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HomeMy WebLinkAboutCC Design Review Board 2015 UpdateAgenda Item No: 5. a. 2 Meeting Date: June 15, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Development Prepared by: Kraig Tambornini, Senior Planno City Manager Approval: SUBJECT: Annual Update Presentation from the Design Review Board (DRB); P15-006 RECOMMENDATION: Receive update presentation from the DRB Chair BACKGROUND: The City of San Rafael City Council forms commissions and committees to provide guidance to City Council on community issues. At its 2014 Annual Retreat, the City Council requested that each of the commissions and committees provide an annual update to City Council to improve communications and assist with planning city-wide strategic goals. In early 2014 the Mayor, Councilmember McCullough and the Design Review Board met to discuss the Design Review Board's role in conduct of project review and any changes that might improve the process and better serve the community. More recently, Chair Summers met with Councilmember McCullough to provide an update on modifications made to meeting rules and procedures. The current Chair of the PC, Stewart Summers, will provide the update report to the City Council. Overview of DRB Process and Meeting Procedures, 2014 to Current Over the past year, the DRB has made some subtle modifications to its conduct of meetings and interactions with the applicant, which have been very successful. As an advisory body, the DRB is able to be more flexible in its conduct of meetings. As such, the Board has designed its process to include time to follow-up with the applicant after close of public hearing and during its discussion of the project, to get further clarification or discuss modifications the applicant may be able to make. This has been a useful and effective change in conduct of meetings and has helped improve communication, taking guess -work out of interpreting comments made, and resolve some incidences of frustration felt by applicants. The DRB is also working toward use of electronic media, though a complete conversion to this format for review of details of large projects is not yet seen as practical. The DRB has also faced challenges in obtaining prior review comments using the new electronic audio/video system and loss of paper minutes. However, applicants have experienced fewer return visits to the Design FOR CITY CLERK ONLY File No.: q -.:2 - 3 7 Council Meeting: (� //5 /.;�e 1 S Disposition: Review Board and have been receiving consistency through the process. Members are very experienced, and respect consensus votes or prior approvals when reviewing followup details, even where those details apply to project components they may not have supported as an individual member. Individual design preferences are identified more clearly from those items deemed to warrant further changes. Current DRB Membership Current DRB membership includes: Stewart Summers (Chair), Jeff Kent (Vice -Chair), Bob Huntsberry, Cheryl Lentini, Eric Spielman, and alternate member Serge Fedorov. Chair Summers term was recently extended by the City Council to June 2017. Alternate member Fedorov has elected not to continue membership. This term expires June 23. Staff has not initiated call for applications for re -instatement of the alternate position. The alternate membership is a non-critical, non-voting member unless there is an absence or vacancy on the board. Each member serves two-year terms, with overlapping appointment dates, to allow for gradual transition and continuity during membership changes. The majority of the Board is required to be comprised of design professionals. The current board membership consists of professional architects, and includes one landscape architect (member Kent). The Board Chair and Vice -Chair are selected based on an annual rotation approved by the Board each year, along with its rules and procedures, at its annual meeting. The Board Rules and Procedures, Election of Officers rotation, and current terms are attached. History of Design Review in San Rafael In 1950 the Planning Commission was established. A Zoning Ordinance was adopted in 1951. Design review was also first established in 1951 as Architectural Review. This authority was expanded into other districts in 1960. In 1961 a review board was established to make design recommendations to the Planning Commission. In 1968 a sign ordinance was adopted. In 1969 design criteria were adopted for metal buildings to require woodtone/earthtone colors and minimize reflectivity. In 1972 an Environmental and Design Review Chapter was adopted into the Municipal Code, which provided criteria for architectural review (i.e., current Chapter 