RED FEATHER LAKES PLANNING ADVISORY COMMITTEE
FIRE HOUSE MEETING ROOM
44 FIRE HOUSE LANE , RED FEATHER LAKES
January 12 2012, 1:30-3:30 PM
The meeting was called to order at 1:30 PM by Chair Roger Svendsen
Members in Attendance: Ben Myers, Ross Reid, Donald Roger, Lucille Schmitt and Roger Svendsen
Members Excused Absences. All other members had excused absences.
Larimer County Representation: LARCO Senior Planner Rob Helmick, Samantha Mott, Planner II
Guests Present: Rob Almond
Adoption of Agenda: The agenda was approved as written.
Approval of Minutes: November 10, 2011 meeting notes were approved as written
Communications from Committee Members :
Ross Reid asked if there was any government money to help RFL by way of “enterprise zone” funds.
Communications from County Representatives :
Rob Helmick advised that the County is in the permit process, with the owner, of getting the Pot Belly opened.
Comments from the Audience : None
1. Election of RFLPAC Officers: Because there are only five of the nine RFLPAC meeting present, Lucille Schmitt made to motion to postpone the nomination and election of officers for the RFLPAC until the February 2012 RFLPAC meeting. Donald Roger seconded the motion. All members present approved the motion.
2. Lucille Schmitt made a motion that the Red Feather Lakes Planning Advisory Committee designates the Oak Street entrance to the Larimer County Courthouse as the public posting place for notices of all official actions and public meetings in accordance with the requirements of the Colorado Open Meetings laws (CRS 24-6-402). Donald Roger seconded the motion. All members present approved the motion.
3. Changing the meeting time for the monthly Red Feather Lakes’ PAC: Rob Helmick advised that changing the meeting schedule would require a “bylaw” change and the PAC has to give 30-day notice of any bylaw changes. Ben Myers made a motion to change the Red Feather Lakes PAC meeting from the second Thursday of each month to the First Thursday of each month. Ross Reid seconded the motion. All members present approved the motion.
1. High Speed Internet: Rob Helmick advised that he had received a telephone call from a CenturyTel representative. This representative stated that CenturyTel is working on increasing the internet speed for RFL by reducing the current “bottle necks” in the system.
2. Slash Solution: Rob Helmick advised that he has not received any complaints concerning this process and that the burner is operating as it should be.
1. Water and Sewer: Roger Svendsen stated that he was not aware of anything significant happening in the Water and Sewer arena. Roger advised that he thinks that geology is important as it relates to data sampling. Roger has tried to make contact with a CSU professor that may have some expertise in this area.
2. Property Line Process: The PAC membership discussed the need for the State to have a process deal with agreed to property lines between multiple owners.
3. Facilitated discussion regarding expectations and communication with and from the RFLPAC. Rod Helmick provided the PAC membership some background information pertaining to this discussion item and asked the PAC membership present if they were happy with the interaction and communication between the RFLPAC and County Planning. And, if not, what would the PAC like to see changed. If it takes and bylaw or procedural change, then Rob will try to get that accomplished as soon as possible. After discussion, attending PAC members identified no issues pertaining to PAC membership’s interaction and communications with LARCO planning. Attached are documents provided by Rob Helmick to the RFLPAC pertaining to this discussion item.
RFLPAC meeting adjourned at 2:45 PM; Next regular meeting: February 10, 2012
Submitted by Terry Ferebee
ATTACHMENT TO RFLPAC MEETING NOTES FOR JANUARY 12, 2012
To: Board of County commissioners
From: Robert Helmick, Senior Planner
CC: Frank Lancaster, Donna Hart, Linda Hoffmann, Matt Lafferty, Russ Legg
Re: LaPorte Area Planning Advisory Committee and Red Feather Lakes Planning Advisory
Committee Process and Expectations.
· Clearly define roles of the PAC, BCC and Staff,
· Clearly define the expectations on process, referrals, nature of and character of comments to be sent to decision makers, timing of process,
· Modify and or amend by-laws of the PACs to reflect the these roles and expectations
· Modify procedures, and
· Further clarify the roles for communications to and from the PAC members on all issues.
The attached information spells out the working and formal arrangements for our current process. Over the years, there have been a variety of standards for conveying formation to the PACs.
