Jan 18, 2022 Planning & Zoning Commission Work Session

[00:00:03]

BORDER IT'S TUESDAY, JANUARY 18TH,

[1. Call Meeting to Order]

[1. Status update on recent Planning ad Zoning Commission cases and planning policy items. ]

I HAD A SON.

WE DID HAVE TWO ITEMS FROM THE DECEMBER PLANNING, ZONING COMMISSION, READING, UH, BOTH ITEMS, UH, THE COMMISSION RECOMMENDED APPROVAL AND THESE INCLUDED, UH, LA LAND CON CAFE AND SEP PRESTONWOOD PLACE.

AND THEN ALSO A ZONING TEXT AMENDMENT TO THE PRESTON WOULD PLACE A PLANNED DEVELOPMENT DISTRICT TO PERMIT A MEDICAL OFFICE AS A PERMITTED USE WITH SOME RESTRICTIONS, UH, RELATED TO THE, UH, INTENSITY OF THE USE AS WELL AS OPERATING HOURS.

UH, BOTH OF THOSE MOVE FORWARD TO CITY COUNCIL FOR CONSIDERATION AT THEIR JANUARY 14TH MEETING.

UH, THOSE ITEMS WERE APPROVED, UH, BY UNANIMOUS ACTION BY THE CITY COUNCIL.

UH, STAFF WORK CONTINUES TO BE ONGOING WITH THE UDC AS WELL AS THE SAM'S CLUB SPECIAL AREA STUDY PROJECT THAT WILL HAVE, UH, UPDATES, UH, FOR BOTH OF THOSE PROJECTS TO PRESENT TO THE COMMITTEES THAT ARE ADVISING THOSE PROJECTS.

AND THEN WE'LL START TO BE, UH, TAKING MORE OF A, UH, CONSIDERATION OF THOSE PROJECTS, UH, BACK BEFORE PLANNING, ZONING COMMISSION, AND CITY COUNCIL.

ULTIMATELY WITH THE UVC PROJECT, WE WILL CONTINUE WITH THE JOINT MEETING FOR FORMAT THAT WE'VE BEEN MOVING FORWARD WITH WITH CITY COUNCIL AND THE COMMISSION.

OKAY, THANK YOU.

UH, THE NEXT THING, ANY, ANY QUESTIONS ON THOSE FOR, FOR CAM? ALL RIGHT.

[2. Discussion regarding items on the agenda for the January 18, 2022 Planning and Zoning Commission Regular Meeting, including: Appointment of Chair and Vice Chair for the Planning and Zoning Commission December 21, 2021 Planning and Zoning Commission Meeting Minutes Final Plat and Replat, Block D of the Vitruvian Park Addition (R2021-02) Replat, Block 1, Lot 1 of the Prairie Medical Addition and Site Plan for a medical office building (R2021-03 & SP2021-01) Preliminary Plat, Block C, Lot 1 of the Vitruvian Park Addition (PP2021-01) 2021 Planning and Zoning Commission Annual Report 2022 Planning and Development Work Plan]

FIRST ONE WOULD BE THE, UH, THE ELECTION FOR THE CHAIR, VICE CHAIR AS OUR WORK SESSION ON JANUARY 6TH, CHRIS INDICATED HE WAS PUTTING HIS NAME FORWARD FOR CONSIDERATION, PROVIDES CHAIR, AND I PUT MY NAME FORWARD FOR CHAIR AND EVERYBODY'S HAD A WEEK OR TWO TO THINK ABOUT THE QUALITY OF THOSE TWO PEOPLE IS THAT EVERYBODY ELSE WANTS TO PUT THEIR NAME IN FOR NOMINATION FOR EITHER OF THOSE POSITIONS, IF NOT THE PEOPLE KIND OF SHAKE THEIR HEADS.

I ASSUME THAT CHRIS AND I WILL RECEIVE SOME NOMINATIONS THIS EVENING.

VERY GOOD.

UM, AND THEN WE'RE A CHANCE TO LOOK AT THE MEETING THE MINUTES FROM THE DECEMBER 21ST COMMISSION MEETING, ANY EDITS, QUESTIONS, COMMENTS, OR KEN OR JENNIFER.

UM, THERE IS A FINAL PLAT AND REPLAT BLOCK D OF TRIVIUM PROPAGATION.

UM, THAT'S ALSO ALONG WITH THE MINUTES, IF THERE ARE ANY CHANGES THAT'S GOING TO BE ON OUR CONSENT AGENDA.

