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CITY OF SURPRISE

 

PLANNING AND ZONING COMMISSION

12425 West Bell Road, Suite D-100

Surprise, Arizona 85374

 

April 17, 2007

REGULAR MEETING MINUTES

 

CALL TO ORDER:

 

Vice Chair Jan Blair called the Planning and Zoning Commission Meeting to order at 6 p.m. at the Surprise City Hall, 12425 West Bell Road, Suite D100, Surprise, Arizona 85374, on Tuesday, April 17, 2007. 

 

ROLL CALL:

 

In attendance with Vice Chair Blair were Commissioners Richard Alton, Skip Hall, Wayne Tuttle, Steve Somers, and Fred Watts.   Chairman Lyn Truitt was absent.

 

STAFF PRESENT:

 

Assistant City Attorney Jim Gruber; Assistant Fire Chief Clint Mills; City Planner Adam Copeland; City Planner Dennis Dorch; Planning & Community Development Director Scott Chesney; and Planning and Zoning Commission Secretary Carol Dager.

 

COUNCIL MEMBERS PRESENT:  None         

 

PLEDGE OF ALLEGIANCE

 

CONSENT AGENDA: 

 

All items listed with an asterisk (*) are considered to be routine by the Planning and Zoning Commission and were approved by one motion.  There was no separate discussion of these items during this meeting.

 

Commissioner Alton made a motion to approve the Consent Agenda.  Commissioner Hall       seconded the motion.  The motion passed with a vote of 6 ayes and one absent (Truitt).

 

·        Approved Item 3*: ZTA06-307 – Consideration and Action – Animal Overlay Zone.

 

·        Continued Item 4*: CUP06-491 – Consideration and Action – Storage Specials LLC,  stipulations ‘a’ through ‘g.’

 

CURRENT EVENTS REPORT:  None

 

REGULAR AGENDA ITEMS NOT REQUIRING A PUBLIC HEARING

 

·         Item 2Planning and Zoning Commission Minutes for April 3, 2007.

 

Commissioner Hall made a motion to approve the April 3, 2007 Planning and Zoning Commission minutes.  Commissioner Alton seconded the motion.  The motion passed with a vote of 5 ayes, 1 abstained (Somers) and one absent (Truitt).

 

REGULAR AGENDA ITEMS NOT REQUIRING A PUBLIC HEARING 

 

Item 5: SP07-015 – Consideration and Action – Bell Mirage Estates

 

Planner Adam Copeland presented the project to the Commission.  Staff recommended approval of SP07-015, Bell Mirage Estates, subject to conditions of approval ‘1’ through ‘9.’

 

Jeff Hale, Community Services of Arizona, responded to Commissioner Somers question, noting that the property will consist of housing restricted to individuals and families earning 40%, 50%, and 60% of the median income for at least the next 15 years.  He pointed out that this is a requirement of one of the funding sources – the Arizona Department of Housing.  

 

In response to Commissioner Watts, Planner Copeland explained the various projects adjacent to Bell Mirage Estates.

 

In response to Commissioner Alton, Planner Copeland indicated that this project will impact traffic at the Crossroads intersection.  Director Chesney added that staff has been working with the Crossroads property owners to have the roads dedicated to the City.  He explained that the property owners have been paying dues to repair the roads although the roads have not been maintained because of the anticipation of the City taking over the roads.  He further noted that this project fitting into the townsite should not have an adverse affect.   When Smokey Drive is improved, there will be a good circulation system in place.  He mentioned that the planning staff is working on a proposal to enhance the pedestrian system in this area as well.   

 

Director Chesney indicated that he should be able to report within 30 days about the progress regarding the agreement for the Crossroads improvements.

 

Commissioner Watts made a motion to approve SP07-015, Bell Mirage Estates, subject to conditions of approval ‘1’ through ‘9.’  Commissioner Hall seconded the motion.  The motion passed with a vote of 6 ayes and one absent (Truitt).

 

Item 6: SP07-014 – Consideration and Action – Cactus Plaza

 

Planner Dennis Dorch presented the project to the Commission.  Staff recommended approval of SP07-014, Cactus Plaza, subject to stipulations ‘a’ through ‘n.’