1. Referrals — When, What & Content
WHEN Although the process has changed a number of times over the years with LAPAC, the current process is to refer the application only shortly prior to scheduling a public hearing with either the Planning Commission or the Board of County Commissioners. Some applicants have, in the past, contacted or discussed applications with the PACs in advance of submission of an application or before scheduled hearings. This has created some concern from the PACs regarding timing and the ability to provide "meaningful" input or effect changes in a request.
WHAT Which projects or what types of projects are referred? All public hearing applications or some subset.
CONTENT The information conveyed to the PAC is currently a brief staff report with a discussion of the Plan issues and a summary of the application materials provided by the applicant. One of the requests from the PACs is that they receive a full staff report like or the similar to the PC report.
Comments -- Character and content
Currently the comments are typically contained on the form provided by the staff that indicate the consistency with the Plan and any other comments the PAC may have. The PACs have indicated some frustration with the very focused responses they are to give.
Other communications -- not planning related
Road name changes, library district, parks proposals, educational facilities, relationships with the school district.
Support for other activities (examples)
Business encouragement, regulatory changes, comments on general issues
A mapped out schedule of communication chain and critical milestones of the process:
1. Direction from Board of County Commissioners 12-12-11
2. Facilitated discussion with PAC, by Rob and Samantha
Feedback to Board of County Commissioners Feb-12
Revisions to by-laws and internal process documents with the PACs Mar-12 or April-12
5. Adoption by PAC and Board of County Commissioners April-12 or May-12
By-laws and Rules of Procedure of
the Larimer County
Red Feather Lakes Planning Advisory Committee
Article I - Introduction
These by-laws and rules of procedure have been adopted by the Red Feather Lakes Planning Advisory Committee. These by-laws and rules of procedure are designed and intended to inform all residents of the County and other interested persons about the operation of the Red Feather Lakes Planning Advisory Committee.
The official title of this Committee shall be the Red Feather Lakes Planning Advisory Committee and shall be referred to below as the Committee.
The Red Feather Lakes Planning Advisory Committee (RFLPAC) is a committee of citizens who live, work/volunteer or own property within the Red Feather Lakes Plan Area, appointed by the Larimer County Board of Commissioners. Its purpose is to provide an organized forum to facilitate communication with the County and within the community on issues that impact Red Feather Lakes.
In support of this purpose, the RFLPAC conducts monthly meetings to:
A. Communicate to the County Commissioners and County Planning Commission concerns, issues or recommendations regarding development review applications received by the County for land within the Red feather Lakes Plan Area. The types of development review applications that shall be referred to the RFLPAC are subdivisions, conservation development, rezoning, special reviews, minor special reviews and special exceptions.
B. Communicate to the County Commissioners on any issues that impact the Red Feather Lakes community.
C. Facilitate discussion among the Red Feather Lakes residents, workers and property owners pertaining to the "pathways" presented in the Red Feather Lakes Area Plan.
Article II - Membership and Officers
The Red Feather Lakes Planning Advisory Committee shall be comprised of a minimum of nine (9) members appointed by the Board of County Commissioners on staggered three year terms, with initial appointments staggered for one, two or three years. Term limits shall be in accordance with Larimer County Administrative Procedure 100.1.
The officers of the Committee shall be Chair, Vice-Chair, and Secretary.
The election of the Chair, Vice-Chair, and Secretary shall be held at the regular meeting of the Committee in January of each year.
A vacancy in the office of Chair shall be filled automatically by the Vice-Chair and new Vice-Chair elected at the next regular meeting of the Committee from among the members. A vacancy in the office of Vice-Chair or Secretary shall be filled at the next regular meeting of the Committee by election from among the members. The officers so elected shall serve until the next annual meeting in January.
Any member with three (3) absences per calendar year may be recommended to the Larimer County Board of Commissioners for removal from this committee. Requests for excuse from any regular meeting shall be directed to the Chair.
Subcommittees comprised of members of the Advisory Committee may be formed by the Chair to consider and address specific issues of the community. The Chair shall designate the chairperson for each subcommittee.
Subcommittee chairs may ask citizens-at-large to consult with the subcommittee, offer suggestions and recommendations or provide information and ideas about specific issues on which the subcommittee is working. Subcommittees shall report their findings and final recommendations to the Committee.
