, 2011 CITY OF RANCHO CUCAMONGA CITY COUNCIL, FIRE PROTECTION DISTRICT, REDEVELOPMENT AGENCY JOINT MEETING WITH THE PLANNING COMMISSION MINUTES SPECIAL MEETING A. CALL TO ORDER A special joint meeting of the Rancho Cucamonga City Council, Fire Protection District and Redevelopment Agency was held with the Planning Commission on Wednesday, August 24, 2011, in the Tri-Communities Room at the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor/Chairman/President L. Dennis Michael called the meeting to order at 5:02 p.m. Present were Council Members/Board MemberslAgency Members: Bill Alexander, Chuck Buquet, Diane Williams, Mayor Pro TemlVice Chairman/Vice President Sam Spagnolo and MayorlPresidenUChairman L. Dennis Michael. Present were Planning Commission Members: Richard Fletcher, Vice Chairman Frances Howdyshell, Chairman Lou Munoz and Ray Wimberly. Francisco Oaxaca arrived at 5:35 p.m. Also present were: Jack Lam, City Manager; Jim Markman, City Attorney; John Gillison, Assistant City Manager, Linda Daniels, Deputy City Manager; James Troyer, Planning Director; Trang Huynh, Building and Safety Services Director; Mark Steuer, Engineering Director and Debra L. McKay, Assistant City ClerklRecords Manager. B. PUBLIC COMMUNICATIONS There was no one from the audience who wished to speak. C. ITEMS OF DISCUSSION C1. Report and presentation from the Development Review Working Group on updating the Development Review Process. Linda Daniels, Deputy City Manager, noted that at the January, 2011 City Council workshop a goal was identified to review and update the development review process. She reported that a working group of professionals was formed to analyze the process and make recommendations. Mrs. Daniels noted that a report has been prepared for the City Council and the Planning Commission which lists the recommendations of the Working Group. In addition, a matrix has been developed in order to identify the tasks needed to implement the recommendations. Members of the Working Group were in attendance at the meeting to discuss their recommendations, including Len Santoro, Carol Plowman, Peter Pitassi, John Young, Mark Bertone, Stan Morse and Joe Schumacher. In addition, Mrs. Daniels introduced John Bosler and Todd Corbin, representing Cucamonga Valley Water District, who have been participating in the meetings. Linda turned the meeting over to the Working Group members for their presentation. Peter Pitassi, Pitassi Architects, reported on the three meetings that were held by the Working Group and staff and their analysis of the development review process. Overall, he noted that the process works well and commended City staff. The Working Group has developed recommendations regarding the completeness letter and has made suggestions to improve the timing and method of staff responses to applicants. Special City Council /Fire Board I Redevelopment Agency Joint Meeting with the Planning Commission -August 24, 2011 Page 1 of 4 .Stan Morse, MDS Consulting noted that he has worked in the City since its incorporation and discussed how the process has worked well all these years. Mr. Morse stated that the process can be overwhelming to young or inexperienced staff that is expected to process the plans on behalf of their company. Therefore, the group discussed ways to better communicate the City's values so that the development review process can result in a quality product as quickly as possible. Mark Bertone, Madole & Associates commented that the system is not broken and that the recommendations presented by the Working Group were meant to fine-tune the process. One of the Working Group's recommendations is that the City assemble examples of exceptional design values as well as poorly executed design examples along with a commentary that describes the redeeming values or how the project did not succeed. John Young, Lewis Group of Companies Noted the need to conserve paper and to enhance existing technology in the development review process. The Working Group is recommending that the City accept I/2 size sets; consider the number of full sets that are being requested and to modify the RCTOPS system to be more "contractor friendly". Carol Plowman, Lee and Associates stated that the Working Group is recommending that the City contact the property owners of undeveloped or underdeveloped property in order to discuss the property owner's plans for development and land use. She noted that many cities place their retail areas apart from one another. The City is unique as there is six million square feet of retail in the City of Rancho Cucamonga. She noted that new projects should be carefully considered before being approved. Also, Mrs. Plowman noted the need to revitalize and repurposing retail centers and suggested that live/work opportunities should be pursued. Len Santoro, CB Richard Ellis reported the need to address the building transitions that are taking place. There is a current trend to consider existing buildings for adaptive re-use to occupancies that might not be a perfect fit. Mr. Santoro stated that forward-looking companies are pursuing LEED certified or green coded buildings and suggested that the building standards be reviewed and modified accordingly. Mr. Pitassi indicated that the LEED certification should not be mandated but encouraged in the City. Council Member Bill Alexander thanked the Working Group for their recommendations. He stressed the need to work with the development community and noted that the document contained many statements containing the word, "should" instead of "will". Council Member Alexander addressed the Screencheck lettef and suggested that a provision be added to encourage the applicant to turn in the corrections sooner to even further expedite the process. He suggested that the City Council provide conceptual approval to the recommendations to allow further time for review and modifications. Linda Daniels introduced Trang Huynh, Building and Safety Services Director to briefly discuss the RCTOPS system. In closing, Mrs. Daniels noted that the recommendations include improving communications with the applicants, marketing the services provided by the City and enhancing the development review process. She welcomed comments from the City Council and the Planning Commission and requested their endorsement of the recommendations. While many of the recommendations can be implemented immediately, Mrs. Daniels addressed several matters that will take longer to develop. These included taking a more greener approach to the number of sets required with submittals, review and modification of the handouts to include examples of exceptional design values, determining the viability of accepting I/2 size sets and review of the RCTOPS program to see if it can be modified as recommended by the Working Group.