14.25). In 1977 the DRB was established as a 3 member advisory board, with appointments made in 1978. In 1984, DRB authority was expanded, and amended again in 1985 to its current primary membership. Additional design policies and criteria were adopted for residential, non-residential and hillside development from 1988 through 1991. In 1994 the DRB process was further refined in consultation with neighborhood and interest groups and the Chamber of Commerce. Concept review was added as for larger projects, and rules of order for conduct of meetings were adopted in 1995. In 1999 the City instituted a Design Award Program to recognize outstanding architectural design (reso 10372). This program has been suspended for the past 8+ years. About 2005 an alternate membership position was added in order to avoid the cancellation of meetings due to any conflicts of interest or absences on the primary 5 member panel. Overview of Recent Projects A copy of the DRB Project Updates is also attached, which covers the most projects reviewed by the Board and that either are pending issuance of building permits or are under construction. FISCAL IMPACT: None OPTIONS: 1) Receive the Update Report 2) Direct Staff to Provide Additional Information, if needed ACTION REQUIRED: None ATTACHMENTS: Attachment A — The Board Rules and Procedures Attachment B ..-. Election of Officers DRB rotation Attachment C — DRB Current terms Attachment D — DRB Project Updates DESIGN REVIEW BOARD RULES OF ORDER As adopted: Jan 6, 2015 1. Authority to Adopt Rules of Order The establishment, organization and membership of the Design Review Board are prescribed by City of San Rafael Municipal Code (City Code), Chapter 25. These Rules of Order are hereby adopted by the Board, as prescribed under City Code Section 14.25.070.I., to ensure conduct of efficient and responsive meetings, and provide guidance to the Board, staff, applicants and the general public as to how business before the Board shall be conducted. 2. Organization and Officers A. ELECTION OF OFFICERS. A Chair and Vice -Chair shall be elected from among the Board's membership at a regular meeting held during the months of November or December. It is intended that the Chair and Vice -Chair shall be rotated among the Board based on tenure, as defined by total years of service. The Board may establish a standing rotation of officers, based on tenure and years between service as Chair and Vice -Chair. The rotation and new officers shall be confirmed by majority vote of the Board at the regular meeting held for election of officers. B. TERMS OF OFFICE. The Chair and Vice -Chair shall serve for a term of one year, beginning the first regular meeting in January. The Vice -Chair shall serve in the absence of the Chair, and generally shall serve as Chair in the following year. C. PRESIDES AND POINTS OF ORDER. The Chair shall preside at all meetings, preserve order, decide all points of order, see that all actions of the Board are properly taken, and assist staff in determining agenda items. The following other duties shall be assigned to the office of the Chair: 1. The Chair, with the concurrence of a majority vote of the Design Review Board, may create such special sub -Committees as it may, from time to time, deem necessary or desirable. 2. The Chair shall sign any formal resolutions or transmittals adopted by the majority of the Board to the Planning Commission and City Council (as needed). 3. The Chair shall represent the Design Review Board before the City Council, if called upon. The Chair may appoint any member to appear on his or her behalf. 4. In the event of absence or disability of the Chair, the Vice -Chair shall preside. In the absence of both, the members shall appoint a chair for that meeting. D. LIAISON TO STAFF. When it is deemed appropriate to do so, the Chair shall appoint one member of the Design Review Board, or a subcommittee of up to two board members, in order to review staff approvals of projects that have been reviewed by the Board or as otherwise requested by the Secretary to the Board. E. VACANCIES. Vacancies of the Board for other than expiration of term will be filled by appointment for the un -expired portion of the term. A permanent vacancy by the Chair or Vice - Chair shall be filled based on tenure or per the approved rotation schedule and confirmed by a Attachment A Board Rules and Procedures J vote of the Board prior to conducting business at the next regular meeting. Officer(s) elected to serve the remainder of a partial term may be re-elected for a full-term the following year. F. ALTERNATE MEMBER. The alternate Board member will receive all staff reports and materials delivered to the Board, and shall sit at the dais with the Board members and Planning Commission Liaison. When the alternate member is not acting as a regular member (i.e., filling a vacancy created due to an absence or abstention of a regular member), the alternate may participate in the discussion to ask questions and make suggestions to the Board for their consideration, but will not vote or provide formal recommendations and his/her comments will not be included in the Boards consensus items. 