Agenda. Town of Gibsons Advisory Planning Commission. October 20, 2017 at 12:00pm

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1 Agenda Town of ibsons Advisory Planning ommission ctober 20, 2017 at 12:00pm ouncil hambers Town all, 474 South letcher Road, ibsons

2 Advisory Planning ommission ANDA ctober 20, 2017 ouncil hambers, 12:00pm 474 South letcher Road, ibsons, 1. A T RDR 2. APPRVA T ANDA RMMNDATIN TAT the Advisory Planning ommission Agenda of riday, ctober 20, 2017, be approved. 3. ADPTIN MINUTS Minutes of the Advisory Planning ommission Meeting - September 22, NW USINSS RMMNDATIN TAT the minutes of the Advisory Planning ommission meeting held riday, September 22, 2017, be adopted North Road - eritage Playhouse Roof Replacement This is not a regular development application but rather a request for input to staff and ouncil regarding roof replacement options for the eritage Playhouse. The eritage Playhouse is managed by ibsons anding eritage Society (S). The S was formed in It has been responsible for the restoration of the eritage Playhouse with help from the community of the Sunshine oast, and funding from the provincial, federal and local governments. The site is owned by the Town of ibsons. In the 2017 budget there are funds for the replacement of the roof. The Town has had trouble sourcing new wood shingles and is considering other material options. The ommission will be asked to comment on the colours and material options for the replacement. Attached to the agenda you will find a short outline of the options as well as a number of pictures of the current building and roof. There is no Development Permit required for this site but the attached Development Permit No. 5 guidelines for the ibsons anding area may provide a starting point for the discussion. Advisory Planning ommission - 20 ct 2017 Page 2 of 24

3 5. UPDATS 6. RRSPNDN 7. UNINISD USINSS 8. INQUIRIS 9. NXT MTIN 10. ADURNMNT Advisory Planning ommission - 20 ct 2017 Page 3 of 24

4 Advisory Planning ommission MINUTS riday, September 22, 2017 ouncil hambers, 12:00pm Municipal all, 474 South letcher Road, ibsons, PRSNT: RRTS: STA: Pam Robertson, hair Aleria adwig Deborah reaves Matthew avers Richard Watt Scott Davis Michael Mills Andre oel, Director of Planning Katie Thomas, Planning Assistant aurie Mosimann, Administrative Assistant ll 1. A T RDR The meeting was called to order at 12:06pm. hair Robertson welcomed the attendance of Mayor Rowe and ouncillor White. ouncillor Valeriote sent his regrets. 2. APPRVA T ANDA RMMNDATIN TAT the September 22 nd, 2017 Advisory Planning ommission agenda be approved. 3. ADPTIN MINUTS Minutes of the Advisory Planning ommission Meeting - August 18 th, 2017 The minutes of the Advisory Planning ommission meeting held riday, August 18 th, 2017, were adopted as presented with spelling correction of Powell. Page 4 of 24

5 Advisory Planning ommission Minutes September 22, 2017 Page 2 4. NW USINSS 4.1 Advisory Planning ommission Role hair Robertson stated that the purpose of today s meeting is to discuss the role of the ommission and review the guidelines set out in the fficial ommunity Plan (P). fficial ommunity Plan backgrounds Mr. oel shared an from ouncillor Valeriote which stated that he feels he gets a good sense of the Advisory Planning ommissions (AP) meeting discussions from the minutes, and that he has appreciated attending AP meetings in the past. e sends his regrets that he was unable to attend today s meeting. hair Robertson asked Andre oel, Director of Planning, to lead the discussion of the P. Mr. oel stated that an P is a requirement for all municipal governments under the ocal overnment Act. The Town s P is a 20 year plan of what the Town would like to get involved in and what it would like to do in the coming years. The P is a document that is meant for ouncil as a framework of policies prepared by ouncil and the community that binds ouncil in terms of land use decisions, as well as roads and services, but does not apply directly to property owners as opposed to the Zoning ylaw. A ommittee member requested that the AP ylaw be discussed at this point to provide context to the P discussion. Advisory Planning ommission ylaw No. 1158, 2012 hair Robertson provided a summary of the AP ylaw. Mr. oel added that the key role of the AP is to provide ouncil advice on the form and character. A discussion regarding recent complex Development Permit applications, which also include an P amendment, and / or a Zoning amendment, indicated that it can become complicated if the outcome of the P amendment is unknown. oing forward it would be advantageous for the ommission to evaluate the change of P designation separately, and then use the appropriate P guidelines for form and character. In addition there was a comment that application materials may need to be reviewed for accuracy and completeness before they are referred to the AP. ouncillor White questioned if there should be a practice for the AP to address the form and character head on in a recommendation. Would it be more useful and clearer if there was a direct statement in the recommendation on whether the application fits the form and character If a direct statement is not made it could be misunderstood as support for the application, for example when an application is supported subject to conditions. Page 5 of 24

