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Minutes of April, 2008 Meeting


2008-04-10



BIG PARK REGIONAL COORDINATING COUNCIL, INC.
MINUTES OF APRIL REGULAR MEETING
9:00 A.M., Thursday, April 10, 2008
Sedona Fire Station #3 - 125 Slide Rock Road, Sedona, AZ 86351

Call to Order- Pledge of Allegiance - Special guest former Sedona Mayor Dick Ellis
1.Determine Quorum by Roll Call - 21 out of 26 Members present - see roll call Exhibit A
(Council Representatives/Alternates voting on behalf of a Member are requested to sit at the front table)
In attendance today was Sedona Fire District Chief Matt Shobert, attending for the last time before his retirement. The Council expressed heartfelt appreciation for his years of service to the Community. Also in attendance from the Sedona Fire District were Gary Johnson, Public Information Officer/Deputy Fire Marshal and Christine Edmonson, Human Resources.
2. Agenda changes from Executive Board meeting - Dorothy O'Brien - the Executive Board met this month at the Tequa Management Office - 7 April 2008 at 9:30 AM and no Agenda changes were made
3. New Members/Member Changes - none this month
4. Secretary's report - Henry Reiter
(a)Consideration and approval of minutes for 13 March 2008 regular meeting - proposed edits were unanimously adopted by voice vote - see approved minutes Exhibit B
(b)The Secretary reported another email with general comments on the following issues:
(i)Length of minutes - the Secretary advised he would change the form and substance of the minutes as directed by the Council; after some discussion, no changes were proposed
(ii)Function and duties of the Secretary - are defined in the Council Bylaws, not Robert's Rules of Order. With regard to the conduct of meetings, unless otherwise required by the Articles or Bylaws. Robert's Rules of Order shall govern all meetings of the Council and committees.
5. Treasurer's report - Dave Norton
(a) As of March, all member dues have been paid - see Exhibit C for Treasurer's report
(b) Propose change of Council's "Statutory Agent" and "Known Place of Business", for Arizona Corporation Commission - see Exhibit D - motion made and seconded to change both the "Statutory Agent" and "Known Place of Business" as proposed - passed unanimously by voice vote
6. Corresponding Secretary's report - Jane Petty - no report this month
7. Visitor Presentations
(a) Dick Ellis - City of Sedona Councilman and former Mayor - made a 10-minute presentation on the role of council members, representation of their constituencies, and the manner in which meetings are conducted. Councilman Ellis' presentation highlighted the following: to be effective, representatives must do their homework and not solely rely on other's research; respect each other and listen to all public input and weigh that input in making decisions.
(b) Next month Don Harr will present a report on the Fire District
8. Committee Reports
(a) Website Committee - Dave Norton reported on behalf of Jane Petty
(i) Email protocols were presented on the screen. Discussion that followed supported the direction that the website committee was working - See Exhibit E
(ii) Archive project status - Dorothy O'Brien reported that she had received the two boxes of Council records provided by past Secretary Peggy Dorrell in January; Website committee still waiting for the Treasurer's records from Dave Norton and the three boxes of P&Z Committee records from Zona Fink. Finally, it was reported that the Executive Board authorized the President to expend up to $250 on administrative support to handle the inventory and sorting of records prior to scanning and uploading to the website.
(b) Recreation Committee - Don Beard - no report this month
(c) P&Z Committee- Mark Mumaw
(i) Wild Horse Mesa (Zambrano) Application - graphic presentation was made (see Exhibit F), followed by proposed motion (see Exhibit G) - motion was made, seconded and discussion followed. It was noted that the Council previously voted not to support original application because of neighbor opposition, questions of notification and Citizen Participation, and several issues, including density. Some Representatives questioned why the matter was being revisited, and it was pointed out that (1) the applicant expressed a desire to pursue the application and work with the Council and neighbors for a resolution, and (2) that such a request should be honored - the question was called and motion passed unanimously by voice vote.
(ii) Sedona Golf Resort Gate - graphic presentation made (see Exhibit H) - since the subject of the application is within a constituent Member HOA, and the Council typically supports its Members, discussion followed regarding the question of whether there is a community-wide planning issue with regard to the Forest Service easements. There was no objection to the P&Z Committee's decision to appoint a sub-committee to look into the matter and present their findings. The motion passed unanimously by voice vote.
(iii) Colosimo Sign Variance - graphic presentation made (see Exhibit I) - followed by proposed motion (see Exhibit J) - motion was made and seconded - discussion followed regarding previous issues with the property, supporting business identification but not advertising, overall aesthetic considerations and support for village businesses - motion was approved unanimously by voice vote.
(iv) Yavapai County Development Service Presentation - was held on 9 April 2008 at 9:00 AM at the Fire Station - Boyce Macdonald and Tammy Dewitt made presentation and answered questions on Enforcement, Planned Area Development, and Citizen Participation.
(v) 1st Annual Verde Valley Regional Plan Symposium - 8:30 AM Tuesday, April 29, 2008 at Yavapai Nation - lunch included - there is limited seating available, contact Mark Mumaw
(d) Transportation Committee - John Gillam - meetings are on the 4th Monday of the month, at Sedona Winds 8:30 AM - next meeting is on May 19th.
(i) Pinon Woods gate - discussion was deferred at the request of Committee Chair until May meeting - in the interim, a "neighborly" letter is going to be sent by the Executive Board to the County reminding them the promised delivery date of the traffic study is now past due
(ii) A draft response protocol for the Pinon Woods gate was reviewed by the Committee and they requested additional time to discuss it. More information should be available next month.
(iii) County 5-year Transportation Plan - among the projects that affect the village, is the Bell Rock Blvd median work near the Highway 179 roundabout, which has been approved for this year
(iv) March 26th Verde Valley Transportation Planning Organization - 96-page study commissioned by Sedona on an alternate route is available on website - contact John Gillam for the URL, which will be posted on the Big Park website as a link
9. Other Reports - BPRCC seeks to have attendees at meetings of the following organizations - in the interest of shortening Council meetings, these reports will be made on a rotating schedule of 2-3 per month - those to be heard are highlighted each month:
(a) ADOT Executive Team - no report this month
(b) Yavapai County Regional Planners - see Mark Mumaw's invitation above
(c) Verde Valley Master Regional Trails Plan - no report this month
(d) Verde Valley Regional Transportation - see John Gillam's report above
(e) SID Steering Committee - Carolyn Fisher reported: see Exhibit K
(i) The County is performing ongoing review of petitions as they were coming in, and it looked like the 50% majority goal was at hand
(ii) The website is updated daily, log on to www.beautify179.org for the latest information
(iii) At the end of the report, Dave Benore advised that he had received a County call at 8:45 AM confirming that a 51% majority had been achieved
(f) Special Districts (Sedona Fire District, Sedona-OC School District, Sewer District) - Jan Montgomery provided written report dated 27 March 2008 - see Exhibit L
(g) Sedona Public Library - 50th anniversary celebration coming up
(h) Sedona Village Main Street Revitalization Committee - Kathy Nelms reported on May 10th Verde Valley Cyclist Coalition celebration; June 14th Full Moon walk from Blue Moon Cafe to the Full Moon Saloon - next meeting is April 17th 4:30 PM at Sedona Winds
10. Old Business
(a) Nancy Brown made a 20-minute presentation on two flyers circulated to Council Representatives, one entitled "Public Communication Guideline for all BPRCC Members" and the second entitled "Addendum to ‘Public Communication Guideline' for Big Park Council" - see Exhibit M. Nancy Brown made a motion, which was seconded, to adopt the "Public Communication Guideline" and its "Addendum" as a policy of the BPRCC. The Chair ruled that motion "out of order" on the basis that it either (i) was an attempt to establish policies & procedures for the BPRCC that is not contemplated by the Bylaws, or (ii) it was an attempt to amend the Bylaws in a manner not provided for in the Bylaws. For either or both of these reasons, the motion was ruled "out of order."
Carolyn Fisher then made a motion to form an ad-hoc committee to study the issues raised - see Exhibit N. About 15 minutes of discussion took place with a role call vote in which 11 voted against the motion, 5 voted in favor, and there was one abstention - see Exhibit O for vote results
11. New Business - none this month