3. Secretary to the Board The Community Development Director or his/her designee shall be the Secretary of the Design Review Board. The Secretary shall prepare copies of the Design Review Board agenda and deliver the agenda, together with any other reports, materials and communications pertaining to the matters on the agenda, on the Fridays before the scheduled meeting. The Secretary shall attend all meetings of the Design Review Board. The Secretary shall prepare reports and gather such information as may be necessary for the Design Review Board to conduct its business. 4. Design Review Process The Design Review Board offers a two-tiered review process for projects requiring a recommendation from the Board: I.e., an informal Concept Review and a formal Design or Decision Review. The level of review required for a project application shall be as established by the Municipal Code or determined by the Community Development Director. CONCEPTUAL REVIEW The purpose of the conceptual review is to give the applicant an evaluation of the basic design approach proposed for a project. This is typically an informal critique of the project conducted in a workshop format. No consensus vote by the Board is required. The applicant will work with staff to obtain a summary or access to video of the meeting comments. FORMAL DESIGN/DECISION REVIEW The purpose of formal review is to evaluate a completed project application for consistency with applicable criteria and provide a recommended action and conditions to the decision-making body, as required (i.e., Staff, Zoning Administrator, Planning Commission or City Council). 5. Meetings and Agendas A. REGULAR MEETINGS. Regular meetings of the Design Review Board will be held twice per month on Tuesdays following City Council meetings, beginning at 7:00 PM. B. SPECIAL MEETINGS. Special meetings for any purpose may be held on the call of the Chair or of three members of the Design Review Board. Such meetings shall be duly noticed by K the Secretary in accordance with the provisions of City and State law. Such meetings shall be open to the public. C. CONTINUED MEETINGS. In the event the Board wishes to adjourn its meeting or- a hearing to a certain hour on another day, a specified date, time, and place must be set by a majority vote of the members present, prior to the regular motion to adjourn. D. ADJOURNED MEETINGS. The Chair shall adjourn the meeting following the conduct of all business on the agenda. E. PLACE OF MEETINGS. Meetings shall be held in the City Council Chamber or at another public place in the community. F. QUORUM. A quorum of the Design Review Board shall consist of three members. A quorum will be necessary to conduct business. G. MEETING AGENDA. The Secretary shall prepare and deliver an agenda at least five (5) calendar days prior to each Design Review Board meeting. H. AGENDA ORDER. A change in order of the Design Review Board agenda shall be determined by the Secretary and the Chair of the Design Review Board. The listing of matters of business shall normally be in the following order: 1. Call to Order 2. Staff and Board communications 3. Approval of Minutes 4. Consensus Items 5. Old Business 6. New Business 7. Other Board Business 8. Adjournment 6. Voting & Abstention or Disqualification A. MAJORITY VOTE. All official recommendations and decisions by the Board shall require a majority vote of those present at the meeting. B. ABSTENTION/DISQUALIFICATION. An abstention on any vote shall only be allowed for a conflict of interest by a member in accordance with the State Political Reform Act and other applicable state law. A disqualified member shall leave the voting area prior to consideration of the matter. C. CHANGE OF VOTE. A member may change his or her vote after the roll has been completed before the announcement of the result. 7. Conduct of Meetings A. PUBLIC RECOGNIZED. NO person shall be permitted to speak unless recognized by the Chair, who may permit persons to speak on any matter properly before the Board. B. PROCEDURE OF PRESENTATION. Agenda Items before the Design Review Board shall be presented and heard in the following manner: 1. Chair shall announce the agenda item. If a request for continuance is made, a motion may be made and voted to continue the meeting to a date specified or unspecified. Re - notice shall be required if continued to a date unspecified. 