City and Borough of Sitka PLANNING & ZONING COMMISSION Minutes of Meeting. July 1, 2008

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1 City and Borough of Sitka PLANNING & ZONING COMMISSION Minutes of Meeting Present: Don Alexander, Larry Crews, Brian McNitt, Richard Parmelee, Jeremy Twaddle, Planning Director Wells Williams, Planner Sara Russell, and Secretary Ptarmica McConnell Members of the Public: Russ Thorpe, Gordon Blue, Mandy Hodge, Bridgett Coffman, Cliff Richter, Bart Meyer, Wendy Anderson, Renee Pierce, Brian Pierce, Dave Miller, Nancy LeClerc-Davidson, Brian Massey, and Craig Giammona. The Chair called the meeting to order at 7:00PM. Consideration of the Minutes from the June 17, 2008 meeting: Mr. Crews made a motion to approve the revised minutes. The evening s business: Ms. Russell explained that Ptarmica had revised the minutes, but that the revisions had not yet made it to the Commission members. It was decided to approve the revised minutes at the next meeting so that everyone has a chance to review them. Mr. Crews withdrew his motion. CONDITIONAL USE PERMIT QUASI-INSTITUTIONAL HOUSING 121, 131, 141, 151 ORION LANE AND 111, 113 METLAKATLA STREET SHELDON JACKSON COLLEGE IN CONJUNCTION WITH SITKA COUNSELING & PREVENTION SERVICES Public hearing and consideration of a conditional use permit request for quasi-institutional housing and professional offices at 121, 131, 141, 151 Orion Lane and 111, 113 Metlakatla Street. The request is filed by Sheldon Jackson College in conjunction with Sitka Counseling and Prevention Services. The property is also known as a Portion of Lot 1 Sheldon Jackson College Subdivision of USS 407-B and Lots 1 and 2 of the SJC Subdivision. Chairman Don Alexander left the room and Mr. McNitt took over the meeting for this agenda item. Mr. Williams reviewed that at the last meeting the board requested that Sitka Counseling & Prevention Services (SCPS) provide them with more detailed information prior to them making a decision on the conditional use permit request. These items included: Page 1 of 10

2 1. Parking diagram Two parking options were provided. Option 1 has parking next to each of the buildings as well as some parking in the area across the access easement from the married student housing (Brady Buildings). This parking has been thinned out a bit to provide more room for emergency vehicle access, and would require two additional access easements. One behind the Brady Buildings and one accessing the larger parking area by crossing the lot that has the building known as Metlakatla South on it. Option 2 has 55 parking spaces, most of them together in the area across from the Brady Buildings, similar to the original parking layout. 2. Use of each of the buildings Brady Bldg A- Clean and Sober Housing (12 residents) Brady Bldg B- Women and Children Center (16 residents) Brady Bldg C- Family Center Program (12 staff, 12 clients) Brady Bldg D- Harbor Lights Program (up to 50 clients and 6 staff) Metlakatla North-Administrative and Counseling (approx. 10 clients each hour) Metlakatla South-Aurora s Watch (12 residents, 2 staff) 3. Draft agreement with Chilkat Services to provide access to the back of the 4-plexes Chilkat Services provided an informal draft agreement. 4. Scaled back access and utility easement so that it does not encroach on existing structures O Neill Surveying provided this. 5. Traffic flow They anticipate 30 vehicles present during peak hours. After hours, they anticipate 24 vehicles. 6. Fire Chief to inspect and provide comments on proposal and street layout/congestion The Fire Chief has submitted his comments on the proposal and he has three concerns: 1. The buildings are not protected by a sprinkler system-metlakatla South is the only building requiring a sprinkler system. 2. Available room for emergency vehicles to maneuver 3. The condition and maintenance of the access road-this is the primary concern. The main access needs to be widened to allow for emergency vehicle access. 7. Operational Plan-was provided with item 2 Dave Elsensohn, a board member of SCPS, submitted a written response that addressed each of the aforementioned items. Parking options have been provided, uses for each building have been defined, traffic flow has been addressed, and other operation details have also been provided. Page 2 of 10

