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HomeMy WebLinkAbout2006/11/13 Board of Appeals & Advisors Agenda PK CITY OF CHULA VISTA BOARD OF APPEALS AND ADVISORS REGULAR MEETING AGENDA Monday - 5:15 p.m. Housing Conference Room November 13, 2006 430 Davidson Street Chula Vista, CA 91910 CALL MEETING TO ORDER/ROLL CALL 1. DECLARATION OF EXCUSED/UNEXCUSED ABSENTEEISM: 2. APPROVAL OF MINUTES: Regular meeting of August 14, 2006 3. NEW BUSINESS: A. Institute for Local Government (ILG) civic engagement assessment Questionnaire 4. CHAIRMAN'S COMMENTS/REPORTS: 5. BUILDING OFFICIAL'S COMMENTS/REPORTS: 6. COMMUNICATIONS (PUBLIC REMARKS/WRITTEN CORRESPONDENCE): 7. ADJOURNMENT TO REGULARLY SCHEDULED MEETING ON December 11, 2006. i O P/O~ BRAD REMP, C.B.O. DAT ASST. DIR. OF PLANNING & BUILDING/BUILDING OFFICIAL SECRETARY TO THE BOARD OF APPEALS AND ADVISORS COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT The City of Chula Vista, in complying with the Americans with Disabilities Act (ADA), request individuals who require special accommodations to access, attend, and/or participate in a City meeting, activity, or service, request such accommodation at least forty-eight hours in advance for meetings and five days for scheduled services and activities. Please contact Judi Bell, Secretary, for specific information at (619) 691-5272 or Telecommunications Device for the Deaf (TDD) at (619) 585-5647. California Relay Service is also available for the hearing impaired. (J:\Bld-HSglJudi Bell\Board of Appeals & AdvisorsWgenda 11-13-06) i, MINUTES OFA REGULAR MEETING BOARD OF APPEALS AND ADVISORS CITY OF CHULA VISTA, CALIFORNIA August 14, 2006 Housing Conference Room 5:15 p.m. 320 Davidson Street MEMBERS PRESENT: Chair Flach, Vice Chair Romo, Members Flach, Buddingh, and Hieronimus MEMBERS ABSENT: None MEMBERS ABSTAINING: None CITY STAFF PRESENT: Brad Remp, Building Official, Nancy Lytle, Development Processing Manager, Dai Hoang, Planning Technician II, and Judi Bell, Recording Secretary OTHERS PRESENT: None CALL MEETING TO ORDER: Chair Flach called the meeting to order at 5:15 p.m. ROLL CALL: Members present constituted a quorum. 1. DECLARATION OF EXCUSED/UNEXCUSED ABSENTEEISM: None 2. APPROVAL OF MINUTES: MSU Romo/Hieronimus (5-0) to approve the minutes of regular meeting of July 10, 2006. 3. NEW BUSINESS: The Hotel/Motel Ordinance was taken to Council on July 8, 2006 for adoption. This has been a five year project. Council was impressed with the ordinance. It goes to a second meeting on August 22, 2006. This ordinance identifies minimum standards that each hotel or motel has to meet. It will be filed in November 2007 and becomes effective January 1, 2008. The Strategic Plan and Work Program was presented by Nancy Lytle, Development Processing Manager (Planning & Building Department). This document was distributed at the Board meeting in July. This five-year Strategic Plan (2006-2010) describes the Planning and Building Department's responsibilities in implementing the priorities of the City Council, and City Manager's office. The Strategic Plan aligns Planning and Building's functions and programs with the City Council Strategic Themes, the recently adopted General Plan and the Economic Development Strategy. The key goals of the Strategic Plan are: • Achieve the General Plan Vision and Goals -all planning projects must be consistent with those objectives outlined in the City General Plan. • Promote Responsive and Professional Customer Relations-efforts must be made to ensure efficiency and quality when providing service to our City customers. • Communicate Clearly Fairly, and Professionally-the public should be well informed through professional communication that is readily available. • Ensure a Safe Sustainable and Quality Community-City programs and policies must be designed to reflect the most pressing needs of the community based upon the current state of the environment. .Board of Appeals & Advisors Page 2 „ August 14, 2006 4. MEMBERS' COMMENTS: Mr. Monaghan expressed astonishment at the rapid rate the City employees can now respond to the public's questions and find plans, etc. He is retired from the Planning Department, City of Chula Vista. He stated that when he worked there, it was a much slower process to issue permits and plan checks. 5. CHAIRMAN'S COMMENTS/REPORT: None 6. BUILDING OFFICIAL'S COMMENTS/REPORT: None 7. COMMUNICATIONS (PUBLIC REMARKS/WRITTEN CORRESPONDENCE): None 8. ADJOURNMENT: Chair Flach adjourned the meeting at 6:25 p.m. to a regular meeting in the Housing Conference Room on September 11, 2006. BRAD REMP, C.B.O. ASST. DIR. OF PLANNING & BUILDING /BUILDING OFFICIAL SECRETARY TO THE BOARD OF APPEALS AND ADVISORS MINUTES TAKEN BY: JUDIBELL,SECRETARY PLANNING & BUILDING DEPARTMENT (J:\ Board of Appeals & Advisors FY 2006-200T06.14.2006m.doc) E ~c~~ fUVNDED 1955 1~10(~ K ~rx°~et, ~~~n F7oor; Sacramentc3, C",alifarnia,'35~314 Teieixhcane: 93.6.658.32(38; Fay: ~16.44~.7:~35; www.ca-il~.org Interview Questions for Chula Vista City Commission Chairs The Institute for Local Government is working with the City of Chula Vista to carry out a civic engagement assessment that see7rns to understand the forms and experiences ofpublic involvement in Chtda Vista and to offer recommendations to the City on improving