VILLAGE OF EVENDALE
PLANNING COMMISSION MEETING MINUTES
September 30, 2006
TPC River's Bend
The off-site meeting of the Evendale Planning Commission (EPC) was called to order by Chairperson Dick Shaffer at 8 AM on September 30, 2006. Attending were EPC members Susan van Amerongen, Chris Schaefer (Council Representative), Rob Adams, and Dick Shaffer. Supporting the EPC were Ralph Terbrueggen (ARB Board) James Debrozsi (ARB Board), Don Mercer (Building Commissioner), Tim Burke (Village Solicitor), Kathy Farro (Manley Burke representative), James Jeffers (Village Engineer), Linda Fitzgerald (Economic Advisor), Mayor Apking, Jack Cameron (Assistant to the Mayor), Kay Bostrom (former Planning Commission President), and Pam Morin (Village Building Department Clerk).
Internal Business:
1) EPC Duties as Specified in Village Charter and Zoning Code/EPC Role in Long Range Planning for Village
Discussion was held on the role of the EPC as defined in the Village Charter and the Zoning Code. The EPC role in long range planning for the village was discussed and it was offered that the EPC would take whatever role the Mayor wished in this area.
2) EPC Mission Statement
Dick Shaffer circulated a draft mission statement for the groups review and comment. No comments were offered at that time.
3) Role of ZBA, EPC, and Council
Tim Burke, presented a detailed review of the role of each of these groups and gave examples from within the Village and externally. Much of what was discussed was available in the packet of materials distributed at the meeting. It was noted that the Village ZBA should be tape recording each of their meetings in case an appeal was made on their decisions. In addition, Pam Morin (or others) should become a notary to assist in the proceedings of the ZBA.
4) Role of Village Staff
Each of the Village staff in attendance gave a summary of their roles. It was suggested that staff, with assistance from Manley Burke, prepare a summary for each item on the EPC agenda stating pros/cons and highlighting any unique issues.
5) Ethics
Tim Burke gave the group a brief presentation on the Ohio Ethics Code and gave specific examples of behavior to avoid. In addition, the process for abstaining was outlined and clarified.
6) Internal/External Communication (limitations and cautions).
Tim Burke clarified for the group the laws and requirements of Ohio's Sunshine Laws and specifically addressed the issue of emails. It was noted that if an exchange of information is occurring, then email can be a useful tool. However, if matters of opinion are being discussed, then email is a bad choice as it is not exempt from sunshine laws. This is particularly important when dealing with issues of conditional uses as this is an area where judicial process may be invoked at some point if there is disagreement.
7) Reading Road/Landbanked Properties.
Discussion of landbanked properties occurred.
8) Future Improvements to EPC Operation.
Discussion of EPC operations occurred.
9) Misc./Other Discussion Items.
None
10) Action Items.
Generation of staff reports on all major items appearing before Planning Commission; all relevant staff should weigh in with reports including Jack Cameron, Kathy Farro, James Jeffers, Linda Fitzgerald, building commissioner, Police and Fire, and Public Works if relevant. Explore generating a computerized historical file of past action on conditional use permits, similar use permits, non-conforming uses, variances, PBDs and other special zoning procedures/issues as an aid to Planning Commission in considering these items in the future. Kathy Farro suggested that there are some examples that could be reviewed for applicability to the Village.
The meeting was adjourned at 12:00 PM.
_____________________________________
Dick Shaffer
Chairperson, Evendale Planning Commission
Attest:
_____________________________________
Rob Adams
Secretary, Evendale Planning Commission
| 