CAN YOU WANNA EXPLAIN WHY THAT'S THE CONSENT AGENDA AS OPPOSED TO MANY OTHERS? SURE.

UH, SO WITH THIS ITEM AND TYPICALLY WITH PLATS AND UNLESS IT'S A TYPE OF PLANT WHERE PUBLIC HEARING MAYBE REQUIRED, SO THAT'S A RESIDENTIAL REPLANT SINCE, AND WHEN I SAY RESIDENTIAL REPLAT PUBLIC HEARINGS REQUIRED WHEN IT'S LIMITED TO TWO DWELLING UNITS OR LESS FOR RESIDENTIAL.

SO ALL THIS IS MULTIFAMILY.

UH, IT'S CREATED MORE LIKE COMMERCIAL ON A PUBLIC HEARING IS NOT REQUIRED.

UM, SO THIS PLAT, UH, IS, UH, AN EDDY PLAT, UH, APPLICATION PROCESS.

IT'S AN INDUSTRIAL REVIEW PROCESS AND THAT IF IT MEETS THE TOWNS, UH, DEVELOPMENT STANDARDS AND SUBDIVISION REGULATIONS, WE'RE REQUIRED BY, UH, OUR REGULATIONS AS WELL AS STATE LAW TO APPROVE THE PLAN.

WE DO NOT HAVE DISCRETION IN THE REVIEW OF THAT APPLICATION.

SO FREQUENTLY YOU'LL SEE US PLACE PLATS ON THE CONSENT AGENDA FOR THAT REASON BECAUSE OF THE SECOND HYPE, UH, THE OTHER ITEMS ON THE AGENDA, UM, ONE IS COUPLED WITH THE SITE PLAN.

SO WE WANT THEM TO DO, UH, HAVE YOU ALL REVIEWED THOSE CONCURRENTLY.

SO THAT'S WHY THEY'RE TREATED IN THAT WAY.

AND THAT FINAL PLAT ITEM IS A PRELIMINARY PLATS.

UH, AND BECAUSE THAT APPLICATION STILL HAS ISSUES WITH REGARDS TO COMPLIANCE WITH TOWN STANDARDS, THEY'VE REQUESTED A 30 DAY EXTENSION.

SO THAT REQUIRES A DISCRETIONARY ACTION, UH, YES.

UPON THEIR CLUB.

YES.

THE BLOCK SEAMER.

UH, THE FIRST ONE THOUGH, CAN HAVE SARS THE PRAIRIE MEDICAL EDITION.

UM, THAT'S A REPLAB AND IT'S ALSO A REQUEST FOR, UH, I GUESS REZONING, IS THAT CORRECT? UH, NO.

IN THE PREVIOUS MEETINGS, YOU REZONED THAT PROPERTY, UH, FROM LOCAL RETAIL TO COMMERCIAL ONE DISTRICT BECAUSE THEY WERE INTERESTED IN A MEDICAL OFFICE USE, THAT'S NOT PERMITTED IN THE LOCAL RETAIL DISTRICT, OR IT IS IN THE COMMERCIAL ONE DISTRICT.

SO THEY HAD ZONING ON YOU ALSO

[00:05:01]

SO THE SITE PLAN THAT'S BEFORE YOU TONIGHT IS REALLY, UH, COUPLED WITH THE ENGINEERING PLANS, WHICH STAFF REVIEWS, BUT THE COMMISSION DOES NOT THE FINAL STEP BEFORE THEY MOVE INTO SITE DEVELOPMENT.

SO IT'S, UH, DEMONSTRATING COMPLIANCE WITH ALL OF THE TOWN'S REGULATIONS, AS WELL AS, UH, PREVIOUS APPROVALS WITH THE CONCEPT.

IS THIS SIMILAR ON ONE DEAL LAST MONTH, I GUESS, WITH THE MEDICAL, UH, PRESTON WOOD, WHERE AT THE END OF THE DAY, IN ORDER TO ENSURE THAT THIS IS A NONSURGICAL NON 24 HOUR, DID WE PUT SOME TIME, HOURS OF OPERATION? WOULD THAT BE APPROPRIATE FOR THIS ONE ALSO TONIGHT? SO THIS ISN'T, THIS IS NOT AS ZOE ACTION.

