Sept. 20, 2001
| Members Present
John Augustine Ben Barcone Patricia Childs Michael Friess Peter Hemingway David Kelly Larry Litchfield Scott Mardian Herman Orcutt Julie Stiak Darrell Wilson
Members Absent |
Staff and Interested Parties
Carole Borrego,City of Phoenix, DSD Rick Doell, City of Phoenix, DSD Bob Goodhue, City of Phoenix, DSD Dan Hatch, City of Phoenix, DSD Mitchell Hayden, City of Phoenix, City Mgrs Office Don Jones, City of Phoenix, Law Judy Lenz, City of Phoenix, DSD Lionel Lyons, City of Phoenix, DSD Sumeet Mohan, City of Phoenix, DSD Alan Olson, City of Phoenix, DSD Joanne Owens, City of Phoenix, DSD John Parks, City of Phoenix, DSD Carnell Thurman, City of Phoenix, DSD John Watson, City of Phoenix, Fire Department
Rus Brock, HBACA |
Mr. Pete Hemingway, DAB Chairperson, convened the meeting at 3:10 p.m.
B>MINUTES OF JULY 19, 2001:
MOTION was made by Larry Litchfield, seconded by Herman Orcutt, to approve the meeting minutes of July 19, 2001. Motion carried unanimously.
REQUEST FOR FUTURE AGENDA ITEMS:
Mr. Larry Litchfield requested that the update on sprinkler changes be put on next month's agenda.
DISCUSSION OF SUBCOMMITTEE REPORTS:
Executive:
Mr. Pete Hemingway briefly went over the Executive Subcommittee minutes to the DAB explaining some of the items that were discussed. He mentioned that Mr. Litchfield drafted up questions for the questionnaire that the DAB would like to send other departments before their presentations. The Boards goal is to have the presenters from other departments more focused on items that are relevant to the Development Services Department.
Mr. Hemingway mentioned that the subcommittee discussed coordination with other Boards and Committee's within the City that has impact on the Development Services Department. He also mentioned that interaction with the Village Planning Committees would be beneficial to the Board.
Mr. Hemingway met with Lionel Lyons to discuss hosting a reception within the next couple of months to invite the Village Planning Committee members, other organizations, and other Boards within the City. It would be beneficial for them to understand what the Development Advisory Board purpose is, along with receiving any input from them.
Mr. Ben Barcon stated that he would like the Executive Subcommittee Minutes changed to reflect that he was in attendance at the meeting.
Fiscal and Performance Subcommittee:
Mr. Herman Orcutt stated that the subcommittee has been reviewing the DSD Miscellaneous Valuation Guide, along with restructuring the fee guide. They also discussed the reduction of the quarter inch thick DSD Fee Manual. To date, the residential fees have been consolidated from five pages to one page. DSD staff will use this to assist customers. Currently, July Lenz is working on consolidating the commercial fees for Development Services. Mr Orcutt stated that tremendous progress has been made with the work that has been done.
Process and Procedures:
Mr. Ben Barcon stated that Shane Hurd and Susan Pope, DSD staff, did a presentation on the project address process. He stated that this is a complicated process. DSD has three people who work on addressing and street names. He mentioned that DSD works with the MAG Master Street Name Plan, which is another process. MAG is in the process of revising their policy for master street names, along with DSD. Mr. Barcon stated that within the next few months a revised procedure would be presented to the subcommittee.
Mr. Barcon stated that a few months ago, Mr. Meyer Turkin, a well-known developer within the City, attended the DAB meeting expressing frustration to DAB regarding customer service within the City. He attended the Process and Procedures Subcommittee and stated that he was frustrated because he had been transferred to seventeen various departments within the City to assist him in an effort to try to clarify what he needed to get his fencing designed and permitted, etc, etc. At the end, Mr. Turkin spoke with Kelly O'Neal, Management Assistant I, DSD. She helped him and guided him through the process.
The Subcommittee suggested that Mr. Turkin meet with Kelly to discuss the situation he was in and come up with ideas so this would not happen to customers again. The Subcommittee would like to hear recommendations from them to help the small projects get through the system smoothly.
Technical Subcommittee:
Mr. Larry Litchfield stated that a Sprinkler Subcommittee Forum from the Fire Safety Advisory Board met. Two meetings were held with Gary Coley and Mr. Litchfield in attendance. They have come up with an outline of requirements for retro activity of sprinkler requirements in existing buildings when something is added on, change in use, etc. All new work over 5,000 square feet would require sprinklers, along with remodeling or additions to existing buildings resulting in work over 5,000 or 10,000 depending on the number would require a sprinkler system. The Fire Safety Advisory Board was scheduled to approve it in September 2001 and be ready for Council approval in October 2001.
Mr. Barcon asked if this issue has had public comment. Mr. Litchfield stated that this issue should be heard by DAB before it goes to Council. Mr. Barcon is concerned that this issue will be going to council before it goes before DAB.
