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06-11-2019 City Council Special Joint Strategic Planning MeetingD A CITY COUNCIL SPECIAL JOINT STRATEGIC PLANNING MEETING WITH PLANNING BOARD 300 WEST CROWELL STREET MONROE, NORTH CAROLINA 28112 JUNE 11, 2019 — 4:30 P.M. AGENDA www.monroenc.org Introduction 2. Transform Monroe -Rewrite to Unified Development Ordinance Update City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 267 CITY OF MONROE SPECIAL JOINT STRATEGIC MEETING MONROE CITY COUNCIL PLANNING BOARD JUNE 11, 2019 MINUTES The City Council of the City of Monroe, North Carolina, met in a Special Joint Strategic Meeting with the Planning Board of the City of Monroe, North Carolina located at 300 West Crowell Street in Monroe, North Carolina at 4:41 p.m. on June 11, 2019, with Mayor Bobby Kilgore presiding. City Council Mayor Bobby Kilgore, Mayor Pro Tem Gary Anderson, Council Member Present: Surluta Anthony, Council Member Marion Holloway, Council Member Billy Jordan, Council Member Lynn Keziah, Council Member Franco McGee, City Manager E. L. Faison, City Attorney S. Mujeeb Shah -Khan and City Clerk Bridgette Robinson. City Council None. Absent: Planning Board Chairman Russ Asti, Richard Yercheck, John Ashcraft, John Harris and Present: Renee Hartis. Planning Board Mary Ann Rasberry, Drew Lawrence, Edith Covington, Vickie Greene, Absent: and Michael McCarver. Visitors: Assistant City Manager Brian Borne, Pete Hovanec and Anthony Cicero (Intern), Kimley Horn and Associates: Kelley Klepper, Project Manager and James Ehrmann. Mayor Bobby Kilgore called the City Council Special Joint Strategic Meeting to order. A quorum was present. Due to the lack of quorum, Chairman Russ Asti proceeded with the Agenda for information purposes for those attending. Staff Notes were prepared for information purposes only. Item No. 1. Introduction. Mayor Kilgore started this meeting at 4:41 p.m. He said thank you to the Planning Board and that it is always a great opportunity that we can come together and discuss various things, in particular, the Unified Development Ordinance. Lisa Stiwinter said this is an exciting time in the Planning Department. She said several years ago, planning staff took the initiative to start updating our Land Use Plan and move in a direction to rewrite our Unified Development Ordinance (UDO) and update our Zoning Map. She said if you will recall, in 2018 the City Council did adopt an update to our Land Use Plan and the development City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 268 of our first Transportation Plan. She said the goal there was to clearly identify, describe and depict the growth and development over the next 20 years for the City. Lisa said Monroe's current UDO is dated back to 2003 so it doesn't reflect the best zoning and planning practices or demographic economic trends that have taken place over the years. She said with the update to the Land Use Plan adopted and City changes in demographics and development patterns, we felt it was necessary to rewrite the UDO and update our Zoning Map. She said it is one of the main tools to implement the Land Use Plan and it is the most important tool to respond to the community values, goals, policies and strategies that are outlined in your Land Use Plan. She said some of you may recall that we did brand the Land Use Plan as Forward Monroe. She said the UDO branding is Transform Monroe. She said with the UDO, our goal is to develop a clear and user-friendly ordinance. She said right now it is dated and it's difficult to navigate through for staff, elected officials, as well as developers. Lisa said that planning staff did hire a consultant firm a couple of years ago. She said due to the lack of services we had to search for a new planning firm. She said that we are happy to say that we will be working with Kimley Horn and Associates. She said they are a national planning and engineering firm. She said they did assist the City with the update to our Land Use Plan and the development of our Transportation Plan. Lisa said tonight the purpose of this meeting is to provide an opportunity for planning staff and Kimley Horn and Associates to provide a general status update of where we are in the rewrite of the new ordinance, go over some of the things that need to be changed with the existing ordinance, (400, and provide an overview and discussion of some of the proposed new sections. She said this is an inter -active workshop so feel free to interject and ask questions throughout the presentation. She said everyone was provided with a Transform Monroe Unified Development Ordinance Status Report that was prepared by Kimley Horn [a copy of which is attached to these notes]. Mr. Kelley Klepper, Project Manager, Kimley Horn, came forward and introduced James Ehrmann. He said they are the leads on the update of the UDO. He said Jonathan Whitehurst, who you probably met on the Land Use Plan process, could not be here tonight and sends his apologies. He said he is an integral part of the team as we are going through this process for a couple of different reasons. Jonathan was a key, integral part of the Forward Monroe Land Use Plan/Transportation Plan component so they have that level of continuity going forward with the Code component. He said he has worked with Jonathan for about ten (10) years and he is a good friend of his. He said they have worked together on a number of projects. Mr. Klepper provided everyone with his background as well as Mr. Ehrmann's background. Mr. Klepper said they are going to walk through a few things tonight. He said they want this to be inter -active, they want everyone to ask questions, stop them at any point and make