All subcommittee meetings shall be open to the public and shall receive notice in the same manner as regular meetings of the Committee.
Article III - Duties of Officers
The Chair shall preside at all regular, special or adjourned meetings of the Committee and shall, subject to these by-laws and rules of procedure, decide all points of procedure unless otherwise directed by a majority of the members there present and in session. The Chair may call special meetings of the Committee in accordance with these by-laws and shall sign all documents of the Committee.
The Vice-Chair shall assume the duties and responsibilities of the Chair in the event the Chair is absent or unable to perform.
The Secretary shall sign or attest to the signature of the Chair on the documents of the Committee and shall take notes of regular Committee meetings. The Chair shall assign another Committee member to take meeting notes in the absence of the Secretary.
The Director of Planning shall designate a staff person to provide administrative support to the Committee, including duties such as agenda preparation and distribution. Records relating to the Committee shall be maintained at the Latimer County Planning Department.
Article IV - Meetings
The regular meetings of the Committee shall he held on the second Thursday of each month at a time and place to be announced in Red Feather Lakes, Colorado, or after timely notice, at such place as the Chair shall designate, Method of notice of meetings shall be determined at the annual meeting. All meetings and actions shall be in compliance with C.R.S. 24-6-402 regarding open meetings and any subsequent amendments to said statute.
A regularly scheduled meeting of the Committee may be cancelled or rescheduled by majority action at a preceding meeting.
In the event that all the agenda items for a meeting are withdrawn or cancelled within the thirty (30) days prior to the meeting, the Chair may cancel the meeting. Notice of the change in schedule shall be mailed or emailed to each member of the Committee.
In the event of existing or forecast inclement weather that might make travel to and from the meeting unsafe, the Chair will be responsible for a decision to either cancel or proceed with the meeting. The decision will be made by at least 10:00 AM on the day of the meeting. Committee members will either be emailed or telephoned (depending on their preference) as soon as possible following the decision. The meeting will be automatically rescheduled to the Thursday of the following week, at the same time and location.
The regular meeting in January of each year shall be considered the annual meeting.
Special meetings may be called by the Chair, or by a majority of the voting members of the Committee or upon request of the Larimer County Board of Commissioners following at least seven (7) days notice to each member of the Committee. Time and place of special meetings shall be specified with information sent to each member of the Committee notifying them of a special meeting.
All meetings of the Committee shall be open to the public.
All meetings of the Committee shall require a quorum to be present and in session before official and formal action can be taken on any matter. A quorum is defined for the purposes of these by-laws and rules of procedure as a majority of the appointed members. The Vice-Chair shall preside in the absence of the Chair. Where both the Chair and Vice-Chair are absent, those members present through a majority vote shall select a member as Chair Pro-Tern to preside over that meeting.
Voting at any regular, adjourned or special meetings shall be by a roll call vote except that procedural matters may be by voice vote. The order of voting will be rotated each meeting except that the Chair shall vote last. Actions shall be by majority vote of those present, except that approval of a recommendation regarding a County referral item shall require a minimum of five (5) affirmative votes.
The Chair may from time to time call work session meetings for the purpose of receiving information, hearing presentations and discussing information provided, however, no formal or informal action may be taken. Public notice must be posted for such work sessions.
Any member shall request of the Chair to be excused from discussion and voting on any matter before the Board in which the member feels there is a personal interest or conflict.
The order of business for all meetings shall be the order as it appears in the agenda except that the Chair may under special circumstances rearrange the order of business unless otherwise directed by a majority of the members there present and in session.
A. Roll call
B. Adoption of the agenda
C. Review of meeting notes
D. Communication from Committee members
E. Personal appearances (non-agenda items; limited to 5 minutes each)
F. Consideration of County Referral Items
G. Other agenda items
H. Committee reports
In the case of County referral items and other agenda items on which the Committee intends to make formal comments, the following procedures will normally be observed. This procedure may be rearranged by the Chair for an individual item if necessary for expeditious conduct of business:
A. Introduction of the item by the Chair.
B. Comments from the audience (the Chair may announce a time limit for individual comments in order to allow those present to be heard).
