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HomeMy WebLinkAbout01-26-2006 - MinutesMEDINA CITY COUNCIL STUDY SESSION MINUTES January 26, 2004 Medina City Hall 7:00 PM 501 Evergreen Point Road Mayor Odermat called the Council Study Session to order at 7:08 p.m. ROLL CALL Present: Council members Miles Adam, Drew Blazey, Katie Pf,elps, Deputy Mayor Todd Nunn and Mayor Mary Odermat Absent: Council members Bob Rudolph and Pete Vall-Spinosa Staff Present: City Manager Doug Schulze, City Attorney Kirk Wines, Public Works Director (PWD) Shel Jahn, Interim Police Chief Jeff Chen, Planning Director (PD) Joseph Gellings and Recording Secretary Caroll Wedlund ANNOUNCEMENTS Council member Phelps announced she had attended the Suburban Cities Association meeting and dinner held two weeks prior. Mayor Odermat noted the 2004 AWC City Legislative Action Conference would take place in Olympia on January 28-29, 2004. OTHER BUSINESS School Zoning Issues—PD Gellings relayed the city had just learned of plans to replace Medina Elementary School in the 2005-2006 year. The replacement building would accommodate the same number of students, but with a lower ratio of teachers to students, and more classrooms. He provided an overview of existing regulations for schools that need to be redeveloped in Medina, noting they dated back to 1961. City Attorney Wines stated the Council could have the Hearing Examiner hear this issue and make recommendations to them, with the Council being the decision -making body without another public herring. The other alternative was to have a public hearing before the Council. Currently, the Hearing Examiner I-eard all Special Use Permits. The Council voted unanimously to conduct a public hearing regarding school zoning issues and to render a decision, as opposed to the Hearing Examiner being the reviewing body. Deputy Mayor Nunn cautioned the Council should be careful about what it required versus what the school needed. For example, if the school recommended no hedges for children's safety, that should be a priority. City Manager Schulze noted a fence or landscaped screen around the school perimeter might need further scrutiny; however, staff could submit more information for Council consideration. Deputy Mayor Nunn also requested more information from the Bellevue School District regarding their desires for Medina Elementary. PD Gellings stated the Council might want to consider conducting a Special Use Permit (SUP) review, to allow more intense evaluation of the design, which met with Council approval School/Residential Buffer —Separation and Screening —Deputy Mayor Nunn stated an SUP gave the city leeway to make changes, however, the Council would have to make a Code amendment to add to the SUP review. Traffic Volume Mitigation—PD Gellings explained if the Council wished to do anything regarding traffic volume mitigation for vehicles brought onto the site in an average day, they should ask school officials if a traffic mitigation program had been developed. He noted the project transpertation management plan would designate traffic mitigation measures. If the Council had any concerns about this, they might want to add traffic volume mitigation to the SUP process. Deputy Mayor Nunn cautioned against weighing in on traffic volume control. Council members unanimously wished to discuss traffic circulation during a future meeting. Maximum Structural Coverage—PD Gellings relayed this project would undergo construction mitigation review. He pointed out school officials thought they could increase the square footage and still have about the same footprint by having multiple floors. PWD Jahn added the plan was to design a school with an increase from 45,000 square feet to 67,000 square feet, and try to keep close to the present footprint. Exactions—PD Gellings cautioned constitutionality problems could arise when local jurisdictions required too large exactions from developers. PWD Jahn stated curbs, gutters and sidewalks should be installed all around the school, and thought it was critical to be aware of these measures now, so the city would be prepared when the developers submitted their plans. PD Gellings stated the requirements could be developed through the existing SEPA program. City Attorney Wines cautioned the city would have to show a definite connection between the new school and the condition it was attempting to impose. It would be difficult to show a need to improve a sidewalk off the premises, especially if the new school footprint was not larger than that of the old school. He continued there would probably be a Declaration of Non -significance, and mitigation measures would be part of that. City Manager Schulze stated the construction mitigation plan must be developed as a recommended proposal between staff and the applicant before it went to the PC. In that way, staff could catch City Council Study Session Minutes January 26, 2004 Page 2 anything land use related or could recommend construction without any land use issues involved in it. However, that would be interpreting the review criteria quite broadly. PD Gellings noted SUP mitigations were agreed upon by the time for construction. Emergency Preparedness Functions Center—PD Gellings stated an emergency preparedness operations center might be a component of the school design, primarily to serve their own emergency preparedness activities. The