3 Mr. Williams said that he heard from Mary Miller of the National Historic Park and she said she didn t receive the information in time to review it, so the Park s position is to oppose the request at this time. Mr. Williams explained that Ms. Miller would have another chance to make comments at the Assembly level if the Commission decided to take action on this request tonight. Gordon Blue came forward on behalf of SCPS and said that they are excited about this plan and thinks it would be beneficial for the community. He feels they are providing ample parking, improved traffic flow through the area, and improved access for emergency vehicles. They are very eager to get going on this. There were no public comments. Commission Comments: Mr. Twaddle s concern was that usually parking is separated by lot and worries that if they want to sell down the line, the parking might not be up to code. Mr. Williams said that this request is meant for one campus even though there are three lots total. If the property were sold later, the party buying the property would be using it differently and would have to go through the process at that time. Right now it looks like there is ample parking for the request in question. Staff recommends approval with the following conditions: 1. Verification that the structures are connected to the new water services and the old system is disconnected and the newer line would be documented and reviewed by staff. 2. A formal access easement for parking along the rear of the site. 3. The parking plan be implemented and built prior to full implementation of the conditional use. (Commission needs to decide between option 1 and 2). 4. Main entrance needs to be widened per the Fire Chief s request. 5. Metlakatla South would need to be sprinkled consistent with the request of the building official. Mr. McNitt thought that there should be occupancy limits put on the request due to the fact that if there were more occupants than planned, it could change the uses and other buildings could require a sprinkler system. Mr. Williams agreed and added a sixth condition. 6. Operation plan shall be followed and occupancies layed out in plan shall be maximum. M/S Crews/Parmelee made a motion to recommend approval with the six conditions and parking layout option 1. DISCUSSION: It was decided to add a seventh condition that requires SCPS to come before the board for review in September Mr. Crews amended his motion to add the seventh condition to the original motion. Page 3 of 10

4 M/S Twaddle/Crews motioned to approve the following findings in support of the Conditional Use Permit request: 1. Evaluation criteria for the Conditional Use Permit and residential areas have been considered by the Board through deliberation of the request as evidenced by receipt of the follow-up information. 2. The granting of the proposed CUP will not be detrimental to the public health, safety, and general welfare; not adversely affect the established character of surrounding vicinity; nor be injurious to the uses, property, or improvements adjacent to, and in the vicinity of, the site upon which the proposed use is to be located. 3. Is consistent and compatible with the intent of the goals, objectives, and policies of the comprehensive plan and any implementing regulation. 4. All conditions necessary to lessen any impacts of the proposed use and are conditions that can be monitored and enforced. 5. The proposed use will not introduce hazardous conditions at the site that cannot be mitigated to protect adjacent properties, the vicinity, and the public health, safety and welfare of the community from such hazard. 6. The conditional use will be supported by, and not adversely affect, adequate public facilities and services; or that conditions can be imposed to lessen any adverse impacts on such facilities and services. This conditional use permit request will go to the Assembly for their July 22, 2008 meeting. Mr. Alexander returned to the room and resumed his place as Chair; Mr. Parmelee had to leave the meeting early. ZONING TEXT CHANGE ADD MASSAGE TREATMENTS AS A CONDITIONAL USE IN THE (R) RECREATION ZONING DISTRICT BARANOF WARM SPRINGS (RECREATION DISTRICT) MIKE TROTTER DBA BARANOF WILDERNESS LODGE Public hearing and consideration of a zoning text change filed by Michael Trotter dba Baranof Wilderness Lodge to add massage treatments as a conditional use in the (R) Recreation zoning district. The property is also known as Lot C of the Bahovec Addition #1. Ms. Russell explained that this request and the next go hand in hand. Mike Trotter, Co-owner of Baranof Wilderness Lodge in Baranof Warm Springs, is requesting a zoning text change to allow massage treatments as a conditional use in the Recreation District. As part of their guest services they would like to offer massage treatments to their clients in the Bahovec Cabin, which they own. They are estimating 8-12 clients per week. The applicant has notified his neighbors and members of the Baranof Property Owners Association to inform them of the idea. The Association is in support of the text change. Mary Hodge came forward on behalf of the applicant and stated that she recently graduated from Massage Therapy School and would like to offer the service to the clients at the Lodge. Page 4 of 10