comments. Mr. Klepper said they are going to go through an update of where we are, what they did as part of the existing Code analysis, and some ideas and concepts behind the proposed Code. He said they �r are going to talk about what they call our Traditional Districts, show you some definitions and standards as an idea of where they are going with this, and also identify some Mixed -Use Districts. City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 269 Item No. 2. Transform Monroe — Rewrite to Unified Development Ordinance Update. Mr. (, Klepper said when Lisa asked them to look at Monroe's Code, they started looking at the Code in typical planner fashion. He started making comments off to the side and this is before he went back and reread the Land Use Plan. He said everything they are trying to do and everything we will be talking about ties into the Land Use Plan. He said the Land Use Plan is the legal basis for the Code. Mr. Klepper said Land Use, Development Form and Process(es) are all tied to the Code and the Land Use Plan. He said the Land Use Plan talks about the land use components, where we want to do certain things, what type of development form and function and the densities. He said these are all tied to the Code. He said the Development Form then gets implemented. He said this Plan, especially chapter 3 and some of the other chapters, actually say where you would like to see residential, mixed-use areas, etc., so you are trying to lay out the Development Form. He said this is implemented through the Code, whether it is a traditional zoning district or a mixed-use zoning district. He said parking standards, setbacks, landscape and buffers, and Process(es) are tied to the Land Use Plan. Mr. Klepper said they wanted to build off of Forward Monroe so that the residents, the citizens and the groups that are coming in know that this second stage of the process is specifically tied back to the Land Use Plan. He said they kept the colors, logo, and a lot of the same type of information. He said it is the logical next step. He said they are looking to implement that vision at this point. (OA�Mr. Klepper said they have also established a website. He said all the presentation, all materials and information reviewed by these groups will be on the website so that the residents can keep track of what is going on if they cannot make a meeting. Mr. James Ehrmann came forward to continue the presentation and said the purpose of this is to start to implement the Forward Monroe Plan. He presented a general status update on the existing UDO page layout and the proposed UDO outline consolidating and making sure it is consistent with the Land Use Plan and also taking what they have learned as consultants. Mr. Ehrmann said they are working with Existing Code Analysis, what it looks like now and what the staff is working with. He said as Lisa stated, it was created in 2003 and since then has been amended and patched together over time. He said this is not uncommon for these types of documents with new situations arising, new challenges needed to be met. He said with a complex plan like a Land Use Plan or UDO, it does create a scattered effect of the Code. He said things are put in certain places and it becomes a lot more difficult to read. He said they will be proposing a consolidation of all the different areas into something that makes a lot more sense. He said it would be more user-friendly for citizens, professional developers and staff as well. He said this is their intent as they start to go through and clean up and consolidate. Mr. Ehrmann said currently there are a few different zoning districts and they range from residential, based upon lot sizes, to multi -family, and to the traditional type of commercial development that you might see throughout the City. He said what has happened since the adoption of the UDO is that a reliance on conditional districts has started to rise. He said in talking with City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 270 staff, it is an opportunity to look at whether we think it is something that is the most opportune or the best way of doing it, or is it an opportunity to strengthen the Code itself so that we don't have („ to rely so much on these conditional districts. He said this is a discussion we will have to have moving forward. He said if the Code itself is strong and makes sense, what it does is remove that kind of guess work from a developer standpoint or citizen standpoint. Lisa Stiwinter asked Mr. Ehrmann to clarify a little more of why conditional districts can be problematic. She said if you have a lot of projects or development that require to go through conditional district rezonings, which are site specific rezonings, it can become a deterrent for development. She said it is not developer -friendly. She said what it is truly doing is that each conditional district is creating its own ordinance. She said it can be a specific conditional district as small as a parking lot expansion but it is outlined in its own ordinance requirements. She said not only is it not as developer -friendly but it also relies that staff has over 100 conditional district that we are technically supposed to keep track of and enforcing if they are not abiding by the requirements. She said that is a lot of zoning districts on the book with different requirements for each one. She said what we will try to do is limit those and make it more developer -friendly by placing more requirements in the actual ordinance itself. Mr. Klepper said in Knoxville, TN, they had a very similar type of setup and it became very unwieldy to say the least because the database they had to maintain for each of those developments. He