UH, SO, UH, PUTTING IN HOURS OF OPERATION, UH, WOULD NOT BE AN OPTION FOR THE COMMISSION TONIGHT BECAUSE THEY'RE, UH, COMPLIANT WITH COMMERCIAL DISTRICT.

I THINK WE DID PUT THAT IN ECONOMICS.

CAUSE WE, WE TALKED ABOUT THAT PRESTON, WHAT WE DID.

YEAH.

I'M NOT SURE WHY WE WOULDN'T HAVE DONE IT ON THIS ONE.

NO, WE DID NOT WITH THIS ONE, UH, DUE TO THE NATURE OF THE USES THAT IT'S SURROUNDING.

UM, I THINK IT'S SOMETHING THAT AT THAT TIME STAFF WAS MORE COMFORTABLE WITH JUST GOING WITH THE STRAIGHT ZONING.

UM, IT'S AN, UH, UH, COMMERCIAL AREA OTHER USES AROUND IT, OUR HOTEL YOU'VE GOT RESTAURANTS TO THE NORTH IT'S.

UM, ANY, ANY IMPACT THAT YOU WOULD THINK WOULD BE PERHAPS IMPACTFUL FROM A RESIDENTIAL STANDPOINT? YOU DON'T HAVE IT HERE.

WHEREAS AT PRESTON BEING ADJACENT TO THE ELKS NORTH NEIGHBORHOOD IS A DIFFERENT CONSIDERATION.

I HAVE A QUESTION ABOUT THIS AND IT DOESN'T NECESSARILY REFER TO WHAT THEY'RE ASKING TO DO.

IT'S MORE OF A QUESTION ABOUT, SO IF YOU LOOK AT BELTWAY FROM THE INTERSECTION, THE BELTLINE TO THE INTERSECTION OF MIDWAY, THE ONLY LIGHTS ARE AT BELTLINE AND BELTWAY AND BELT WAY AND MIDWAY.

AND THEN ONE LITTLE, WE STOPPED SHINING OVER HERE, WHICH THAT STREET HAS NOW TURNED INTO FOR ME AND MANY OTHERS, A SHORT CODE OR REYNOLDS, BELTLINE, AND MIDWAY.

AND THE IDEA THAT WE'RE, THE TOWN IS ONLY GOING TO HAVE A STOP SIGN AT THAT SPOT RIGHT THERE.

NOBODY IS SLOWING DOWN AND COMING FROM BELTLINE.

AND THE PEOPLE THAT ARE COMING FROM THE OTHER DIRECTION ARE COMING OUT OF A PARKING LOT AND THEY THINK THEY'VE GOT THE RIGHT WAY IN AREA.

SO AT SOME POINT WE NEED TO DO WE NEED TO ADDRESS THAT BECAUSE THAT PLACE IS GETTING VERY CONGESTED.

NOW THAT'D BE MORE, IT WOULD, UH, I, I CAN VISIT.

AND WE'VE HAD, UH, SIMILAR DISCUSSIONS, UM, UH, RELATED TO SOME CONCERNS THAT BOB HAS SHARED IN THE PAST.

UM, UH, IN THAT AREA RELATED TO THE ONGOING CONSTRUCTION, IT'S, IT'S ESSENTIALLY BECOMING A DETOUR.

IT'S NOT, UH, IT LIKELY WON'T BE A PERMANENT DETOUR, BUT CERTAINLY THAT'S A PROJECT THAT'S GOING TO BE ONGOING FOR THE NEXT YEAR.

SO, UH, IT MADE MERIT SOME TEMPORARY SIGNAGE TO ADDRESS THAT CONSIDERATION THAT AT THAT INTERSECTION AND NOTHING ELSE THERE PROBABLY SHOULD BE A STOP SIGN COMING FROM BELTLINE BECAUSE MAN, WHEN THEY MAKE THE TURN OR THEY'RE GOING, YEAH, YEAH.

I ALSO HAVE A QUESTION ON THIS ONE.

SO IT'S 1.7 ACRES IN THE BUILDING, UM, IS YOUR PLANS FOR THE NEW BUILDING ELSE ON THE PROPERTY? WE TALKED TO YOU ABOUT THAT AND THEY, THEY, THEY DID A WHOLE AREA FOR A TREE INTO SOME SORT OF SITTING AREA THAT'S REALLY WHERE I WAS GOING WITH.

THAT IS AT WHAT POINT DO YOU SAY, HEY, THERE'S 3,200 SQUARE FEET.