6 Advisory Planning ommission Minutes September 22, 2017 Page 3 Mayor Rowe commented that the ommission could have been constrained by the AP ylaw in recent complex referrals as the focus was on form and character when they may have wanted to comment on the overall project. Item 2 of the bylaw could be put to better use if ouncil referred specific questions back to the ommission. hair Robertson stated that specific questions from ouncil would be welcome in complex applications as the ommission is reliant on the proponents information provided which can be problematic. hair Robertson stated that with regards to complex applications, such as the eorge otel, the ommission was more comfortable providing specific recommendations regarding the form and character guidelines rather than making statements of support. Mayor Rowe commented that the recommendations and feedback that ouncil received on the eorge otel project were extremely helpful. fficial ommunity Plan backgrounds (cont d) Mr. oel continued the discussion regarding the P. The general section of the P contains policies, such as stormwater, landscaping, and pedestrian environment that may apply to development applications but are mostly geared to ouncil. The neighborhood plans contain more relevant policies and guidelines for development in specific areas. The Planning staff review the neighborhood plans in applications for rezoning. Development Permits are held accountable to the design guidelines of the Development Permit Areas (DPA). P Development Permit guidelines Mr. oel reviewed DPA No.5 pointing out that it has two sets of guidelines, Area-wide Design uidelines and Village anding Design uidelines. The arbour Area Plan, Part 2 Themes and Vision, also contains a map which identifies the Village anding area as one of the haracter Areas with general direction and intent for the area. Staff will include the arbour Area Plan, igure 2.1 and Section 2.2 in the agenda as reference for relevant applications. A member of the ommission questioned ouncil as to why the AP would not be referred P and Zoning ylaw amendments as a matter of course and only upon referral from ouncil Mayor Rowe responded that it comes down to where the ultimate responsibility lies. You want to be careful about 2 bodies commenting on bylaw amendments unless referred by ouncil. Some applications have a very political aspect to them. hair Robertson stated that it is hard not to comment on bylaw amendments because form and character falls under what the proponent is looking to do from an amendment. The application for aglecrest Dr. is an example of where the ommission made recommendations on the form and character relating to the P amendment. Mayor Rowe commented that in regards to the aglecrest Dr. application he felt the ommission was constrained by what they were being asked to do, when in fact it would have been more helpful if they were also able to discuss and make recommendations on the overall concept of the project. Page 6 of 24

7 Advisory Planning ommission Minutes September 22, 2017 Page 4 ther development regulation Mr. oel stated that after a Development Permit is approved it is usually followed by a uilding Permit or Subdivision Application. The Subdivision ylaw sets development standards and expectations and deals specifically with the topics of roads and stormwater management for example. Standard stormwater design requirements state that the regular flow off the site is the same as predevelopment. ommission, Staff, ouncil roles hair Robertson reviewed previous recommendations from the ommission. The May 24, 2013 recommendation regarding the Seaglass Development is an example of where the ommission was unanimous in rejecting what was proposed. ouncil s decision at that time was to proceed with further investigative work and the application was referred back to the ommission on December 13, The outcome of recommendations not carried, or the show of opposition, gave a sense of how the ommission struggled with the interpretation of the design guidelines. hair Robertson commented that in the recommendations for the eorge otel application on November 15, 2013, it would have been advantageous to use 3-D modeling. The use of the 3-D modeling in the aglecrest Dr. application would have been helpful to better understand interface issues that have been raised. Mr. oel added that he has observed that an overarching intention of the ommission has been to point a way forward for the applicants by stating how the proposal could work under the guidelines. hair Robertson pointed out the A&W application of ebruary 12, 2016, as an example of the ommission being constructive in a way that would improve the proposal to meet the proponents needs and better fit the community. hair Robertson commented that the May 19, 2017, discussion regarding the aglecrest Dr. application resulted in 2 recommendations which may indicate that the ommission was pressed for time on such a complex application. Upon review of application documents and discussions with the community, hair Robertson felt that there was incomplete information provided by the proponents. The ommission accepted a design, assuming the site would be re-designated multi-family, that was required to maintain the central forested area and still provide the density and the type of housing that the development was presenting. Mr. oel wanted to point out that AP ylaw does not require the ommission to take in public commentary; that is the role of ouncil, especially in an P or zoning amendment. The AP is a carefully selected diverse range of community individuals, and as a volunteer selected for the ommission, it is your privilege to put forward your personal advice. A member requested clarification of the ommissions role in the discussion of affordable housing requirements. hair Robertson stated that she felt comments on affordable housing were not out-of-line as the ommission has been supportive of development that would create housing for families. Mr. oel added that affordable housing is a complicated topic that is steered by ouncil Policy that provides a framework of requirements at Page 7 of 24