said it often happens where someone has to come into the office so the planner can confirm where he lives and the requirements. Also, he said also the planner may give the requirements for the conditional district across the street. He said they are not saying to get rid of conditional districts because there are unique circumstances but where you have a parking lot expansion that becomes a conditional district, that is probably on the extreme side of things. He said for some of the larger scale developments it may be appropriate. He said that staff was asked to give them a list of all the conditional districts. He said there were detailed spreadsheets. He asked how they maintained this and what if the Code changes. He asked what happens if the conditions change. He said the complexity starts to come into play at this point. Council Member Jordan asked Lisa if the General Assembly has been involved in any of this yet. Lisa said the City Attorney can correct her but she hasn't heard anything regarding conditional districts. She said there is one benefit in that it is a way for staff and the elected official to impose conditional conditions. Council Member Jordan said the General Assembly has grown very sensitive to the hurdles cities have put on developers and he was wondering if this might actually face General Assembly scrutiny. Mujeeb Shah -Khan, City Attorney, said the fair way of putting it is anything the City does may face General Assembly scrutiny at any time. He said what they are currently concerned about is an attempt to completely modify planning and development statutes so we are seeing what they are trying to do but they haven't taken action on this necessarily yet. He said it continues to be an issue. He said there is nothing that says right now they are going to prohibit us from imposing conditional districts or overlay districts; however, any time that we put in something that is seen as impeding a developer's ability to do something they wish to do or a homeowner's ability to build, there is always a possibility. Council Member Surluta Anthony asked Lisa how does Sutherland Avenue and Concord Avenue relate to each other. She asked if they are special districts. Lisa said they are special overlay City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 271 districts so they are districts that overlay the base district that has specific uses and standards just for that area. Mr. Klepper said when things start going at the State level, things start getting really complicated for a lot of us, especially local government. Mr. Ehrmann reviewed the existing traditional zoning districts analysis that they performed. He said as it stands right now, the Code doesn't necessarily unify everything into one (1) graph like this. He said the standards that they set are kind of scattered throughout, different setbacks mentioned, different heights mentioned, etc. He said this is what they see a lot of communities striving to do ---creating a table where it is very easy to see if I'm a developer. He said I would be able to jump in and see setbacks, lot areas, lot coverage and items that are really crucial for them to make decisions about where they want to invest and develop. Mr. Ehrmann said the current Code does include a Use Table. He said it defines uses on the left, saying what type of land uses they might be, i.e., residential dwelling units or commercial buildings. He said it shows where these particular uses are allowed in the current zoning districts. He said this is something a lot of communities do so they thought it was something that would be wise to carry over and implement in Transform Monroe, making sure that we go back to that Forward Monroe document so that the uses line up with the priority uses that were identified in that document as well. Mr. Klepper discussed commercial design standards and the pictures that are in the current UDO that do not depict what the Code will allow. He said good planning is not regulated unless it is in the code. Mujeeb Shah -Khan said he wanted to follow-up on Council Member Jordan's question. He said you may recall that we sent an e-mail earlier this year about Senate Bill 355. He said it does have an impact on conditional district zoning. He said this is on hold now but may cross over in the Senate but before further action is taken there will be further discussion. He said all this means that the bill has passed one house and it may go nowhere the rest of this year. He said it may return next year. He said what we can say is that developers have even come to the folks at the General Assembly and said "We understand you mean well, but your bill will actually impact negatively how we do our work." He said conditional district zoning has been a part of it, but it is on hold. He said SB 355 is an issue that we have raised and continue to raise, but because of where the General Assembly is in terms of budget issues, settling that, and getting things done before the fiscal year. Mr. Klepper talked about the proposed UDO Code and how they really need to do an overhaul of the Code. He said there are pieces in the present Code that are salvageable, but for the basic format and basic approach they will have to start from scratch. He asked how Codes impact our built form and what we are doing as a community. He asked what happens if we don't read the Code correctly or if we don't test the Code. He said if you are reading the Code how do you know where you can put a buffer, where can you put your parking lot, and where can certain things be located. He said the Code that we are going to be working with staff on will not be borrowed from another City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 