YOU'RE PROBABLY UNDER UTILIZING THIS SPACE, WHICH ISN'T ALWAYS BEST INTERESTS THERE.

SO THERE'S OPPORTUNITY FOR THEM TO GROW AT THIS SITE.

UM, WHAT THEY'VE SHOWN, UM, THEY HAVE, UM, SO ON THE SOUTHERN FRONTAGE OF BELTWAY, THERE'S ESSENTIALLY AN OPEN AREA, UM, ON THE WEST SIDE OF THE LOT.

SO ADJACENT TO THE HAMPTON INN, UM, THERE COULD BE OPPORTUNITY FOR ADDITIONAL OFFICE SPACE.

UH, THEY HAVE NOT SHARED ANY PLANS FOR THAT YET.

UM, IT'S, IT'S CERTAINLY A GOOD FEEDBACK FROM THE APPLICANT THAT, UH, WE'D BE INTERESTED IN AND SUPPORTIVE OF THEM, UM, UH, UH, PROMOTING, UH, ADDITIONAL DEVELOPMENT ON THE SITE.

[00:10:01]

AND I SUSPECT THEY'LL EVENTUALLY ARRIVE AT THAT POINT, UH, TO, UH, CAUSE IT, IT APPEARS THEY'VE LAID OUT THE SITE TO SUPPORT THAT, BUT THEY'RE NOT THERE YET IN TERMS OF THEIR COMMUNICATIONS OF STAFF.

AND THEN THE VITRUVIAN BLOCK C IS JUST, WHAT WE'RE GOING TO DO TONIGHT IS JUST ABOUT 30 DAY EXTENSION.

IS THAT CORRECT? YES.

OKAY.

NICK, ANY OTHER QUESTIONS? THE HOTEL WAS OKAY WITH THAT? NOT HAVING ANY LIMITS, UH, IT'S NOT THE, WHEN THE SITE WAS REZONED, UH, THE ALL ADJACENT PROPERTY OWNERS WITHIN 200 FEET RECEIVED NOTICE.

SO THEY HAD AN OPPORTUNITY TO COMMUNICATE THAT, UM, NOW THE, THE HOTEL OWNER IS AWARE OF THAT, UH, THIS PROPOSAL, UM, THEY, THEY HAVE NOT SHARED ANY, UH, POSITIVE OR NEGATIVE FEEDBACK TO THE PROPOSAL NOW.

I, WELL, I DO HAVE IT.

I DO HAVE A QUESTION ON THAT WHEN, UH, I COULD GO AHEAD AND BREAK IT UP NOW AND HAVING TO DO THAT.

I NOTICED THAT THERE WAS A COMMENT AND IT ALSO SHOWS ON THE PLANS WHERE THERE'S A SIX FOOT FENCE THAT IS, UM, UH, PLANNED THERE TO THE NORTH.

AND THEN I THINK IT SAID TO THE WEST, UH, ONE QUESTION IS, IS THAT FANCY? IS THAT REQUIRED? BECAUSE I'M JUST WONDERING IF BEST FOOT FENCE ACTUALLY IS GOING TO PROVIDE FOR THAT SCREENING THAT, YOU KNOW, MIGHT BE LOOKED FOR.

AND ALSO IT LOOKED LIKE ON THE PLANS THAT ON THE WEST SIDE, THE FENCE, THERE WAS A NOTE THERE THAT SAID A FENCE TERMINATES THAT DUMPSTER.

SO, UM, WHAT EXACTLY ARE THEY SCREAMING THERE ON THAT SIDE? IT IS KIND OF AN UNUSUAL CONDITION AND THAT YOU TYPICALLY DON'T SEE, UM, FENCING, UH, UH, PROPOSED, UH, FOR AN OFFICE PROJECT LIKE THIS.

UH, SOMETIMES THAT THAT RELATES TO, UH, THE NATURE OF THE, UH, CONNECTIVITY REQUIREMENTS.

SO FREQUENTLY IN COMMUNITIES YOU'RE REQUIRED TO PROVIDE CROSS ACCESS, UH, BETWEEN LOTS LIKE THIS, UH, THE WAY THIS AREA HAS DEVELOPED.

IT'S NOT POSSIBLE TO PROVIDE CROSS ACCESS TO EITHER THE, UH, HAMPTON SITE, UH, OR, UM, WE CANTINA LAREDO SITE TO THE NORTH.

