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01-12-16 MinutesTuesday, January 12, 2016 6:00 PM City of Delray Beach 100 NW 1st Avenue - Delray Beach, Florida 33444 Phone: (561) 243-7000 - Fax: (561) 243-3774 www.mydelraybeach.com Delray Beach City Hall City Commission Mayor Cary Glickstein Vice-Mayor Shelly Petrolia Deputy Vice Mayor Al Jacquet Commissioner Jordana Jarjura Commissioner Mitchell Katz Minutes - Final Workshop January 12, 2016City Commission Minutes - Final WS.1 16-103 Sponsors:City Clerk Department CC Memo - Development Applications 01.05.16 Prerequisite Actions Draft 01.04.16 Attachments: A Workshop Meeting of the City Commission of the City of Delray Beach, Florida, was called to order by Mayor Cary Glickstein in the City Commission Chambers at City Hall at 6:00 p.m., on Tuesday, January 12, 2016. Roll call showed: Present -Vice Mayor Shelly Petrolia Commissioner Jordana Jarjura Commissioner Mitch Katz Mayor Cary Glickstein Absent -Deputy Vice Mayor Alson Jacquet Also Present: Donald B. Cooper, City Manager, Noel Pfeffer, City Attorney, and Chevelle D. Nubin, City Clerk. Mayor Glickstein called the Workshop meeting to order and announced that it had been called for the purpose of considering the following Items. WORKSHOP MEETING AGENDA: Discussion Regarding the Development Application Process: Mr. Tim Stillings, Planning and Zoning Director, introduced the Planning and Zoning Department staff and conducted a PowerPoint Presentation regarding the Development Application Process. He highlighted objectives and spoke regarding what is not changing i.e. prerequisite actions. He discussed the makeup of the boards in terms of simplifying and consolidation of the Planning and Zoning Board and the Site Plan Review and Appearance Board (SPRAB). He asked that one board be established that meets twice a month. He discussed the current process for site plans (Class I-V) and approval levels for site plans and related applications. Mr. Stillings spoke regarding the proposed site plan process i.e. Class V Approval Grouping, various elements of Code Relief: waivers, internal adjustments, special provisions and administrative. Other recommendations were made for plats, Page 1City of Delray Beach Printed on 2/29/2016 January 12, 2016City Commission Minutes - Final establishment of a color palette and signs. He discussed next steps. Commissioner Jarjura thanked Mr. Stillings and stated she appreciates the work that staff put into this presentation. She discussed her frustrations regarding certain items that came before Commission in terms of site plan issues. Commissioner Jarjura spoke regarding application submittals suggesting that there be a timeline. She stated she supports the combination of the boards and spoke regarding the Board of Adjustment and the way the code is currently drafted. Commissioner Jarjura stated this needs to be reviewed. She spoke regarding extensions and suggested for an initial 12 month extension, the board should be able to approve it; if the extension would be for more than 12 months, the Commission should approve the extension. She stated she agrees with staff regarding plat approvals. Commissioner Jarjura also suggested that when this is incorporated into the code, there should be set timeframes regarding historic designation applications and having form sheets/deadlines for application submittals and when the application will come before the board and the Commission. Vice Mayor Petrolia stated she has a different perspective and stated there are some really good points. She stated she is concerned about the lack of public input that this would entail. Vice Mayor Petrolia spoke regarding the flow of the boards and stated each board has a very distinct function. She asked about the flow chart for the site plan approval levels. Mr. Stillings stated the Development Services Management Group (DSMG) meetings are open to the public. Vice Mayor Petrolia reiterated her concern about public input in terms of the approvals. Mr. Stillings provided further clarification regarding what would be approved administratively if it meets the code. Vice Mayor Petrolia asked further questions in regards to the board approvals regarding site plans and the streamlining of the process. Discussion ensued regarding the site plan approvals and the board process. Vice Mayor Petrolia stated she is really concerned about the persons who are currently serving on boards and stated she feels they should be persons who live and vote in the city. Commissioner Katz thanked staff for the work they have done on this Page 2City of Delray Beach Printed on 2/29/2016 January 12, 2016City Commission Minutes - Final process. He stated he concurs with Vice Mayor Petrolia's comments regarding whether the two boards should be combined or are needed or not and stated he is concerned about limiting public input. He stated having to go back to the boards multiple times needs to be fixed. He commented regarding waivers. Commissioner Katz stated residents should be on the boards and that the board qualifications should be reviewed. He stated it is important to streamline what is going before the boards and discussed the reconstitution of the boards, meeting