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Item 18 Staff Report Consider Proposed Advanced Planning Work Program for Fiscal Year 2003-2004 and Fiscal Year 2004-2005COUNCIL AGENDA REPORT DATE: August 28, 2003 TO: MAYOR AND TOWN COUNCIL FROM: TOWN MANAGER SUBJECT: MEETING DATE: 09/02/03 ITEM NO. I g CONSIDER PROPOSED ADVANCED PLANNING WORK PROGRAM FOR FISCAL YEAR 2003-2004 AND FISCAL YEAR 2004-2005. RECOMMENDATION: Discuss and approve the proposed advanced planning project priorities as set forth in the Advanced Planning Work Program for Fiscal Year 2003-2004 and Fiscal Year 2004-2005. DISCUSSION: The Advanced Planning Program guides the physical development of the community consistent with the General Plan, Hillside Specific Plan, and Town Code that are kept relevant and current through approved amendments. The amendments of Town planning documents and regulations are considered special projects of significance, depth and complexity each requiring professional/technical staff work, policy analysis, and public participation through the General Plan Committee, Planning Commission and Town Council. In general, each Advanced Planning Project will have its own specific scope of work and workplan and will likely require at least six months to a year of focused effort from start to final approval. These projects are undertaken in addition to the ongoing day-to-day core services of the Community Development Department which continues to experience high volumes of new applications, requests for services, special initiatives, and the resolution of complex issues in all program areas. An overview of the Advanced Planning Program is contained in the Operating Budget for Fiscal Year 2003-2004 which is included as Attachment 1. In an environment of intensive day-to-day activity and limited resources, it is sometimes necessary to reallocate staff resources which results in the delay of important advanced planning efforts. In order to focus the limited resources available, it is crucial to establish clear priorities and workplans. (Continued on Page 2) % .7! PREPARED BY: BUD N. LOR Z DIRECTOR OF COMMUNITY DEVELOPMENT Reviewed by: OSaAssistant Town Manager ek". Attorney Clerk 4C/ Finance Community Development Revised: 8/28/03 4:06 pm Reformatted: 5/23/02 PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: CONSIDER PROPOSED ADVANCED PLANNING WORK PROGRAM FOR FISCAL YEAR 2003-2004 AND FISCAL YEAR 2004-2005. August 28, 2003 Staff has considered the advanced planning projects targeted for Fiscal Year 2003-04 as set forth in the Operating Budget along with several current issues and has prioritized them for Council consideration. The priority sequence is based on input from Council members and the public received over the past few months as well as staff s view and analysis of priorities and available resources and capacity to process several significant development projects while continuing to provide a high level of customer service for other core services. Proposed priorities are as follows: 1. Hillside Development Standards & Guidelines (FY 2003-04 / In progress) 2. Housing Element Certification (FY 2003-04 / In progress) 3. Commercial Design Guidelines (FY 2003-04 / New project) 4. Personal Service Businesses Regulations (FY 2003-04 / New project) 5. North 40 Specific Plan (FY 2004-05 / Completion of Project tabled from 1999) 6. Residential Design Guidelines for Pre-1941 Structures (FY 2004-05 / New project) 7. Residential Design Guidelines for Single/ Two -Family Dwellings (FY 2004 -05 / New project) 1. Hillside Development Standards & Guidelines The Planning Commission has forwarded the Hillside Development Standards & Guidelines (HDS&G) to the Town Council. It is anticipated that the HDS&G will be available for Council consideration in October. 2. Housing Element Certification Staff has been working with the State Department of Housing and Community Development over the past year to receive certification of the Town's Housing Element. Staff has made revisions to the Housing Element and Housing Element Technical Appendix which the State has indicated will result in their certification of the Housing Element. The General Plan Committee has forwarded the revised Housing Element and Technical Appendix to the Planning Commission. It is anticipated that the revised Housing Element and Technical Appendix will be available for Council consideration by the end of the year. 3. Commercial Design Guidelines Staff has identified the commercial design guidelines as the highest priority of the new advanced planning projects. This is consistent with the Council's