 

Jeff Blilie, representing developers, provided a brief overview of the project. 

 

Mr. Blilie requested changes in the following stipulations:

 

Stipulation G:             Applicant agrees to follow the city’s commercial subdivision

                                    process if applicant decides to subdivide the property.

 

Stipulation I:  Applicant will construct the median but will not be required to

                                    landscape the median.

 

In response to Commissioner Tuttle, Mr. Blilie replied that the orientation of the building does work for Kohl’s and meets the city’s guidelines.

 

In response to Commissioner Watts, Mr. Blilie noted that the property was zoned C2.  Regarding the eastbound traffic, Director Chesney explained that there will be a lane that will be turn-only and clearly marked as a deceleration lane.

 

In response to Commissioner Alton, Eric Thom, applicant, explained that this Kohl’s is the same square footage as the Kohl’s on Bell Road.  Commissioner Alton voiced a concern about the size of the building and whether it would be useful for other tenants if Kohl’s vacated the property.  Mr. Blilie pointed out that there is a stipulation stating that Kohl’s agrees to work with the City to develop a reuse plan for the building in the event Kohl’s elects to relocate.

In response to Vice Chair Blair, Mr. Thom mentioned that there will be a six-foot fence at the east of the property with a double row of trees on the Kohl’s side of the fence.  The distance between the trees and parking is approximately 50 feet.

 

In response to Commissioner Hall’s question regarding the completion of Reems Road, Director Chesney noted that capital improvement plans were covered at the City Council’s budget retreat and Reems Road was discussed and considered a high priority.  Mr. Blilie added that there has been talk about signals being installed at the intersections of Reems and Waddell, as well as Reems and Cactus.  There was some discussion regarding the various turn-in lanes for the shopping center and the size of trees to be used in the landscaping of the property. 

 

In response to Commissioner Somers, Mr. Blilie indicated that there currently is no timeline for the landscaping of the median.

 

Commissioner Hall made a motion to approve SP07-014, Cactus Plaza, subject to stipulations ‘a’ through ‘n’ as amended.   Commissioner Somers seconded the motion.  The motion passed with a vote of 6 ayes and one absent (Truitt).

 

Item 7: SP06-153 – Consideration and Action – Veramonte Marketplace

 

Planner Adam Copeland presented the project to the Commission.  Staff recommended approval of SP06-153, Veramonte Marketplace, subject to stipulations ‘a’ through ‘g.’

 

Responding to Commissioner Watts, Harvey Unti, Robert Kubicek Architects, explained that all the buildings within this project are one story.

 

In response to Vice Chair Blair, Craig Sherman indicated that they are still negotiating for tenants and no agreements have been signed at this time.

 

In response to Commissioner Somers, Mr. Unti noted that there is a six-foot wall separating the properties with a large retention basin that belongs to the homeowners on the other side of the wall.

 

In response to Vice Chair Blair, Director Chesney indicated that staff is working on new codes that will cover “dark” buildings; however, there is nothing in ordinance at this time. 

 

Commissioner Blair made a motion to add stipulation ‘h’  (Property owner of record of the proposed parcel or building agrees to work with the City and use its good faith efforts to develop a reuse plan for the building in the event the tenant should elect to relocate).  Commissioner Alton seconded the motion.  The motion passed with a vote of 6 ayes and one absent (Truitt). 

 

In response to Commissioner Alton, Mr. Sherman explained that the expectation is to begin development within the next six months.  He indicated that their intention and preference is to obtain leases for tenants before construction.

 

Commissioner Somers made a motion to approve SP06-153, Veramonte Marketplace, subject to stipulations ‘a’ through ‘h’ as amended.  Commissioner Hall seconded the motion.  The motion passed with a vote of 6 ayes and one absent (Truitt).

 

Item 8: SP06-374 – Consideration and Action – Marley Park Square

 

Planner Dennis Dorch presented the project to the Commission.  Staff recommended approval of SP06-374, Marley Park Square, subject to stipulations ‘a’ through ‘i.’

