Thank you, and welcome to the June seventeenth meeting of the planning commission.

The time is six thirty-two.

I call this meeting to order.

And to republic for which it stands one nation under God, indivisible liberty, and justice for all.

No changes.

Can I have a motion?

Motion.

Second, Himpo.

Motion by Vice Chair Dreckman and second by Commissioner Humphill.

Can I get a roll call vote?

Commissioner Leith.

Yes.

Commissioner Brodus.

Yes.

Commissioner Booth.

Yes.

Commissioner Schatz.

I Commissioner Hempel.

Yes.

Vice Chair Dreckman?

Yes.

And Chair Sowish.

Yes.

That is unanimous.

That leads us to the meeting minutes of the June third planning commission meeting.

Can I have a motion?

So moved.

Second.

That is Commissioner Broadis as the motion and seconded by Vice Chair Directman.

Can I get a roll call vote, please?

Commissioner Lee.

Approved.

Commissioner Brodus.

Yes.

Commissioner Booth.

Yes.

Commissioner Schatz.

Aye.

Commissioner Hempel.

Yes.

Vice Chair Dreckman.

Yes.

And Chair Sarwish.

Yes.

That is unanimous.

Okay.

So that leads us to the next item on the uh pull up the agenda.

Just give me a second.

Actually, can can uh we scroll down on this one right here.

Don't have it downloaded.

I apologize.

Uh this leads us to general business.

The first item on our agenda is 2026 395, the election of the secretary of the planning commission.

Public point of order.

Please.

Public comment.

Oh, yes, you are correct.

I apologize.

This leads us to the public comment portion of the meeting.

Are there any individuals that are signed up for public comment?

I did not have anyone signed up or in the waiting room.

All right.

Thank you for keeping me on my toes.

Now it leads us to the general business item.

The first item on our agenda is 2026 395, the election of Secretary of the Planning Commission.

From my understanding, the uh deputy town attorney has some clarification on some of the roles related to the secretary.

Not necessarily related to the roles, but I did get some history on uh the rationale and reason that a secretary was um included in the the officers in the November 2025 ordinance revisions.

So in talking with town administration, it sounds like uh the intent was for the secretary role to uh be for advisory boards primarily only.

Um staff does not town staff does not always attend those meetings.

Um so the intent was for a secretary to be uh elected through the advisory boards so they could take the minutes for those boards and for those advisory boards.

Um the intent wasn't for it to the secretary to apply to the quanti judicial.

That wasn't reflected in the ordinance.

Um so as drafted, um you know, all boards and commissions are required to elect a chair, vice chair, and a secretary.

Um there's no roles currently specified in the ordinance on what the the duties of the secretary are.

I think the intent of town administration was as the bylaws uh move through and are adopted by the uh boards and commissions and the advisory boards, the the roles of the secretary would primarily primarily be identified uh in those those bylaws.

Okay, so if this body does in fact have um rules of order procedure, I know we're one of the maybe the only one that actually does have that.

Um is that applicable for us or should we still go through the process of electing a secretary?

If we want strict compliance with the code, you should go through with the process to elect a secretary.

Um I will say that the in the rules of procedure there are duties of the secretary that are more appropriate for town staff, namely the publishing of agendas.

I don't think there's a formal process to sign resolutions, but publishing the agendas, keeping the minutes and things of that nature, uh, which are much more appropriate for staff to ensure records are maintained and the records of the public record of the commission uh is adequately reflected in the minutes.

So I think it's a long-winded way of saying there's some ambiguity from some gray area here, um strict compliance uh with three-one-4 of the Erie municipal code.

Uh says a secretary shall be elected by the the board, uh, but it does create some friction or conflict in in the structure of the the planning commission with the way the rules of procedure are drafted.

Okay.

Um that is my understanding.

It does create some ambiguity.

Um would you advise that we continue this item until we can have some additional clarification whether or not we should or shouldn't, or would you recommend that strict code basis we should elect one tonight?

Um I I think you could certainly defer action, continue the action on uh the election of a secretary.

Um I also think there's not a significant ramification if uh a secretary isn't elected from the board.

Obviously, we wouldn't be in strict compliance with the code.

Um but there are no duties specified in the code on what the secretary's role is.

Okay.

Uh would you recommend table or continue?

I would recommend uh just to continue.

Okay.

Um should we do a date CERN or just uh continue to a date that will be provided in the future?

I'd say continue to a date to be provided in the future.

Um I think one thing I would like to do is um, and this is you know hasn't been uh fleshed out with town council or really with the administration, but I do think that um if the intent was to exempt the the quasi-judicial bodies from the requirement of having a secretary, it would make sense for a quote code ordinance to move forward at some point in the near future.

So I just need to figure out what the timing would be and talk to the appropriate people to make sure that that can happen.

Totally understand, and I know uh Commissioner Broadis had brought that up last time of the additional roles, especially with the signatures and then going through all the rules of procedure.

We've had those uh questions.

So um is there a motion to continue this item to a future date to be determined?

So moved.

Second, Commissioner Provis.

Second.

Okay, that was uh motion by Commissioner Bradis and uh seconded by uh Vice Chair Drekman.

Can I get a roll call vote for the continuation?

Commissioner Leith.

Yes.

Commissioner Brodus.

Yes, Commissioner Booth.

Yes.

Commissioner Schatz.

Aye, Commissioner Hemphill.

Yes, Vice Chair Dreckman, yes, Chair Salish.

Yes, that is unanimous.

Okay, so this is going to bring us to the next general business item.

Um 2026 396, the discussion of the annual report to town council, and I am going to relieve the duties of the dais to Vice Chair Dreckman while I go around.

So just one moment.

Okay.

Okay, so uh real quickly, I did have a uh comment from staff.

When you provide comments, can you please uh talk into the microphones so that it can be heard on the recording?

So just uh uh heads up on that one.

So um okay, so the item that we're going over is the annual report to town council.

Um these were based on the changes that were made last time based on the discussion that we had.

So the first item that we have on here is uh the commission role.

Um I know we had something that was here previously.

This is now word for word from the municipal code of our duties for the planning commission based on 321b, and then we have the explicit review roles that are really within the items that we have as our purview.

Um I'm not gonna go through all those because I know we've reviewed these many times.

We understand the UDC.

Um the next item that we had on here was the team.

So uh there was, I believe, an additional individual that we had to add from planning staff.

Um Driscoll, if you could provide that information so we can just make that update.

I believe there is a I was the new individual who started on Monday.

Sure.

So I forgot to add that one on there.

Uh we had then the commissioners that are current as well as the former commissioners, because I agree uh with former chair Humphill that they should be added in there because a lot of the work that we did do was with them.

We also have communication staff as well as the town attorney's office, and again, town attorney's office.

Uh we had our former deputy town attorney.

Um, now we have our new deputy town attorney.

So when we were discussing this, there were comments that were provided of having information on there of the actual applications themselves, the actual category of the application, the number of dwelling units, what the vote was, as well as public comment.

So Vice Chair Dreckerman and myself, we went through the meeting minutes and we identified the time in which this occurred, the application, the either dwelling units, square footage, or number of acres, depending on the application, the vote from this body, as well as then the public comments that occurred during that application hearing.

And real quickly, you'll notice that there are some situations where there was an SRU and a site plan at the same time.

So that's why they're listed both.

We then had the UDC amendments.

We just had some additionals that were added in for the description, the data in which we did that, as well as the code that was affected.

