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HomeMy WebLinkAboutDRB 2014-02-04 #4/� Community Development Department 'U MEMORANDUM DATE: February 4, 2014 TO: Design ReviewBoard FROM: Kraig Tamborni�,'�nior Planner SUBJECT: Agenda Item 40ficers Annual Meeting 1. Election of for 2014 2. Review Rules and Procedures 3. Review Meeting Protocols Election of Officers According to the Design Review Board Rules of Order, officers must be approved by election of the members for the next Calendar year. Since 2004 the Board has elected officers following a rotation schedule generally set based on member's length of service. Staff recommends that the Design Review Board consider the attached officer rotation and elect new officers for 2014. New officer terms would take effect at the next upcoming meeting. Review of Rules and Procedures & Meeting Protocols An opportunity is provided for the Board and staff to discuss its rules and procedures and meeting protocols, and suggest any changes. Attachments (3) Design Review Board 2014 Officer Rotation Schedule (Revised: December 2014) Chair Vice Chair 2014 Lentini Summers 2015 Summers Kent 2016 Kent Huntsberry 2017 Huntsberry Spielman 2018 Spielman Lentini DESIGN REVIEW BOARD RULES OF ORDER Adopted by the Board June 16, 2009 1. Authority 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. 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 all resolutions and transmittals to the Planning Commission and City Council. 3. The Chair shall represent the Design Review Board before the City Council. 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. The Chair shall appoint one member of the Design Review Board to review staff approvals, where appropriate, or where directed by 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 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 A. The Planning Director or his or her designee shall be the Secretary of the Design Review Board. B. 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. C. The Secretary shall attend all meetings of the Design Review Board. D. 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 A. The Design Review Board shall offer a two-tiered review process to applicants requiring a recommendation from the Board: Concept Review and Decision Review. The level of review required for a project application shall be determined by the Planning Director. 1. Concept Tier. The purpose of the Conceptual Review is to give the applicant an evaluation of the basic design approach proposed for a project. The nature of Conceptual Review is an informal critique conducted in a workshop format. The Board will identify relevant issues as to the appropriateness of the conceptual design and its compliance with design review criteria and guidelines. The Board's comments will be recorded in the meeting minutes. 2. Decision Tier. The purpose of Decision Review is to analyze a completed. Review project application and develop a recommended action and conditions to the Zoning Administrator, Planning Commission or City Council. A positive recommendation will depend on how well the project designer develops the conceptual design, how well the project design complies with design review criteria and guidelines, and whether the details are successfully integrated to support the overall concept. 2 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 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 A eg nda. The Secretary shall prepare and deliver an agenda at least five (6) 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 be in the following order: 1. Call to Order 2. Staff and Board communications 3. Approval of Minutes 4. Old Business 5. New Business 6. Other Board Business 7. Adjournment 6. Voting 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. 3 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 hearing 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 hearing is opened. 4. Presentation by applicant; limited to ten (10) minutes, and extended at Chair's discretion. 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, with responses by the appropriate participants. 7. Public hearing is closed. 8. Comments made by Board members. 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 decision review will focus on the recommendation to approve or deny the project and any conditions of approval or design changes which the Board recommends. 9. At Chairs discretion, an opportunity may be provided for the following: a. To obtain clarification from staff. b. To allow each Board member to review and revise their comments based upon the discussion and reach a consensus c. To allow the applicant to agree to revisions or provide clarifications responding to comments made. 10. Comments are summarized by Secretary. 11. Vote is taken on Decision Review items. No vote is taken on Concept Review items. rd C. Objectivity. Participants, including the public, staff, Board members and applicants, will focus comments on design issues and avoid subjective comments on issues such as taste, the motivation or qualifications of other participants, or land use issues that will be considered by the decision-making authority. D. Decision. The Board's recommendation shall be formulated in a motion and approved by majority vote of the members present. 1. A motion on a Decision Review shall 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. A motion shall fail due to lack of a second or majority vote affirming the motion. 2. On Conceptual Review matters, a vote and decision on the project is not made. The Board's specific comments should be forwarded to the applicant in a concise manner by the Secretary, so the applicant can respond to those comments in further application submittals. 8. Transmittal to City Council, Planning Commission and Zoning Administrator A. Matters transmitted to the Zoning Administrator, Planning Commission and/or City Council from the Design Review Board shall include the majority recommendation of the Design Review Board. The minutes of the item shall be included with all transmittals to the City Council and Planning Commission. 9. Parliamentary Procedure A. 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, 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. 