school emergency preparedness issue should be dealt with through the SUP process. He cautioned it should not be the primary emergency preparedness site for the whole city. Mayor Odermat asked about leasing some of the school property for a city emergency operations center. City Manager Schulze responded it had been offered to the city under a perpetual lease. Former Building Official Erickson had suggested with an investment of $200,000, the city could have a facility for both the PD and a community center. However, at that time the Council had decided against it. PD Gellings stated he had just found out about the School District holding an open house on Wednesday, January 28, 2004 from 5:30 to 7:30 p.m. Further, a date had not yet been set for a meeting with school district personnel. City Manager Schulze thought more notice was needed for a public meeting, and volunteered to share this, the city's role, co -hosting and being an active participant with school district personnel. However, the best tact for now was to listen to what was being said by school personnel and the community. City Manager Schulze promised to provide feedback regarding agreements and policies. PD Gellings added the open house objective was open-ended feedback regarding the new school needs, and no drawings would be presented. Circulation - Pedestrians and Vehicles—PD Gellings noted separation of parent drop off and pick up from school bus loading was an important topic, with potential for conflict. What was needed was a duration -based parking plan and site design that related to neighborhood walking routes. He suggested special use criteria would be the best to way to address an efficient solution for pedestrian and vehicular circulation. PWD Jahn stated Overlake Drive West must be part of the equation, in order to increase safety. However, the city would receive criticism from residents who wanted to avoid any extra traffic on their street. He noted since Three Points Elementary had devised a new design, he had received no calls regarding privately owned vehicles backing up on Evergreen Point Road. Council member Phelps noted Medina Elementary had changed their traffic flow pattern twice in the past two years. Interim Chief Chen added Officer Gibson was at the site every school morning, and there was a three to four minute window when traffic congestion was a problem. PWD Jahn added the city would try to get the traffic queue off the streets and onto the school grounds, and separate the bus traffic onto Overlake Drive West. The Council agreed traffic circulation must be included as a part of the SUP. School Playground/Public Park Dual Function—PWD Jahn stated the school playground/public park dual function had been a Park Board issue. The city currently had a small children's playground on the other side of Medina Park, and he suggested the city could partner with the school and make a nicer playground area to serve the community. Perhaps the city could add some resources. The Council unanimously agreed the city should work with the school district to further this idea. Lighting/Crime Prevention Through Environmental Design (CPTED)—The Council wanted to ensure there was proper lighting around the school to reduce the potential for crime. PWD Jahn cautioned too much light might be a concern for neighbors. PD Gellings stated an SUP criterion was the best way to address both minimum and maximum lighting. Mayor Odermat recalled three and a half to four years ago, the PC had passed recommendations regarding lighting, but the Council did not. She stated many community members were donors to the school's foundation, and the Council should be cognizant of this, because Medina was their community. The Council unanimously decided lighting should be included as part of the SUP. Appropriate Sizing of Facilities and Parking—PD Gellings relayed the school parking lot was filled from time to time. He also stated there were no existing city regulations for a minimum building size. Council member Phelps pointed out many parent volunteers were at the school within a given time period, as well as evening functions for parents and children. PWD Jahn stated it was important to have enough parking on site so there would not be overflow onto the street. The city could control this issue by ensuring it was in the SUP parking plan. City Manager Schulze suggested a sampling of other cities or school district standards might be advisable. PD Gellings volunteered to obtain the latest formula, in order to allow the parking issue to be dealt with administratively, and the Medina Code could be changed to reflect the new formula. City Manager Schulze was in favor of striking the formula language and suggesting parking spaces be developed administratively, based on standards in conformance of the industry. City Council Study Session Minutes January 26, 2004 Page 3 Attendance Area —Now and in Future—PD Gellings announced the School District had no intention of moving the attendance boundary. The Council unanimously concurred the city should not be involved in this issue. Hours of Operation —The Council was not in favor of setting Code standards limiting after school activities. City Manager Schulze stated one of the issues the PB had addressed a number of years ago was joint development with the Bellevue Little League Association at the Three Points Elementary