HomeMy WebLinkAboutPlanning Commission Agenda 07-20-2022Arlene Alen – District 1 LD Richert – District 2
Kevin Coker – District 1 Richard Hull, Chair – District 3
Cynthia Koan – District 1 Chris Llewellyn – District 3
Matt Sircely, Vice Chair -District 2 Michael Nilssen – District 3
Lorna Smith – District 2
Public Comment: When the Chair recognizes you to speak, please begin by stating your name
and address. Please be aware that the public comment period is three minutes.
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AGENDA
JEFFERSON COUNTY
COMMUNITY DEVELOPMENT DEPARTMENT
Regular Meeting – July 20, 2022
Tri Area Community Center, 10 West Valley Road, Chimacum, Washington 98325
COVID-19 NOTICE
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(Per Jefferson County RESOLUTION No. 45-21)
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5:30PM Welcome Chair and Overview Presentation
1. Call to Order/Roll Call
2. Approval of Agenda
3. Approval of Minutes
a. June 15, 2022 Minutes
PUBLIC COMMENT
4. Three minutes per speaker.
5. Planning Commission Updates
a. (10 minutes)
6. DCD Staff and Director Updates (5 minutes)
a. DCD launching new permitting database on August 8th, 2022
b. Planning Commissioners’ comments on standard operating procedures
c. Planning Commission Vacancy Hiring Process
Arlene Alen – District 1 LD Richert – District 2
Kevin Coker – District 1 Richard Hull, Chair – District 3
Cynthia Koan – District 1 Chris Llewellyn – District 3
Matt Sircely, Vice Chair -District 2 Michael Nilssen – District 3
Lorna Smith – District 2
Public Comment: When the Chair recognizes you to speak, please begin by stating your name
and address. Please be aware that the public comment period is three minutes.
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d. Meeting Stipend Process
CONSENT AGENDA
7. No Consent Agenda items this meeting.
REGULAR BUSINESS
8. Miles Sand and Gravel MRLO (30 minutes) – Joel Peterson
9. Legal Lot of Record (30 minutes) – Bryan Benjamin
a. Communications Plan update
b. StoryMap update
10. September Retreat Planning (30 minutes) – Joel Peterson
a. Discuss 2023 Work Plan
b. Survey of Availability
621 Sheridan St. P: 360-379-4450 Port Townsend, WA, 98368 PCommissionDesk@co.jefferson.wa.us
Public Comment: When the Chair recognizes you to speak, please begin by stating your name
and address. Please be aware that the public comment period is three minutes.
1
MEETING MINUTES
JEFFERSON COUNTY COMMUNITY DEVELOPMENT DEPARTMENT
Regular Meeting – June 16, 2022
Tri Area Community Center, 10 West Valley Road, Chimacum, Washington 98325
5:30PM Welcome Chair and Overview Presentation
1.Call to Order/Roll Call
District 1 District 2 District 3
Alen Present Sircely Excused Hull Present
Coker Present Smith Excused Nilssen Present
Koan Present Richert Present Llewelyn Present
2.Approval of Agenda
3.Approval of Minutes
a.June 1, 2022 Minutes
Motions
Motion
#
Motion 1st 2nd Yay Nay Abstain
1 Motion to Approve minutes with the addition of the correct date Koan Llewelyn 5 0 1
PUBLIC COMMENT
4.Three minutes per speaker.
NO Public Comments this meeting
5.Planning Commission Updates
a.Commissioner Nilssen asks if Joel Peterson had followed up on the Leader’s article about
land purchased by Habitat for Humanity. Mr. Peterson will answer in the staff update.
b.Commissioner Koan requested Commissioner Smith share a letter from The Brinnon
Group regarding the Pleasant Harbor Master Planned Resort.
6.DCD Staff and Director Updates (5 minutes)
a.Joel Peterson reports that the temporary housing ordinance was passed unanimously on
Monday. Several edits were made. The largest change was requiring applicants
communicate with neighbors about a good neighbor policy. The board of county
commissioners instituted the planning commissions recommendation of a review after
two years. Commissioner Koan asked if that report would be presented by the planning
commission or staff, it will be presented by the staff and the planning commission
b.Joel Peterson responds to Commissioner Nilssen question the land will be automatically
rezoned when the sewer is available in accordance with Jefferson County code chapters
ITEM 3A
621 Sheridan St. P: 360-379-4450 Port Townsend, WA, 98368 PCommissionDesk@co.jefferson.wa.us
Public Comment: When the Chair recognizes you to speak, please begin by stating your name
and address. Please be aware that the public comment period is three minutes.