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 06/16/09 5 DESIGN REVIEW BOARD Meeting Protocol and Tips for Effective Public Meetings What is the Design Review Board? The Design Review Board (DRB) is composed of five (5) regular members and one (1) alternate member who are residents of the City of San Rafael residents appointed by the City Council for four-year terms. The DRB members serve as volunteers and the board must include at least two licensed architects or building designers, one landscape architect, at least one member with experience as an urban designer. The DRB is an advisory body to the City for the purpose of reviewing and formulating recommendations on all design matters for new construction, additions or renovations. The DRB provides professional design analysis, evaluation and judgment as to the completeness, competence and appropriateness of development proposals for their use and setting and to recommend approval, approval with conditions, redesign or denial based on design standards adopted by the City Council. The DRB's role as an advisory body means that they make their recommendations on design matters to the City staff, Planning Commission or City Council. A positive recommendation from the DRB is typically required in order for a project to be recommended for approval to the decision-making authority. The DRB regularly meets on the first and third Tuesdays of each month at 7:00 p.m. in the City Council Chambers. The DRB meets the same week as the City Council. Thus, if the first week of the month begins on a Tuesday, then the Board would meet the following week, the day after the first City Council meeting. Conduct of the Hearing ■ A Quorum of three (3) DRB members (or two (2) regular members and the alternate member) is required in order for the DRB to conduct a meeting. The following outlines the process for conduct of a public hearing: Staff provides a written and oral report, summarizing the application and significant issues and answering questions from the Commission. ■ The Chair opens the public meeting. To provide sufficient time for all agenda items and to allow time for DRB deliberation, time limits will be imposed on all speakers. ■ The Applicant makes a presentation, limited to 10 minutes, highlighting design aspects of the proposal, response to staff or public concerns, or changes made to the project. ■ The Chair will then call on members of the public requesting to speak. Representatives of community groups will typically be allowed up to 5 minutes. and individuals 3 minutes to provide oral testimony. ■ After all members of the public have had an opportunity to speak once, the Chair will close the public meeting. ■ The DRB may ask questions of staff, technical experts, the applicant, the appellant or others. ■ The DRB will then deliberate and reach a decision/recommendation, which could be: ✓ Recommend approval or denial of the application, or ✓ Continuance of the item to a future agenda, usually for more information or project revisions to address their recommendation. Tips for Participating in Effective Public Meetings at the Design Review Board Purpose: The purpose of the public meeting is to provide important information to the public and to members of the DRB Commission to assist them in their review and recommendation on design matters. Public meetings are not intended to be demonstrations or popularity contests. All participants are expected to conduct themselves in a civil and respectful manner. Applicant's Presentations: Be prepared, succinct and to the point and focus on design matters, including the development of the proposed design and design details. Submit written and graphic material in complete form in WACD - Previous Resource\Planning\Design Review Board\DRB Meeting Protocol handout.doc Last Updated: 03/20/13 time to be reviewed and included in the staff report. In oral presentations, limit the presentation to provide new information beyond that previously submitted in writing or to highlight the most important features of your application. Identify changes made to the project to respond to public or staff concerns or disagreements with the staff recommendation or proposed conditions of approval. Public Presentations: Be prepared, succinct and to the point and focus on design relate matters. The land use matter and other non design matter will be considered by the staff, Planning Commission or City Council. Submit written and graphic material in complete form in time to be reviewed and included in the staff report. If you have sent the DRB a letter or e-mail, do not repeat the information or opinions in oral testimony. If another member of the public has made the same point you intended to, you need not repeat it, or may just state, when called to the podium, that you agree with the previous speaker. Rules of Decorum ■ Turn off cell phones, pagers or other electronic devices. ■ Address the DRB with all testimony. Address any questions through the Chair. Do not address the applicant, members of the public or staff. ■ Wait to be recognized by the Chair before speaking. After speaking, please write down your name and contact information in the logbook to help assure accuracy in the meeting minutes. ■ Be succinct, stay on topic and remain focused on the salient issues. ■ Address issues, not individuals. ■ Agree or disagree respectfully. Please, no applause, or booing or personal attacks. Support or oppose an applicant or appellant with respect and decorum. ■ Please take personal discussions out of the chambers and into the lobby so as not to disturb others or disrupt the public hearing. At the conclusion of your item, please exit the chambers so other agenda items may be dealt with, without distraction. Submittals to the Design Review Board ■ The DRB strongly encourages and appreciates the submittal of written information prior to the meeting date rather than at the hearing. Letters and e-mails received by the project planner or the DRB Secretary or planner by noon on Fridays prior to the meeting date will be delivered to the DRB as part of their packets. Material provided by noon on Mondays prior to the meeting date will be faxed to DRB if under six pages. Material submitted at the hearing may not be adequately considered by the DRB. ■ Requests to meet with DRB should be provided to staff, who will forward the request to the DRB member(s). ■ All correspondence to the DRB should be submitted to the Planning Division, who will in turn keep copies for the file and distribute to the DRB. Availability of Staff Reports ■ Staff reports are sent to the DRB on Friday afternoon prior to a meeting. Copies of reports may be obtained after 3:00 p.m. at the Planning Division, 3`a floor of City Hall, 1400 Fifth Avenue, or can be viewed on-line at: http://www.ciiyofsanrafael.org/meetings and then clicking on the agenda for the appropriate DRB meeting. Once the agenda is open, you can click on the appropriate link for the project you are interested in. WACD - Previous Resource\Planning\Design Review Board\DRB Meeting Protocol handout.doc Last Updated: 03/20/13