 

Planner Dorch mentioned that the attorney for the applicant asked for the following change to stipulation ‘g.’

 

Stipulation G: The applicant may submit for building and civil plans concurrently

                                    to the Community Development Department after Planning &

                                    Zoning Commission approval of the Marley Park Square Site

                                    Plan.  The commercial subdivision must be approved by the City,

                                    recorded by Maricopa County, and all parcels assigned and active

                                    before issuance of any building and/or civil permits.

 

In response to Commissioner Alton, Planner Dorch indicated that the developers have submitted a plat map to subdivide this property.  Director Chesney added that site plans are valid for one year and often are extended at times.  He commented that the project would be completed in phases, noting that there is significant market activity in the area.

 

In response to Commissioner Alton, Planner Dorch noted that Basha’s is being built at the corner of Reems and Waddell Roads. 

 

Responding to Commissioner Hall, Bill Allison, Gallagher & Kennedy, pointed out that access to Shop E will be from the west and east.  He talked briefly about the various elevations of the shops, noting that the south side of the retail group faces the covered parking. 

 

In response to Commissioner Tuttle, Planner Dorch replied that there will be single-family homes to the west and additional commercial/employment will be located south of the property.

 

Commissioner Hall made a motion to approve SP06-374, Marley Park Square, subject to stipulations ‘a’ through ‘i’ as amended.  Commissioner Somers seconded the motion.  The motion passed with a vote of 6 ayes and one absent (Truitt).

 

 

 

Item 9: Surprise Annexation Policy Manual – Consideration and Action

 

Planner Vineetha Kartha presented the project to the Commission.  Staff recommended approval of the Surprise Annexation Policy Manual.

 

In response to Commissioner Somers, Planner Kartha explained that there was a typing error on the property tax table (should be 2006 not 2001) which will be corrected.  

 

In response to Commissioner Tuttle, Director Chesney noted that there could be rural residential uses in the city as indicated under the general plan but covered by the Annexation Policy Manual.

 

In response to Commissioner Watts, Director Chesney stated that the City Council adopted an Annexation Policy Manual in 2002 which included possible annexation dates.  The revised manual does not include annexation dates and is driven by property owners requesting annexation.  

 

Commissioner Hall made a motion to approve the Surprise Annexation Policy Manual. Commissioner Somers seconded the motion.  The motion passed with a vote of 6 ayes and one absent (Truitt).

 

REGULAR AGENDA ITEMS REQUIRING A PUBLIC HEARING 

 

Item 10: CUP06-189 – Consideration and Action – Coyote Lakes Self Storage

 

Planner Adam Copeland presented the project to the Commission.  Staff recommended approval of CUP06-189, Coyote Lakes Self Storage, subject to stipulations ‘a’ through ‘g.’

 

Jason Walborn, Eaton Plaza, LLC, provided a few key points about the project, noting that the storage facility will act as a buffer to the retail area and is a quite establishment.  This use was first negotiated in 2005 with a presentation to the Coyote Lakes Homeowners Association with a large majority of the homeowners agreeing to the project.

 

Mr. Walborn emphasized that the police chief has indicated this type of use has a low crime rate and supports this project.   

 

Planner Copeland noted the following requested addition to the stipulations: 

 

            Stipulation H:             Prior to issuance of CofO, the garage element to the building shall

                                                not be visible and will be fully screened by landscaping and

                                                berming from Coyote Lakes Boulevard to the west and the

                                                adjacent street to the north.

 

In response to Commissioner Hall, Mr. Walborn replied that there will be 600 units and that the facility is climate controlled.  He pointed out that there are 24 roll-up doors on the south and 24 roll-up doors on the north.  He went over the landscape for the area. 

 

Mr. Walborn mentioned that they have met frequently with the committee established by the homeowners association.

 

Mr. Walborn also went over the operation of the facility, specifically noting how customers will have access to their storage units.

 

In response to Commissioner Somers, John Shanell, developer, indicated that the office will be opened from 7 a.m. to 7 p.m.   He emphasized that 24-hour access refers only to Fire Department.