2
18.18 and 18.19. Commissioner Koan asked if the sewer ordinance will go before the
planning commission, it will not.
CONSENT AGENDA
7. No Consent Agenda Items this Meeting
REGULAR BUSINESS
8. Legal Lot of Record Outreach Deliverables – Bryan Benjamin
a. Staff Report on Deliverables
i. The commissioners agreed that the public engagement schedule is too fast and
responses will be limited due to the season. They agreed they want to start on
current schedule but would like the comment period to be extended. They also
suggested prioritizing outreach to people who own property effected by the
moratorium. DCD will consult with the BOCC and bring the topic back to the
Planning Commission.
b. Draft Communications Plan
i. Commissioners suggested earlier and more specific mailers to property owners of
effected land
ii. The commissioners also stressed more user-friendly language, such as not using
acronyms or software brand names.
c. Storymap Discussion
i. The commissioners determined that the sharing settings did not let them view
imbedded maps. Bryan Benjamin will contact central services to fix the issue and
then update the planning commissioners when the maps are publicly available
ii. Mr Benjamin will add definitions of the growth management act and county
comprehensive plan to the glossary.
iii. Commissioners requested critical areas section be revised to show that existing
regulations protect critical areas.
9. Standard Operating Procedures
a. Staff Report from Director Brent Butler
b. Stock Plans
c. Code Compliance
d. Joel Peterson asks commissioners to email feedback regarding the standard operating
procedures.
7:58 PM
ADJOURNMENT The next Planning Commission meeting is scheduled for July 20, 2022, at 5:30. To attend virtually please use the following link or dial in using your phone by calling: +1 (646) 749-3122; Access Code: 883-126-605. Link is
https://us02web.zoom.us/j/88671047253?pwd=OU8vTWZGWTVRRGNRVEQ1c2k0WDVadz09 and the
passcode is 894561
ITEM 3A
621 Sheridan St. P: 360-379-4450 Port Townsend, WA, 98368 PCommissionDesk@co.jefferson.wa.us
Public Comment: When the Chair recognizes you to speak, please begin by stating your name
and address. Please be aware that the public comment period is three minutes.
3
To learn if in-person attendance is possible, please view the next meeting agenda.
These meeting minutes were approved this ____________ day of_____, 2022. ____________________________ Richard Hull, Chair Helena Smith, Secretary
ITEM 3A
ITEM 6A
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JEFFERSON COUNTY
PLANNING COMMISSION
STAFF REPORT
TO: Jefferson County Planning Commissioners
Brent Butler, Director, Department of Community Development (DCD)
Josh Peters, Planning Manager, DCD
FROM: Bryan Benjamin, Assistant Planner, DCD
DATE: July 15, 2022
SUBJECT: Development Moratorium Affecting Pre-1971 Plats – Ordinance No. 09-1210-21
Legal Lot of Record – Communication Plan
STATEMENT OF ISSUE
Based on the June 15, 2022 Planning Commission and July 11, 2022 Board of County
Commissioners meetings, the Department of Community Development (DCD) has revised
findings from the Legal Lot of Record outreach development processes into a revised
Communication Plan. The revised Communication Plan is attached to this staff report for the
Planning Commission to review. The plan may be edited further based on Planning Commission
and/or public comment.
In addition, another outreach deliverable is ready to be reviewed by the Planning Commission:
the final draft of the ESRI StoryMap, which was brought forward for initial review at the April
20, 2022 Planning Commission meeting.
The ESRI StoryMap can be accessed at the following link:
https://storymaps.arcgis.com/collections/758d5cb1be024cf482a1862fd857a58b?item=1
BACKGROUND
DCD has held 19 legal lot of record advisory meetings since December 2021. The purpose of
these meetings was to generate guidance on public outreach approaches and deliverables through
County and stakeholder input. The County Advisory Team (CAT) consists of representatives
from DCD, Department of Environmental Public Health, the Assessor’s Office, and Central
Services. Stakeholder input was generated through DCD-led meetings with local Real Estate
Brokers & Agents and through public comments. The Planning Commission has reviewed
DCD’s work since implementation of the Moratorium, including an analysis of the approaches
other counties have taken to legal lot determination processes and StoryMap development.
ITEM 9
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MONTH DATES HELD
County Advisory
Team
Real Estate
Brokers & Agents
Planning
Commission
Board of County
Commissioners
December 2021 Dec. 3, 10, 17 Dec. 1
January 2022 Jan. 7 and 14 Jan. 12 Jan. 5
February 2022 Feb. 4 Feb. 9
March 2022 No meetings held*
April 2022 Apr. 11 Apr. 13 and 19 Apr. 20
May 2022 May 20, 27
June 2022 June 1, 15
July 2022 July 11
ANALYSIS
An analysis that has been in development since the implementation of Ordinance No. 09-121-21
is contained within the deliverables prepared for Planning Commission review. Please access the
Communication Plan and StoryMap for further information.