UH, SO THE PERIODS THAT ARE PRIMARILY, UM, USING THAT FENCE TO SCREEN, UM, THE, UH, OPEN AREA, UM, TO THE NORTH AND, AND REALLY SERVING AS A, AS A REAR YARD SPACE, UM, UH, FOR THE OFFICE BUILDING, UH, IT'S SCREENING THE PARKING AREAS TO THE NORTH FOR CANTINA LAREDO, AND THEN THE PARKING AREA TO THE WEST, UH, FOR HAMPTON IN, UM, UNUSUAL CONDITION.

BUT IT IS, UH, PERMITTED BY THE TOWN'S SPENCE CODE, JUST ANOTHER.

SO FROM, FROM BELTLINE ON BELTWAY NOW ALL THE WAY TO MIDWAY THERE'S, EVERYTHING IS SMOKING FARM.

THERE'S NO VACANT PROPERTY.

UM, THIS I BELIEVE IS THE LAST ONE VACANT TRACT.

THERE IS A LITTLE OPEN SPACE PROPERTY ON THE, ON THE WEST SIDE OF THE HAMPTON INN, BUT THAT IS REQUIRED TO OPEN SPACE AS PART OF DOES THAT MEAN FOR THAT PROJECT? I HAD A QUESTION ABOUT IT.

I DIDN'T UNDERSTAND WHAT THE REFERENCES THAT PAINTS A SIDEWALK ON ONE SIDE OF THE FOUR FOOT SIDEWALK AND SAYING THAT THAT'S WHAT'S THERE NOW, AND I'M GOING TO EXPAND IT.

SO WAS THE FOREFOOT REFERENCING THE OTHER SIDE OF THE STREET? UH, I'LL ANSWER THAT.

SO THERE'S EIGHT POINTS I WOKE AS REQUIRED BY THE DRILLS MASTER PLAN, AND HALF OF THE SIDEWALK WILL BE ON PRIVATE PROPERTY, WHEREAS THE OTHER HALF WILL BE ON PUBLIC PROPERTY WITHIN THE BELTWAY RIGHT AWAY.

SO THAT'S WHAT THAT'S IN REFERENCE TO.

SO IT WILL BE, IT WILL BE CORRECT.

IT'S, IT'S SPLIT BETWEEN PRIVATE AND PUBLIC PROPERTY.

SO THE, BEFORE FOUR THAT'S ON THE PRIVATE LOT THAT A FOUR FOOT ACCESS

[00:15:01]

OKAY.

WE'RE LOOKING TO ASK HER ANYTHING ELSE, ANY OTHER QUESTIONS? OKAY.

UH, LAST COUPLE OF ITEMS, UH, THE 20, 21 PLANNING ZONING COMMISSION ANNUAL REPORT.

CAN YOU WANNA START OFF AND VISUALLY, I GUESS THE THINGS THAT WE WERE INCORPORATED SINCE THE JANUARY SIX MEETING? ABSOLUTELY.

SO, UH, WHEN WE PRESENTED THIS AT THE JANUARY SIX MEETING STAFF RECEIVED FEEDBACK FROM THE COMMISSION REGARDING, UH, SOME CLEANUP ITEMS, UM, UH, CORRECTING SOME TYPOS AND THEN, UH, PROVIDING, UH, SOME NUMBERING, UM, ON THE PROJECT REVIEW HISTORY, UH, CHARTS TO SHOW, UH, FOR EACH CATEGORY OF PROJECT TYPE, HOW MANY PROJECTS WERE REVIEWED, UM, DURING THAT PARTICULAR REVIEW PERIOD, AND THEN ALSO THE COMMISSION, UH, PROVIDED FEEDBACK ON GOALS, UH, FOR NEXT YEAR.

SO STAFF, UM, UH, UH, TOOK IN THAT FEEDBACK AND, UH, SUMMARIZED IT IN A SERIES OF BULLET POINTS THAT, UH, HAS BEEN INSERTED INTO, UH, THE REPORT, UH, THE FIRST, UH, MAKING A REFERENCE TO PLANNING AND DEVELOPMENT WORK PROGRAM, WHICH WE'LL DISCUSS TONIGHT AS WELL.

UM, AND HIGHLIGHTING, UM, MAJOR ITEMS THAT WERE POINTED OUT BY THE COMMISSION, UH, IN THE UDC PROJECT.