C. Discussion by the Committee.
D. Motion and second by the Committee (comments of the Committee members and vote).
Reconsideration of any decision of the Committee may be held when an interested party documents, to the satisfaction of the Chair, that previous testimony and facts given were erroneous or new evidence has been discovered. Reconsideration shall not be allowed after action on the recommendation has been taken by the Board of County Commissioners.
The Chair may declare a continuance of the Committee's agenda if the lateness of the hour would be detrimental to all and fair consideration of any item.
The Chair may allow "Personal Appearance" at the beginning of each meeting by any citizen of the area desiring to speak on any matter not scheduled on the agenda. The Committee does not take immediate action on items presented under personal appearances; any statement made shall be relative to the Red Feather Lakes matters and shall be no more than five (5) minutes in duration.
Article V - Amendments
The by-laws may be amended at any meeting of the Committee by a majority vote of the Committee provided that notice of said amendment is given to each member in writing at least thirty days prior to said meeting. By-laws amendments must be approved by the Board of County Commissioners prior to implementation.
Roberts Rules of Order may be relied on and used for guidance to the extent necessary to maintain decorum during meetings.
Article VI - Compliance With County Policy
This committee shall conduct all business in compliance with the Board of County Commissioners adopted policy on Boards and Commissions which is incorporated, by this reference, into these by-laws. ENDQUOTE
r A PLANNERS GUIDE
Red Feather Lakes PAC Scheduling
PUBLIC HEARING APPLICATIONS TO BE SCHEDULED BEFORE RFLPAC:
· Amended Conditions/Notes of Approval
· General Development Plans
· Lot Size Appeals
· Minor Special Reviews
· Planned Land Divisions including those which resemble, Conservation Developments and Subdivisions
· Special Reviews
· Special Exceptions
· At the public hearing application, staff will determine at DRT (for PC submittals) when an application is ready to be heard before RFLPAC. This meeting should occur prior to the PC hearing.
· The meeting before RFLPAC will occur to coincide with their monthly meeting and the application information will be included in the agenda prepared by the County staff for RFLPAC.
· The planner is responsible for coordinating the RFLPAC meeting date with the applicant.
· An abbreviated staff summary of the application to include project description, background and other relevant information related to the Red Feather Lakes Plan Area. Materials supplied by the applicant to include; a Project Site Data Sheet, Map or plan, project narrative, and discussion of the Red Feather Lakes plan consistency. Technical reports such as drainage and traffic will not be supplied. More information may be supplied by the applicant at their choice.
Prior to doing neighborhood meetings in Red Feather Lakes, the applicant should access the RFLPAC member's current mailing addresses on the County web site, specific address is found on the Neighborhood Meeting Procedural Guide, so they can be added to the notice list for the neighborhood meeting. RFLPAC members may choose to attend as they see fit as members of the community. END QUOTE
May 9, 2007
Red Feather Lakes PAC Referrals
County Planning staff will refer applications to the Red Feather Lakes Planning Advisory Committee in the following manner:
At public hearing, application the staff will refer information supplied by the applicant to RFLPAC members with their monthly meeting agenda.
Referrals to RFLPAC will occur to coincide with their meetings and be included in the agenda prepared by the County staff for RFLPAC. Applications that are in the Red Feather Lakes Plan Area should be calendared upon assignment so that referrals can be coordinated by the administrative staff, the staff planner and the liaison planner with the public hearing schedule for an application and the size of the RFLPAC agenda. This may mean that an application may not be referred immediately for the next meeting of RFLPAC.
Content of referral (minimum) — an abbreviated staff summary of the application to include project description, background and other relevant information related to the Red Feather Lakes Plan Area. Material supplied by the applicant to include; a Project Site Data Sheet, Map or plan, project narrative, and discussion of Red Feather Lakes plan consistency. Technical reports such as drainage and traffic will not be supplied. More information may be supplied by the applicant at their choice.
Application types that are referred to RFLPAC are:
Conservation Developments Subdivisions
General Development Plans Rezonings
Minor Special Reviews
Prior to doing neighborhood meetings in Red Feather Lakes, the applicant should access the RFLPAC member's current mailing addresses on the County web site, specific address is found on the Neighborhood Meeting Procedural Guide, so they can be added to the notice list for the neighborhood meeting. RFLPAC members may choose to attend as they see fit as members of the community.