those practices that encourage and support such involvement in public decision and policy making. One aspect of this review is the recognition of the important role played by residents who sit on city commissions and of the role of these commissions in local governance. Attached is a list of questions we would like to ask you about your Commission's work. You may respond to these questions electronically - or we can interview you personally over the phone or in person. If you wish, you may wan to query other commission members for their input as well. The process for completing this questionnaire is as follows: 1. We talk to you briefly to ensure our purpose and questionnaire instructions are clear 2. You download this document, answer the questions as you see fit, save the changes, and send the completed doctment bas/z to us as an attachment, and 3. We follow up with you by phone to clarify or ask you to amplify on any response (as needed). You are not limited to this set of questions -please add anything yore think we ought to know. Specific comments will not be attributed without your permission, and completed questionnaires will not be shared with anyone. We greatly appreciate your time and contributions to this inquiry. If you have questions, please contact Terry Amsler, Director of the Institute for Local Government, at 916.658.8263 or at tantsler cr ca-il~org. Thank you very mtcch. BACKGROUND Date questionnaire completed: November 13, 2006 Name/Title of person completing the questionnaire: Matt A. Flash, Chairman Name of Commission: Board of Appeals and Advisors t ' What is the commission's purpose/substantive areas of responsibility? Create a forum for city-wide discussions, research, and analysis of critical issues of building construction, including plumbing, mechanical, and electrical installations. ® Where authorized by a Uniform Code adopted by the City to do so, investigate and advise as to the suitability of alternate materials, types of construction; and interpretation of the adopted codes. • Conduct public hearings and recommend to the Council the passage of new legislation pertaining to the design and construction of buildings. • Act as an alternative administrative appellate body, at the option of the City Manager, to hear appeals relating to determinations by the City Mariager, Code Enforcement Officer, Fire Chief or Building Official (pursuant to City-adopted uniform codes) that conditions or circumstances are public nuisances and should be abated. When was the commission established, and why? Established in1969. To serve as a resource to advise and make recommendations to the Council and the City Manager, the Building Official, and the Fire Chief on matters relating to building construction; and act as an administrative appellate review for decisions of such officers arising out of the application of uniform codes. When did you (the Chair) volunteer as a Commission member and how long have you served? Appointed 5/20/03. First term expired 6/30/06.~-~~°~n ~ ~?oio. MEMBERSHIP/SELECTION/APPOINTMENT How many Commission membership slots are there, and how many are filled presently? Seven slots. Five are currently filled. How are commission members identified/selected? Citizens who are interested in serving on an advisory body complete an application form. When a vacancy occurs, applications of persons interested in serving on the particular body are forwarded to the Mayor and City Council for review. Vacancies are also posted on the public bulletin board near the Council Chambers and at the Civic Center Library. Usually the Mayor interviews applicants and submits his/her nominations for ratification by the full Council: In my case the interview was assisted by the Chief Building Official/ (CBO) Assistant Director of Planning & Building Official. 2 Does commission have criteria for skills/expertise/viewpoints needed? I assume that it would be necessary to have a background in Building construction and operations. I do not know if there is a set of criteria, though. If the CBO interviews the applicants instead of the Mayor, I would assume they he would be looking for certain skills or background. What are membership and chair terms of office, and how much turnover is there? Members serve for a term of four years and continue in their appointment until their respective successors are appointed and qualified. Members may be appointed to more than one four-year term but are limited to a maximum of two consecutive terms. An interval of two years must pass before a person who has served two consecutive terms may be reappointed to the Board or Commission upon which the member previously served. Member's terms may be extended until a replacement is appointed. What are the recruitment methods, and is an interest list maintained (and by who)? Vacancies to the Boards/Commissions are posted on the public bulletin board near the Council Chambers and at the Civic Center Library as well as on the City's web site (www.chulavistaca.gov). Applications remain on file for two years at Office of the City Clerk. Is there communication with those on the interest list? Of what sort? ij0 When a vacancy occurs, applications of persons interested in serving on the particular body are forwarded to the Mayor and City Council for