Obviously, with the 526 uh last abottom, it was a laundry list of those.

So I didn't think we had to note every single one of them.

We then had the various other items that we have accomplished.

We had the discussion of the planning commission roles and responsibilities, overview of town plans, we had the active harbor training, comprehensive plan, discussion of Prop 123, recognition of commissioners Bay and Burns, raw rules of order, the Prop 123 fast track discussion, and then we had the orientation, the CIRS of training, we had the elections, as well as the discussion of the annual report to council, which is what we're doing right here.

Um I will say, based on the conversation and agenda items tonight, we could add those additional items.

We don't have to get this to staff until July 10th.

So we do have time.

We will have two additional meetings, including this one that aren't listed here.

So if we wanted to, we could add those as well.

So this was then um prefacing some of the conversations, some of the previous, some of the previous slides and presentations that were provided to the councils in the past.

There was the determination of the rules and responsibilities.

And it has always been said the reason that we wanted to do this was because we're having a large number of the meetings canceled.

So what this is doing, and this is my own uh volition adding this in.

So if you all do not agree with this, we can remove it.

This is a body collectively making the decision on this presentation.

But this is going through by year since 2020.

It is understanding the total meetings that were available, the number that were held, the number that are canceled, the amount of average time.

Um, so that was the start time and then the end time based on the meeting minutes.

So for uh Ms.

Helmer, I know you were the one who did a lot of those.

Thank you for putting those in there.

You're welcome.

Understanding then what the shortest amount of time, the most amount of time, and then utilization.

You might say what is utilization.

So typically we we estimate about two hours.

So 6 30 to 8 30, we want to get out of here by 8 30 with all the the business items.

Sometimes there are a large number of additional items on there.

We are getting out of 9 30, 10 perhaps.

This is understanding that two meetings per year, they get canceled.

Um, that is because, say, last year, July, uh January 1st fell on the Wednesday, so that was automatically canceled.

There is that understanding also that the holidays we do typically cancel one meeting or so.

So it's understanding of the time that is available to us in the year, 44 hours, 22 meetings times two hours per how much of that time is actually being used.

It's running through an understanding that this is not a situation that is just unique to us or the previous version of this body.

This has been going on since 2020, and I didn't purposely go before 2020.

2021, you'll notice that we have 94% utilization.

And the reason is because that was extensive rounds of UDC updates that were occurring.

We had almost every chapter that was updated.

We had some meetings where we were there for two different uh public hearings.

We then had a study session item as well as the UDC amendment and updates.

So that's why you see a uh maximum time of four hours and 43 minutes.

That was a grueling one, and I believe uh Ms.

Helmer was also in that one.

So thank you again.

Um so we'll get back to this in a second.

So now we get into the goals.

Um we've had in the past talking about the roles and responsibilities.

If we turn that into our work plan, that basically funnels down to what are the roles and responsibilities.

We know that they are going to require action by the council to either do an ordnance update or we have it added into the bylaws.

We had that conversation last time.

As well as then we have the bylaws, which I know that uh based on uh staff's um information that was provided, the administrative office here, um, so town administration, they're already working on general bylaws for every single board and commission.

So there isn't gonna be a large lift in terms of the base and foundation.

We'll just be adding in there exactly what it is that we envision for our specific bylaws potentially, and then that work plan are those items that we know are coming.

So this is intended to have our time again.

We have 44 hours in a year.

We know that that is the time that is available to us.

We also have staff time that is available to us, but they have other competing needs as well.

So that work plan will have those items that we already know are coming down the pipeline, UDC amendments, the drafting of the bylaws work plan, the joint study sessions, comp plan amendments, and then the other items that we are potentially going to discuss with uh the with the council and the discussion that we have here.

So that'd be the joint study session with other boards and commissions.

Um idea that we've had is commissioner-led presentations.

So we are presenting topics that may be applicable to this body.

Basically, if this is all supposed supposed to be that we're educating the body, we are ourselves knowledgeable and um experts in certain areas, and I know that there are a number of individuals here where some of the questions, comments have very much so surprised us and brought a lot to that conversation.

So that'd be another topic we can have on here, and then again the additional roles and responsibilities.

So now that is all.

I'm gonna stop and ask does anybody have any questions.

I have two questions, please.

Um on slide four, five and six, you have July in there.

Um, but with us submitting this in like mid-July, does it make sense to just capture that as June and call July a wash?

And then capture July next year.

Yeah, um so there uh an uh former chair Humphrey, thank you for using the town's template because the clerk's office is already getting the boards and commissions to standardize all of their presentations, and it does indicate July through July essentially.

Um so, and I believe that is one of the other attachments.

So let me open that up.

So this is the draft that the um that the clerk's office has, and you'll notice that it has well, I guess it's July through June.

So I would be fine with moving it to June and then having the next one as July.

Uh we can make that adjustment to have it as July.

I have no preference on that amenable to either one of those.

So I think June makes sense because that's what the town is helping for with the template.

So I would say June makes sense.

Cool, and no updates are needed then.

Perfect, unless we have updates.

Well, it says July.

Well, no, I know I will besides.

So you're gonna move it all to the templates.

Yeah, so we'll well, no, I'm saying if we were to add the additional things that we're doing in July as well as June, I'm fine with just with doing that.

So um, okay, I will make that update for June.

So, do we want to include this meeting and last meeting?

Just confirm we're going to include last meeting and this meeting.

We're not going to include the July first meeting, and we'll have the July 1st meeting recapped in the next round of presentations to the council.

Okay.

Okay.

It also helps if we ultimately approve the this presentation at the July meeting, then it's easy peasy and no more updates.

Yes, I would I would really very much agree.

Um the other question I had is on your slide seven, the meetings by year.

I get where you're coming from with like talking about the utilization.

My one thought is when I was working the meetings, the goal was to be efficient.

So if I see this, it's like if we don't have a two-hour meeting, we're not doing our jobs.

But I don't think it's kind of a weird balance to to provide.

It's like just working for the sake of or being here for the sake of being here.

Um but again, I understand that we have the time available.

Um so it's just making sure that I don't mind.

I I like this table, it's a very nice table.

Um, but if you're presenting it, I think just making sure that a canceled meeting isn't a bad thing, or if we get our work done quickly, in my opinion.

Um it's it's just efficiency.

So those are my thoughts on the table.

Yeah, that that's my one comment is uh I I just think that right hand column should be stricken because you it's not replicable.

There's so many assumptions that go into it that you know maybe it's replicable, but it's not apparent.

Um so just you know, I think your point about utilization is made in any number of other ways here, so you don't need that, and that number just I don't think is very meaningful, and I can't replicate it.

So I I would I would get rid of it.

Okay.

Um Commissioner Booth or Commissioner Leaf, do you have any questions, comments?

So in my consulting business, I I deal with utilization.

And um maybe there's another way to present that in terms of uh uh capacity um as opposed to utilization.

Um I agree that there's different ways to interpret that, um, both in a negative and a positive way.

The positive way is that there's capacity.

Okay, would you so what's what's been proposed is to strike that column.

Um would you want an alternative instead of striking it, or would you prefer just striking it?

Well, maybe as an alternative um listing hours used versus hours available or something like that.

Um I think verbally the presentation can address the fact that there's two ways to look at it either being extremely efficient um at the same time as having uh extra capacity um available.

Okay.

I have no trouble keeping it there.

I mean, it shows really how much information comes before us.