12. Announcements
(a)Senator Tom O'Halleran - legislative update 4/22/08 The Tequa Ballroom (Hilton) at 7:00 PM
(b)US Forest Service - Grand Opening of Visitor's Center is scheduled for next week, 16 April 2008 starting at 2:00 PM - all are invited - call 282-4119 for more information
13. Adjournment - the meeting was adjourned at approximately 11:20 AM


Meeting Quorum - April 10, 2008

Exhibit #   A   

COUNT 
19Present
7Absent
2626 Members in the Council

Quorum Result

 Members
PBell Rock Plaza Association
XCanyon Mesa
PCasa de Piedras
XCathedral Rock Ranch
PCathedral View II
PFirecliff Community Association
XHighland Estates
PLa Barranca I
PLa Barranca II
PLas Piedras
POak Creek Country Club Estates I
XOak Creek Country Club Estates III
POak Creek Estados
PPine Valley
PPinon Woods I
XPinon Woods East II
XPinon Woods North III
PRidge at Sedona
PSedona Golf Resort HOA
PSedona Village Business Association
PSedona Village Lodging Association
XSundance HOA
PValley Vista Estates
PVillage Estates HOA
PVillage of Oak Creek Assoc [VOCA]
PVillage Park
Legend: P=Present X=Not Present