8 Advisory Planning ommission Minutes September 22, 2017 Page 5 rezoning. It is difficult to ask the ommissions advice about affordable housing in the early stages of the application as it takes time between staff and the proponent before these requirements become clear. ouncillor White commented that he feels the ommission is welcome to flag affordable housing issues and put forward a recommendation showing that they have concerns that ouncil could take into consideration. hair Robertson reviewed the recommendations of uly 21, 2017, for the Smitty s yster ouse addition at 645 School Rd, it is apparent that the ommission did not fully support the proposal. Mr. oel clarified that this proposal was a pre-application and was forwarded to the ommission by staff for early input. The owners have not pursued an application although it was made clear that they were entitled to go through the process and reach the ouncil table where the decisions are made. The ommission can advise if they feel uncomfortable with making recommendations on pre-applications but it is helpful to staff and the applicants. ouncillor White stated that when you are not in attendance at a meeting the minutes are helpful but if you isolate the recommendations they can be confusing. When talking about the P it either fits the guidelines or it doesn t. Is there a grey area where the AP needs to give a subjective opinion on whether it fits the guidelines or not hair Robertson responded that they do try to explain to proponents how they could approach meeting the guidelines. The ommission felt in this instance that it would be possible under the guidelines to have multiple storeys but other design aspects would need to follow the design guidelines as well. ouncillor White stated that the second motion reflected the conversation that went on although the language could be more direct than seems. It can carry some weight if ouncil sees that members are opposed to a recommendation. More direct language in a motion would be helpful to ouncil. The third recommendation seems to directly contradict the first recommendation. hair Robertson clarified that the first recommendation states it is possible to build additional storeys and the third recommendation states that the current design must step back. Mr. oel thanked everyone for their contributions and asked the ommission to consider if they would be more comfortable if the proponents where not present during discussions and recommendations. ne member commented that the applicant has the right to hear what is being discussed about the proposal. Another member stated that on previous ommissions that she volunteered for, the applicants where not present for the discussion period. hair Robertson advised that they will discuss applicants presents as a larger group if needed. ommission meeting process hair Robertson stated that it can be challenging for 7 members to participate on a packed agenda in 2 hours. She requested that members come to the meeting with key points that they would like to make, she will follow a speaker list format for one round of comments, and if time allows there could be a second round if needed. A member suggested that the applicants be limited to a presentation time of 15 minutes allowing more time for discussion. Page 8 of 24

9 Advisory Planning ommission Minutes September 22, 2017 Page 6 A member questioned if discussions could be carried over to the next meeting if the ommission is pressed for time. Discussion indicated that applicants are usually in a rush to proceed and keeping the process moving as quickly as possible is a good service. hair Robertson suggested that the ommission request an extended meeting time on complex applications so members can adjust their schedules or have complex applications as a standalone item on the agenda. hair Robertson requested that members advice meeting availability so she is able to manage quorum. ouncillor White shared an from ouncillor Valeriote questioning if the ommission would like to have a member of ouncil present at the meetings, or would ouncils presence be intimidating and hold back comments hair Robertson commented that she did not feel ouncils presence was an issue but she will raise that point in the future. ouncillor White added that if a ouncillor was present it could clear things up at the time of ouncil discussion. 5. UPDATS Deferred to the next meeting. 6. RRSPNDN hair Robertson intends to work with Mr. oel on a short response to Ms. hm-riksen. 6.1 orrespondence from ecilia hm-riksen, dated August 10, 2017 Regarding Molly's Reach RMMNDATIN TAT correspondence submitted by ecilia hm-riksen on August 10, 2017, regarding Molly s Reach be received. 7. UNINISD USINSS None 8. INQUIRIS None 9. NXT MTIN ARRID The next Advisory Planning ommission meeting is scheduled for riday, ctober 20 th, 2017, in the Town all ouncil hambers at 12:00pm. Page 9 of 24

10 Advisory Planning ommission Minutes September 22, 2017 Page ADURNMNT hair Robertson thanked Mayor Rowe and ouncillor White for their attendance. The meeting was adjourned at 2:08pm. Pam Robertson, hair Andre oel, Director of Planning Page 10 of 24

11 PANNIN MM T: ile DAT: September 22, 2017 RM: Planning Department I N: 3220-North-662 SUT: eritage Playhouse The hall was built in 1929 as the Women s Institute all. Records show that the uilding was designated a municipal heritage site in March 1989 however nothing is listed on title. Town of ibsons ylaw no. 624, 1990 Schedule states, the Society shall preserve the façade or exterior of the Women s Institute all as required under the eritage onversation Act wnership of the Women s Institute building was transferred from School District Number 46 to the Town of ibsons in anuary 1992 on the condition that the land would be used for community, social and cultural purposes. The hall was leased to the ibsons anding eritage Society in 1992, who converted the building for use as a multi-function venue for the arts using a grant from the eritage Trust. The renovations in 1992 returned the building to its original appearance, restoring the board and batten siding and original cedar shingles. There is a Development Variance Permit (DP-95-01) on file in favour of 659 North Road, to allow shared parking with St arts hurch. According to the ylaw 620, 1990, the lease agreement expired in 2015, however an updated lease was put in place in ctober 2001, with an expiry of September 30, This is now considered the current lease Page 11 of 24

12 Roofing material options edar Shingles Malarkey Asphalt Shingle in Natural Wood Page 12 of 24

13 Metal Roof Prolock comes in various colous. Picture shows harcol rey. Page 13 of 24

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