 

In response to Commissioner Watts, Mr. Walborn replied that the self-storage use was noted in the 2005 approval of the site plan. 

 

Planner Copeland indicated that they did work with the homeowners and have not received any negative feedback.  Mr. Walborn added that in 2005, the feedback was supportive.  He pointed out that there have been some recent concerns whether the berming and landscape theme would be sufficient to conceal the roll-up doors to the storage units. 

 

In response to Commissioner Alton, Planner Copeland explained that any rental use of trucks would be required to go through the City’s process.  He noted that the current parking standards are met.

 

Vice Chair Blair opened the meeting for public comment. 

 

Dan Morris, representing Coyote Lakes HOA, confirmed that there has been quite a bit of communication with the developer.  There was an election in 2005 to move the light.

At that time, there was discussion about the storage unit, specifically that the building would not be visible from Coyote Lakes Boulevard and 115th Drive.  He voiced his concern about where the block walls should be installed. 

 

Bob Mackley, resident of Coyote Lakes, mentioned that the sign had six buildings; however, the plans show eight buildings.  He said that he understood there would be walls around the property, now there are only berms.  He requested that the building should not be opened until it is landscaped properly.   He felt that the project has not gone well.

 

Charlie Weeks, Coyote Lakes resident, voiced his concern that there are limited hours of operation yet there are 48 doors on the exterior of the building.  He commented that the facility is not gated and there does not appear to be security measures in place.  Wants to know more about securing the facility.

 

Chuck Strange, Coyote Lakes resident, voiced his concern about lighting.  All houses are one-story that are along the property for this project that consists of a two-story building.

 

Hearing no further comments from the public, Vice Chair Blair closed the public hearing.

 

In response to Commissioner Hall, Mr. Walborn explained that the site will have an interior security fence with a gate.  During business hours the gate will be open; after hours gate will be locked with no access to the facility.  There will be an attendant residing at the facility 24-hours a day.  He stated that the lighting will be down-lighting. 

 

In response to Commissioner Somers, Mr. Walborn commented that the there will be a block wall on the south side, also noting that the interior steel fence will be hidden from the public. 

 

In response to Commissioner Watts, Mr. Walborn replied that the closest residential house is approximately 100 feet from the property.  He stressed that the HOA created a committee who worked with staff. 

 

In response to Commissioner Alton, Mr. Walborn further discussed the landscaping, noting that the berms are designed to obstruct the first level of roll-up doors; however, the trees will not cover the building 100%.  Additional landscaping and/or block walls could be added.  Director Chesney added that the landscaping concerns are noted in the staff report which indicates that staff will ensure the committee’s requests are honored.

 

Commissioner Somers made a motion to approve CUP06-189, Coyote Lakes Self Storage, subject to stipulations ‘a’ through ‘h’ as amended.  Commissioner Hall seconded the motion.  The motion passed with a vote of 4 ayes, 2 against (Tuttle, Blair) and one absent (Truitt).

 

OPEN CALL TO PUBLIC:

 

Vice Chair Blair called to the public to discuss any issues not noted on the agenda. 

Hearing no comments from the public, Vice Chair Blair closed the call to the public.

 

CURRENT EVENTS REPORT:  

 

Vice Chair Blair requested that Traffic look at the light at 134th Avenue coinciding with the lights at Grand Avenue.  Director Chesney noted that the signal at Grand and Bell is controlled by ADOT.

 

CONSIDERATION AND ACTION TO HOLD AN EXECUTIVE SESSION:

 

Pursuant to A.R.S. § 38-431.03(A)(3), the Planning and Zoning Commission

may go into executive session with the City Attorney for legal advice on any item listed on the agenda.

 

No request was made to call for an executive session.

 

ADJOURNMENT:

 

Hearing no further business, Vice Chair Blair adjourned the regular Planning and Zoning Commission meeting, Tuesday, April 17, 2007 at 7:59 p.m.

 

 

 

___________________________________

Scott R. Chesney, Director

Planning & Community Development Department

 

 

_____________________________

 Jan Blair, Vice Chair

 Planning and Zoning Commission