5 Public Comments: Bridgett Coffman came forward and explained that she is a property owner at Baranof Warm Springs and is in support of the request and feels massage treatments fall into recreational use and would have a low impact. M/S McNitt/Twaddle moved to recommend approval of the zoning text change filed by Mike Trotter to add massage treatments in the (R) Recreation Zone. CONDITIONAL USE PERMIT MASSAGE TREATMENTS BARANOF WARM SPRINGS (RECREATIONAL DISTRICT) MIKE TROTTER DBA BARANOF WILDERNESS LODGE Public hearing and consideration of a conditional use permit request filed by Michael Trotter to offer massage treatments at the Bahovec Cabin in Baranof Warm Springs. The property is also known as Lot C of the Bahovec Addition No. #1. Mr. Twaddle felt there should be a condition that this Conditional Use Permit should be reviewed. Mr. Williams suggested October 2009 for a review. M/S Twaddle/Crews moved to recommend approval of the Conditional Use Permit application with the condition that the applicant schedule a review with the Board prior to October M/S McNitt/Twaddle moved to approve the following findings in support of the Conditional Use Permit: 1. The granting of the proposed CUP will not be detrimental to the public health, safety, and general welfare; not adversely affect the established character of surrounding vicinity; nor be injurious to the uses, property, or improvements adjacent to, and in the vicinity of, the site upon which the proposed use is to be located. 2. Is consistent and compatible with the intent of the goals, objectives, and policies of the comprehensive plan and any implementing regulation. 3. All conditions necessary to lessen any impacts of the proposed use and are conditions that can be monitored and enforced. 4. The proposed use will not introduce hazardous conditions at the site that cannot be mitigated to protect adjacent properties, the vicinity, and the public health, safety and welfare of the community from such hazard. 5. The conditional use will be supported by, and not adversely affect, adequate public facilities and services; or that conditions can be imposed to lessen any adverse impacts on such facilities and services. Page 5 of 10

6 CONCEPT PLAT MINOR SUBDIVISION 831, 833, 835, 837, 840, 842 LINCOLN STREET CHILKAT SERVICES ON BEHALF OF SHELDON JACKSON COLLEGE Public hearing and consideration of a concept plat for a six-lot subdivision at 831, 833, 835, 837, 840, and 842 Lincoln Street. This request is filed by Chilkat Services on behalf of Sheldon Jackson College. The property is also known as Lots 3, 4, and a Portion of Lot 1, Sheldon Jackson College Subdivision of US Survey 407-B, Lots 1, 2A, 2B, 3A, and 3B of the SJC-Lincoln Subdivision. Mr. Williams went over the existing subdivision plat on the overhead. Chilkat Services oh behalf of Sheldon Jackson College has submitted a concept plan for the subdivision of property towards the end of Lincoln Street. The subdivision would create six lots. Lot 1 currently comprised the four lots, totals 55,777 square feet. The area encompasses the Sage Building along the water to Kelly Street. Lot 2 encompasses the Stratton Library followed by lots 3 through 6 along the upland side of Lincoln Street. Proposed lots 3 through 6 currently are comprised of three lots. The goal is to add an additional lot. As mentioned in the last meeting in regards to the Sheldon Jackson College Campus two-lot subdivision, the Historic Preservation Commission submitted comment that they had no objections to the subdivision but that they would not act on any other minor subdivisions until a major subdivision or a Planned Unit Subdivision is addressed. Mr. Williams walked through the current proposal on the overhead. Russ Thorpe, for Chilkat Services came forward. This all started with the Library needing legal parking, which requires its own lot. In order to this, the next property over needed to be adjusted, and the next, and so on. He explained that they don t plan on putting a building on the waterfront, which was a concern. It is also planned to use a portion of the waterfront lot as a mitigation area for the airport expansion. He feels this would do a lot of public good. This gives them another lot to sell to make more revenue to help with the Master Plan. Mr. McNitt thought that the layout made sense, but wondered if there was a pressing need to do this now rather than waiting until after there is a Master Plan. Mr. Thorpe responded that they would run out of money otherwise. Mr. McNitt said his only concern is that it limits potential options for a Master Plan. Mr. Williams explained that from a code standpoint this needs to be acted on in the next 3½ months. The Board can take all this time if necessary to wait to see if a Master Plan is completed. There were no public comments. Mr. Twaddle mentioned that a minor subdivision is only 4 lots, and this request has 6 lots. Mr. Williams explained that the wording in the code is: will create no more than 4 additional tracts. This is subject to interpretation and it is up to the Board to interpret it. Page 6 of 10

