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HomeMy WebLinkAbout02062014PZ MinutesANNOUNCEMENTS: Chmn. Dodd noted the LDC requires that election of Chairman and Vice - Chairman should occur at the first meeting held each year. He requested this be added as "Item C" to the agenda. Per a voice acknowledgement, the Commissioners agreed to the addition. Chmn. Dodd announced that Mr. Roth was excused from the meeting and that Mr. McManus would vote in his place. He then introduced Ms. Dale Simchick, newest member of the IRC School Board, and noted she will be serving as the liaison between the School Board and Commission. Mr. Ginsburg gave a summary of the role the School Board liaison has and stated the liaison was not a member of the Commission, and could not vote nor make or second a motion. It was up to the Commission if she could participate in the discussions during a Public Hearing, or in the deliberations after the hearing was closed. He considered the liaison a "pipeline" between the City and School Board, which works both ways as she could be the spokesperson for the City to the Board. Mr. Dodd stated he thought it was appropriate for Ms. Simchick to sit at the dais, and to have input during the hearings when it related to the schools. Ms. Simchick stated she was happy to participate as the District's representative. APPROVAL OF MINUTES: MOTION by McManus /Carter to accept the minutes of the November 21, 2013 meeting as written. Motion was approved unanimously by voice vote. OLD BUSINESS: None NEW BUSINESS: A. QUASI-JUDICIAL PUBLIC HEARING — SITE PLAN MODIFICATION — SEBASTIAN CHRISTIAN CHURCH — 8,154 SF ADDITION TO FELLOWSHIP HALL, 1,216 SF NEW CL E ao c 9 CITY OF SEBASTIAN PLANNING AND ZONING COMMISSION CM C MINUTES OF REGULAR MEETING C.0 4. FEBRUARY 6, 2014 0) Chairman Dodd called the meeting to order at 7:00 P.M. cu E i2 The pledge of allegiance was said by all. a. E ROLL CALL: PRESENT: Mr. McManus (a) Mr. Dodd � U Mr. Qizilbash Ms. Kautenburg (a) Mr. Durr Mr. Carter (� Mr. Paul Mr. Reyes Ci ._ y > M Ms. Dale Simchick, IRC School Board Liaison „(� C wo O 2,9 a a C (ON a ¢tn EXCUSED: Mr. Roth ALSO PRESENT: Jan King, Senior Planner Robert Ginsburg, City Attorney Dorri Bosworth, Planner /Secretary ANNOUNCEMENTS: Chmn. Dodd noted the LDC requires that election of Chairman and Vice - Chairman should occur at the first meeting held each year. He requested this be added as "Item C" to the agenda. Per a voice acknowledgement, the Commissioners agreed to the addition. Chmn. Dodd announced that Mr. Roth was excused from the meeting and that Mr. McManus would vote in his place. He then introduced Ms. Dale Simchick, newest member of the IRC School Board, and noted she will be serving as the liaison between the School Board and Commission. Mr. Ginsburg gave a summary of the role the School Board liaison has and stated the liaison was not a member of the Commission, and could not vote nor make or second a motion. It was up to the Commission if she could participate in the discussions during a Public Hearing, or in the deliberations after the hearing was closed. He considered the liaison a "pipeline" between the City and School Board, which works both ways as she could be the spokesperson for the City to the Board. Mr. Dodd stated he thought it was appropriate for Ms. Simchick to sit at the dais, and to have input during the hearings when it related to the schools. Ms. Simchick stated she was happy to participate as the District's representative. APPROVAL OF MINUTES: MOTION by McManus /Carter to accept the minutes of the November 21, 2013 meeting as written. Motion was approved unanimously by voice vote. OLD BUSINESS: None NEW BUSINESS: A. QUASI-JUDICIAL PUBLIC HEARING — SITE PLAN MODIFICATION — SEBASTIAN CHRISTIAN CHURCH — 8,154 SF ADDITION TO FELLOWSHIP HALL, 1,216 SF NEW CL E ao c 9 PLANNING AND ZONING COMMISSION MINUTES OF REGULAR MEETING OF FEBRUARY 6, 2014 STORAGE BUILDING, AND COLUMBARIUM — 190 DAY DRIVE — PS (PUBLIC SERVICE) ZONING DISTRICT B. PUBLIC HEARING — RECOMMENDATION TO CITY COUNCIL — SPECIAL USE PERMIT FOR A 910 SF COLUMBARIUM — SEBASTIAN CHRISTIAN CHURCH — 190 DAY DRIVE — PS (PUBLIC SERVICE) ZONING DISTRICT Chairman Dodd asked the Commissioners if they had any ex -parte communication to disclose. There was none. Mr. Paul noted that the project's engineer was his neighbor. The applicants and staff were sworn in by the City Attorney. Mr. Ginsburg also informed the Commission that they could hold one hearing to discuss the applications together, but make separate motions for each. Mr. Todd Howder, MBV Engineering, represented the applicant, and gave a brief overview of the project. He stated that Phase I will be a small storage building along with a small driveway and dumpster to be built presently, a Memorial Chapel with a columbarium and minor site improvements in Phase II to be built in 1 to 3 years, and a new Fellowship Hall with additional parking along with utilities in Phase III in approx 5 years. The stormwater was a master design to handle all phases. He then addressed the civil site plan issues of the project including the proposed stormwater system and SJRWMD permits, existing and proposed utilities, and landscaping. He explained that the stormwater improvements for all phases will be constructed in Phase