05/14/1996 (2)
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DRB
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Design' ~~view' Board
Minutes
'Date'
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DESIGN REVIEW BOARD
CITY OF CLEARWATER
May 14,1996
Present:
William McCann
Kathy Milam
Robert Herberich (arrived 3:05 p.m.)
MacArthur "Mac" Boykins
Mark Cagni
Alex Plisko
Don McCarty
Gwen Legters
Chair
Vice Chair
Board Member
Board Member
Board Member
Board Member
Design Planner
Board Reporter
Absent:
Howard Hamilton
Board Member
To provide continuity for research, the items are listed in agenda order although not
necessarllv discussed in that order.
The meeting was called to order by the Chair at 3:00 p.m. in City Hall.
Minutes Approval - April 23, 1996
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Member Milam moved to approve the minutes according to copies submitted in writing
to each member by the Board Reporter. The motion was duly seconded and carried
unanimously.
Board Discussion
Desic;m ouidelines Status
Mr. McCarty reported the downtown design guidelines received unanimous approval at
the City Commission meeting of May 2. He is accumulating photographs and graphics to
illustrate the manual and hopes to send it out for reproduction soon.
Harborview Waterfront & Memorial Causeway Bridge
Mr. McCarty reported the City Commission will discuss during their first work session
in June, proposed design elements for the harbor view area as well as survey and
engineering data for the Memorial Causeway Bridge. He encouraged board members to
sign up to join the upcoming L1G (Local Interest Group) meetings regarding effects on
wetlands. potential location and right.of.way routes. and height of the proposed fixed span
bridge.
Other Issues
\:;)
Mr. McCarty noted the board needs to attend to several items prior to hearing cases.
He distributed copies of: 1) advisory board oath of office; 2) a letter and suggestions from
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Information Management regarding appearing on camera; 3) City code Section 2.066
regarding meeting attendance; 4) sample script for opening meetings; and 5) two samples
of invocations used by other boards. It was noted members must swear an oath
administered by the City Clerk or a deputy prior to hearing cases. This can be done as a
group prior to the next meeting.
Discussion ensued regarding whether or not to open DRB meetings with the Pledge of
Allegiance and invocation. A question was raised regarding how this issue was perceived
by the Development Code Adjustment Board. Member Plisko responded the decision to
open with the pledge and invocation was not unanimous. Member Milam felt the pledge
and invocation are important and lend a sense of creditability to the proceedings.
Member Milam moved to open Design Review Board meetings with the Pledge of
Allegiance and the shorter of the two sample invocations. There was no second.
Member Pliska moved to open Design Review Board meetings with the Pledge of
Allegiance. Members McCann, Herber/ch, Boykins, Cagni. and Pliska voted "A ya";
Member Milam voted "Nay." Motion carried.
e~~t
Discussion ensued regarding site visitation. It was indicated members are discouraged
from discussing applications with applicants or property owners prior to public hearings.
However, it was pointed out design review applications are not to be treated as public
hearings. Members were encouraged to independently observe each site to avoid the
perception that they may be discussing board business without a quorum. Mr. McCarty
asked members to observe conditions on surrounding properties, as well as those on site,
to ensure new designs blend with the surroundings. In response to a question,
Mr. McCarty said code currently provides for ORB review of all exterior treatments for new
and remodeled buildings and signage in the UC zoning districts, for which permits are
required. It was pointed out repainting and certain window replacement do not require
permits.
Discussion ensued regarding at what point design applications should come forward in
the plans review and permitting process, and what materials will be required of the
applicant. It was not felt an elaborate application will be needed. Mr. McCarty is currently
acting alone to receive, process, and distribute application materials to members prior to
board review. It was indicated applicants will need to bring preliminary drawings to the
board. The extent or elaborateness of the drawings will depend on the type of project
proposed. The board agreed to remain flexible on the requirements until they see the types
of presentations coming forward and know more about what will be needed.
Discussion ensued regarding conduct of a meeting when one of the board members
brings a design forward for review. Consensus was for a member declaring a conflict of
interest to excuse himself of herself from the dais and remain in the audience to make the
presentation, or respond to board questions, pending Legal Department approval.
Some members felt the need to have a specific application sequence posted or
y advertised for public edification. Others pointed out design professionals and developers
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are likely to know what their largest hurdles are and will address those first. Smaller
projects are not as likely to need multiple reviews. It was hoped all Central Permitting
staff will be sufficiently aware of the design review requirement to direct applicants
through appropriate channels to avoid unnecessary delays or backtracking. Mr. McCarty
said a frequently expressed concern is that design review adds another layer of
government. He pointed out many people are needed to administer the Land Development
Code because it is so complex. The City Commission feels design review is a priority and
staff is acting at their direction. Mr. McCarty assured members that staff will guide
applicants when multiple reviews are needed.
Concern was expressed that advertising and promotional materials regarding design
review and guidelines have not come forward. Some members felt word of mouth is not
sufficient and felt information should be more widely disseminated to the public. Mr.
McCarty said he has made it clear to all the groups he has addressed that the board will
encourage and suggest rather than dictate or mandate. He expressed surprise the
newspapers did not pick up recent City Commission approval of the design guidelines,
since most downtown property owners are affected. He reiterated he is working alone to
oversee the City design review process and asked for volunteers to put together an
, advertising campaign.
Consensus was for the Chair to read a scripted statement of meeting conduct at the
beginning of each meeting. Mr. McCarty will,amend the sample to apply to ORB meetings.
(:> Discussion ensued regarding when to start hearhing cases. Mr. Pliska said he has a
design ready to bring forward now and questioned t e lead time. Mr. McCarty said staff
will attempt to do internal review and recommendations and agenda each application
within seven to ten days. Consensus was to accept Mr. Pliska's application and schedule
it for review at the next meeting, on May 28, 1996. It was indicated Ms. Dougall-Sides
will be out of the country. Legal department representation at the meeting was felt to be
important.
A question was raised how neighbors will know about design review cases since they
are not advertised as public hearings. Mr. McCarty said a notification procedure is not in
place. One member indicated the board's function is to be the discriminating body that
protects the neighborhood from unregulated designs.
General discussion ensued regarding an application form, situations where applicants
are not familiar with the City's review and permitting process, and how to make it clear to
applicants what is expected with regard to drawings.
'.;)
Discussion ensued regarding attire for televised meetings. Consensus was for all
members to wear a jacket or tie, or both, with women having the option of wearing a
dross. Once meetings are scheduled for broadcast, it was believed they will be televised
whether or not any applications are agendaed. It was not known if C-View TV personnel
can be ready to broadcast the next meeting as they are relocating their equipment to the
new building.
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Boord and Staff, Comments
Mr. McCarty reported Howard Hamilton was appointed to fill the vacant seat. It was
not known why Mr. Hamilton was not in attendance today.
'Chairman McCann spoke at the beginning and end of the meeting regarding the
importance of arriving before 3:00 p.m., especially when meetings are televised. He
requested all members arrive at least 1 5 minutes early for the next meeting to be sworn in.
Mr.. McCarty reported Central Permitting has completed their move to the new building
and are ill the process, of bringing the new computer and telephone systems on line. He
invited members to call him to schedule a tour.
AdJourmnent
The meeting adjourned at 4:54 p.m.
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Attest:
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Board Reporter .
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