AND THEN ALSO, UH, THE, UH, TOD PROJECTS, POTENTIAL FUTURE ENTITLEMENTS FOR THE COMMISSION TO CONSIDER THAT PROJECT.

AND ALSO, UM, LOOKING AT THEIR RENEWED FOCUS ON SUSTAINABILITY AND THE DEVELOPER REVIEW PROCESS.

ONE THING THAT CAME UP SPECIFICALLY WAS LOOKING AT, UM, RECYCLING, UH, FOR MULTIFAMILY PROJECTS AND THEN ALSO, UH, ISSUES SUCH AS SIDEWALK, KEVIN ACTIVITY, UH, TREE PRESERVATION AND REPLACEMENT OF LOSS LANDSCAPE.

THOSE THREE TOPICS TYPICALLY COME UP IN EVERY MEETING WE HAVE.

SO OBVIOUSLY THOSE, THERE ARE, UH, UH, VERY IMPORTANT POINTS OF INFINITE EMPHASIS, UH, AT OUR WORK HERE, UH, WITH THE COMMISSION.

AND THEN, UH, GENERALLY, UM, BOTH IN THE WORK PROGRAM, BUT ALSO AS SPECIFIC FEEDBACK THAT YOU SHARED, UH, RELATED TO COMMUNICATION BETWEEN STAFF AND THE COMMISSION PROCESS IMPROVEMENTS.

UH, ONE ITEM THAT WAS, UH, DISCUSSED SPECIFICALLY IS PROVIDING, UM, MORE, UH, NOTICE AS IT RELATES TO WHAT WE ANTICIPATE, UH, TO BE ON THE AGENDA FOR THE COMING MONTH.

SO LOOKING AT, UH, AT A MINERAL, UH, 10 DAYS OUT CONSISTENT WITH OUR PUBLIC NOTICE PROCESS, UH, GETTING, UH, UM, UH, POTENTIAL CASES, UM, UH, UH, AND LOCATIONS OF THOSE CASES UP TO THE COMMISSION.

UM, AND THEN ALSO, UM, LOOKING AT INTERNAL AND EXTERNAL, UH, TRAINING AND DEVELOPMENT OPPORTUNITIES FOR BOTH THE COMMISSION AND STAFF THINGS SUCH AS, UH, DOING A TOUR OF, UH, SITES, NOT ONLY IN ADDISON, BUT OTHER, UH, SITES THAT WOULD BE, UH, RELEVANT TO OUR, UH, PRESENT AND CURRENT OR FUTURE WORK.

AND THEN ALSO, UH, TRAINING OPPORTUNITIES SUCH AS, UH, VISITING WITH THE CITY ATTORNEY AS IT RELATES TO, UH, LAND USE, UH, LAW CONSIDERATIONS, BUT THEN, UH, BROADER PROFESSIONAL DEVELOPMENT OPPORTUNITIES PUT ON BY ORGANIZATIONS SUCH AS THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS AND THE AMERICAN PLANNING ASSOCIATION.

YEAH.

KUDOS TO YOU AND YOUR STAFF.

IT, YOU CHECKED OFF EVERYTHING.

I HAD MY NOTES ON.

DOES ANYBODY ELSE HAD THE CHANCE TO REVIEW ALL THAT AND SEE IF THEY ARE GETTING THE DATA DOWN VERY, VERY AREAS WHERE THEY SHOULD, WE DID, WE'VE BEEN VISITING ABOUT IT THIS YEAR.

OKAY.

UH, THERE'S ONE ITEM WHICH, UM, LEE WILL TALK ABOUT AS PART OF THE DEVELOPMENT WORK PLAN, BUT, UH, SO CAN YOU DISCUSS ANY ITEMS ON THE WORK PLAN, PARTICULARLY THOSE ITEMS HAVE CHANGED SINCE JANUARY 6TH, SO I HAVEN'T CHANGED ANYTHING ON THE WORK PLAN.

UH, THE MAIN THING I LOOKED AT WAS FORMATS OF FEEDBACK I GOT FROM THE COMMISSION, UH, THAT, UH, EVENING WAS, UH, REALLY STARTING TO LOOK AT, UH, TIMELINES.

UM, SO SOME OF THESE, UH, GOALS ARE VERY MUCH ONGOING TASKS THAT DON'T NECESSARILY HAVE A, A BEGINNING OR A TERMINUS THEY'RE THINGS THAT WE'LL BE WORKING ON OVER TIME.