-She suggested that the Working Group be convened every 2-3 years.in order to look at the modifications and make sure that the review process stays current and efficient. Commission Member Richard Fletcher appreciated the formation of the Working Group and their recommendations on how to fine-tune the development review process. He said because there is a Special City Council /Fire Board /Redevelopment Agency Joint Meeting with the Planning Commission -August 24, 2011 Page 2 of 4 process, the end product is better. He stressed the need for customer service and encouraged a more proactive and problem-solving approach to project review. Commission Member Ray Wimberly appreciated the analysis and recommendations. He noted that there is a good process currently in place which refines and enhances the projects submitted for consideration. He supported the idea of providing good examples for developers to review and noted that the developer needs to provide due diligence in this process as well. Commission Member Francisco Oaxaca agreed with the use and refinement of technology to assist in the development review process and specifically mentioned improving the "RC Tops" services. He also favored a more "green" approach to project submittals. Commission Member Oaxaca commented that newer developers may be more comfortable with new technologies. He supported the recommendations of the Working Group. Vice Chairman Frances Howdyshell commented on communication in that it is both internal and external and that all levels of staff should be provided training and to understand the process. She said once changes are in place, a "checkpoint" to evaluate how the implementation is working/not working would be valuable down the road. Chairman Lou Munoz appreciated the discussion regarding re-purposing existing buildings. He thanked the Working Group for their analysis and recommendations on how to fine-tune the development review process. He mentioned the example of parking analysis and how the Commission and staff are already working with a customer towards a workable solution and that he supports enfolding these types of changes into the Development Code Update. Mayor Pro Tem Sam Spagnolo concurred with the recommendation to contact property owners to discuss their plans for undeveloped or underdeveloped parcels. He thanked the Working Group for their report. Council Member Diane Williams appreciated the candid comments and practical suggestions. She supported the recommendation to contact property owners to disuses their future plans for undeveloped or underdeveloped parcels and concurred with the concept to develop exceptional designs and planning solutions. Council Member Chuck Buquet indicated that he has worked with many of the Working Group members and noted that their recommendations were a good start in refining the process. He noted that the Screencheck letter should be very clear as to the items needing correction and whether these are design or technical issues. The goal is to get projects past the Screencheck letter and into the review process. Council Member Buquet suggested that the Design Award program be re-established and stressed the need for a customer friendly development review process. He noted that the plan distribution list should be evaluated in order to lessen the number of sets required and that electronic filings should be pursued. E-mail should be used rather than letters. While the system is not broken, Council Member Buquet noted the need to create an environment to encourage development and job creation. Council Member Bill Alexander agreed that further refinement is needed. Mayor Dennis Michael pointed out that this is the first time a working group of professionals has been asked to review the process. With the economy starting to turn around, it is the perfect time to reposition ourselves to facilitate quality development. Mayor Michael stressed that communication was the key and supported the recommendation to develop exceptional design examples. He concurred that the Design Award program should be re-established. Mayor Michael spoke about re-purposing of existing buildings and supported the pursuit of research-and-development facilities and a highly educated workforce. In conclusion, he appreciated the Work Group's insight and recommendations. Linda Daniels appreciated the comments that had been made and requested endorsement of the recommendations. In response to Council Member Bill Alexander, Mrs. Daniels confirmed that the recommendations can be modified at any time. It was noted that a report can be given at the teambuilding workshop scheduled for January. Special City Council /Fire Board /Redevelopment Agency Joint Meeting with the Planning Commission -August 24, 2011 Page 3 of 4 Discussion was held regarding how to involve the Working Group in future reviews and analysis of the development review process. Council Member Chuck Buquet requested a copy of the matrix and suggested that a report be prepared for a City Council meeting outlining the steps needed to implement the recommendations. Jack Lam, City Manager, suggested that a status report can be made to the City Council at the January team building session. Feedback from the Working Group on the development review process can be obtained prior to the meeting. MOTION: Moved by Chairman Lou Munoz, seconded by Vice Chairman Frances Howdyshell, to adopt the recommendations listed in the staff report. Motion carried 5-0. MOTION: Moved by Mayor Pro Tem Sam Spagnolo, seconded by Council Member Diane Williams, to adopt the recommendations listed in the staff report. Motion carried 5-0. D. ADJOURNMENT -PLANNING COMMISSION Chairman Lou Munoz adjourned the Planning Commission meeting at 6:30 p.m. E. EXECUTIVE DIRECTOR/CITY MANAGER STAFF REPORTS E1. Consideration of an Enforceable Obligation Payment Schedule pursuant to AB1X 26 Linda Daniels, Deputy City Manager, noted that the California Redevelopment Association and the League of California Cities have filed a lawsuit in the California Supreme Court seeking to overturn ABX1 26 and ABX1 27. Unless overturned, these bills will result in the elimination of many redevelopment agencies and/or forced payments by local agencies to fund State obligations to schools. Mrs. Daniels distributed an Enforceable Obligation Payment Schedule for the Rancho Cucamonga Redevelopment Agency for the Agency's consideration. Jim Markman, City Attorney, reported that the California Supreme Court has issued a stay, freezing the State legislation affecting the elimination of Redevelopment Agencies. He noted that even though the Agency has decided not to dissolve and has chosen to make the payment to the State, an Enforceable Obligation Payment Schedule must be adopted by the end of August in the event that the Redevelopment Agency is eliminated in accordance with ABX1 26. MOTION: Moved by Council Member Bill Alexander, seconded by Council Member Diane Williams, to approve the Enforceable Obligation Payment Schedule pursuant to AB1X 26. Motion carried 5-0. F. ADJOURNMENT The meeting adjourned at 6:40 p.m. Re pectfully submitted, /~ Debr .McKay, MMC Assistant City Clerk/Records Manager Approved: September 7, 2011 Special City Council /Fire Board /Redevelopment Agency Joint Meeting with the Planning Commission -August 24, 2011 Page 4 of 4