272 community. He said they are going to test it with staff and people from other office that do not understand the Code. He said we need to know if the Code will work. Mr. Ehrmann said it was summarized what is not working in the Code and where do we want to go, and where do we want to implement all the hard work the community went through in Forward Monroe. He said we want to update, streamline and reorganize the Code. He said it should make sense so anyone can pick it up and read it and understand it. He said stronger code can promote and regulate growth and also provide for predictability. He said they want to ensure that the Code that they develop will come up with the forms that we are writing the Code for. He said we definitely do not want different buildings where they should not be. He said it is also an opportunity for changes and updates in areas where the current ordinance has difficulties or weaknesses. He said maybe we are not seeing things in the community that we want to be seeing, maybe the buffering isn't what we want to see, and maybe parking is not what we want to see. He said there are a lot of different aspects that go into making up the Code. He said that is an opportunity to go through this and come up with different techniques and different ways to accomplish those goals. Mr. Ehrmann said what we have so far in the proposed UDO Code would be Traditional Districts on the left. He said this equates to the different districts that we see now (R-40, R-20, R-10) recognizing them as low, medium and high density, providing some assurances for what type of density or intensity you would see in those residential districts. He said Business Districts, which would range from Office/Medical, which would be in the Code now as Office Transitional, all the way down to the Commercial Districts, and possibly allowing for smaller scale commercial development or some sort of commercial neighborhood district as well as general commercial and a planned commerce district as well. Mr. Ehrmann said also in discussing with staff, they saw some opportunity in the Industrial Districts where maybe there are some more heavy industrial type uses that do not make sense whereas a light industrial use might make sense. Mr. Ehrmann said as something new and recognized in the Forward Monroe document, there were portions of the City that were recognized as having the potential to develop mixed-use area. He said these are recognized as "nodes" on the future Land Use Map. He said these districts would become zoning districts that allow for a mixture of uses. He said it would be something that they see a lot in the marketplace in today's world, mixing those residential commercial uses, creating a vibrant kind of living, dynamic area. He said this is something that they are going through in different parts of the City. Lisa said what staff is challenged is with the following: • We currently do not have any mixed-use districts so the Downtown Master Plan that was adopted many years ago calls for a land use vision of mixed-use within our Downtown. She said we do not have a district or ordinance that implements that vision. • Another challenge that we have is within our Commercial Districts. She said we have the Office Transition District and we have the General Commercial District, but we do not have anything that is like a neighborhood -type commercial district. She said we currently have City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 273 one Industrial District. She said there are different forms of Industrial. She said we have Light Industrial and Logistics and Manufacturing. Lisa said it is very difficult to develop new districts at a staff level because every section within the ordinance is tied to your districts. She said over the years, we were not able to do a whole overhaul of our ordinance with limited staff. She said it has been a challenge over the years and we are really excited just to have new districts. Mr. Klepper said this will become your Code and one size does not fit all when it comes to Code. He said what they do here does not have to be the same as what is done in Stallings or Matthews. He said your Code should be the way you want to define certain things. Mr. Ehrmann said as part of that discussion with the Use Tables, what we are proposing is more or less a hybrid -based approach. He said there would be Traditional Districts where we see those separation of uses, but we will also have the Mixed -Use Districts which would allow for a mixture of different residential and commercial uses that would make sense. He said what they have done is taken a lot of the old definitions throughout the Code, whether it be things like commercial shops or professional services, and updated those definitions to make sense in today's marketplace and today's community. He said looking at the proposed table would make it a lot easier for someone to be able to see, really quickly, anything that they can do in a district. Mr. Ehrmann said they worked with staff on creating definable land uses and also making sure that those definable land uses have characteristics, accessory uses, exceptions and examples and (awoe new standards attached with them. He said it makes it a lot easier for staff and for the reader to understand exactly what they are looking at. He said, for example, a convenience shop. He asked what type of characteristics define a convenience shop, what are the typical accessory uses you might see, and where are some examples of a convenience shop. He said you would be surprised that something that seems like it makes so much sense to you, may not make so much sense to someone else. He said they also thought it prudent