Well, and it matches with the other slides, so I'm fine with keeping it.

What I mean is it it's showing how much work comes for us.

We've already given the details of what the work is and agreed about capacity.

Okay.

So do we want to change that to capacity or strike that uh column entirely?

I'm I'm indifferent, and it's not my decision, it's our decision.

So I think I can see both sides of that.

Sorry.

No, you go I can see both sides of that too.

Um, and I think it can also be down to how it's presented.

The information is presented.

Um you can definitely explain it both ways, efficiency and capacity.

My but I did have a question on that side specifically.

Um were you able to get that off from town staff, or did you come up with all of that to yourself, Andrew?

As former Chair Hampel said, the easiest way to get the information was from the meeting minutes.

So our meeting minutes have the start time, end time, and I just rolled through each one by year.

Somebody wants to check my numbers, please feel free to you made a pivot table, it's easy to check.

Any other comments, questions, adjustments?

I think my only other comment was I liked the um layout of the presentation.

I think it was good adding some of those recommended changes, looking at each of the uh applications and adding units.

Um so I thought it looked nice.

It was a good presentation.

Any other questions, comments?

Uh Commissioner Leaf.

Uh I'm fine with leaving it in.

Okay.

Okay.

So and I'm doing this recap because I'm going to re-watch the recording to know what we decided.

Um so uh Ms.

Driscoll, if you could provide me the information for the planning staff section.

It's in your inbox.

Thank you.

Um we will change the headings on these that have the uh time period review.

It will be September 2025 to June 2026.

We will add in the June items largely into this item right here.

So we'll just be adding these couple items to this uh section right here.

And then we will change utilization to capacity.

Are there any other changes?

I'm just thinking about please capacity.

It's almost the opposite of capacity, isn't it?

I think utilization is fine because it shows the time that we've used it.

I I yeah.

Um please go ahead.

It's fine as utilization.

I still don't think it's replicable.

Um, but I appear to be the minority.

Well, I I think maybe since we're not all on the same page removing it, might be because no one unless someone feels very strongly that it's in, I think it is more representative of the whole board that we remove it, unless someone disagrees with it.

Yeah, I'd agree because with the the fun part about averages, if we had three five hour meetings and canceled a bunch of other meetings, we'd still end up with a high utilization.

So it it you can get skied results, I think.

Like your your four four hour, four and three quarter hour meeting, I think really did some work on bumping that utilization.

That entire 2021 year when we did the UDC updates, that changed the average for all these years.

So yes, I totally understand what you're saying.

So I think just removing it and keeping all the other columns.

I'm fine either way.

Okay.

Okay, so in agreement, we'll strike that utilization column.

Sure.

Yep.

Yep.

Okay.

Any other changes that need to be made?

Okay.

So then that means on the July 1st meeting, we'll have this so that we can um as Commissioner Humphill said, just so it's easy and clean, we'll have this as an agenda item so that we can make that approval.

Is everybody in agreement on that?

Any objections?

No objections.

And if you want to send me your spreadsheet, I'm happy to check your numbers.

I I definitely will.

Thank you.

I am not offering to do that.

So I'm not sure.

I just want to thank the chair and vice chair for the work.

It was uh it was definitely the former chair and vice chair.

So thank you.

So thank you for getting it to that template.

Now I will say with the template that was provided, it's generally what we have.

Um having seen many of these in the past, they're basically all over the place.

Different templates throughout, different colors.

Um somehow they're all really unique and descriptive of that body that does it.

So um, but it's it's very similar in the nature of what we already do for our item, and you'll notice it has a work plan on there.

We don't have a work plan.

We'll be coming up with the work plan.

And then again, highlights and stuff like that.

So I think for the most part, we are following the template.

We don't really have a going forward.

We're not one of the boards and commissions where uh yet we're not one of those yet.

We're not one of the boards and commissions where they're coming up with the items on their own of what they're doing in OSTAB sustainability.

I'm sure you both are well aware of that, trying to figure out what's next.

Um, so I think that will eventually have a going forward, but we don't right now.

We'll have to figure out that work plan so we can understand going forward.

But um, okay.

Sounds good.

You could add um the UDC update and some of those larger projects that will be coming over to you all for consideration.

Um just a thought.

Yes, if uh I should have asked, does staff have any recommendations?

I didn't mean to you know jump in there.

No, please.

Um I did I did note on here um for the items anticipated to be included for that work plan where we have the the UDC updates, alignment with the comp plan, the administrative review process as well as the other items we know you haven't yet proposed but will be proposing.

So I did well that I would say the spirit of the template.

I think you've you've captured it.

So that's that was my thought too.

But um any objections, concerns.

Do we think we're along the right path and we should make the updates?

And again, I'm gonna watch the recording to go through what the updates are.

Anything else that we should note, or are we fine for the July 1st meeting to bring this back forward for approval?

Looks good.

Agree.

Commissioner Leaf, Commissioner Booth.

Any last comments, questions, concerns?

Looks good.

Looks good.

Okay.

Thank you.

Okay, so this leads us to the no uh can you can you do the next item since I'm not at the dive?

Thank you.

Um what am I it's the right intro?

Okay, that's what I thought.

Okay.

Um, this leads us to the next item on our agenda, which is 2026-297 intro to Erie Town Hall 101, and or Chair Sowish, would you like to proceed with your presentation?

Yes, uh Chair Sauce of the Planning Commission for the town.

Whatever.

Yes, fun, isn't it?

Um okay, so we are gonna be going into um we're gonna be going into a joint study session with the council in the future.

We're gonna have a conversation about roles and responsibilities amongst ourselves.

As I had mentioned last time, I know that there are a lot of items that are occurring within the town that we may not know about.

This ranges all the various departments, and this is to get us aligned just to understand what is occurring in all these.

Um, I will be your pilot for this flight.

We're gonna be at 30,000 feet.

So if you have any questions related to any of these, let me know.

I do not plan on going through every single one of these in detail because there is a lot of information.

There are a lot of links.

So if you want to after the meeting or many weeks, months down the road, review any of this, feel free to do so.

And let's go.

Um so we're gonna run through this.

We're gonna start with the organization as a whole.

We're gonna understand the actual organizational chart where we fit in there, the town council who is the elected body, the town departments throughout, other boards and commissions, the home rule charter municipal code, and the UDC within the municipal code, some of the very strategic plans, budgets, financials, capital improvement plan and fund, and then our commission duties and authorities.

And please, if anybody has any um any comments about anything that may be incorrect, uh specifically for staff, please feel or anything to add, please feel free to chime in.

Um this is an interactive period, so this is not my public comment.

Um let me see if I can.

I don't know if I can do this.

Yes, I can.

Okay.

So when we look at that organizational chart, we are a um uh uh a form within the states where it is a council town manager um form of government, uh home rule municipality.

So we have a town manager, and then we have had two deputy town managers.

There are various departments that are placed under each of them, and there are rotations that will occur uh every year or period of time so that each of them are able to understand what is going on in each department.

Obviously, we have a vacancy currently for one of those deputy town manager positions, and our interim is uh filling in with our current deputy town manager.

You might ask where do we sit as the planning commission?

We are an arm of the town council, so we are an advisory recommending body, just like the other boards and commissions that I'll go through in a moment.

So we are there for the specific purpose of either legislative or in our case, quadjudicial matters.

Um with the town council, they have purview specifically to the municipal prosecutor, the municipal court judge, as well as the town attorney and recently um, or uh, should I say the town manager and recently now the town attorney's office, which uh Mr.

