Planning and Zoning – June 26, 2025

Meeting Minutes

ATTENDANCE:

Chair Caleb Davis: ☒Present, ☐Excused, ☐Absent
Co-Chair Wade Purdom: ☒Present, ☐Excused, ☐Absent
Rob Woywod: ☒Present, ☐Excused, ☐Absent
Ron Self: ☒Present, ☐Excused, ☐Absent
John Cranor: ☒Present, ☐Excused, ☐Absent
Adam Isaac: ☒Present, ☐Excused, ☐Absent
David Hollabaugh: ☐Present, ☐Excused, ☒Absent
Scott Fuller: ☒Present, ☐Excused, ☐Absent
Bill Benage: ☐Present, ☐Excused, ☒Absent

ROLL CALL: Chair Davis called the meeting to order at 5.30 p.m. Roll call: Commission members’ attendance is noted above. Also in attendance: Acting Zoning Administrator Clare Marley, Associate Planner Tess Vogel, and Planning & Zoning Administrator Ben Jones.

CONSENT AGENDA: Commissioner Self moved to approve the minutes of May 22, 2025, and Commissioner Purdom seconded the motion. The Chair declared the motion approved on a voice vote of 5-0-1, with Commissioner Isaac abstaining.

OLD BUSINESS:
A. P&Z Commission Bylaws:
The Commission reviewed a first draft of the proposed Planning and Zoning Commission bylaws, presented by Planner Marley. The draft is based upon the previous input from the Commission and other bylaw examples, according to Ms. Marley. The group considered the draft, and suggested the following amendments/revisions:

• Correct the spelling and grammar typos, as noted.
• Review annual attendance each January, rather than December.
• Add under duties a requirement to comply with open meeting laws.
• Explain ex parte and obligations to disclose.
• Delete the use of “Commission” as an “also known as” to avoid confusion with the Board of County Commissioners. Revise throughout the document.
• Add a process for filling officer vacancies and clarify that the length of office term runs with P&Z term.
• Reword the regular and special meetings under Section 8.
• Add the remarks from the civil counsel review at Section 8 e.
• Eliminate a “show of hands” as a voting option. Update to include civil counsel comments.
• Allow Chair to only vote to make or break a tie.
• Add to rules of order the adherence to the adopted public hearing procedures and establish the edition date if using Robert’s Rules of Order.
• Set a meeting curfew of 9 p.m. but allow the Chair to extend if a decision is near or for extenuating circumstances.
• Add the language from civil counsel regarding if any conflict between bylaws and the land use laws arises, the land use laws prevail.

Staff advised that they will make the requested revisions and return an updated version to the Planning and Zoning Commission for review.

B. Land Use/Zoning Code Priorities Discussion:
Ms. Marley presented a brief summary of the land use code priorities list previously suggested by the Planning and Zoning Commission and the status of draft code updates by staff. Top considerations are enforcement procedures, subdivision design and procedures, permit expirations, and private road standards.

The group discussed conducting a joint meeting with the Board of County Commissioners and a possible meeting in September to review priorities and obtain direction from the Commissioners.

Staff updated the P&Z on the latest land use application decisions by the Board of County Commissioners and pending files for public hearings.

ADJOURNMENT: Chair Davis declared the meeting adjourned at 7:19 p.m.