to include exceptions. He said maybe a gas station is not a convenience shop. Mr. Ehrmann said in these portions of the Code we can also craft the use standards. He said if there are additional standards attached to that use we can include all information. He said, for example, for a gas station you may want the gas pumps a certain distance from the property line. He said maybe you do not want them next to a residential house district. He said a developer can say "here is where I am looking, this is where I can do it, and here are all my attached uses to that use that I am thinking about doing." He said it takes that guesswork out. Mr. Ehrmann said one of the discussion points throughout the update is the concept of parking. He said with parking, the challenge is you do not necessarily, depending on a community's desire, want an entire black sea of asphalt where you can park cars all day. He said this may not be the best use of the land. He said maybe you would like to see more buildings and less parking lots. He said maybe your community has a real issue with parking. He said maybe you do not have enough parking available. He said maybe you would like to see more on -street parking. He said maybe you would like to see more parking for specific uses, i.e., a popular restaurant, a barber City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 274 shop. He said those types of uses are notorious for the over-parked/under-parked. He said it is a good opportunity to visit parking and take a good look at this time. cMr. Ehrmann said they thought a good solution was to use the same uses that we have in the Use Table and we would require a minimum required parking and a maximum required parking. He said this would achieve two (2) things: (a) we are making sure there is enough parking as a base standard for these uses and making sure that we will not have people parking up and down residential streets for a popular restaurant, and (b) it allows the maximum to be established. He said a developer can be told that this is what various professional parking standards have established. He said if a developer comes in for a unique situation where they may have a unique use or property, we would still allow them to come in with some sort of design alternative or alternative parking plan and work with staff. Mr. Klepper said the reason they started looking at some of the minimums and maximums of many Codes they are working with now is because we realized that one size does not fit all. He said you cannot say there needs to be this setback, this maximum height or this number of parking spaces. He said, for example, that McDonald's is completely different than a Chik-Fil-A but most Codes treat them exactly the same when it comes to parking. Mr. Klepper said some of the biggest challenges they have when doing Code is parking and signage. Keri Mendler said when you put a maximum on parking it can potentially help with stormwater (40W, because obviously you are reducing your impervious. She said that is always a plus as well especially with as much development that's going on in the City. Mr. Ehrmann said getting the right fit regarding parking requirements is something they see in a lot of communities. He said this is something they will continue to work with staff on. Mr. Ehrmann said another thing they see often in Codes that is difficult to achieve is the concept of landscaping buffer. He said there are a lot of techniques you can use to achieve buffering and landscaping that you want to see in your community. He said it definitely helps beautify the community, helps provide privacy and helps mitigate any types of incompatibilities. He said this („ is something that is important to have codified right in the Code itself. He said there are a couple of techniques such as creating a matrix to say that we believe these districts are compatible next to one another. He said something like a house and a factory would be most incompatible. He said using that as a basis you can come up with different techniques to really just help provide for instances where there might be incompatibilities or where there might be needed trees, landscaping, parking or anything like that. Mr. Ehrmann said the next topic is signage. He asked how do we define it, how do we plan for it and how do we allow for it in ways that are okay with our community. He said one of the ways that we do this is coming up with standardized images that show exactly what we are thinking about. He said there are different ways you can make sense and provide an easy, graphical way. He said they wanted to highlight this as a method of understanding the signage ordinance. City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 275 Mr. Klepper explained the Reed v. Town of Gilbert case in Arizona which went before the Supreme Court. He said the Town was regulating certain types of signs for churches vs. other types of businesses. He said the Town told the church that they can only put their signs up certain times of day and at certain locations. He said the church said it was singled out. He said the Town said no, we did not, it is our sign ordinance. He said the Supreme Court came back and said to the Town that it cannot differentiate between those types of signs and you cannot talk about the content of the signs. He said the Supreme Court said they could talk about the location, the size, what it looks like, but you cannot get into whether it is church, school, real estate or political sign. He said there are a lot of communities that redid their sign code and stripped it out to the bare bone basics. Mr. Klepper said we will talk about the type of sign, where it can be placed, what are the dimensions