Schaeffer is uh part of, and I hear are building out additional individuals.

So it's very cool to hear.

So the responsibilities of the town council, obviously, these are the elected officials.

They are the ones who provide the uh the vision for the town.

They are the end for all things within the town.

All decisions must go through them, all appropriations, legislative, quasi-judicial, up the board.

They also sit as the urban renewal authority, codes, code adoptions, resolutions, you name it.

I'm sure we all know what the council does.

They also have these various boards and commissions that they are liaisons for.

There are uh laundry list of these over here, in addition to then the town boards and commissions, which I know we're familiar with being one of them.

They have a legislative agenda.

I know this is something that for those who had to just recently reapply, or for our newest members who applied.

There were items on there, the work plan, and so on.

The legislative agenda was created in 2023, I believe, where it was items that were being discussed at the state capitol, and how we wanted to have those affect our community as well as those that we really wanted to have as either supporting in nature or trying to uh be an opponent to.

So this is basically the vision in terms of any of those items that we might look at that occur at the state house, um, even federally, those are the ones that we are basically going to advocate for, including with uh the Colorado Municipal League, who has a lobbyist portion that advocates for municipalities.

I think it's like 260 plus uh municipalities.

Town council also has their work plan.

So this is the most recent version.

This is also something that we are supposed to be aware of.

So this is really the priorities and goals that are outlined by them, and staff is continuously working on.

Um goes through every department, and these are the main items.

There's obviously the day-to-day items and some others that are mingled in here, but these are the large items throughout.

We have the town departments.

I'm not going to go through everybody, but here's pictures of them.

We then have the various town departments, uh, town administration, day-to-day operations, the town clerk responsible for the meetings, uh, communications with boards and commissions, elections, liquor licensing permits, the municipal court violations of the municipal code.

We do have a primary municipal judge who is uh appointed by the council.

We then also have um uh assistant judges, those are the ones to fill in in case uh there has to be a PTO request out of office, something like that, where they do need to fill in.

And then, of course, we have the town attorney's office.

So this is all legal matters for all departments.

They are the ones who handle everything legally for the town.

Screw a little too much.

Um we have the environmental services, so this includes sustainability, oil and gas regulations, waste reduction, uh, community engagement.

Um, Adam, the man behind the curtain right now who is helping us with the uh the VA, he is part of the communications team.

Thank you, Adam.

Um human resources, we all know what human resources do.

Um, and then IT, human resources and IT.

They are the probably the backbone for the organization since they are the ones who are handling all the personnel as well as all the technology that we all love.

We also have the finance department made up of the accounting, budgeting, grants, utility billing.

So that water bill that you have that you pay every single month, or hopefully you pay every single month.

Um, that is uh handled by the uh utility billing department of the finance team.

We'll get into more of what they do later.

Um police, we all know what they do, uh, led by Chief Mathis.

We have economic developments uh led by uh Julian Jacquin, and then we have a number of different initiatives that I'm sure all of us are aware of.

And then we start getting into some of the larger departments.

We have parks and rec.

There are four different divisions within.

So everything from the ECC, the various parks, park facilities, um, the actual uh mowing of our mowing maintenance and upkeep of our facilities are all organized through here.

Um the recreation, so even the personnel within the facilities are organized through Parks and Rec.

It is, I believe, the largest department that we do have.

And then that's followed up by utilities and in a moment work.

So utilities, this is uh the um we have the water, storm drainage, and wastewater.

So they operate the water reclamation facility, the uh Lynn Morgan uh water treatment facility, then um they also have the meters, so those uh meters on our water that we have out front uh that they collect now digitally, they're all taken care of here.

Um so they all work together in in in nature, um, but they have a lot of personnel for obvious reasons.

And then public works, um, stream maintenance, transportation mobility, facilities, engineering.

Um, it used to be that engineering was part of uh planning and development, but that shifted over, I believe two or three years ago.

Um in their eyes, it just made more sense since they were working with public works uh more than they were generally with with the planning team.

And then we have the newest transportation mobility division on there, where obviously we had that um TMP that came through a couple of years ago with the comprehensive plan.

And then we have the planning development.

Uh we obviously have uh the planning division, which we work with uh every other Wednesday, um, annexation zoning plats, UDC items.

We have then the building um building division permits inspections up the board, and then operations division, which is the administrative side, which is I believe a new division within the planning departments or newly categorized division.

New ish, yeah.

So I believe that's also uh encompassing of the um affordable housing uh no former no affordable housing, it's in planning.

Gotcha.

Okay.

So any questions so far?

I know I'm going fast.

Any questions?

Okay.

So we have the various boards and commissions.

I'm not gonna go through every one of them.

Um ADAB, Airport Economic Development Advisory Board, the Board of Adjustments, Board of Appeals, they have met three times for one set of hearings in the past, I think six years.

So they are um if you watch the the movie um uh Santa Claus, you know, ELF, the ones who fly out whenever they're needed.

They're basically the ones who will fly out when there is an emergency situation of a variance where um somebody is appealing uh decision that was made.

Um they don't get enough credit because they never meet, but they are there as needed for uh the town's needs.

Um historic preservation advisory board.

So these are the historic structures, documents, artifacts within town, uh HPAB.

We have the open spell open space trails advisory board.

I'm gonna actually let it to uh Commissioner Bradis.

What exactly does OSTAB do?

Um they make recommendations for open space to be purchased and the use of the uh open space uh TNAC, the Trails Natural Area and Community Character Fund.

Um they review all development referrals of housing referrals to make sure open space is accounted for, safe passage to schools, things like that.

Thank you.

Planning commission, I'm not gonna go through that because we all know.

Hopefully.

Um yes, hopefully.

Uh the sustainability advisory board.

So I'm gonna go to Commissioner Hempel, uh former advisory board member.

So if you could explain what exactly they do.

Sustainability, it's mainly they work a lot with staff and kind of progress and come up with uh more innovative ideas on sustainable practices that the town can try to implement with the uh electric vehicles was a a big topic when I was on there, just talking about chargers and that sort of thing.

And I also work with uh the tree board to put on a great party in the spring.

Is it Harbor Day or Earth Day?

I call it Earth Day, Arbor Day, but the tree board would have something to say about that.

They would call it Harbor Day.

So, which is then uh the tree board.

So um we are a tree city designated uh municipality.

So one of the caveats with that is we have to have an advisory panel or um individual on staff who accommodates that for recertification, as well as they have to hold an Arbor Day every single year.

So they are that body.

Um they put on uh bunch of different events as well.

Uh their tree walks uh that they are doing with the town forester as well.

Um we also have the urban renewal authority.

We sometimes see items related to the URAs.

Uh we recently saw one, I believe last year related to the PD for I-25 gateway, which was uh a URA property.

Yes, I know it's town owned, but it's URA property.

Um the body that facilitates the URA as the urban renewal authority is the council plus uh four individuals, one from the um school districts, which is represented by Saint Vrain.

Um we have a mayor appointment.

We also have uh individual that is from one of the uh metro districts, and we have one from Wealth County.

So it is a 11 body panel.

Yes, please.

Uh you mentioned that the planning commission, or this is in your role on the council had seen something.

We uh we saw were you on there or were you on the it was last year with the I-25 gateway, correct?