UH, AND, BUT OTHERS ARE DEFINITELY FINITE AND WE'LL HAVE A SPECIFIC, UM, UH, INITIATION TIMELINES, AS WELL AS COMPLETION TIMELINES THAT WE'RE PROJECTING.

SO LOOKED AT IT FROM A, UH, UH, A QUARTERING, UH, TIMEFRAME ON THAT WILL BE CONSISTENT WITH, UH, WHEN WE, UH, VISIT WITH YOU, UH, OR, UH, REVISIT THIS WITH YOU PERIODICALLY THROUGHOUT

[00:20:01]

YEAH.

UM, I'D ASKED CANDY IF THERE'S ANY EXISTING DATABASE OR IF A DATABASE COULD BE PREPARED WHERE WE COULD GO BACK AND LOOK EITHER VIOLENT TYPE OF, OF SUV OR PD OR WHATEVER THE CASE WAS ALSO BY NAME, UM, MY, UM, AREA, ANY SPECIAL EXCEPTIONS, BUT VERY SIMPLE, BASICALLY SORTABLE DATABASE WHERE WE CAN RE REFRESH OUR MINDS.

IF SOMETHING MAY HAVE HAPPENED TWO, THREE YEARS AGO, SIMILAR CASE TO SOMETHING WE'RE LOOKING AT NOW, UM, THAT MIGHT BE USEFUL FOR US TO BE ABLE TO USE UTILIZE, OR EVEN IF, IF, IF THE FINAL DECISION IS TO KEEP IT ON A STAFF LEVEL, THAT THEY WOULD PROVIDE US EXAMPLES OF SOME OF THOSE, UM, BY THEM USING THE DATABASE OF THINGS, VERY SIMILAR TO WHAT WE'VE, WE'VE LOOKED AT IN THE PAST AND WHAT MAY IMPACT ON SOME WE'RE LOOKING AT NOW.

SO ONE OF THE THINGS I WOULD LIKE TO ADD TO THE WORK PLAN WOULD BE THE PREPARATION OF A DATABASE THAT IS OFFICIALLY USER-FRIENDLY SORTABLE TYPE DATABASE, UM, THAT WOULD CAPTURE THE MORE OR LESS THAN THE HIGHLIGHTS OF, OF AREAS CASES.

UM, KAREN ARE TALKING ABOUT THE DIFFICULTY PUTTING IN HISTORICAL INFORMATION.

YOU KNOW, HOW FAR BACK DO YOU GO? AND I THINK WE PROBABLY JUST START WITH JUST 20, 20 AND 2021 IS THE STARTING BASE AND JUST KIND OF WORK OUT THE KINKS BEFORE WE GET INTO THIS TOO FAR, BUT THAT'S SOMETHING THAT I THINK MIGHT HELP ALL OF US NOW AND FUTURE COMMISSIONERS, WE PUT IT ON THE WORK PLAN BECAUSE I THINK THE GOAL IN THE ANNUAL REPORT, UM, I THINK IT WAS BROAD ENOUGH THAT WE CAN JUST PUT THIS UNDER THE WORK PLAN, UM, AS PART OF OUR, EITHER TRAINING OR COMMUNICATION OR THE PACKAGE PREPARATION LET'S DO BETTER UNDERSTAND, BUT RIGHT NOW THERE'S A LOT OF TIMES I GO AROUND AND I'LL SEE THE NAME OF THE RESTAURANT OR SOMETHING THAT WE'VE WORKED ON.

AND I'M LIKE, WHAT DID WE SAY? WHAT DID WE SAY ON THAT ONE? YEAH.

UM, SO IT'D BE NICE TO LOOK THAT UP REAL QUICK AND SEE WHAT WE DID.

YEAH, NO, THAT WILL HELP STAFF AS WELL AS YOU NOTED, UM, UH, CAPTURING THE HISTORICAL ISSUES THAT WILL, WILL TAKE TIME.

CERTAINLY.

UM, WE'LL START DOING THIS, UH, WE'LL PREPARE A FORMAT FOR DOING THIS MOVING FORWARD.

IT CAN EITHER BE A, UH, AN EXCEL SPREADSHEET OR MAYBE A SMART SHEET, SOMETHING THAT, UH, IS MORE OF A SHARED DOCUMENT THAT WE CAN MAKE ACCESSIBLE TO YOU, BE A ONE DRIVE OR ANY OTHER MEANS.