frequency and attendance. Commissioner Katz stated he would like board member input before this process becomes final. He also stated he would like other cities compared regarding boards. Mayor Glickstein stated he would like further information regarding city comparison of boards. He spoke regarding the balance between an efficient process for applicants, staff and public input. He stated we do not want to do anything to disengage the public from the process. He spoke regarding the goal of public input. Mayor Glickstein stated he is open to the combination of boards. He asked what would be coming off of the agendas for the boards and what the board would be hearing with the new process. He gave additional comments regarding what could be occurring now. He stated he is supportive of streamlining the process. Mayor Glickstein stated the public wants predictability i.e. timeline for when the applications will appear before the City Commission. Mr. Stillings discussed the efficiency process regarding applications and current timelines for the Technical Advisory Committee (TAC) review process, etc. Mayor Glickstein asked about the pre-application review meetings. He also inquired about the combination of boards and commented about the totality of work from applicants, staff, boards, Commission and the public. Mr. Stillings provided a case example of the review process. Discussion continued regarding the combination of boards and the review process. Mayor Glickstein stated he is open to the combination of boards if that helps the process and staff feels those agendas would be manageable. He spoke regarding the quality and makeup of the boards. He commented regarding the process and how we do things. Mayor Glickstein stated he would like a color palette and commented on other aspects of the process. Commissioner Jarjura commented regarding architectural review and the division of the review between our boards. She stated it should be Page 3City of Delray Beach Printed on 2/29/2016 January 12, 2016City Commission Minutes - Final combined under one board versus divided. She stated this is what she is speaking of in terms of merging the boards. Commissioner Jarjura also commented regarding the workload and what is coming before the boards and stated this needs to be fixed so that the process can be clarified for all participants. Vice Mayor Petrolia stated it is important that there is a timeline in terms of responsiveness from applicants. She stated it is important that the city has a process that people can understand. Vice Mayor Petrolia stated there are probably cities who implement their process very well and stated she would rather have staff look at the cities that have a good reputation for being a city that is easy to move through and find out what those cities are doing. She referenced certain complaints that she has received regarding the city's process. Discussion continued regarding what the boards should be doing and the review/approval process itself. Commissioner Katz asked about an economic development policy for target industries. Mayor Glickstein spoke regarding a residency requirement for the Planning and Zoning and Site Plan Review and Appearance Boards. Commissioner Jarjura spoke regarding an incentive for re-purposing an existing structure and if it can go through a staff review versus a board. Mayor Glickstein stated the City Commission is keenly open to good ideas. Mr. Stillings stated his staff is a very hardworking group and tries very hard to work with customers of the city. Page 4City of Delray Beach Printed on 2/29/2016 January 12, 2016City Commission Minutes - Final WS.2 16-105 Sponsors:City Clerk Department Commission Comments: Commissioner Katz asked about the status emergency management contract. Mr. Pfeffer spoke regarding the contract and stated he is going to prepare an amendment. Commissioner Katz inquired about the Arts Garage and asked at what point will this come before the City Commission. Mr. Cooper stated this will be provided as part of the City Manager's report at the next meeting. Mayor Glickstein asked the City Attorney to brief the City Commission regarding Costa Mesa and their legislation regarding sober homes. Commissioner Katz spoke regarding the Matchpoint contract and asked about the sponsorships. Mayor Glickstein adjourned the meeting at 8:04 p.m. ____________________________________ City Clerk ATTEST: ___________________ Mayor The undersigned is the City Clerk of the City of Delray Beach, Florida, and the information provided herein is the Minutes of the Workshop Meeting of the City Commission held on Tuesday, January 12, 2016, which Minutes were formally approved and adopted by the City Commission on January 19, 2016. Page 5City of Delray Beach Printed on 2/29/2016 January 12, 2016City Commission Minutes - Final ___________________ City Clerk NOTE TO READER: If the Minutes you have received are not completed as indicated above, this means they are not the official Minutes of the City Commission. They will become the official Minutes only after review and approval, which may involve amendments, additions or deletions to the Minutes as set forth above. Page 6City of Delray Beach Printed on 2/29/2016