Yeah, so it came it was on our agenda, but it actually just got removed from our agenda because effect it was like yeah, I'm wondering the role that the plan it was uh statutory requirement um that the planning commission certify that um the I-25 gateway URA complies with the comp plan and law arranged plan.

The plan or the URA the URA as out of the charter, okay, yeah.

So it was the by coming back because it got withdrawn.

I think you're confusing the um the zoning.

Oh, which did get withdrawn.

Okay.

So yeah, that that one went.

Yeah, I guess Julian came in.

Jillian came and presented for one URL.

Yeah, okay.

Yeah, it was uh to form the URA um for I-25 gateways.

Okay, yeah.

All right.

Um so one question on the URL are the the four people like does it have to be the St.

Brain representative or Weld County representative?

It it is by statute who is required to serve.

Um it is you have one that has to be from so it's three of the four have to be from the various taxing districts within the within the municipality.

There is an agreement between Saint Vrain and Boulder Valley School District where Saint Vrain will take the individual for that seat.

Okay.

Um and then we have one of the Weld County Commissioners.

We have uh it has to be another taxing district.

So uh we have uh Ashroff Sheikh, who is a on the Metro district.

Um, I believe in one of the very uh sorry that he's the mayoral appointment.

The other one is um blanking on his name.

It'll come to me.

I'll I'll be five slides later and I'll I'll remember it.

So um but yeah, it's uh the other individual is uh uh on one of the metro district boards, so that's one of the taxing districts within the area with something like Mountain View Fire have an option to be on the URA since they're a taxing district.

Um they could facilitate uh potentially facilitate that.

Um it it is uh a statutory requirement for URA that it has to be the school board, one of the counties, and then you have that other one.

So yeah.

Thank you.

Okay.

Um we are as of November of 2023.

We are a home rule municipality.

Um I am not gonna say what the home rule charter is.

I'm gonna leave that to our two former charter commissioners to let us know what exactly a charter is and why it's important.

You can go.

The charter is the guiding document of the town.

So it's kind of the guardrails of how the town is run and managed.

Uh one of the comments that we got early in the charter um from Weagle kind of as a joke, is the ideal charter saying we are the town of Erie, we are a home run municipality, and that's the only thing it says.

So it it you can when we were writing it, we wanted to make it not too strict, but we wanted to put the guardrails on to as what we thought would be best for the town to last the the life of the town for hundreds of years is the goal.

Anything else?

Um almost like a constitution, if you will.

It's uh prevailing document that talks about it, but we definitely did not want to make it too specific because it's a living document.

Well to change it, you have to go through another commission.

And so it's hard to change.

Well, it's just a vote to change.

The people that's you're right.

Um there was something though, there was one part.

I thought that we needed a new commission if we wanted to redo things, but anyway, it doesn't matter.

But yeah, because we did the vote for we had an amendment to it.

There's been one amendment, which was when it first came out to tie the salaries of the town council to cost living.

Um, they had gotten a raise in every seems but anyway.

Um, but yeah, so it's really trying to set up the framework and to let the specific ordinances and things like that do the details.

The less is more route, if I remember correctly.

Yes.

Yeah.

We we had some strong opinions on some things and some things we left uh ordinance.

And we we wanted to have strong opinions on other things.

I remember one excitable thing was selling water rights um to go to a boat.

Um, and that we got a comment like the next week, and it was like, please do not do that.

That's a terrible idea.

And the next thing, the other thing which we will talk about has to do with open space because that was a big character issue that the residents of the town really wanted included in the charter.

Um we've gotten part way there, but not enough, but we'll talk about that later.

All right, and then we have the municipal code.

So the as uh as the two commissioners said, the home rule charter is our constitution.

It sets up everything for the local municipality, local matters are of a local decision and discretion.

So the ordinances are what affect the municipal code.

If we ever have a change of the municipal code, it goes through an ordinance.

We have the 10 different titles.

Obviously, the tenth title is what we look at the most, but um there are wide-ranging number of items, and I know we had the UDC update recently, which encapsulated like four or five different chapters, pieces within each that moved it into one section for um for consolidation.

So, but if you ever are bored and you want to know more about the town, check out the UDC or the municipal code and the UDC, which the UDC now is what we look at um or what we use as our criteria.

It has the application standards, development uh standards, um, basically everything related to what we do here in terms of zoning and development within the town as well as certain aspects of planning when we have the comp plan rolled in there as well.

Um I'm not going to describe what the UDC is.

I'm gonna actually ask Ms.

Driscoll if you can in a nutshell explain what the purpose of the UDC is.

Um it's it's basically the regulations that apply to how you can use and develop land within the town.

Um if you have anything you want to add.

No, yeah, I think it sets the the, as you mentioned, the the requirements for land use, um, sets the parameters on who has authority to approve um certain applications, rezonings and things like that.

Um really touches and concerns anything related, but most things related to land use one comment on the UDC please the uh the website that goes to the MUDI code.

It's actually pretty helpful whenever you're digging around the code to figure out if um the application applies if you need to dig into the UDC.

That is the rule of the town, the law of the land.

So I'm typically digging around there trying to find some provision.

I know you dig around in there a lot, but the website it works pretty well.

So the search is pretty strong, would recommend um so I'm not gonna go through all this, but uh this is the purpose of the UDC.

It's lengthy, there's a lot of them.

Um basically it is for the health and safety of the residents within the town, creating a municipality where it is orderly, safe, has the utilities, the infrastructure, and so on and so forth.

Um there's a lot of items in here, obviously.

So this is the true purpose, um, all 18 um sections long.

I added this in here because I know uh Commissioner Brodus had brought this up.

So back in 2021, through those updates of I think it was uh eight different chapters that we did.

One of the things that staff identified is it it takes a lot to change these ordinances.

So they actually created these user guides.

It is for an applicant exactly what they need to go through from start to finish, pre-application process through the actual application itself to understand what exactly do I have to have included.

And um, if you've ever noticed, there are some of these uh more recent developments where they actually have this attached with the with the application, and it literally goes through, checks every single one of them, crosses it out whether or not it was applicable.

Um this is if you were ever wondering what an applicant is required to have for the specific application, this is where you want to go for that.

Anything else to add, Mr.

Iscill.

Uh no, I just sometimes um there are provisions in there that we can ask for additional information if needed.

Yep.

Thank you.

Um and then we have the strategic plans.

Um obviously we briefly went through this.

There's a lintany of these.

Some of these are currently being revised or about to go through uh revision.

Um I'll get into the comp plan in a moment, but the one that most recently, or the ones that most recently went through uh PROS, the Parks Recreation Open Space and Trails um uh strategic guide.

Um it's not called PROST.

Um, it's uh connecting you to fun, I believe it is.

Um, and then there was a needs assessment related.

We have the strategic plan from the police department as well as all these.

Um if you ever want some uh bedtime reading, this is great to go through some of these.

Um they are very some of these are very technical, but they all work together.

Um I'll get into the comp plan in a moment, but say the comprehensive plan.

There um we had a DOLA grant that was received from the state.

In order to do that, we had to have it where it was to a T exactly what was required.

And one of those elements was uh a water master plan element.

We already had that, so we could just reference this.

So um again, there's a lot going on in here.

Some of these you'll notice that they haven't been updated in some years.

It's not that they're not still current.

There may be some um recent revisions that are locally done as developments have occurred.

So as time goes on, most all these are gonna continue to uh be updated.

And then of course we have the comprehensive plan.