Mr. John Augustine commented that the Fire Safety Advisory Board is a public Board, just like DAB. He asked if there was discussion on this issue before a decision had been made. Mr. Litchfield stated there was discussion, but it wasn't discussed whether this should be done or not, it was discussed what the new ordinance should be. The Fire Safety Advisory Board did a survey of all the valley cities and jurisdictions that have an existing ordinance, and found out the three cities, Phoenix included, was behind as far as the severity of the requirements. After the fire fighter lost his life this year, they thought that something should be done. Especially in existing buildings where there are changes of uses, remodeling, or additions.
Mr. Barcon asked Mr. Litchfield what his opinion on this ordinance is. Mr. Litchfield stated that this new proposed ordinance is a good item to have from a life loss situation. From a building cost it may be prohibitive to some owners. This will make or break some remodeling or additions for some building owners. The extra $3.00 per square foot may put it over the loan value.
Mr. Barcon asked what does the 5,000 square feet do for the owner. Mr. Litchfield stated that it half's the square feet that you have to have when the normal sprinkler system kicks in. Mr. Orcutt asked if DAB was going to review items such as this. Mr. Fries stated that DAB should review this, as this has a major impact on what developers are doing.
Mr. Litchfield stated this would have a fiscal impact on DSD. There will be additional plan reviews and processing that is involved with this new ordinance, which directly affects everyone at the counter.
Mr. Barcon asked how does this Board interface with this issue. Mr. Litchfield stated that the Board should review this asking for acceptance or at least answering all the questions that the DAB brings up.
Mr. Rick Doell stated that DSD did attempt to have the Fire Department to a presentation to the DAB at this meeting, but they could not attend. Ms. Joanne Owens stated that they are scheduled for next month to do a presentation to the DAB.
Mr. Herman Orcutt asked what rights does the Development Advisory Board have if the Board does not agree with the Fire Safety Advisory Board on this issue. Mr. Don Jones, City Attorney stated that the Boards role is to make recommendations and suggest changes to building code ordinances.
Mr. Scott Mardian asked if the DAB should let the people know whom this affects for the presentation next month. Mr. Mardian suggested that a large board be placed at the counter area on the 2nd floor of DSD to inform the customer that this issue will be presented to the DAB.
Zoning and Planning Subcommittee/Hillside Ad Hoc Subcommittee:
Ms. Julie Stiak stated that some of the activities of the Hillside Subcommittee have been to incorporate what the DSD staff members have been doing as matter of course that aren't in the current code, but maybe have evolved as department policy or procedure. The last three meetings the subcommittee has been working on attempting to codify what current practices are, create design guidelines lines, or eliminate them all together. These issues are very crucial that planning representatives are present at every meeting. Ms. Stiak thanked John Parks, Principal Planner, for having all the information prepared for each meeting and keeping the Subcommittee on track with historical information.
Ms. Stiak stated that the Subcommittee activity has been great, but in order to make additional progress, they are planning on meeting for half a day and insure that the Planning Department is present. With all the proposed text amendment revisions, it has global applicability within PRD. For the Hillside Subcommittee to really finally be able to achieve its phase I and phase II goals, they need to consider have more meetings or longer meetings to discuss the details.
DISCUSSION/INFORMATION ON AGENDA ITEMS RELATING TO OTHER CITY BOARDS AND COMMISSIONS:
Mr. John Parks stated DSD would try and bring information from other Boards and Commissions to the Development Advisory Board.
As an information item, the Design Review Standards Committee met and they are currently reviewing Section 507 of the Zoning Ordinance. This is the section that deals with Design Review Guildelines. Development Services believes this is very important, as the current guidelines are ten years old. A lot has changed, there is duplication of the guidelines, some are not very clear, and there is conflict in some the guidelines.
They are recommending that staff goes to the Planning Commission on October 3, 2001 and ask for a text amendment. Mr. Don Kueth, who is a member of the Planning Commission, recommended that the format and topics be changed.
DISCUSSION/INFORMATION ON THE DEVELOPMENT ADVISORY BOARD FORMAT:
Mr. Parks stated that the past year the agendas have been very staff presentation intensive. When the Board is presented with an issue, a lot of time is taken up with that issue and there is not a lot of time left to discuss major issues. In the Boards opinion, would they like to change the format of the agendas? Mr. Parks opened up the discussion to the Board for comments.
Mr. Hemingway addressed the Board by saying that in the past year there have been many presentations from various departments which sometimes doesn't leave the Board much time to act on items or discuss in detail other issues.
Mr. Mardian stated that this should take care of itself. Most of the presentations were informational items only for the Board to inform them of what each department does.
Mr. Darrell Wilson stated that it would very beneficial to be informed of issues that are coming up from various Boards that we think may affect the DAB.
Mr. Jon Wendt, Assistant Director, stated that the Development Services Department has a long tradition of going to various groups; The Building Safety Advisory Board, Homebuilders, Architects, Engineers, etc. and giving them information. The other City departments don't have that tradition. He suggested to the Board that a message needs to be conveyed to other departments that any item that touches Development Services should be brought to the Board.