EXHIBIT B

March 2008 Minutes - See Minutes under Records on this website



EXHIBIT C

Treasurer''s report




EXHIBIT D

Resolution re change of (1) Known Place of Business and (2) Statutory Agent:

RESOLVED, that the President of the Corporation is hereby authorized and directed to sign and file with the Arizona Corporation Commission a CORPOPRATION STATEMENT OF CHANGE OF KNOWN PLACE OF BUSINESS OR STATUTORY AGENT indicating the following corporate changes:

1. Change of Known Place of Business:

From: Village of Oak Creek Community Center To: PO Box 20248

690 Bell Rock Boulevard Sedona, AZ 86341

Yavapai County, Arizona

2. Change of Statutory Agent:

From: Barbara Benson To: David Norton
56 West Cortez Drive, Suite A XXXXXXXXX
Sedona, AZ 86351 XXXXXXXXX

/s/ Dorothy O''Brien__________________ April 10, 2008

Signature of Corporate Officer Date

Dorothy O''Brien, President

Printed Name and Title of Corporate Officer




EXHIBIT E

BIG PARK E-MAIL SETUP

The following addresses will be established for general contact:

President@ [to President]
VicePresident@ [to Vice President]
Secretary@ [to Secretary]
Treasurer@ [to Treasurer]
ExecBoard@ [to Executive Board]
Info@ [to Dave Norton (or other willing volunteer . . .)]
Zoning@ [to Committee Chair and Exec Board]
Transportation@ [to Committee Chair and Exec Board]
Recreation@ [to Committee Chair and Exec Board]

Each Member association will then be listed as an E-mail address as in the following example:

Firecliff@ [To Firecliff Representative and any Alternates]

No names would be shown here, just the member association name. The representative and alternates would be shown on the Roster that will not have telephone numbers or E-mail addresses listed.


EXHIBIT F

Zambrano - Wild Horse Mesa Project

1) Application for a development of 31 dwelling units consisting of 9 patio homes in 3 clusters and 22 single family home sites

2) Requirements:

A)Zoning Change

B)Community Plan Amendment
C) Plan Area Development (PAD)
3) Consist of 6 parcel totaling 11.88 acre
4) Currently Zoning:
a) 11.28 acres - RCU-2A
b) .60 Acres - R1L-35
5) 1998 Big Park Community Plan
(Future Land Use Pattern Map)
a) 9.8 Acres - Low Density
b) 2.08 Acres - Very Low Density
c) Depending on the interpretation, the Community Plan suggest from 6 to 28.750 units.
6) Last year the P & Z committee recommended approval but was rejected by the Council.

Map

Site Plan


EXHIBIT G

BIG PARK REGIONAL COORDINATING COUNCIL
PLANNING AND ZONING COMMITTEE

RECOMMENDATION TO COUNCIL

This matter came before the BPRCC P&Z Committee on April 2, 2008. A quorum was present. The matter was forwarded to the Committee by the Executive Board of the BPRCC as follow up to a request from the applicant''s agent, Ramon Zambrano.

The applicant consists of a group of owners of 6 lots, 405-28-386 E, G, H, K, and L (Parcel A) plus lot 405-34-004Y (Parcel B). Parcel A is zoned RCU-2A and Parcel B is zoned R1-35. Parcels A and B comprise the "Property" under consideration.

The application is for a series of actions that would permit development of the Property for 31 dwelling units - 9 units in three clusters of 3-unit pre-built dwellings, and 22 single family home sites. It is presumed that a Community Plan amendment, a Zoning change, and a Planned Area Development (PAD) are some of the actions required by the application.

In recognition of the applicant''s stated desire to the President of the BPRCC to work with the Council and concerned community representatives and residents on a formal Citizen Participation process, the P&Z Committee recommends the following resolution be considered by the Council:

"The P&Z Committee is hereby directed to identify planning and zoning issues of the Zambrano application that affect the Big Park Regional community, primarily those issues identified in the Land Use Guidelines of the Community Plan. To the extent that it can, the P&Z Committee should work with the applicants to carry out their obligations under the Citizen Participation provisions of the County Zoning Ordinance, and work with concerned Council Members, affected property owners and concerned residents in the vicinity of the Property by giving them an opportunity to understand and try to mitigate any real or perceived impacts the application may have on the community, and to work with the applicants and neighbors to resolve concerns."