AND, UM, WE'LL GRADUALLY BUILD IT OUT OVER TIME, BUT, UH, AS WE GET SOME PROJECTS POPULATED, WE'LL COME BACK AND VISIT WITH YOU.

THEN AS IT RELATES TO FORMAT AND USABILITY, I GET THE POINT OF WANTING TO KNOW THE HISTORY OR WHATEVER, BUT I DON'T WANT THIS TO TURN INTO A DOCUMENT THAT IT'S, WELL, THIS IS WHAT WE DID THE LAST TIME.

I MEAN, THAT'S MY ONLY CONCERN ABOUT IT.

AND SO IT JUST, I GUESS, TO ALL OF US THAT I HOPE THAT'S NOT THE INTENTION OF THAT AT ALL.

BIG THINGS CHANGED.

I MEAN, THAT INFORMATION I'D LIKE TO HAVE A REASON WHY WE NEED THAT APPLICABLE TO, AND YOU GET, DO SOMETHING LIKE THIS IN PLAY.

NOW, I CAN'T SAY WE'VE HAD SOMETHING LIKE THIS IN ANY CITY I'VE, I'VE WORKED IN THAT HAS BEEN MORE OUTWARD.

UH, OUTSIDE OF STAFF USE, TYPICALLY WE'LL MAINTAIN A LIST.

WE HAVE CASES WE MAY NOT LIST CONDITIONS OR GET IN THAT DEEP INTO THE DETAILS.

IT'S MORE OF A, A REFERENCE.

AND IF YOU WANT TO TAKE A DEEPER DIVE, YOU CAN TRACK DOWN THAT PROJECT EASILY AND THEN FIND IT ON, ON THE WEBSITE AND READ THE STAFF REPORTS AND REVIEW THE VIDEO MORE LIKE THAT.

BUT, UH, IT'S NOT, UH, IT'S NOT SOMETHING THAT WOULD BE TOO MUCH WORK FOR US TO DO, AND IT, IT WOULD BE HELPFUL.

UM, PROBABLY ONE OF THE BIGGEST CHALLENGES I HAVE AND IN MY ROLE IS, UH, RECORD MANAGEMENT.

UM, THERE'S BEEN A LOT OF CHALLENGES OVER TIME AND, AND, UH, THIS IS A GOOD OPPORTUNITY TO, TO HELP US GET BETTER ORGANIZED.

SO IT WOULD BE HELPFUL.

AND THEN I HAVE A QUESTION ABOUT, WE'RE ONLY GOING TO GO OVER THIS WORK PLAN OF YOURS DURING WORK SESSIONS, CORRECT.

THIS ISN'T GOING TO BE SOMETHING THAT'S PUT ON A DOCKET EVERY QUARTER OR WHATEVER TREAT, UH, IT DOESN'T NEED TO BE.

I THINK IT'S, I DON'T WANT IT TO BE THAT'S MY PERSONAL 2 CENTS, CAUSE THIS ISN'T OPEN TO THE PUBLIC RIGHT NOW.

SO THIS IS GOING TO ALWAYS BE A DOCUMENT THAT'S OPEN TO THE PUBLIC FOR YOU ALL TO BE CRITIQUED THAT ABSTINENT THAT'S THAT,

[00:25:02]

UM, IT, THE, THE REALITY IS, IS WE'RE NOT GOING TO BE ABLE TO STAY TO THE, THIS DOCUMENT.

UH, IT'S UH, VERY MUCH, UH, UH, THE WORKLOAD AND THE NEEDS OF THE TOWN WILL, WILL IMPACT THAT.

BUT THIS IS A, IT'S JUST A TOOL TOOL.

IT'S A WORKING DOCUMENT.

YEAH.

JUST TO COMMENT, LEAH, I THINK YOU FILL OUT THIS AND YOU'RE TAKING ON A LOT ON THIS LIST.

THERE ARE A LOT OF VERY BIG PROJECTS.

UM, SO DON'T HESITATE TO ASK FOR HELP IF YOU NEED IT.

I MEAN, SOME OF THESE THINGS LIKE COMMUNITY ENGAGEMENT, LIKE I COULD SEE YOU PLANNING THAT'S A GREAT POINT.

THANK YOU.

IS THERE ANYTHING ELSE? ABOUT THREE, FOUR MINUTES BEFORE IT STARTED IN THE GROUP SESSION? SO WE ARE ADJOURNED.