direction to expedite the solar panel issue along with other very important commercial design issues. Staff believes that the commercial design guidelines can be drafted and brought forward for public review within the six month time frame targeted by the Council for addressing the solar panel issue. PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: CONSIDER PROPOSED ADVANCED PLANNING WORK PROGRAM FOR FISCAL YEAR 2003-2004 AND FISCAL YEAR 2004-2005. August 28, 2003 Staff has identified the following sub -topics related to the commercial design guidelines: a. Facade improvements to existing auto dealerships (special design guidelines and streamlining of review process) b. Energy conservation building techniques and technology (e.g. solar panels, thermal glazing, and energy efficient insulation and passive/active heating and cooling systems) c. Screening of rooftop mechanical equipment d. Facade improvements to commercial buildings (streamlining of review process) There has been discussion about creating special design guidelines for auto dealerships and streamlining the review process for considering facade improvements to existing auto dealerships. Auto dealerships are a unique land use that have been identified by Council as warranting special consideration. It is possible to create a separate set of commercial design guidelines for auto dealerships as well as a streamlined review process for facade improvements to existing auto dealerships. Solar panels and screening of rooftop equipment has been identified by Council as special issues that should receive attention. Design guidelines need to developed to address these issues. The issue of solar panels has received special attention over the last month and there are many other important energy conservation building techniques and technologies that need to be addressed by the commercial design guidelines. Consideration should be given to developing design guidelines that encourage buildings that are highly energy efficient as well as create opportunities for use of solar and other evolving energy conservation technologies. "Minor" commercial projects which include facade improvements to existing commercial buildings need to be defined in the Zoning Ordinance and an administrative approval process developed. Over the last eighteen months there has been a significant improvement in staff's ability to evaluate and review facade improvements to existing commercial buildings. This is due in large part to hiring an architectural consultant who serves as an extension of the Development Review Team. Due to the importance of the commercial design guidelines and their relationship to General Plan policy, staff intends to work closely with the General Plan Committee to expedite the preparation of the commercial design guidelines. 4. Personal Service Business Regulations There has been increasing concern about the number of personal service businesses, specifically beauty salons, that are locating in the Downtown area and more specifically in the Central Business District. These uses are replacing retail uses and are resulting in parking and traffic issues as well as raising a concern that there are too many similar type uses in close proximity to one another. Personal services businesses are currently a permitted use in the C-2 zone (Central Business District) and no discretionary review is required. This issue is scheduled for discussion by Council as a PAGE 4 MAYOR AND TOWN COUNCIL SUBJECT: CONSIDER PROPOSED ADVANCED PLANNING WORK PROGRAM FOR FISCAL YEAR 2003-2004 AND FISCAL YEAR 2004-2005. August 28, 2003 separate item on this agenda. If it is the direction of Council, this issue will be studied further and possible amendments will be recommended to the Zoning Ordinance to better regulate personal service businesses. This issue can be worked on concurrently with the commercial design guidelines. 5. North 40 Specific Plan A draft Specific Plan was prepared for this area during the General Plan update process, but was tabled pending adoption of the General Plan. The Council will ultimately determine the best course of action for completing the North 40 Specific Plan at a further date. Options for the focus of the plan are anticipated to include the following: a. Infrastructure only b. Infrastructure and land use c. Infrastructure, land use and design Initial scoping and discussions are recommended to begin with the General Plan Committee as necessary to fully develop a recommendation to be considered by the Town Council. Due to work load and other projects with higher priority, staff does not expect work on the