and the number of signs that can be structured and developed on that property. He said that is where they basically leave it. He said they defined different types of signs, whether it be a wall sign, a projecting sign, a sandwich board, and that is the extent. He said we stop right there. Mr. Klepper said they are at the point where they would rather work on cell towers than signs. Mujeeb Shah -Khan said the key is for Council that content -based regulations are always problematic and that is what came up in Reed vs. Town of Gilbert. He said your time, place, and manner restrictions are fine as long as your content is neutral. He said content -based is where the problem is and there it was purely seen as content -based and even though there was a governmental interest, it wasn't so narrowly tailored where they could not survive that whole scrutiny. He said it is one of those things we try to avoid in our regulations. Mr. Klepper said there will be creation of new mixed-use districts, which he explained. He said it is not really new because it was introduced in both your Downtown Master Plan as well as Forward Monroe. He said they took the first initial step and said to staff, based on the plans that you have, whether it is the Land Use Plan or the Downtown Master Plan, this is what we are seeing from Downtown, Community Corridor, Regional Corridor and the Medical District. He said using the same formats that we have from the Land Use Table so that it is consistent from the Traditional Districts and the Mixed -Use Districts. He said literally you would see the exact same listing all the way through. He said this is going to be refined quite a bit in working with staff to make sure they are comfortable before we ride this out much further. Mr. Klepper said one of the last things they do before the end of this project is they create a brand new zoning map for the City. He said part of this is GIS -based or parcel based. He said if somebody calls Doug and says they have property at a certain location, everything will pop up at that point. He said there will be a series of public hearings and public processes that have to occur as part of this. He said they will be affecting people's property and everyone has to be made aware of this through the notification process. Mr. Klepper talked about development standards in zoning districts such as building heights, habitable vs. non -habitable, architectural features, clear definitions and delineations. City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 276 Mr. Klepper said they have started to identify how some of this can lay out. He said they have taken the development standards that are scattered throughout and using the same line of logic as far as the Traditional Districts and the same with the Mixed -Use Districts. He said everything will be in a table so that everything you want to know is right there. He said if you are in the Downtown Central district you would know that there are three -stories by right and four -stories by special exception or some other process. He said the minimum and maximum that the building needs to be adjacent to the sidewalk has been identified. He said the size of the lot, how much building can cover that lot, all the way through to where the parking should be are included. He said historic building and reuse, all the way through including some of the design and architectural features, are included as well. He said you can find everything you need to know instead of looking at eight (8) different chapters. Mr. Klepper said they still need to work with staff on numbers. He said they did go through the Google Tour, looking at property information as well as the walking tour that Google lets you do. He said they started doing some of the measurements to see where do some of the buildings currently fall if they were to code based off of existing components right now. He said you would be surprised at the proximity of the buildings. He said a lot of them are right there on the street. Mr. Klepper said part of their project is to create a desk reference or a user's guide. He said someone can actually find, if they are in a Traditional District, the four steps to build a brand new building. He said the same thing would be under the mixed-use areas. He said each district will actually get its own individual page and can be used as a primer for the new districts. He said this is something staff can have at their disposal. He said it can be put on the website or be printed and handed out. (400, Mr. Ehrmann said in conclusion, Transform Monroe is really the next evolution of the Forward Monroe document. He said they are aiming for a streamlined, easy to ready Code for staff, developers and citizens, so that they can understand what exactly is happening in their community. He said where are things going to end up, how is this street going to look, what is this neighborhood going to look like ---that is really the intent of this Code. He said it is to provide ease of use, taking the guessing out of the equation and providing for the development. Mr. Klepper reminded everyone that this is on the website. He said there is information that is going to be added. He asked if there were any questions. Council Member Surluta Anthony asked if each mixed-use community will have their own set of standards to develop. Mr. Klepper said yes. Lisa Stiwinter said to keep in mind as we get further along that it probably won't bring every ordinance section through the process. She said main sections will be brought through the process for review, comment, and at the end, final adoption. Council Member Surluta Anthony asked if the Code changes and there are some areas that may