property. The city found the School District and that school had given authority to the City of Bellevue regarding scheduling after hours activities such as soccer, baseball, and basketball programs. He thought this might be an area Medina would want to negotiate with the School District. Some of the local teams wanted to use their own fields in Medina, and had to practice in another community. The Council unanimously decided not to become involved in this issue. Community Design—PD Gellings stated the Community Design Inventory, an addendum to Medina's Comprehensive Plan, specified standard treatment for all three school frontage street sites. The Council did not wish to become involved in community design. Height/Articulation—PD Gellings stated height and articulation were already addressed by Code height standards. He suggested if height were part of an SUP, the city could use judgment regarding the height design criteria. He thought the city might be interested in reducing the appearance of bulk, and showed different ways some designs created more appearance of bulk than others. Mayor Odermat added modulating or articulating the roof by adding some architectural detail might be beneficial. PD Gellings suggested the SUP could address shaping the building mass, which was different from design review. City Attorney Wines cautioned concrete standards would be needed. Mayor Odermat commented the community did not like high sidewalls and flat roofs. She suggested it would be a good idea to obtain an overview of two recently completed two-story schools within the Bellevue School District before the Council agreed to all of the elements. PD Gellings was directed to discuss architectural design concepts with the architect and to conduct site visits. The Council unanimously decided to table the height/articulation issue. PD Gellings will draft an SUP ordinance for discussion on February 9, 2004 that will give the Council authority to hear the Medina Elementary School issue rather than the Hearing Examiner. City Attorney Wines clarified technically, a public hearing was not necessary for an SUP, because it did not involve a zoning change. The city was only required to have one public hearing, which could be conducted before the PC or the Council. However, realistically the public hearing could be before both bodies. City Manager Schulze explained follow up on the school zoning issue should be through a PC public hearing. PD Gellings stated the soonest the PC could conduct a public hearing for this issue was their March meeting. Signs/Kiosks—City Manager Schulze explained the PTA had inquired about installing a message sign. Following discussion, the Council decided to leave the sign/kiosk issue as an open option. A proposed message sign was requested from the PTA, and Council member Phelps volunteered to do so. The Council determined the city needed SUP criteria amendments for the following: a. School/residential buffer — to accommodate student safety b. Circulation C. Lighting/Crime Prevention Through Environmental Design (CPTED d. Appropriate sizing of facilities/parking The Council decided the city should attempt to achieve goals through negotiated agreement as follows: a. Buffer/landscaping b. Exactions c. Emergency Preparedness d. Circulation e. Playground/park f. Lighting/Crime Prevention Through Environmental Design (CPTED g. Parking By unanimous consensus, the Council decided to conduct a public hearing regarding the school on March 8, 2004, after the PC public hearing of March 2, 2004. City Manager Schulze cautioned the PC would have to make a recommendation to the Council during their March 2 meeting. The other option was for the PC to hold a public hearing and not make a recommendation to the Council, who would hold a public hearing on the school issue on March 8. City Attorney Wines clarified the Council could fine tune a fairly complete package at the February Study Session and make changes, based upon what had been accomplished to that point. In that way, City Council Study Session Minutes January 26, 2004 Page 4 the whole process could be expedited. The Council unanimously agreed to place Medina Elementary on the February Study Session agenda. Study Session Time Limit —Council member Adam inquired about the duration of Study Session meetings, and suggested tabling Site Plan Review, as discussion for that agenda item would be lengthy. Council Agenda Items for Next Meeting —The Council discussed proposed agenda items for the February 9, 2004 meeting. Site Plan Review —By unanimous consensus, Site Plan Review was deferred to the February 9, 2004 meeting. Parking Regulation Policy —The Parking Regulation Policy was postponed to the February 9, 2004 meeting. 2004 Legislative Issues —The Council concurred with the Legislative Issues proposed by City Manager Schulze, and decided to move this agenda item to the February 9, 2004 meeting for adoption. Proposed Executive Session —Mayor Odermat suggested an Executive Session be held before the next Council meeting to discuss personnel issues, per RCW 42.30.110(g). City Manager Schulze suggested it be held at 6:00 p.m. immediately prior to the February 8, 2004 Council meeting. ADJOURNMENT Deputy Mayor Nunn moved, seconded by Council member Adam, to adjourn at 10:20 p.m., and the motion carried unanimously. 11 Attest: _ J Caroll P. Wedlund, Recording Secretary Mayor Mary,bdermat