Um, I'm not gonna go through all of it because I know we referenced the comprehensive plan in our decision making up here, um, but this was in 2024, which was a technical update of the 2015 or which was a full update of the 2015 plan, which was really a technical update of the 2005 plan.

So we were going for what 15 um 15, 19 years, somewhere around there.

Um, I think it was approved in 2006 originally.

We were going uh 15-19 years where we were essentially working on a vision for the town from 2005, which was the technical update from 1999.

So it's it's a lot that was done, a lot of outreach uh communication with the town um at the fairs.

Uh I think you were on the trails as well, um, working with uh various bodies.

There was uh a number of different um of groups that were formed in order to provide input on this, and um it's it's lengthy, but there's a lot of information in there.

Um continue on.

So I'm gonna stop asked.

Does anybody have any questions so far?

Anything?

Um I keep forgetting we have the two in the clouds.

Uh Commissioner Booth or Commissioner Leaf, do you have any questions so far?

I'll set.

I'm good.

Thank you.

I want to go all the way back to town council and ask a question about them.

Um so we then get into some of these aspects and we'll dive into one of these later, the budgets and financial.

So um the budgets are the annual appropriations for the town.

These are where all of the funding, um, the revenues, expenses that are projected, as well for all the various departments are collected.

There is a long, lengthy timeline that encompasses every single department that all this goes through the finance department.

They um it says in here they start, you know, in May, but really they're planning last year for this year, this year for next year.

I mean, they're already looking at this ahead of time.

Um, there is a study session that is provided to the council.

There is then an additional study session later on, followed by the actual public hearings.

It is a two-part hearing.

First one is the presentation of the of the budget for the future year, and then it's typically November, December, where the final public hearing um occurs, that is where the adoption of that budget actually is formalized.

Um there are two supplementals that happen each year.

The first one is typically uh two or more.

Uh first one is a rollover of those things that were appropriated last year that didn't get completed, they get rolled into the next year.

Um, that typically happens around um March, April.

And the reason is because that's when they're now going through the um annual.

I gotta make sure I'm calling it the right thing.

It's it's um uh it's the annual comprehensive financial report ACFER.

Um I believe.

Uh they've flipped at uh annual and comprehensive around uh a couple years ago, anyways.

Um, but the supplemental is the rollover, and then we have the additional appropriations.

So if there's a new initiative that council will take on, or one of the departments says, hey, we need additional appropriations for this project that went over, that's where the supplemental everything, every single penny that is spent has to be accounted for in a budget appropriation.

So this is a forward looking document.

Um we have the various fund accounts.

Um I'm not gonna go through each one of these in detail.

Um, the general fund that is the general operating fund for the town.

We have the capital improvements fund.

Um, I'll go into that in a moment.

We have then the special revenue funds, grants fund trails, conservation uh cemeteries.

Some of these are impact fund related.

Um when we go on, so the capital funds, transportation, public facilities, parks improvement, uh, police facilities, uh, tree impact, storm drainage, all of those are impact funds that are typically paid for at the permitting process when we have a dwelling unit that is going to be going into town.

Generally, that's where most of these occur.

Um, we then also have the fleet and equipment acquisition fund, and then we have the enterprise funds, waste wastewater, water, storm drainage, and even though it isn't actually an enterprise fund, we treat it as an enterprise fund.

Um, should I say that has been the uh stance of our former town attorney, um, but that is the airport fund.

Um, and then there's description.

I would just add that um non-residential also pays impact fees.

Yes.

Sorry, uh commercial as well.

Yes, my apologies.

Um, so and then there's descriptions on each of these.

Um, I'm not gonna go through each one, but uh there's some information here.

Um, so when you look at the budget memo, it lays it all out here.

This is basically reconciling every single dollar that is spent and listed out by the actual fund account.

Um, you'll notice it has that beginning balance, ending balance.

This will typically change as the supplementals come through because we have what we assumed to be the year end amount that then comes the next year end amount, and then what wasn't used comes back in, and now we have the new beginning balance, and that is typically reconciled in that uh annual comprehensive financial report.

Um if anybody has any questions about any of these funds, let me know.

But um I'm gonna stop.

Any questions on the budget?

Financial reports.

This is looking in arrears, it is looking at what happened in the past.

So this is reconciling what occurred in terms of the budget, the spends going through every business type activity as well as governmental activity.

Um this is collective of every single dollar.

Uh, there's a lot of information in there.

If you've never looked at one, check it out.

It has the actual um the value of the town in there based on the amount of property in the town, how much is collected through the ad valorum taxes, um, the capital contributions.

I think we're up to about six to seven hundred million dollars, the value of the town based on everything throughout.

There's again a lot of information in the in the annual report.

And then we have the monthly sales tax reports.

They don't go into detail in terms of the actual location that was collected, but they might have like the baseline Colorado 7 corridor or the nine mile area.

They can they by law cannot uh discern which specific location actually provided the funds and make that public.

It can be in general in that area, but they cannot go to specific locations.

So you say, hey, how much has the King Super, you know, provided us over a nine mile?

We can't get that information by law publicly made available.

One comment on the annual comprehensive report.

Please.

It is a now that is a great report for going to sweep.

Yes.

But it is a standard report, like effectively across the country.

It's they use the generally acceptable accounting principles, gap.

Yep.

And one of the I looked into it.

There's a thing called strong towns, and they actually made like a sheet where you can track the history.

I mean, the town publishes back of 20 years, so you can like monitor the trajectory of the town.

And I did that a few months ago, and so far it's looking good.

And it's it's it's incredible.

Some of those years where it was a significant spike because of all the development that we had.

Yeah.

Um, yeah, it's it's it's the history of the town in numbers essentially.

Yeah, it can be convoluted, but it's it's everything.

It is.

Um, and yes.

That's impressive.

If you try to match it back to a budget, it kind of gets a little difficult because the budgets are assuming what it's going to be.

This is actuals.

So, and I know if uh our finance team is watching this, I I swear I didn't do this enough justice.

They put so much time and effort into this, and it leads to some of those supplementals, as I said.

Um, you know, I I just have to give credit to that entire team because this is a lot of time that goes into the reconcilation and the audit of all those um all those items.

This is where they'll also identify concerns for the town um that they may address each year.

Honestly, each year we have one or two, and typically they're small.

Um, it's like, hey, you know, there was this item that we didn't have the contractor include a provision in there of one of those related to a federal standard that needed to be agreed upon, you know, like something like that.

Um, so it's just it keeps them on their toes.

Um of these in the past were there isn't uh there isn't a clear delineation of role or responsibility, and since our two um finance directors ago that changed, and under our current uh finance director, uh Sarah Hancock, um, things have considerably changed.

So um there's a lot more that I know that they're doing.

Um, but okay.

If yeah sorry, if I remember correctly under home rule, we we can do our own collection of sales tax now.

Yes.

I'm not sure if we decided to do it or still going through the state, but um we are not uh we don't have staff.

Yep to do that.

It would save us some money and time, right?

But it's priorities.

Yes.

Um, so when we were statutory municipality, it was required that was collected by the um department of revenue for the state.

We moved to the home rule municipality, and yes, we could collect it on our own, but we actually still have them collect it on our behalf because um of the staffing, the different systems that would be required.

Uh, we would basically have to have our own process for collection.

Yes, there is a state um uh a state system that you can you can utilize.

Um we are part of it because the uh department of revenue collects for us, but uh yes, you're correct.

And I think they said it'd be at least like two staff members at a minimum to collect revenues.