7 Mr. Alexander would like to think on this until the next meeting. Mr. Thorpe handed out what Chilkat Services had so far for a Master Plan. Mr. Crews felt that Chilkat Services is going about this in a way that would allow them to do it financially and the way it is set up is fine. Mr. McNitt feels that because there is a Master Plan in the works and this minor subdivision should be a part of that plan. He understands the financial standpoint, but feels it s not the way to go from a planning standpoint. Mr. Thorpe felt this would be a small price to pay to get a Master Plan done. The Commission decided to table this until the next meeting to give them time to think on it. VARIANCE REQUESTS REDUCE THE NORTH SIDE SETBACK TO 2 FEET REDUCE THE SOUTH SIDE SETBACK TO 1 FOOT REDUCE THE FRONT SETBACK TO 15 FEET 411 HOLLYWOOD WAY JENSEN YORBA LOTT ARCHITECTS ON BEHALF OF BARANOF ISLAND HOUSING AUTHORITY Public hearing and consideration of a triple variance request filed by Jensen Yorba Lott Architects on behalf of Baranof Island Housing Authority for 411 Hollywood Way. The requests are to 1) reduce the north side setback to 2 feet, 2) reduce the south side setback to 1 foot, and 3) reduce the front setback to 15 feet. The request is filed in order to replace existing ramps with new ramps and stairs. The new ramps and stairs will also be covered. The property is also known as a Portion of Lot 5 and 6 Block 19 Sitka Townsite USS 1474 Tract A. VARIANCE REQUESTS REDUCE THE FRONT SETBACK TO 9 INCHES REDUCE THE REAR SETBACK TO ZERO FEET REDUCE THE NORTH SIDE SETBACK TO ZERO FEET 410 HOLLYWOOD WAY JENSEN YORBA LOTT ARCHITECTS ON BEHALF OF BARANOF ISLAND HOUSING AUTHORITY Public hearing and consideration of a triple variance request filed by Jensen Yorba Lott Architects on behalf of Baranof Island Housing Authority for 410 Hollywood Way. The requests are to 1) reduce the front setback to 9 inches, 2) reduce the rear setback to zero feet, and 3) reduce the north side setback to zero feet. The request is filed in order to replace existing ramps with new ramps and stairs and to also allow for an existing shed on the rear of the property. The new ramps and stairs will also be covered. The property is also known as a Portion of Lot 15 Block 19 Sitka Townsite USS 1474 Tract A. Page 7 of 10