RECOMMENDATION
DCD requests feedback on the three deliverables attached to this staff report, including but not
limited to:
Comments on the content, language, and timeline included in the Communication Plan.
Comments on the content, language, and spatial analysis included in the ESRI StoryMap.
ITEM 9
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DRAFT Communication Plan for Legal Lot of Record Outreach — July 14, 2022
Background
In Jefferson County, many small lots were created through plats that were recorded or otherwise
acknowledged in the late 1800s and early 1900s. In 1971, the County adopted its first local subdivision
regulation—Ordinance No. 2—which established health, safety, and welfare standards that all new land
division proposals had to meet. Properties within plats established prior to 1971 continued to be
developed over time by individual property owners.
With the recent uptick in the real estate market, the Department of Community Development (“DCD”)
received three applications to develop pre-1971 plats en masse and at urban-level densities. These
applications would result in increased housing densities in the rural county, contrary to the areas
designated under the Growth Management Act to receive urban levels of growth—including the City of
Port Townsend, the Port Hadlock / Irondale Urban Growth Area, and the Port Ludlow and Pleasant
Harbor Master Planned Resorts.
In response to these applications, the County implemented a twelve-month emergency moratorium in
October 2021 affecting development and land use permit applications within pre-1971 plats. The
moratorium was implemented to prevent further development of pre-1971 plats while DCD was tasked to
develop permanent regulations that will replace the moratorium.
Introduction
This Communication Plan illustrates the goals, objectives, target audiences, and timing of the outreach for
the Legal Lot of Record project. The plan consolidates guidance received from the County’s public
outreach development process, which consisted of 18 advisory meetings since December 2021. The
purpose of these meetings was to generate guidance on best practices for public outreach based on County
and public input.
There were two County entities involved directly in the public outreach development process: the
Planning Commission and the County Advisory Team, which consists of representatives from DCD,
Department of Environmental Public Health, the Assessor’s Office, and Central Services. Public input
was generated through DCD-led meetings with local Real Estate Brokers & Agents, as well as public
comment submitted during dedicated office hours held by DCD’s Director, Brent Butler. Comments and
suggestions from these meetings were incorporated directly into this plan.
Communication Goals and Objectives
DCD’s public outreach development process emphasized three goals that all outreach should achieve: 1)
outreach should be educational, 2) communication materials should be accessible, and 3) all
communications should help generate meaningful contributions from the public regarding regulatory
changes. DCD’s approach to achieving each of these goals is listed below.
Educational Outreach
The County’s emergency moratorium was implemented without prior community input, as the intent was
to stop further development of pre-1971 plats immediately. Community members and stakeholders
expressed that there is a gap in the public’s knowledge and understanding of the moratorium, as well as
the broader regulatory context of subdivisions. Further, these community members and stakeholder
ITEM 9A
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groups requested clarification on the potential framework of regulations that will follow the moratorium.
Based on these comments, the following objectives were established to ensure that outreach would:
explain what Subdivisions and Legal Lots of Record are.
identify State and local regulations affecting pre-1971 plats.
detail the potential impacts of continued development of pre-1971 plats.
explain why the Legal Lot of Record issue was appropriate for regulatory change.
illustrate the regulatory approach that other jurisdictions have taken.
Accessibility
Three primary features of accessibility were emphasized during public outreach development: adhering to
COVID-19 safety protocols, going to the community at pre-existing events, and offering as many
opportunities for public input as possible. These goals encourage a robust approach to outreach involving
DCD facilitation of both in-person and online approaches to events, focus groups, and workshops with the
public. The following objectives were established to build accessibility into all facets of outreach for this
project.
Events should offer hybrid and pandemic-safe options for participation.
The public should be able to submit feedback online.
All events, resources, and opportunities should be featured on the County website.
In person attendance should be integrated with existing community events.
A timeline of participation opportunities should be advertised well in advance.
Meaningful Public Contribution
The current moratorium will be replaced with permanent regulations that prevent growth from occurring
where the Growth Management Act and the County’s Comprehensive Plan do not anticipate or permit it.
Feedback during the outreach development process emphasized the importance of allowing the
community to help determine the outcomes and regulatory approach that will be implemented. The
following objectives were identified to guide facilitation of meaningful public contributions.
Clearly identify where regulations must change in order to meet State and County policies.