So it's a lot of effort just to collect the tax.

It is um and then here's you know the financial um aspect.

So uh this is from the most recent um December 31st, 2024, and you say, well, we're in 2026.

Well, because 2025 hasn't come out yet, so that'll be in uh should be very soon within the next month or two.

Typically, I don't want to put any pressure on our financing.

I'm sure they're watching right now.

Um so now we start getting into uh some of the other things that I know uh Commissioner Booth, you had asked about.

Um we have the capital improvement plan and the capital improvement fund.

So CIP CIF.

The capital improvement plan is the list of all those items that are those capital projects.

Um you can see down at the bottom.

What is a capital, you know, what is capital?

Um they are assets with initial individual cost of more than 10,000 and an estimated useful life of three years or more.

So these are you know, purchasing a new server, the construction of a new water, wastewater pipeline or a new street, renovation or extension of town hall, a new park.

So those are the ones where basically we depreciate the life of that project as time goes on, and we have a large upfront investment that the town has.

Um this is one where we have the immediate items that take up the a large amount of our budgets each year, but then they also look at the future years.

So we have a five-year plan in terms of the various um the various projects that might occur.

These are things throughout every single department, water, wastewater storm drainage, um, planning and development has actually had some in the past with the uh new um uh uh cities.

What's the new program that you you use now for development applications?

Oh, that was town wide, uh central square.

Yeah, Central Square.

So that was a capital project because it was a large upfront investment as well.

Um so this isn't just you know, we have our enterprise funds that have these.

This is every single thing within.

And one of the items that is also included here is street maintenance.

And the reason is because we don't have a dedicated fund, a dedicated tax for the street maintenance.

Um street maintenance, uh, paving of the roads.

We also have then the so it's asphalt and concrete.

Um that is in there.

So street maintenance out there, paving of the roads as well as sidewalks, rebuild of curbs, um, those kinds of things are all included in that.

And they cost a lot more than you expect.

A lot more.

Um, and I know with the uh new new water treatment facility, it was uh extremely large in terms of the amount.

So um, which that is a whole different discussion.

So um so obviously this is one that I know again for those who recently reapplied or are new members who did apply, there was the item that said have an understanding of the capital improvement plan so you can understand what is occurring for the current year as well as for the future um so the five-year period, which then brings us to the capital improvement fund.

So back in uh back in 1998, um, I believe it was nineteen ninety eight, um, they created this fund.

However, this really wasn't used until 2023, 2024, um, when the previous council decided to remove the reserve accounts, the excess amount then went into this now capital improvement fund.

So basically we had this amount that was above and beyond what we had to legally obligated, as well as through one of our um ordinances in the past, um, we had more that was sitting on hand than was necessary.

So they said, okay, we're going to start uh this was actually our um our then new finance director Sarah Hancock, um, who said, Hey, we can start using this essentially.

So we have, and this is basically all excess revenues from the current year at year end go into that fund and fund the future year.

We have had an excess amount in there since this was first used in 2024.

However, we are now at a point where because of the capital projects, we are getting to that pay as you go situation.

So we're actually going to be at a point where the excess amount of revenues from this year or what is assumed to be appropriated in the forecast, that is what we're gonna have for that next year.

To see how this looks, um, this is where we are looking at having a negative ending fund balance in 2029 and 3030.

Now this is before this was May, I believe, this this uh most recent one that I'm showing you here, um, April or May.

However, with the new water allocations, it is going to change the the projections and forecasts because we are not going to have the development activity that we once thought we were going to have.

And it's not just for this current year, it's also going to be for the next five to seven years.

So, based on that ordinance uh that what or resolution that was approved recently for the water allotment.

So this is one that is going to be extremely important for the town moving forward because as I said, there's a litany of these items that are taken care of from this capital improvement fund, um, those capital improvement plan items.

They use this, and um, as I said, we have four and a half million dollars for street maintenance right off the top.

So we're gonna have to get wise in the way that we plan for the future.

And I will say that our finance team starting in it was uh May of 2022, they came out with the first forecast, and they've improved upon it ever since.

They've really tightened up the numbers, and that's why we now have a um or we have more individuals in that finance department because they are looking at this in a future looking uh manner and trying to understand how are we going to be able to pay for these things.

Um I'm gonna stop there.

Any questions?

Uh, Commissioner Booth, Commissioner Leaf, any questions on your end?

Very helpful to have that.

Thank you.

Agreed.

Thank you.

Okay, so that gets us to now what we do.

And I'm gonna look to our deputy tenant attorney if there's anything that I'm saying that is incorrect or you want to clarify, please let me know.

Um obviously we have two parts in where we receive our um our ability to have a planning commission or a zoning commission for the town.

Um that first one is obviously the uh CRS Colorado revised statute, which allows for the creation of a planning department uh or a plan uh planning commission, as well as for a zoning commission.

So they're within the same title article, um, two different sections, uh 200s and 300s, but this is where we initially get that authority to be an actual body.

We also have then the home rule charter.

So hypothetically, if something were to happen to CRS, we still have our home rule charter saying we have to have a planning commission.

So we have the duties that are assigned to us by the charter, state law, as well as the ordinances.

So there are some things that are within the charter explicit to us as well as the statutes, and then there are other items that are within ordinance.

Generally, most of these are coming from ordnance unless it is statutorily required, which we still do have an ordinance that has that item in there, i.e.

our UDC.

Um, please.

One comment on the the charter.

The CRS, I believe, allows the council in our case to be the planning commission.

Um so that was one reason that we put that in there to have our own point of commission.

Is that the um CRS does allow by ordinance um council to assume roles and responsibilities or duties that are delegated to the planning commission through statute?

Yeah, um, and I mean most a lot of municipalities have because under the uh the statute subdivision regulations, um, the enactment of subdivision regulations are vested in the planning commission unless town council adopts an ordinance otherwise.

So um council control subdivision regulations and count council approves a comprehensive plan.

Um, so there are things that uh even statutory uh cities and towns um where the the mayor and council, town council can take, so to speak, from planning commission.

Yeah, that was just one of the items of making sure we wanted to we enforce two boards on the charter.

So we can't be disbanded.

Yeah, we can't kick us all off.

Yep.

Um so that obviously uh thank you.

We have and thank you too.

Um we also have then the municipal code where it explicitly identifies that planning commission.

Um spoiler alert, uh, the UDC, that is where our roles and responsibilities currently lie, our duties.

They are explicit and they are right here, largely in this uh table.

This is a summary of administration and review roles.

I have highlighted the sections that are the column that is us as well as the actual items that we are a typically a review referral uh and hearing situation.

There is that one that we are the decision making uh hearing body, which is the site planning commission review.

We did have one uh recently at the beginning of the year.

Um so it does occasionally occur, um, but largely we are that advisory recommending body for the most part.

Um the table obviously also has amendments to the UDC text as well as amendments to the comprehensive plan, and um again, there are the um referral review as well, uh the review uh items on there, and then for the comprehensive plan review and hearing.

And I'll make another comment.

I appreciate I didn't say it in when you were going over the uh presentation of town council that you condensed that on like one of the early slides.

So that was that was helpful.

I I don't know how I even fit this onto my slide.

So um so that is in a nutshell what's going on in Town Hall.

There are the uh should I say uh 30,000 foot view?

There is a lot more that is happening behind the scenes that I'm not going to get into because we would be here for hours.