Date: April 10, 2008
Mark Mumaw, Chair
Planning and Zoning Committee
Big Park Regional Coordinating Council




EXHIBIT H

Sedona Golf Resort Community Association Security Gate

1) Proposed Gate at the foot of Crystal Sky Dr.
2) Reason - Security Issues
3) Originally planned by the developer
4) Affected Streets are dead end roads
5) Issues
A)US Forest Service Easement
B) Privatize the Streets
C) Validity of the HOA BOD actions (Internal issue & NOT a BPRCC concern)


Map

P & Z Committee Action

The P & Z Committee has created a sub-committee to research this issue. The members are Mark Mumaw, John Gilliam, Jane Petty, Neil Pope, Bert Berkshire, and Art Toensmeier.



EXHIBIT I

Colosimo Sign Variance

1) Variance to allow Advertising on a Center Identification Sign
2) Existing Sign is Non-conforming
3) No Increase in Height or Sq. Footage
4) Stipulation for Business Identification Only

Location & Site Plan

Proposed Sign

Existing Sign

Example of a Center Sign

Example of Center Sign with a Variance for Advertising

BIG PARK REGIONAL COORDINATING COUNCIL

PLANNING AND ZONING COMMITTEE

RECOMMENDATION TO COUNCIL

This matter came before the BPRCC P & Z on April 2, 2008. A quorum was present. The matter was forwarded to the Committee by the Yavapai County Development Services Department. The applicants, Ron and Grace Colosimo, owners and Wesley Properties, LLC, Agents, request a variance for a Center Identification Sign on Parcel 405-40-019C, located at 6512 State Route 179 at the intersection of Cortez Dr. and State Route 179 in the Village of Oak Creek.

Specifically, Applicants Request "A VARIANCE TO ALLOW ADVERTISING ON A CENTER IDENTIFICTION SIGN, PER SECTION 601 K.2. OF THE YAVAPAI COUNTY PLANNING AND ZONING ORDINANCE"

The subject Parcel contains two separate buildings with common ownership and a common parking facility and is, therefore subject to the sign restrictions of Section 601 K. 2. which provides that Center Identification Signs "...shall identify the center only...."

Applicants are requesting a variance to allow advertising on a Center Identification Sign which is not permitted under the Ordinance and, therefore, the Committee, by a unanimous vote, recommends that the variance be denied; provided however, if the County grants the variance on the basis of hardship, the Committee requests that the County include language that the variance is for business identification only and no other advertising be allowed on the proposed sign.

The Planning and Zoning Committee moves that the Big Park Regional Coordinating Council adopt this recommendation and communicate the following to Yavapai County Development Services:

The Big Park Regional Coordinating Council requests the variance to "ALLOW ADVERTISING ON A CENTER IDENTIFICATION SIGN" on Parcel 405-40-019C be denied. However, if Yavapai County grants the variance on the basis of hardship, the Council requests that the variance restrict the advertising to business identification only and not allow any other advertising.


Date: April 10, 2008

Mark Mumaw, Chair
Planning and Zoning Committee
Big Park Regional Coordinating Council


EXHIBIT J

BIG PARK REGIONAL COORDINATING COUNCIL

PLANNING AND ZONING COMMITTEE

RECOMMENDATION TO COUNCIL

This matter came before the BPRCC P & Z on April 2, 2008. A quorum was present. The matter was forwarded to the Committee by the Yavapai County Development Services Department. The applicants, Ron and Grace Colosimo, owners and Wesley Properties, LLC, Agents, request a variance for a Center Identification Sign on Parcel 405-40-019C, located at 6512 State Route 179 at the intersection of Cortez Dr. and State Route 179 in the Village of Oak Creek.

Specifically, Applicants Request "A VARIANCE TO ALLOW ADVERTISING ON A CENTER IDENTIFICTION SIGN, PER SECTION 601 K.2. OF THE YAVAPAI COUNTY PLANNING AND ZONING ORDINANCE"

The subject Parcel contains two separate buildings with common ownership and a common parking facility and is, therefore subject to the sign restrictions of Section 601 K. 2. which provides that Center Identification Signs "...shall identify the center only...."

Applicants are requesting a variance to allow advertising on a Center Identification Sign which is not permitted under the Ordinance and, therefore, the Committee, by a unanimous vote, recommends that the variance be denied; provided however, if the County grants the variance on the basis of hardship, the Committee requests that the County include language that the variance is for business identification only and no other advertising be allowed on the proposed sign.

The Planning and Zoning Committee moves that the Big Park Regional Coordinating Council adopt this recommendation and communicate the following to Yavapai County Development Services:

The Big Park Regional Coordinating Council requests the variance to "ALLOW ADVERTISING ON A CENTER IDENTIFICATION SIGN" on Parcel 405-40-019C be denied. However, if Yavapai County grants the variance on the basis of hardship, the Council requests that the variance restrict the advertising to business identification only and not allow any other advertising.

Date: April 10, 2008
Mark Mumaw, Chair
Planning and Zoning Committee
Big Park Regional Coordinating Council


EXHIBIT K

SID Steering Committee Report

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