I, new utilities are not needed for Phase I or II but a new lift station was required for Phase III, and that the landscaping was being updated to the current code requirements. Mr. Dodd had questions on where the closest discharge pipe was from the swale system on Schumann Drive under and into the Collier Creek canal system, and mitigation regarding the two existing on -site septic systems. Mr. Howder verified the two systems were functioning properly per an Environmental Health Department inspection and approval. Mr. Howder then addressed the applicant's concerns with the latest comments from the City's consulting engineer with regards to his request for additional [drainage] modeling for the whole area and that the request was out -of- scope. He asked that the Commission remove that recommended condition of approval from their consideration. Ms. King clarified that the Memorial Chapel in Phase II would be built regardless of the decision of the Special Use request to use the structure as a columbarium also. She explained that the latest comments from the consulting engineer had come in too late to address before the meeting and that was why they were added as conditions of approval. Mr. Durr asked for some clarification regarding wording in the consulting engineer's letter about drainage pipe details and the modeling request. Mr. Qizilbash had questions on stormwater. Mr. Paul verified that Phase III was also being reviewed at this meeting and would not come back to the Commission in the future. Mr. McManus had questions on the co -use of both septic and sewer systems. Mr. Reyes discussed a possible setback encroachment on a rear corner of the new church building. The project's architect, Ms. Amy Banov, addressed his questions with showing the plan on the overhead projector. He also had a question for Mr. Howder regarding the stormwater calculations. Ms. Kautenburg felt the code requirements for church parking should be looked at since they may be outdated and not reflect today's actual passenger load in cars. She also had questions on the 2 PLANNING AND ZONING COMMISSION MINUTES OF REGULAR MEETING OF FEBRUARY 6, 2014 size of the new kitchen /caf(§ area, expressing it may lead to large events and additional traffic in the neighborhood. Ms. Banov answered her concerns. Ms. Kautenburg asked if use of the columbarium would be limited to church members or available to the general public. Ms. Banov stated it would not necessarily be the case. It was not a "public space" per se, but you would not have to be a member of the church to purchase a space. Ms. Banov then gave a presentation on how a columbarium differed from a mausoleum, reviewing the Special Use Permit request for the columbarium use of the Memorial Chapel. She noted that the Florida Statutes exempts columbaria from the statutes that regulate cemeteries when they are less than '/ acre and are attached to a religious institution. Mr. McManus verified that visually the building would look like a chapel and the niches would not be noticeable from the outside. Ms. Banov stated that was correct and showed examples on the overhead projector of other columbaria that already existed in Indian River County. Ms. Simchick thanked the Commission for having her as the School Board liaison and verified her questions that she will always ask will only be from the perspective of how it affects the school, school traffic, etc. Regarding Phase I, she noted that commencement of the storage building and rear driveway on Pelican Island Place would begin in March, when school was still in session. A teacher's driveway, also on Pelican Island Place, was used during drop -off and pick -up times, and she was concerned construction would conflict with school traffic, asking for the distance between the two drives. She also asked about the staging of the construction, and any proposed lane closures. Mr. Howder stated the distance was at least 75 feet, and that Ms. Simchick concerns were duly noted and they would coordinate construction efforts with the school. Mr. Dodd discussed his concerns with the drainage plan noting the consulting engineer's concerns, and stated his opinion that the two septic systems should be removed when the force main for Phase III was installed. Mr. Howder reviewed his conversations and discussions with the Indian River County Utilities Department regarding their requirements, and they were not requiring removal until the systems were not functioning properly. Mr. Dodd felt the cost would be greater to have to retrofit when the systems failed in the future, than to plan for total capacity when Phase III is constructed. Mr. Paul had further questions regarding the columbarium building and design which included shape of the building, railings, hours, roofing, a relocation of the church, height of the chapel, and landscaping. Mr. Carter asked how many niches were proposed. Ms. Banov stated it could be as minimal as 72 or several hundred depending on the size of the niches. Chmn. Dodd opened the hearing for Public Input at 8:10 pm. No one spoke in favor, or in opposition, of the application. Mr. Dodd asked staff to respond to the consulting engineer's memo and the issue of whose responsibility it was to model the drainage basin for that area. Ms. King stated that city staff should