There are you can look through the work plan and see all these different activities that are occurring.

Um largely what we focus on today is that UDC.

Um what I see potentially in the future of us having an impact on are looking at that capital improvement plan um because there are a lot of items, and based on the comprehensive plan, you know, we have to have a uh comprehensive look and vision for the infrastructure for the parks and rec for you know everything that occurs, that is the vision for the town that comprehensive plan.

So there's a lot going on here.

Um but any questions?

How long did it take you to put this together?

I I I honestly did not count and I do not want to count.

It's very, very comprehensive and very much appreciated.

Um to the two in the sky in the clouds.

Um Commissioner Booth, Commissioner Leaf.

Any questions that you might have from any of these items?

Uh I don't have any questions.

I just have a couple of comments.

Um wow, just gives you a whole different perspective for town staff and everything that they do on a daily basis.

So um extra shout out to them and a thank you to them.

And then also thank you for putting this presentation together.

This in conjunction with what former Chair Hempel put together with the Roberts Rules, all of this additional training um is very much appreciated.

So thank you.

Commissioner Leaf.

I'll just echo uh what Commissioner Booth said, um, and uh the gratitude of uh providing all this training.

Uh it's incredibly helpful.

And you know, I think it speaks to the the width and breadth of um the the planning function.

And you know, in my experience, planning is best uh executed when uh it's not fragmented or practice in isolation.

It's uh holistic and and reflective of systems thinking.

So I I applaud the kind of systems thinking and holistic viewpoint that you've provided for us tonight.

It it's a lot to to consider.

So thank you.

Any of the other commissioners up here, of course.

And staff, anything else?

Anything that I missed that you would add.

Not that I can think of okay.

All right, I'm gonna go back to my seat.

Thank you.

Okay, um so that is the last of the items that we have.

So um move on to staff reports.

Does staff have anything to report?

Um we have two items on the agenda for the next meeting, July 1st, and then um possibly a couple of land use applications for the second meeting in July.

So did things pull up from the next week.

That's Jenna you sent out didn't have anything listed for next week.

Yes.

So did things pull up.

Sorry.

Yeah, the chair um requested a couple of items.

Okay.

The presentation that you all that were about revision and then discussion and preparation of the joint study session with case.

Thank you.

So I figure that that we have two meetings left.

One of those is already jam-packed.

Use it to discuss anything that we want to.

And I'll have a better idea at that point of what the agenda is gonna look like for that joint study session so we can talk about those topics.

Okay, so let's go to now commissioner reports.

And I'm gonna start with the I keep looking up like they're gonna see the picture of the uh the two the two commissioners that are uh joining virtual.

Um let's start with Commissioner Leaf.

Nothing for this evening, thank you.

Commissioner Booth.

I don't have anything to add.

I just wanted to get information.

Um I couldn't quite hear.

Can you tell me the dates of the July meetings, please?

July 1st and July 15th.

Okay, and then your joint meeting is July 21st.

Okay, thank you.

And let's do uh Commissioner Shatz.

I have no report for this evening, just look forward.

There's a wide realm that we have defined here tonight to working with everyone in the commission.

Uh a lot of good work we can do.

Thank you.

Thank you.

Um Commissioner Hampel.

I have received and turned in my ballot, so don't forget to vote.

And Commissioner Brothers.

Uh on Friday, 6 to 8 is the town Juneteenth celebration.

It's going to be uh by Stacy's kitchen in that parking lot.

So it's a much smaller thing than what we do for Erie Fest or for Pride, but let you know it's happening.

And Vice Chairman.

Um happy Father's Day to all the dads in here.

I hope you guys have good weekend.

Thank you.

Um I have one item.

So last time when we met, we had discussed having the joint study sessions potentially with uh with the other boards and commissions.

So I did reach out to the OSTAB chair to see if they would be uh potentially willing.

Um he's gonna bring that forward to the body, um, just like we have had a discussion about it, seeing if they would be amenable to that.

Um I know that I had I had uh sent an email to Ms.

Driscoll about this, and um depending on specifics this depending on the topics, um there will be you know some staff time that will be needed and one of the specific items that we are identifying as the review of the uh potential properties since that is an OSTAB item.

Obviously, OSTAB is gonna be you know leading that will be there for the you know relation to the UDC, the comp plan, etc.

to have that conversation.

Um the question would be if there are other topics that we would want to discuss during that time.

Um I'm gonna also you know ask uh Chair Martin from OSTAB, see if he has any other items, but if there are any other items that we want to discuss, um let me know.

So to answer Ms.

Driscoll's question that she posed on you know via email.

Um we don't know exactly what it is.

We just know that we think it would be a good idea to meet with these bodies because there are all these different items, so we as the commission will have better understanding of topics um items in there, so we'll let you know.

Okay.

Um I would just ask that the um the rezoning of open space on its face seems fairly straightforward, but there is a lot um behind the scenes that has to happen.

And I've talked with um the OSTAB staff liaison Link Bullinger or Parks uh director, and it is not something staff is prepared to take on this year.

Council directed um the rezoning of the page property, which you will see um come before you.

Um some of that will be rezoned, that reserved open space, some of it will be re um probably the ag open space.

So um I I would just ask that you let us get through that this year, and then we can kind of dig in with Ostab on those all of the town owned uh open space properties.

Yep, and especially with uh with our advanced agenda filling out with some of the hearings being pushed where now they're being consolidated.

Um I you know when I when I look at the advanced agenda, it's October, November, and it's not to say, hey, we're going to identify the properties and you know get this moving, it's gonna be to have this conversation about these various topics.

Um so I wanted to confirm that there were no objections again that you know we meet with Ostab, we have a joint study session somewhere at the end of the year, October, November, knowing that we have competing needs from staff, and we don't want to obviously you know overuse their resources or strain their resources, knowing that their 2027 work plan is gonna include this, it'd be a discussion of these to hash out these different topics.

Any concerns uh with the two in the clouds?

I keep looking up, I don't know why that's where the voice comes from.

Yes.

No concerns.

No concerns.

I I did have a question, I think it was brought up at our last meeting that we have a very small budget that could be used to for the work plan of of the commission.

And I'm just wondering in terms of the budgeting process, um, if that uh if there's any accounting of how that's been used in the past and and what it might be going forward.

Um just a question about that.

Do you want me to please that?

Yeah, um, there's gosh.

We've used some of the money, there's still a significant amount left.

Um, if there's any sort of trainings that you all would like to do or um other efforts as far as next year, um our finance team has asked for a five percent cut across the board, so that'll bring it to around 3400, I think, um for the year.

So if there's um particular trainings that you're interested in, we had provided resources prior.

We can provide you know what's upcoming as far as um annual conferences and things like that that you might be interested in.

And I know you had provided uh you had provided those resources, links to all those, so um uh we can share those out again.

But there are different training opportunities.

Um you know, it doesn't hurt for the individuals who have been on the on the commission um to to take part in some of those, but also for the new individuals.

So um just something to um to look into.

Um and then we can also in terms of the budget, we can have uh you know, quarterly dinner or something like that if we wanted to, where just you know we can get together, don't talk shop because we can't talk shop.

Um, but you know, just uh another way of us having that rapport with one another instead of just sitting around this you know half moon over here.

So fighting um but I believe that is everything that I have, and I'm not gonna um change from tradition.

Can't I'm gonna go to the commissioner in the sky.

Motion to adjourn.

Second.

Time is 807.

We are adjourned.