Mr. Ben Barcon suggested that a letter be developed that goes out to all departments informing them of the Board and what it does. If issues from their department impact the Development Services Department they need to know to bring them to the Board.
DISCUSSION ON FOURTH QUARTER FINANCIAL BRIEFING:
Mr. Dan Hatch, Accountant III, Financial Services, went over the Development Services Department Financial Report for the Fiscal Year Ending June 30, 2001. (Copy is in file)
DISCUSSION/INFORMATION ON DEVELOPMENT SERVICES DEPARTMENT FEES:
Ms. Judy Lenz, Rate Analyst, Financial Services, gave a brief summary of the transition that was made on the DSD Fee Schedule on August 4, 2001. Ms. Lenz stated that it went very smoothly. This was due to the fact there was a lot of pre-August the 4th publicity posters put up, letters went out to customers informing them of the change, and counter staff went over the new fees with the customers. Some of the staff called customers and informed them that their fees would be going up or even going down for some. Most customers were very satisfied and we moved very smooth transition.
Mr. Barcon asked if the fee schedule was on the DSD website yet. Ms. Lenz stated that this is being presently worked on.
DISCUSSION/INFORMATION/POSSIBLE ACTION REGARDING STREET NAMING:
Mr. Bob Goodhue stated that DSD was concerned that there was a lack of standard process in creating street names for subdivisions. Staff has put together a draft policy that gives a distinct process of how to address new streets and subdivisions. What will now occur when an individual submits a preliminary plat to DSD, they will propose street names. It will be a primary name along with suggestions or alternatives for each street in their subdivision. This will allow staff to review the names for duplications and sound alikes. These will be reviewed during the waiting process and get back with the developer with the final names prior to the preliminary meeting with DSD staff, which currently a two to three week process from submittal. By the time the customer comes from the preliminary meeting, they already know what the street names are.
Mr. Dave Kelly asked what does the department do to make sure that the streets don't go every which way? What does the department do to make sure that this does not occur in new developments?
Mr. Goodhue answered by saying that DSD doesn't limit the developers how to design a street a street or an alignment. This is up to the developer to do this. DSD researches the database and looks at the configuration to see how DSD can logically name the streets so people don't run into situations where they can't find an address. Sometimes logic needs to be used rather than what is written in a book.
DISCUSSION/INFORMATION ON MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE WATER DEPARTMENT AND THE DEVELOPMENT SERVICES DEPARTMENT:
Mr. Jon Wendt stated that the Development Services Department was created from pieces of different departments; Planning Department, Fire Department, Police Department, Engineering Department, and the Water Department. DSD has the most formal relationship with the Water Department. The Water Department structured their participation in the DSD differently from the other departments. They did not change the City code, they delegated some to their functions from their chapters of the City code to DSD.
The Development Services Department formed July 1, 1987. The Memorandum of Understanding (MOU) was dated October 26, 1989. The water function did not come into DSD until two years after DSD began. Mr. Wendt went over the old MOU signed by Michael Gritzuk, Water and Wastewater Director, and by George Flores, Developments Services Director, dated October 26, 1989. He also went over the DRAFT MOU dated September 29, 2000, which has not been signed to date. Copies were distributed to each Board member.
DISCUSSION/INFORMATION REGARDING OPEN MEETING LAW DO'S AND DON'TS ON CALL TO THE PUBLIC ITEM:
As a reminder item to the Board, Mr. Don Jones, City Attorney, spoke regarding the Open Meeting Law/Call to the Public Item that is placed on every agenda. Mr. Jones stated that when public bodies meet they are bound by an agenda the Boards need to follow. According to 38-431.01/G it basically allows the Board to listen to the person while they talk. At the conclusion, the Board can respond to any criticism that has been made by those talking, the Board may ask the DAB to review the matter, or the Board may ask that the item be placed on a future agenda. The Board is not allowed to discuss the item at that time or other items that do not pertain to Call to the Public.
CALL TO THE PUBLIC (NO BOARD DISCUSSION):
ADJOURNMENT:
MOTION was made by Dave Kelly, seconded by Michael Fries, to adjourn the September 20, 2001 DAB meeting. Motion carried unanimously.
Session adjourned at 4:40 p.m.
Respectfully submitted:
Rick Doell, P.E.
Interim Building Official
Minutes Prepared by:
Carole Borrego, Secretary III
| c: |
Board Member Mayor Skip Rimsza City Council Members Mr. Fairbanks Mr. Washington City Clerk Mr. Lyons Mr. Olson Mr. Wendt Mr. Goodhue Mr. Litchfield |
Mr. Dolasinski Mr. Davila Ms. McKinley Ms. Beckley Mr. Bunyard Mr. Doell Mr. Fleming Mr. Horn Mr. Mundy Mr. Mushtaq Mr. Parks |
Ms. Reed Mr. Singbush Mr. Thurman Mr. Kienow Mr. Taschner Mr. Adams Ms. Fitz |
Last Modified on 12/21/2001 10:51:54