2. Presentation by staff; limited to five (5) minutes, and extended at Chair's discretion. 3. Public meeting is opened. 4. Presentation by applicant; limited to ten (10) minutes, and extended at Chair's discretion. The Board may have questions of the applicant regarding the project materials or applicant presentation. 5. Comments from the public, where appropriate; limited to three (3) minutes per speaker, extended at Chair's discretion. If there are numerous speakers, the Chair may request that a spokesperson be selected for the entire group and that comments not be repeated. a. All comments or questions shall be addressed through the Chair. b. The Chair may limit the number of speakers or the time on a particular issue to avoid unnecessary repetitive evidence. c. Irrelevant, defamatory, or disruptive comments will be ruled out of order. 6. Questions from Board members of the applicant, staff, public or other meeting participant, with responses by the appropriate participants. 7. Public meeting is closed. 8. The applicant may provide responses to any concerns or questions raised by the public for benefit of the Board in its deliberation and discussion of the matter. 9. Comments on the project are made by each Board member. The Chair selects a member to comment first, and may elect to be the last to provide comment. a. Comments on conceptual review should focus on the over-all design approach. b. Comments on a formal review requiring a decision by the Board will focus on the recommendation to approve or deny the project and any conditions of approval or design changes which the Board recommends. 10. Followup Discussion. Before the Board concludes its discussion and votes on the project, the following opportunities shall be provided to the applicant and Board: a. The applicant shall be given an opportunity to indicate willingness to make specific changes to the project, or discuss any recommended revisions, or to respond to questions, or to seek further clarification. b. Board members shall have the opportunity to consult with other Board members, staff and meeting participants, to consider whether members wish to revise any comments made based on the discussion, and in order to reach a consensus. 11. Comments or conditions are summarized by the Secretary, and a list of the consensus items is identified. Further discussion with the Board members may occur if needed to finalize the list of consensus items, directed through the Chair. 12. Vote is taken on an action requiring a formal decision or recommendation by the Board. No vote is taken on Concept level review items. 11 C. OBJECTIVITY. Participants, including the public, staff, Board members and applicants, will strive to focus comments on design matters and relate comments to issues of consistency with established design criteria. Comment on individual design "preferences", or the motivation or qualifications of other participants, or land use issues that will be considered by the decision-making authority should be avoided; but recognizing that many issues are based on the professional experience and subjective considerations of the Board members in an effort to provide a better design. As noted above, comments by all participants shall be respectful and in a civil manner. D. DECISIONS / ACTIONS. The Board's comments and/or recommendations shall be recorded as follows: 1. An action requiring a formal decision or recommendation by the Board shall be formulated in a motion and approved by a majority vote of the members present. A motion must be made and seconded, and may be debated prior to call of a vote on the decision. An amended motion shall be affirmed by a second of the amended motion. The vote will result in the following outcomes: a. A motion shall fail due to lack of a second or a majority vote affirming the motion. b. If a positive recommendation is made, this will be transmitted as indicated in Section 8. c. If the Board does not provide a positive recommendation, the applicant may proceed to the decision making body with a negative recommendation or may accept a continuance for redesign to address the comments of the Board. The applicant may re -appear before the Board two times following initial formal review, after which time the Board will make a final positive or negative recommendation unless the Board, applicant and staff agree to further continuances to address outstanding design issues. 2. On Conceptual Review matters or discussion items, a vote and decision on the project is not made. 3. Items listed on consent do not require formal discussion, and may be acted on by motion and vote of a majority of the members present. 