North 40 Plan to begin during the current fiscal year. Staff does continue to recommend however that the North 40 Specific Plan remain a priority given the significant importance of establishing a proactive planning program for this area to guide the development review process as incremental development projects are submitted to the Town. 6. Residential Development Guidelines & Pre-1941 Design Guidelines The Pre-1941 Design Guidelines were adopted in October 1992. The Residential Development Standards for Single and Two -Family Homes were adopted in 1989, and amended in 1991,1998 and 2001. The two documents need to be reviewed and updated, and possibly have illustrations added. The update of these documents could be done concurrently. Work on the these documents would not begin until the commercial design guidelines have been completed, likely beginning in Fiscal Year 2004-05. CONCLUSION: Staff recommends that the Council provide comment and direction to staff on the priority ranking of the advanced planning projects discussed in this report. Staff will return to the Council as needed to discuss "front-end" policy related scoping direction. PAGE 5 MAYOR AND TOWN COUNCIL SUBJECT: CONSIDER PROPOSED ADVANCED PLANNING WORK PROGRAM FOR FISCAL YEAR 2003-2004 AND FISCAL YEAR 2004-2005. August 28, 2003 FISCAL IMPACT: The Community Development Department budget includes $90,000 for advanced planning projects for Fiscal Year 2003-2004. This funding is allocated from General Plan Update Fees. Staff believes that this funding is sufficient to provide consulting and support services necessary for the preparation of the plans, studies, and guidelines that will be prepared/undertaken this fiscal year. However, in the event that additional funding is required, staff will return to Council for an additional appropriation of funds that will be allocated from General Plan Update Fees. Attachments: 1. Fiscal Year 2003-2004 Operating Budget for the Advance Planning Program BNL: SD:mdc NADEV\SUZANNE\CouncillReports1FN2003-041Advancedplanningprogram-FY04. wpd Community Development Department ADVANCED PLANNING PROGRAM 3150 PROGRAM PURPOSE The Advanced Planning Program guides the physical development of the community consistent with the General Plan, Hillside Specific Plan, and Town Codes that are kept relevant and current through approved amendments. Staff updates official Town maps to ensure they are clear and accurate. Staff undertakes special projects and studies to meet the evolving needs of the community and provides staff support for the following advisory committees: • General Plan Committee and Sub -Committees • Architectural Standards/Hillside Committee • Conceptual Development Advisory Committee PROGRAM BUDGET OVERVIEW Due to position reductions and/or defunding in other programs, fewer staff resources will be available to focus on long-range planning activities contained in the General Plan Implementation Work Program, as staff focus on providing priority services for customers. As a result, the Tier I budget reflects a reduced number of projects to be undertaken in FY 2003/04 compared to the previous year. Appropriations for projects in this program include $15,000 for the development of Residential Development Guidelines including clarification of the Floor Area Ratio (FAR) regulation, and $15,000 for the development of Commercial Design Guidelines. A third project, the North 40 Specific Plan, will be funded using General Plan Update fees which is reflected as revenue in the Tier I budget. Attachment 1 IV - 80 Ee) COMMUNITY DEVELOPMENT DEPARTMENT (93 Advanced Planning SUMMARY OF REVENUES AND EXPENDITURES 01/02 02/03 02/03 03/04 Actuals Adopted Estimated Proposed REVENUES Licenses and Permits Service Charges 88,915 105,000 60,000 90,000 Other Sources - - TOTAL REVENUES 88,915 105,000 60,000 90,000 EXPENDITURES Salaries and Benefits 187,094 226,400 209,500 224,200 Operating Expenditures 99,940 181,550 63,410 112,960 Fixed Assets - Internal Service Charges 18,377 28,000 27,880 26,750 TOTAL EXPENDITURES 305,410 435,950 300,790 363,910 FY 2003/04 KEY PROJECTS General Plan Work Program - The General Plan 2000 implementation was initiated in FY 2000/01 and will continue through FY 2003/04. There are approximately 140 projects identified in the General Plan Work Program to implement the General Plan. In FY 2003/04, staff will undertake five priority projects listed below: • Hillside Development Standards and Guidelines • Housing Element Certification • North 40 Specific Plan • Residential Development Standards/FAR • Commercial Design Guidelines IV - 81 ED COMMUNITY