review. Applicants are notified of an interview with Mayor and/or full Council. PREPARATION/EDUCATION Once seated, are there any sort of orientation opportunities relating to the commission's work and its place in Chula Vista local government? The City furnishes each appointed member a handbook which outlines their duties. In addition a briefing is prepared for each member prior to a meeting to familiarize themselves with situations to be presented at the next meeting. Members of the staff also present information and explanations of their duties and planned programs. On occasions a tour is provided to observe work being accomplished and or in planning. Recently a tour of a training facility was set up to acquaint interested members with solar electric panels. Are there opportunities for ongoing education/training? 3 Board members may request technical briefing by stall at a future meeting. Do you think new members are well prepared for Commission membership? How so, and how not so? It has been my experience that the present members are prepared. If there happens to be an unusual situation the staff prepares an informative briefing. WORK: PLANNING & ASSESSMENT, RELATIONSHIPS Does the commission carry out any sort of annual work plan and/or assessment? No, need for meetings are dictated by a receipt of appeals or staff's request for the Board's recommendation of proposed ordinances. The Board has been given opportunity to review and comment on the Planning and Building Department's annual work plan. How would you characterize the working relationships of the commission and council; the commission and staff? The Board has very limited or direct contact with the Council. Do council members ever attend Commission meetings? Have there been any joint meetings for any purpose? Please describe. Council members are rarely present at meetings. I do not know of any joint meetings. Generally, how are Commission recommendations received and acted upon by the Council? DO Commission member feel "heard"? Ordinances impacting building construction and code enforcement policies include a recommendation from the Board. It is my understanding-that appeals rulings cannot be overturned by the Council and I would assume the Council takes any of our recommendations seriously. Do you see perceive any overlap or duplication with other commissions? The staff has worked with the Community Development Department to ensure no overlap exists between the Mobile Home Park Rent Review Commission and the Board of Appeals on code enforcement appeals. 4 Do city commissions rarely/often/never offer contradictory recommendations? None that I am aware of. COMMISSION MEETINGS Describe a typical commission meeting? We follow the standard order of business: Call to Order/Roll Call, Declaration of Excused/Unexcused Absenteeism, Approval of Minutes, Old Business, New Business, Chairman's Comments/Reports, Communications {Public Remarks/Written Correspondence), and Adjournment. In general the meetings follow Robert's Rules of Orders. How is public testimony heard? In the normal order of business. Is their translation capability (by staff, members, others?) If required. Do the meeting formats ever differ? If so, how and for what reason? I have not encountered any change in formats. May be some slight variation if there is an appeal. How are agendas set? Set by staff with concurrence of the chair. Who typically attends? Normally one or more of the building staff; occasionally a fire department member or a member of a related board/committee/commission, a staff legal representative; the secretary; and board members. Where are meeting usually held? With the remodeling going on it varies. Can be any convenient place in the city's facilities. Has there ever been translation offered at your commission meetings? Not that I was aware of, but staff would furnish one if needed. How are meetings advertised? Notices are placed on the city's bulletin board, on their website and through the Internet. How are records of meetings and specific motions prepared/written and communicated to the Council and others? Secretary records and distributes. Staff assists members in preparing recommendations so they comply with laws and requirements. In the future they will also be available on the City's website. Do you feel that the Commission's work is recognized and valued by the public, council, staff, or others (how so, and how not so)? I am not sure about the public, but the council and staff recognize our work. Recognized at award ceremonies, and personally. LOOKING AHEAD Is your commission's role changing and/or should it change it to fulfill its mission? No Could the city be more supportive in terms of valuing: a) the work of commissions and commissioners; and b) the voice of the public heard through commissions? How? For this Board not in any other way than they do now. What, it anything, could the commission itself do to assess and/or improve its own work and responsibilities? Get recommendation from its members. Final thoughts? The function of this Board is somewhat different that most of the other Commissions in that it deals with more regulatory requirements rather than City planning or other City related recommendations or functions. Thank you very much for your time and contributions. c