probably have a meeting with the consulting engineer, and that possibly the city already had the information he was looking for. A third set of eyes may be necessary to get a resolution, and it was worded in the condition "to the satisfaction of the city ", which ultimately would be the city manager. Mr. Dodd suggested removing the phrase "by the applicant" from the condition. Ms. King agreed. Mr. Dodd stated he understood the consulting engineers concern for finding where the water flowed in that area. Jan King summarized staffs recommended four conditions of approval: 1) relocate the monument sign which inadvertently was installed in the street ROW, 2) address the drainage comments by the consulting engineer, and revise the wording of the condition as proposed in the staff report as discussed above, 3) regarding the columbarium, and requested the wording also be changed in the proposed condition to reflect that the structure (Memorial Chapel) was approved as part of the 3 PLANNING AND ZONING COMMISSION MINUTES OF REGULAR MEETING OF FEBRUARY 6, 2014 site plan for Phase II, but the columbarium use was conditional on approval from City Council for a Special Use Permit, and 4) that the site must hook up to the IRC Utility sewer system during Phase III. Mr. Dodd stated he would like Condition #4 to indicate that the applicant would be required to replace the existing septic systems during Phase III, also. Mr. Durr questioned why it wouldn't be OK to remain since it was verified to be functioning properly by the Health Dept. Mr. Dodd felt that when there was a major modification to a site that was the time to address the septic issue. Mr. Durr felt there was no violation. Ms. Kautenburg agreed with Mr. Dodd and stated that just because the system was not failing now it wouldn't down the road, and why wait till it fails and then have to dig up the property when it could be done during the construction of the new sanctuary. Mr. Durr stated he didn't agree with forcing someone to hook up. Mr. Dodd clarified he would not request the hook -up if they weren't already being required to put the lift station in by IRC Utilities for Phase III. Mr. Paul had questions regarding the costs to hook into the sewer system. MOTION by Paul /Carter to "approve the site plan with the revisions asked for by both the Chairman and others, for the approval of a phased site plan modification for [Sebastian Christian Church] for the Fellowship Hall as well as for the Memorial Chapel, and all that was requested ". Mr. Ginsburg asked for a clarification with regards to the septic and Mr. Dodd's intent to either "replace" or "remove" the system. Mr. Dodd stated his intent was to have the system removed and eliminated, and agreed the word "remove" should be used in Condition 4. Ms. Bosworth clarified for the Commission that the vote was for approving the site plan with four conditions: o #1 Existing church sign must be relocated onto church property o #2 Drainage comments by Frank Watanabe of Neel- Schaffer (engineer reviewing the project for the City) dated January 29, 2014, shall be addressed to the satisfaction of the City o #3 The columbarium use of the Memorial Chapel must be approved by City Council prior to the construction of Phase 2 o The site must hook up to the Indian River County Utility sewer system during Phase 3, removing the existing septic system Mr. Paul asked Mr. Howder if he felt it was an undue burden, relating to costs, for the applicant to remove the septic system in Phase 3. Mr. Howder stated there would be significant costs added to the project for a larger pump size, impact fees, and connection fees (ERU's). ROLL CALL: Mr. Durr yes Mr. McManus yes Mr. Qizilbash yes Mr. Paul no Mr. Reyes yes Mr. Carter yes Mr. Dodd yes The vote was 6 -1. Motion carried. MOTION by Dodd /Durr to "recommend to the City Council that they approve a Special Use Permit for a columbarium at Sebastian Christian Church ". ROLL CALL: Mr. Reyes yes Mr. Dodd yes Mr. Durr yes Mr. Paul no Mr. Carter yes Mr. McManus yes Mr. Qizilbash yes The vote was 6 -1. Motion carried. 4 PLANNING AND ZONING COMMISSION MINUTES OF REGULAR MEETING OF FEBRUARY 6, 2014 Mr. Dodd noted that Indian River County was currently considering another extension to the impact fee exemptions, and that this was a good time to have them discuss a reduction in [impact] fees for hooking into the sewer system. C. ELECTION OF CHAIRPERSON AND VICE - CHAIRPERSON Mr. Dodd opened the floor for nominations: Mr. Durr nominated Mr. Dodd for Chairperson. Mr. McManus seconded the nomination. There were no other nominations. All were in favor. Mr. Reyes nominated Mr. Paul for Vice Chairperson. Mr. Durr seconded the nomination. There were no other nominations. All were in favor. CHAIRMAN MATTERS: None MEMBERS MATTERS: Mr. Carter stated he had attended the recent Indian River Lagoon Workshop, it was very informative, and that the Commissioners should take into consideration the decisions the Commission makes with regards to the effects on the river. Mr. Paul forwarded to staff complaints received from neighbors regarding potholes on Skyline Drive. Mr. Reyes welcomed Ms. Simchick to the meetings and thanked her for her input. DIRECTOR MATTERS: None ATTORNEY MATTERS: None Chairman Dodd adjourned the meeting at 8:33 p.m. (db) 5