DEVELOPMENT DEPARTMENT 03 Advanced Planning KEY PROGRAM SERVICES • Preparation of plans, amendments, administrative policies, ordinances, and maps • Management of consultants assisting with the General Plan Work Program ADVANCED PLANNING PROGRAM STAFFING Full Time Equivalent (FTE) Town Staff Community Development Director Asst. Community Development Director Associate Planner Assistant Planner TOTAL PROGRAM FTEs 01/02 02/03 02/03 03/04 Actuals Adopted Adjusted Proposed 0.30 0.30 0.30 0.55 0.55 0.55 2.00 0.90 0.90 0.90 0.05 0.05 0.05 2.00 1.80 1.80 1.80 IV - 82 f zo COMMUNITY DEVELOPMENT DEPARTMENT 03 Advanced Planning PERFORMANCE MEASURES Measure 1 Percentage of special studies adopted 2 Percentage of committee directives resulting in plan adoption 3 Percentage of General Plan implementation measures completed within cycle time 4 Percentage of General Plan amendments completed within cycle time 01/02 02/03 03/04 Actuals Estimated Estimated New Measure for FY 03/04 New Measure for FY 03/04 New Measure for FY 03/04 New Measure for FY 03/04 ACTIVITY AND WORKLOAD HIGHLIGHTS Highlight 1 Number of special studies completed 2 Number of committee directives received 3 Number of General Plan implementation measures completed 4 Number of General Plan amendments requested 01/02 Actuals *Workload and Performance Measures data is not available IV - 83 6 * 4 02/03 Estimated 5 * 3 03/04 Estimated 6 15 7 5 Town Council Minutes September 2, 2003 Redevelopment Agency Los Gatos, California OTHER BUSINESS CONTINUED PERSONAL SERVICE BUSINESS/GROUND FLOOR/URGENCY ORDINANCE 2117/CONT. Council Comments continued: Mrs. Decker spoke to the Town's vitality being hampered by a proliferation of this type of personal service business. She would like to see more retail on the first floor. Mr. Pirzynski would like a more enhanced definition of who is in the pipeline and who has been told they can move forward with committed resources and signed leases. He would also like more information about the total mix of businesses in the downtown to make an informed decision. He would pass an urgency ordinance to keep others offering these services on hold until decisions can be made on how to proceed. Motion by Ms McNutt, seconded by Mr. Glickman, that Council introduce and adopt Urgency Ordinance entitled, URGENCY ORDINANCE OF THE TOWN OF LOS GATOS PROHIBITING THE APPROVAL OF APPLICATIONS FOR PERSONAL SERVICE BUSINESSES LOCATED ON THE GROUND FLOOR IN THE C2 CENTRAL BUSINESS DISTRICT COMMERCIAL ZONE, which will put a moratorium on personal services businesses for a short period of time while we look at this situation and which will keep in the pipeline any business that currently has paper work already on file or by Friday, September 5, 2003 comes into Town Hall and files an application of intent to have a personal services business in the C2 District. Motion failed with a vote of 3 Noes and 2 Ayes. Motion by Mr. Glickman, seconded by Mr. Pirzynski, that Council introduce and adopt Urgency Ordinance 2117 entitled, URGENCY ORDINANCE OF THE TOWN OF LOS GATOS PROHIBITING THE APPROVAL OF APPLICATIONS FOR PERSONAL SERVICE BUSINESSES LOCATED ON THE GROUND FLOOR IN THE C2 CENTRAL BUSINESS DISTRICT COMMERCIAL ZONE, and that the applicant has either presented an application by August 29, 2003 or has signed a lease for the rental of a space to operate a personal business by that same date. Carried by a vote of four ayes. Ms. McNutt voted no. RECESS CALLED AT 9:50 Mayor Decker reconvened the meeting at 9:55 p.m. PERSONAL SERVICE BUSINESS/GROUND FLOOR/URGENCY ORDINANCE 2117/CONT. Mayor Decker noted that some additional motions needed to be made on this item. The Town Clerk read the Title of Urgency Ordinance 2117. Motion by Mrs. Decker, seconded by Mr. Glickman, to waive the reading of Urgency Ordinance 2117. Carried unanimously. ADVANCED PLANNING WORK PROGRAM/FISCAL YEARS 2003-2004 AND 2004-2005 (18.09) Bud Lortz, Director of the Community Development, explained the work plan and its coordinating elements. He spoke of the research, study, generation of reports and regulations and then the presentation to Council through the public review process. Those projects included in the work plan over the next two years are the Hillside Development Standards and Guidelines; the Housing Element Certification needed from the State; the development of Commercial Design Guidelines; Personal Services Businesses; the North Forty Specific Plan; and the Residential Design Guidelines for pre-1941 structures and Residential Design Guidelines for residential and two family dwellings. N:\CLK\Council Minutes\2003\M 09-02-03.wpd 6