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Planning Comm MINS 03-02-2005K:\Planning Commission\2005\Meeting Summary 03-02-05.doc CITY OF FEDERAL WAY PLANNING COMMISSION March 2, 2005 City Hall 7:00 p.m. Council Chambers MEETING MINUTES Commissioners present: John Caulfield, Hope Elder, Dave Osaki, Dini Duclos, Merle Pfeifer, and Lawson Bronson. Commissioners absent: Bill Drake (excused). Alternate Commissioners present: None. Alternate Commissioners absent: Pam Duncan-Pierce, Christine Nelson, and Tony Moore (all unexcused). City Council present: Mayor Dean McColgan and Council Member Jack Dovey. Staff present: Community Development Services Director Kathy McClung, Assistant City Attorney Amy Jo Pearsall; Recreation Coordinator John Hutton, and Administrative Assistant E. Tina Piety. Chair Caulfield called the meeting to order at 7:00 p.m. APPROVAL OF MINUTES It was m/s/c to adopt the February 16, 2005, minutes as presented. AUDIENCE COMMENT None ADMINISTRATIVE REPORT Moved to Additional Business COMMISSION BUSINESS Chair Caulfield stated that if there is no objection, the Commission will hold a roundtable discussion with Mayor McColgan and Council Member Dovey on issues raised at the Commission’s annual dinner meeting held December 8, 2004. Hearing no objection, the roundtable was held. ROUNDTABLE – Discussion with Mayor McColgan and Council Member Dovey One issue the Commission has is concern over the role of the Planning Commission. Is it a useful expenditure of citizen’s time to attend a Planning Commission and then a Land Use/Transportation Committee (LUTC) meeting, and finally a City Council meeting, only to see the recommendation of the Planning Commission overturned? Mayor McColgan and Council Member Dovey explained that the Planning Commission does play an important role in clarifying issues and obtaining citizen input. Chair Caulfield suggested, and all at the table agreed, that when a divisive issue comes before the Commission, Planning Commission Minutes Page 2 March 2, 2005 K:\Planning Commission\2005\Meeting Summary 03-02-05.doc he or the Vice-Chair will attend the LUTC to communicate the reasoning behind the Planning Commission’s recommendation. In another method of keeping the lines of communication open, it was agreed that copies of the LUTC minutes that deal with issues that have been before the Planning Commission will be given to the Commissioners. In addition, the Commission requested that if the LUTC and/or City Council returns an issue to the Planning Commission, they provide a sense of direction with it. Commissioner Bronson asked if the City could add the meeting minutes to the website before they are approved, with a caveat that they are draft. This would provide quicker information to citizens. Mayor McColgan replied that minutes are not placed on the website until they are approved in case there are mistakes. However, he will ask if the Law Department can research the ramifications of placing draft minutes on the website. The Commission asked if there were ways in which they could assist the City Council. The Mayor replied that improving communication as they discussed earlier will help. He encouraged them to let the Council know of any issues/ideas that arise from either the Commissioners or citizens (Celebration Park was an idea from a citizen). Ms. McClung commented that given their knowledge of the Federal Way City Code and Federal Way Comprehensive Plan, they would have much to contribute to studies, open houses, forums, etc. They discussed the role of alternates. Mayor McColgan and Council Member Dovey feel that Alternates are Commissioners in training and want them to participate as much as possible. It was determined that Alternates should sit at the dais or the staff area and be encouraged to give public testimony. Finally, the Commission asked what are the City Council’s priorities. Do they have a work program? Mayor McColgan and Council Member Dovey replied that the goals from the City Council’s retreat are their “work program.” The Commission suggested these be placed on the City’s website. PUBLIC HEARING – Signs in Ball Fields Code Amendment Ms. McClung delivered the staff report. The current code does not have a provision for advertising on fences surrounding sports fields. Both the Little League Organization and the City of Federal Way Parks Department have requested that a code provision be reviewed. One of the ways organizations have historically been able to generate revenue for the maintenance of these facilities is to sell advertising and post that advertising on fences. The proposed amendment would exempt from sign permits advertising at sports fields as long as they meet the size requirement and are oriented to the interior of the field. In addition, the signs must not extend beyond the height of the fence and be securely fastened and maintained. The suggested size for these signs (32 square feet) was arrived at by researching what other cities allow. Ms. McClung noted that the size is consistent with what the City allows for business signs. In order to be more inclusive, staff recommends replacing the words “ball fields” with “sports fields.” Commissioner Duclos asked if the Parks Commission is aware of this proposed amendment. Staff replied that they are not sure and would make sure they are told of the issue. The Commission asked who will decide upon the fee and who will be responsible for maintenance of the signs? Staff replied that it will be the responsibility of property owners to decide the fee and enter into an agreement with advertisers for maintenance of the sign(s). Mr. Hutton commented that in regards to maintenance, the City is considering light-weight signs that are made from a foam core material that would allow wind to pass through and would be easy to install and remove. The Parks Department is in the midst of researching a fee that would be a fair market value and affordable. The fees will go to the Parks general fund. The department is already receiving inquiries from advertisers. The signs would go up when the fields open (which this year is February 28th) and come down when the fields close at the end of September. Planning Commission Minutes Page 3 March 2, 2005 K:\Planning Commission\2005\Meeting Summary 03-02-05.doc When asked what kind of advertising would be allowed, Ms. Pearsall replied that would be up to the property owner. If this amendment is adopted, the City would develop a policy on the type of advertising allowed. Mr. Hutton commented that the Parks Department has researched what types of advertising other cities allow and it can be considered family friendly. Ms. McClung read a March 2, 2005, letter from Bill Foulkes, President of the Federal Way National Little League, into the record that was favorable to the proposed amendment. There was no further public testimony. It was m/s/c to recommend adoption of the text amendment as proposed, and with the replacement of the words “ball fields” with “sports fields.” The Commission requested that when they are placing the signs, the Parks Department keep in mind that some people like to be able to observe the game through the fence. In addition, the Commission suggested that after the first year, the Parks Department review how well or poorly this program is working. ADDITIONAL BUSINESS Ms. McClung provided the Commission with a Permit Activity Update. She noted that she only listed plats with 10 or more lots and did not include items in the newly annexed areas. An article in the February 23, 2005, Federal Way News cited the number of apartments in Federal Way. That number is inaccurate. She thinks the reason it is inaccurate is because they used the ZIP code and the ZIP code boundaries encompasses more than the City of Federal Way. Currently the City has (not counting the newly annexed areas) 18,377 single-family homes, 13,635 apartments, and 1,200 mobile homes. Ms. McClung also informed the Commission that the City will start a test pilot this year on a WI-FI (wireless internet) system. AUDIENCE COMMENT None ADJOURN The meeting was adjourned at 8:15 p.m.