8. Transmittal to City Council, Planning Commission and Zoning Administrator Decisions on matters that are being forwarded to the Zoning Administrator, Planning Commission and/or City Council from the Design Review Board shall include the majority recommendation that has been affirmed by a vote of the Design Review Board. 9. Parliamentary Procedure Robert's Rules of Order shall be followed in all cases not in conflict with these rules. 10. Review, Amendment and Suspension of Rules A. No rule of procedure may be suspended except by unanimous vote of those members present. A motion to suspend the rules shall be decided without debate. Inconsistent procedure, 5 without objection, implies suspension. Any member may object to inconsistent procedures and require a return to the adopted rules. B. These Rules and Procedures shall be reviewed at the first meeting of each year to consider any updates and assure consistency with the adopted City design criteria. The rules may be amended at any meeting by a majority vote of the Board provided that each member has received a notice of proposed amendments at least 5 days prior to the meeting. Approved 01106/15 0 Design Review Board 2015 Officer Rotation Schedule (Revised: January 2015) Attachment B Officers Rotation Chair Vice Chair 2015 Summers Kent 2016 Kent Huntsberry 2017 Huntsberry Spielman 2018 Spielman Lentini 2019 Lentini Summers Attachment B Officers Rotation Community Development Department DESIGN REVIEW BOARD MEMBERSHIP MEMBER ADDRESS CONTACT INFO Appointed Expiresm _.... Robert "Bob" J. 27 River Oaks Road . ...... .,�......�............_ 6/2000 6/2004 6/2004 6/2008 6/2008 6/2012 6/2012 6/2016 Jeff Kent 61 Worthington Lane 6/2009 6/2013 26 Alta Vista, SR 94901 6/2013 6/2017 Eric Spielman ............................... _._..... _.... 176 Picnic Ave Cheryl Lentini ............_.._._... ..... ..................... 334 Irwin Street 6/2010 6/2014 6/2016 Stewart Summers ._................ 49 West Crescent Dr ..... .... ...... 7/2011 6/2015 Alternate ...__.___.n.._.._...... __m........_. Serge Fedorov 25 Brentwood Drive Memberships are fixed 4 year terms commencing and ending in June. Reappointment schedule consists of 1 term on the 1 st, 2nd and 3rd years and 2 terms on the 4th year following first appointment. Any vacancies shall be filled for remainder of term(s). The Alternate term renews concurrent with the term of the (first) DRB chair membership; and also serves a 4 year term (i.e., term commencing 6/2007). Attachment C Current Terms DRB Project Updates (as of June 2015) Project Status 110 Loch Lomond Drive mixed use marina, neighborhood commercial and 84 residential unit project Entitlements valid to August 2016. Progressing. Follow-up Review Details in Progress 1144-1148 Mission Avenue three unit condominium project Building permit issued and site work initiated 1203 Lincoln 36 units Valid to August 2015. 1415 Third Street new medical office building Under construction 1515 Lincoln Mews 24 unit residential complex Constructed. Final pending final completion of community room 1867 Lincoln 16 unit apartment complex Under construction 195 N Redwood Marin Covenant Church addition Completed. 21 G Street 8 unit townhouse project Pending Building permits 2500 Fifth Avenue Mount Tamalpais Cemetery master Constructed 3 new crypts; mausoleum paint, landscape & road work due March 2016. Office/chapel not being pursued at this time. 397 Smith Ranch Road new 85,700 sq. ft. rec facility Bridge detail submitted. Grading permit submitted. 400 Smith Ranch Road tree antenna Expired 4230 Redwood Highway vet hospital and kennel addition Under construction. Almost complete. 45 Happy Lane lot split and new hillside residence Pending Building Permits. 524 Mission 15 unit condominium complex Approval valid to July 2016. Revisions submitted and scheduled for review July 2015 5800 Northgate Mall Drive mall renovation and "Home Goods" pad building re -tenanting Completed. Pad 30 on Outdoor Plaza remains vacant 809 B Street multi story 41 unit mixed use project EIR in progress Extenet distributed antenna system network in NSR Encroachment permit EP13-073 issued on 4-2-13 and work completed 700 FBW Sonnen VW Audi Pending Final Whistlestop Project — 930 Tamalpais Pending formal application. Attachment D Project Updates CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. DATE OF MEETING: June 15, 2015 FROM: Kraig Tambornini, Senior Planner DEPARTMENT: Community Development DATE: June 9, 2015 TITLE OF DOCUMENT: Annual Update Presentation from the Design Review Board (DRB) P15-006. Department He (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) NOT APPROVED REMARKS: APPROVED AS TO FORM: City Attorney (signature)