8 VARIANCE REQUESTS REDUCE THE FRONT SETBACK TO ZERO FEET REDUCE THE NORTH SIDE SETBACK TO 2 FEET REDUCE THE SOUTH SIDE SETBACK TO ZERO FEET 414 HOLLYWOOD WAY JENSEN YORBA LOTT ARCHITECTS ON BEHALF OF BARANOF ISLAND HOUSING AUTHORITY Public hearing and consideration of a triple variance request filed by Jensen Yorba Lott Architects on behalf of Baranof Island Housing Authority for 414 Hollywood Way. The requests are to 1) reduce the front setback to zero feet, 2) reduce the north side setback to 2 feet, and 3) reduce the south side setback to zero feet. The request is filed in order to replace existing ramps with new ramps and stairs and to also allow for an existing shed on the front of the property. The new ramps and stairs will also be covered. The property is also known as Lot 16 and 17 Block 19 Sitka Townsite USS 1474 Tract A. VARIANCE REQUESTS REDUCE THE FRONT SETBACK TO 8 FEET REDUCE THE NORTH SIDE SETBACK TO 1 FOOT REDUCE THE SOUTH SIDE SETBACK TO 1 FOOT 415 MONASTERY STREET JENSEN YORBA LOTT ARCHITECTS ON BEHALF OF BARANOF ISLAND HOUSING AUTHORITY Public hearing and consideration of a triple variance request filed by Jensen Yorba Lott Architects on behalf of Baranof Island Housing Authority for 415 Monastery Street. The requests are to 1) reduce the front setback to 8 feet, 2) reduce the north side setback to 1 foot, and 3) reduce the south side setback to 1 foot. The request is filed in order to replace existing ramps with new ramps and stairs. The new ramps and stairs will also be covered. The property is also known as Lot 16 and 17 Block 19 Sitka Townsite USS 1474 Tract A. BIHA VARIANCE REQUESTS OVERVIEW: The four aforementioned agenda items deal with Baranof Island Housing Authority (BIHA) apartments on Hollywood Way and Monastery Street. BIHA has received a grant to modernize and rehabilitate the exterior of the senior housing apartments. The work will be performed this summer and fall and includes replacement of the deteriorating decks, steps and handicap ramps, roofing, siding, and windows; energy efficient upgrades and measures to improve the health and safety of BIHA s elderly and disabled residents. Cliff Richter came forward and showed the plan on the overhead and explained each variance request for each of the four buildings. He explained that BIHA received a grant to modernize and rehabilitate the apartments. Their plan is to only build on the existing footprint within the setback limits for handicap residents. These improvements will help the residents to move throughout the complex even when it s raining and snowing and the covered ramps and stairs will help with snow maintenance. Wendy Anderson, an adjacent property owner wanted to make sure there was a common understanding where the property lines are located. She has no problem if they stay within the Page 8 of 10

9 existing footprint and also has no problem with the shed remaining where it is; right on the property line. The Commission felt they could proceed with the variance requests at this meeting. There were a couple amendments to the original variance requests: Hollywood Way 3) amend: reduce the front setback to 14 ft. (from 15ft) Hollywood Way 1) amend: reduce the front setback to 1 ft. (from 9 inches) Hollywood Way- recognize that the existing shed is less than 1 foot from the property line. M/S McNitt/Crews motioned to approve the variance requests as presented with the amendments as presented with the following conditions: 1. Locate utilities to the satisfaction of Public Works and that no structures will be built over existing utilities and will get an approval from Public Works. 2. That they commit to replat the main campus into one lot within 6 months. DISCUSSION: Mr. Twaddle felt that he needed more time to consider the request so that he would have time to go look at the site, but if the rest of the Board was comfortable voting, he was okay with that. Motion PASSED 3-1 with Twaddle opposed. M/S McNitt/Crews to approve the following findings in support of the approved variances: 1. The municipality finds that the granting of these variances should be lower than the granting of variances involving major structures or major expansions. 2. The granting of the variances is not injurious to nearby properties and improvements. 3. That it furthers the appropriate housing use of the property. 4. That it furthers accessibility to the properties. Motion PASSED 3-1 with Twaddle opposed. PLANNING DIRECTOR S REPORT Mr. Williams reported three items: 1. Chilkat Services has a pending request with the Assembly for a waiver from the requirement of having the concept plat for a subdivision prepared by a surveyor. The Planning staff is strongly opposed to this and is asking the Commission to pass a motion opposing any waiver of requirement for a registered land surveyor to make a concept plat if they feel the same way. M/S McNitt/Twaddle moved to oppose any waiver of requirement for a registered land surveyor to prepare a subdivision concept plat for Chilkat Services or any other entity. 2. There is going to be a minor road alignment for the Pete Jones Subdivision. Mr. Williams told the surveyors that it didn t need to come back to the Board because all they are doing is shaving Page 9 of 10

10 off a small portion of one of the lots around the cul-de-sac to shift it because they had some trouble on the upland side. It doesn t change any of the restrictions that the Planning Commission has done. 3. Mr. Williams brought in and showed the Commission two large posters, one of which is the primary map for the Comprehensive Plan, the other a companion poster. PUBLIC BUSINESS FROM THE FLOOR None ADJOURNMENT M/S McNitt/Crews moved to adjourn the meeting at 9:25PM Motion PASSED unanimously on a voice vote. Don Alexander, Chair Ptarmica McConnell, Secretary Page 10 of 10