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01-22-03 Town Council Minutes Joint Town Council and Planning Commission Resort Tours Meeting Minutes January 22, 2003 Mayor T. Michael Manchester called to order the Joint Planning Commission and the Snowmass Village Town Council Meeting on January 22, 2003 at 2:05 p.m. Item No. 1: ROLL CALL COUNCIL MEMBERS PRESENT: Mayor T. Michael Manchester, Douglas Mercatoris, Richard Virtue, Bill Boineau and Arnold Mordkin PLANNING COMMISSION PRESENT: Mark Stout, George Huggins, Bob Friedstein, Don Crouch, John Wilkinson, Doug Faurer, Jim Gustafson STAFF PRESENT: Mike Segrest, Town Manager; Carey Shanks, Assistant to the Town Manager; Chris Conrad, Planning Director PUBLIC PRESENT: Catherine Lutz Mayor Manchester opened the meeting by listing the topics for discussion. Manchester questioned how the Land Use Process could be improved and respective roles of the Town Council and Planning Commission be clarified to minimize duplication of effort between Planning Commission and Town Council. Identify and segregate various elements of the development when and where appropriate. Strive for a more disciplined approach to handling meetings and develop policies to better control yet fairly provide for the public input portion of the meeting, i.e. establish ground rules, limit comments to the end or after each topic has been discussed. Staff is encouraged to keep the Planning Commission focused and on-point. Planning Commission and Town Council should make it clear to staff whether comments, opinions or recommendations given by any individual member is a personal or consensus opinion. Both should strive to reach decision points, establish the precise recommendation, finding or condition and then move on. For Planning Commission: If the straw vote is a close call it is OK to state the minority opinion. 01-22-03tcjtpc Page 2 Staff should be more aggressive at ferreting out the “hidden issues” and in addressing controversial matters (be blunt if necessary). Avoid reiterating information provided in the packet. The Planning Commission is good at site planning and architectural issues relating to mass and scale – it is unfair and not productive to expect them to address policy issues the Council must decide. Make public notices more topical so that people know at which meeting their topic of interest will be discussed. Legal notice vs. public notice: maybe the Town needs to publish more “agenda topics” type notices in addition to the legal notice required by code. Staff should administratively resolve issues beforehand and then specify areas of agreement or disagreement between staff and applicant. Planning Commission and Town Council should then focus upon areas of disagreement. More formality may be appropriate when the Planning Commission presents their recommendations to the Town Council. Meeting with Planning Commission should occur after the applicant’s presentation at first Town Council meeting or at second meeting. Planning Commission, or at least Chairman, should be at Town Council meeting to answer questions or clarify recommendations. Town Council could direct that the Planning Commission to come back at a subsequent meeting, or submit a follow-up report, with clarification, further detail or supplemental recommendations for further consideration by the Town Council. There should be a Joint Planning Commission and Town Council meeting at the commencement of the Preliminary PUD review process. Staff should look at ways to handle more land use matters administratively or to amend processes as appropriate to streamline some of our current review provisions. Mayor Manchester stated that the Comprehensive Plan was adopted it never tested the requirements when against real world and economic viability. Planning Commission should recommend code changes to Town Council. Planning Commission Alternate John Wilkinson brought up issue regarding the alternates; voting and granting alternate vote but keeping the quorum the same, have Town Attorney address this issue. At 4:30 p.m. Council Member Mercatoris made a motion to continue to 9:00 a.m. January 23, 2003, seconded by Council Member Mercatoris. At 9:05 a.m. the Meeting was reconvened. 01-22-03tcjtpc Page 3 COUNCIL MEMBERS PRESENT: Mayor T. Michael Manchester, Douglas Mercatoris, Richard Virtue, Bill Boineau and Arnold Mordkin STAFF PRESENT: Mike Segrest, Town Manager Mayor Manchester requested that staff set up a presentation with Town Council and Snowmass Village Resort Association on technology. Other topics discussed were marketing and special events, keeping people in Snowmass Village after skiing, parking issues, employees, guests, performance space and Town Hall site analysis. Employee Housing Issues discussed:  possibility of income based rent  reexamine mitigation requirements  discussed the Draw site/trade The Town Council requested staff to develop a plan to expedite the Capital Projects list and provide a plan to accomplish Town Council goals. At 1:05 p.m. Council Member Virtue made a motion to adjourn the Meeting, seconded by Council Member Mercatoris. Submitted By: _______________________________ Rhonda B. Coxon, Deputy Town Clerk