Identify concerns held by the public about continued development within old plats.
Identify concerns held by the public about regulatory changes.
Include the public in review of regulatory language.
Communication Methods
The Planning Commission and public comments have emphasized that the impacts of regulatory change
will directly affect property owners within pre-1971 plats. DCD recognizes that regulatory impacts within
pre-1971 plats have a specific significance that should be met with targeted attention to these property
owners. However, DCD’s analysis demonstrates that regulatory changes to the Legal Lot of Record issue
encompass myriad impacts—real estate values, growth patterns, public services, residential density,
critical areas, pollution, and more—that should include feedback from all of the County’s communities.
As a result, DCD will carry out both a targeted outreach approach to reach property owners within pre-
1971 plats and a more global outreach approach addressing the general public. The targeted and global
outreach efforts will use the same educational tools and information, but additional outreach events and
opportunities will be held for pre-1971 property owners.
ITEM 9A
3
Outreach to property owners within pre-1971 plats will primarily rely on accessing organizations within
plats subject to the moratorium, like homeowners’ associations (HOAs), community publications and/or
newsletters, common spaces, focus groups, and other community events. Focus groups for pre-1971 plats
will be organized by identifying property owners interested in participating in the group. Larger outreach
events offer in person and online attendance options and will be coordinated with the help of the Planning
Commission. However, not all of the 158 pre-1971 plats in the County are associated with an
organization that DCD can partner with to facilitate outreach. In these cases, DCD will rely on its global
outreach approach to reach property owners within pre-1971 plats that do not have central organization.
The County’s approach to communication with the general public entails attendance of regularly held
community events and providing information through channels accessed by the general public, including:
County website advertisement, publication of an educational ESRI StoryMap, newspaper publications,
postcard mailers, focus groups, surveys, and attendance of community events.
Details on the frequency, channel, audience, and management of each of the communications above is
shown in the following table:
Communication Frequency Channel Audience Owner
Pre-1971 HOAs Based on HOA
availability
Online only Property owners
within pre-1971
plats
Bryan Benjamin,
Assistant Planner
Pre-1971 focus
groups
Two meetings Online only Property owners
within pre-1971
plats
Bryan Benjamin,
Assistant Planner
County website
updates
Project duration Online only General public Bryan Benjamin,
Assistant Planner
ESRI StoryMap Project duration Online only General public Bryan Benjamin,
Assistant Planner
Press Release Project launch,
interim, and close
Published
information
General public Bryan Benjamin,
Assistant Planner
Mailer to pre-1971
plat/lot owners
Once at project
onset
Mail service General public Jeannie
McMacken,
Central Services
Focus groups Two meetings Hybrid meeting General public Bryan Benjamin,
Assistant Planner
Survey Once, at project
interim
Online and paper
distribution
General public Bryan Benjamin,
Assistant Planner
Community events Based on event
calendars
In-person
meeting only
General public Bryan Benjamin,
Assistant Planner
Project Timeline
The bulk of outreach for this project will occur during an eight-week period between June 20 and August
12, 2022. While DCD will maintain some flexibility in scheduling outreach based on the availability of
partner organizations, stakeholders, and community events, the bulk of outreach should occur during the
eight-week period to allow for adequate time to develop new regulations.
The first three weeks of the outreach period—June 20 through July 8—will be dedicated to establishing
the availability of community organizations to set the time, location, and channels of outreach during the
month of July. In addition, DCD will be finalizing its education and outreach materials during this period
ITEM 9A
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and preparing distribution of materials. An initial outreach calendar is provided below, and will be
updated and incorporated into this Communication Plan as events are scheduled.
Week +
Date
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Week 1:
June 19
Week 2:
June 26
Week 3:
July 3
Week 4:
July 10
BoCC
Meeting
HOA
outreach
Week 5:
July 17
Website
launch
Mailers PC Meeting
Week 6:
July 24
Press
release
JCFM PT
Week 7:
July 31
JCFM
Chimacum
Focus
group
Focus
group
Week 8:
August 7
Focus
group
Focus
group
Event coordination & finalizing outreach materials
Public engagement
Communicating Results
Preliminary results from public engagement will be communicated at the August 17, 2022 Planning
Commission meeting, where results from public outreach will be presented in the form of quantitative and
qualitative data. In addition, a report communicating outreach results will be written and added to the
County’s website after the close of the outreach period. Results will continue to be communicated through
the regulation drafting process, which will involve additional Planning Commission meetings and Board
of County Commissioner workshop events. Final regulations will be developed considering the results of
this public outreach process, and public comments about these results can be submitted throughout the
regulation development process.
ITEM 9A