not fit the Code, will they be grandfathered in. Mujeeb Shah -Khan said yes, but there may be 4 certain restrictions that say non -conforming uses may not be expanded. City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 277 John Ashcraft said his only comment was, based on what was shown, that what we are going to come out with at the end is something far more simplistic than what we have right now. He said one of the biggest developer complaints is that it is a pain to work through Monroe's existing process. He said this will make it user-friendly. He said the graphics and spreadsheets tell it all. He said the little booklet, if it is published, will make it easier. Russ Asti said it is important that this will be more simplistic, but there needs to be a certain amount of clarity in making sure that it is not ambiguous. He said he tells his clients when building a house that there are three (3) sets of building plans. He said that they are all on the same paper. He said there is one that the contractor looks at, one that the buyer has and one that the lender looks at. He said they may all look at the plans differently. Mr. Asti said it is the same thing here. He said a builder might come in and read something one way, staff may read it another way, Council may read it another way and it just needs to have that clarity. He said, for example, when you say single-family is limited to one (1) family, how do you define family. He said is it just immediate family or cousins. He said there can be 50 people in one house because they are all related. Mr. Klepper said there are actually some State definitions on family that we have to work within. Mr. Asti said the simplicity aspect is to be lauded, provided there is the clarity. Richard Yercheck said he likes the idea of scrapping and starting over. He asked what the time line looks like. Mr. Klepper said per their contract, they actually have an end date for the Code as well as the Map. Lisa said it is June 2020. Mr. Klepper said we are right at the year mark to get (6W.'this done but their goal is to get it done quicker so that they can roll it out and test it. He said they realize the public process, especially from the Planning Board to the City, will take a little bit of time. He said they've got that built in. Richard Yercheck asked what their batting average is on coming in on time or early. Mr. Klepper said it depends on how good the comments are coming back from staff. Lisa said we did have a few delays. She said in order to start the ordinance update, we had to get further along with the Land Use Plan. She said you really can't update your ordinance without knowing what your vision was. She said we did have a previous consultant and we took him off of the project to work on the Concord Avenue Overlay District because they had that plan adopted. She said there were issues of timing and being able to retrieve documents out of the previous consultant. She apologized for the delays and said hopefully we are back on schedule. She said we have these great guys to work with. Mr. Klepper said to Lisa that she really has a staff that cares. He said you have a staff that is passionate about the community which they work and live. He said at the same time, his job is to make sure Lisa, Doug and Keri look good to everybody. He said if we fail, she fails, and that is not their intent. Mr. Klepper said they are pretty far down the road with a lot of these general concepts and they have been working with staff. He said they have regularly scheduled conference calls. He said we send them information and they provide their comments back. He said they turn things around City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 278 pretty quickly on both sides. He said Lisa has a small staff and is trying to pull double -duty to say the least. He said it makes their job much more difficult. Council Member Surluta Anthony asked if there will be another planned presentation. Mr. Klepper said yes once they get a little bit further into this. He said he would assume it would be the end of summer with some of the bigger components at this point. Mr. Klepper asked if there were any more questions. There were none. Lisa thanked everyone for taking time out of their busy schedules to come to this meeting. She said this is an important document for planning staff. She said we needed this for quite some time. She said hopefully we are moving along and will try to get this done as quickly as possible. Mayor Kilgore asked if there were any comments from Council. Council Member Marion Holloway asked if this would interface with the new permitting program. Lisa said yes, any process, rezoning, special use permit or any project that staff will be processing will go to our software. She said it will be reflective of the ordinance. Richard Yercheck asked when all this is done and everything is simplified, will anybody or a business in one of the new, reshaped districts be able to come back to the process and update a sign, change a sign or do something and would it be at low or no cost to them. Lisa said no, we cannot waive fees. (480., Mayor Kilgore thanked everyone that is here tonight. He thanked Planning Board Members for what they do for the City. IM There being no further business, Council Member Anthony moved to adjourn the City Council Special Strategic Meeting with the Planning Board of June 11, 2019 at 5:59 p.m. Council Member Holloway seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Jordan, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore NAYS: None Minutes transcribed by Administrative Assistant II Maryann Brown City Council Special Joint Strategic Planning Meeting June 11, 2019 Page 279