CITY OF JAMESTOWN

102 3rd Ave SE

Jamestown, ND 58401

Phone: 701-252-5900

DRAFT MINUTES – Planning Commission

Tuesday, November 12, 2013 – 8:00 a.m.

NOTE DATE CHANGE DUE TO HOLIDAY

Present: Trautman, Trefz, Bayer, Hillerud, Bensch, Ritter

Others present: Buchanan, Reuther, Klundt, Wollan, Fuchs, Schwartzkopf, Harty

Absent: Bergquist, Tressler

1. Chairman Hillerud opened the meeting. Secretary Wollan took the roll call. A motion was made by Trefz to approve the minutes from the October 14, 2013 regular Planning Commission meeting. Seconded by Bensch. Motion Carried.

2. Discuss current member vacancy on the Planning Commission and upcoming terms of expiration.

Secretary Wollan reviewed the membership roster and explained that we are now compliant with Title VI requirements.

City Administrator Fuchs explained that the City has published a notice of current board vacancies and that an application is required to be completed. Any current commission members that are interested in applying for their vacant seats must also complete an application if they wish to be considered for reinstatement. The applications are then reviewed by the Mayor who will then make a recommendation to City Council. This information and the application are also available on the City’s website.

Chairman Hillerud stated that there are 4 terms that expire in 2014, one in June and three in August. He expressed concern that the application process is in order to assure that the public has an adequate amount of time to get their applications in for the Mayor’s review.

Discussion among members continued. Commission member Trefz made a motion to request the City Council adjust the upcoming terms of membership to fit the original intended structure of the Planning Commission which would assure that the number of vacancies in any given year is spread out to maintain continuity amongst the Commission. Bayer seconded. Roll Call. Unanimous aye vote. Motion Carried.

3. Discuss lot splits and boundary adjustments relating to changing the City Ordinance.

Secretary Wollan explained that he had researched what other Cities are doing relating to this issue and the need for minor and major subdivision terms. Under the proposed text amendment, qualifying simple lot splits, lot mergers and boundary line adjustments that affect only two lots would not have to go through the whole platting process. The zoning administrator and the City Engineer would have the capability to review the application and make a decision to approve or deny the application without the involvement of the Planning Commission.

A draft report from SRF Consultants regarding the draft text amendment was discussed. The Planning Commission members felt that it is a place to start in order to change the ordinance, but may need some adjustments. Discussion among members followed with Commission member Bensch explaining the benefits of this type of change and Chairman Hillerud discussing how it would change the role of the Planning Commission and City staff.

4. Update on funding for SRF Consulting Group.

Dee Ann Brunner with JSDC spoke relating to the contract with SRF Consulting which is scheduled to end December 31, 2013. It was the JSDC’s intent to fund the consultants for a year and then make recommendation to the City Council.

City Administrator Fuchs related that it is the Mayors’ intent that the staff reports will come from City staff and SRF will be consulted with the technical elements and they will be paid as needed.

Commission member Trefz stated that the knowledge of a trained Planner has been very beneficial. Commission members Trautman, Bayer and Hillerud also expressed concern and agreed that a professional planner is needed and that it has been very helpful to have SRF Consulting Group on board.

City Administrator Fuchs stated there is nothing specific in the budget for the planners and is confident in the City staff to handle planning and zoning issues and consult SRF Consulting Group when necessary.

A motion was made by Commission member Trefz to recommend the City Council fund formal planning & development services for the calendar year 2014 either by contract or position for at least what was budgeted for this year which was $35,000. Seconded by Commission member Ritter.

Clarice Liechty, of Jamestown, ND requested there be specific needs attached with the motion.

Secretary Wollan called the Roll Call. Unanimous aye vote. Motion Carried.

5. Update on the Land Use & Transportation Plan.

City Engineer Reed Schwartzkopf updated the Commission as to the progress of the Land Use & Transportation Plan. The first rounds of public meetings and stake holders’ meetings were recently held. Some of the stake holders’ meetings were not well attended. RDg and KLJ (Kadrmas, Lee & Jackson) anticipate an additional stake holder meeting and meetings involving the youth in Jamestown to be held in the future. City Engineer Schwartzkopf anticipated that in February or March, the planners will start presenting some initial findings.

Clarice Liechty, of Jamestown, ND asked for a list of stake holders’ that were invited to the meetings. She requested that the stake holders’ meetings be public and asked for a list of those who were invited. Commission member Trautman explained that she was involved in the steering committee and that the members of the steering committee were asked by the planners to recommend potential stake holders.

City Engineer Schwartzkopf explained that a steering committee was approved by the City Council. He noted that the consultants hired wanted a diverse group of people in order to collect data, etc.

Trefz explained that the LUTP is a conceptual plan for the City and not specific to a particular plat or development.

City Engineer Schwartzkopf stated that the stake holders’ meetings were at the request of the planners which is the normal process. It is a tree effect. At this stage of the process, they are collecting data only from select groups. At a later date there will be additional meetings where the public will be invited to participate. The planners are trying to get a sense of what the community concerns are. The Land Use & Transportation Plan takes approximately 2 years to complete the entire process.

6. Other business.

Chairman Hillerud and Secretary Wollan discussed the Platinum Commerce Second plat which will come before the Planning Commission next month. This plat involves moving one lot line. City Engineer Schwartzkopf explained that this would be an example of using the simplified method of platting, proposed in the earlier discussed pending text amendment, as everything is already in place as far as engineering, storm water, etc.

7. Commission member Trautman made a motion to adjourn, seconded by Bayer. Motion Carried