Start Position
INVOCATION/INSPIRATIONAL THOUGHTS/PLEDGE OFALLEGIANCE Bryce Brady called the meeting to order. Tay Gudmundson led the pledge of allegiance. Bryce Brady gave an invocation.   2.
OPEN SESSION There were no public comments. 3.      BUSINESS ITEMS 3.1.
East Lake at Geneva Industrial Park –Site Plan Amendment Planner Briam Perez gave an overview of the project.
There was a discussion regarding making a zoning text amendment.
MOTION: Chair Brady called for a motion. Anthony Jenkins made a motion to approve the site plan amendment for East Lake at Geneva Industrial Park with the conditions outlined in the staff report. Tay Gudmundson seconded the motion. Those voting aye: Tay Gudmundson, Bryce Brady, Tay Gudmundson, Craig Bown, Chris Bramwell, and Anthony Jenkins. The motion passed unanimously.
The applicant Chris Kephart asked a question to City Staff.  There was a discussion regarding how underground lines and pipes are labeled on the site plan and how the public right of way is used for internet companies.  4.   TRAINING SESSION4.1.
City Recorder Pamela Spencer provided training on how City records are maintained. The training began at 6:13 pm and ended at 6:48 pm. The Planning Commission present received approximately 35 minutes of training of 4 hours as required by Utah State Law.    5.      PUBLIC HEARING 5.1.
PUBLIC HEARING – Zoning Text Amendment - Public Noticing This item and public hearing was continued from December 7, 2022.
MOTION: Chair Brady called for a motion. Tay Gudmundson made a motion to close the public hearing. Chris Bramwell seconded the motion. Roll call as follows: Those voting aye: Tay Gudmundson, Bryce Brady, Tay Gudmundson, Craig Bown, Chris Bramwell, and Anthony Jenkins. The motion passed unanimously.
MOTION: Chair Brady called for a motion. Chris Bramwell made a motion to recommend approval to the City Council for the Zoning Text Amendment for Public Noticing. Craig Bown seconded the motion. Roll call as follows: Those voting aye: Tay Gudmundson, Bryce Brady, Tay Gudmundson, Craig Bown, Chris Bramwell, and Anthony Jenkins. The motion passed unanimously.   5.2.
PUBLIC HEARING - Conditional Use Permit – Vineyard Auto
MOTION:  Chair Brady called for a motion. Tay Gudmundson made a motion to open a public hearing. Chris Bramwell seconded the motion. Those voting aye: Tay Gudmundson, Bryce Brady, Tay Gudmundson, Craig Bown, Chris Bramwell, and Anthony Jenkins. The motion passed unanimously.
MOTION:  Chair Brady called for a motion. Tay Gudmundson made a motion to continue the Conditional Use Permit to January 18, 2023. Chris Bramwell seconded the motion. Those voting aye: Tay Gudmundson, Bryce Brady, Tay Gudmundson, Craig Bown, Chris Bramwell, and Anthony Jenkins. The motion passed unanimously.   5.3
PUBLIC HEARING – General Plan Amendment – Active Transportation Plan
MOTION:  Chair Brady called for a motion. Anthony Jenkins made a motion to open a public hearing. Tay Gudmundson seconded the motion. Those voting aye: Tay Gudmundson, Bryce Brady, Tay Gudmundson, Craig Bown, Chris Bramwell, and Anthony Jenkins. The motion passed unanimously.
Community Development Director Morgan Brim and Dave Foster, with ALTA Planning, gave a presentation on the Active Transportation Plan.
There was a discussion concerning proposed improvements on Main Street and other priority projects.
There was a discussion concerning realigning the intersection near Gammon Park and the elementary school.  There was a discussion regarding hawk lighting and signals throughout the city.
There was a presentation on a pedestrian crossing near Trailside Elementary School.
There was a discussion regarding the Central Corridor Plan and if it aligns with the Active Transportation Plan.
There was a discussion regarding maintenance of existing facilities.
There was a discussion regarding ride share and scooters.
There was a request that the plan include language stating the alternate modes of transportation should be more reliable.
A public comment was made by Jordan Christensen regarding reducing speeds in Vineyard.
There was a discussion regarding adding another priority project, to study the intersection at Mill Road and 400 N.
MOTION: Chair Brady called for a motion. Tay Gudmundson made a motion to close the public hearing. Anthony Jenkins seconded the motion. Roll call as follows: Those voting aye: Tay Gudmundson, Bryce Brady, Tay Gudmundson, Craig Bown, Chris Bramwell, and Anthony Jenkins. The motion passed unanimously.
MOTION: Chair Brady called for a motion. Anthony Jenkins made a motion to recommend approval to the City Council will the conditions that; another priority project is added to study the intersection at Mill Road and 400 N, and that language is added to the plan about micro-mobility. Tay Gudmundson seconded the motion. Roll call as follows: Those voting aye: Tay Gudmundson, Bryce Brady, Tay Gudmundson, Craig Bown, Chris Bramwell, and Anthony Jenkins. The motion passed unanimously.  Motion to close: Tay. 2nd: Anthony    6.
COMMISSION MEMBERS’ REPORTS AND EX PARTE DISCUSSIONDISCLOSURE
Anthony Jenkins reported the BAC will be meeting tomorrow.
Chair Brady requested that The Forge paperwork was provided to the Planning Commission a week before the meeting.
Chair Brady requested an update on the Holdaway Farms project.     7.
ADJOURNMENT Chair Brady adjourned the meeting at 7:39 pm.   Certified correct and approved on:  January 18, 2023   Certified by:   /s/ Rachel Stevens                           Rachel Stevens, Planning Tech
Yeah. 00:00:03
Oh really? 00:00:06
Everybody is like so I'm like I feel like this is peeled off but Word document on my desktop somewhere. 00:00:11
No. 00:00:43
Hey, Cortana. 00:00:55
All right. Welcome everybody. 00:01:02
It is 601 PM, Today is Wednesday, January 4th, 2023. And this is the Vineyard Planning Commission. 00:01:05
We will have a Pledge of Allegiance by day, and then I will give an invocation. 00:01:13
I pledge allegiance to the flag of the United States of America. 00:01:23
And to the Republic for which it. 00:01:28
One nation under God, indivisible, with liberty and justice for all. 00:01:31
Thank you, Heavenly Father, We're thankful that we can be here today. And please bless us as we make plans for the city that we 00:01:43
will feel inspired as to what is the right thing to do. Please bless us that we. 00:01:48
I know what's best for the citizens here. We're so thankful for the city that we live in and those that serve here. We love the 00:01:53
and we say these things in the name of Jesus Christ. Amen. 00:01:58
All right, moving into an open session, right now is the time for public comments, if anybody has any public comments they would 00:02:04
like to make. 00:02:07
If not, we will move into business item 3.1. 00:02:15
I think that's you, yeah. 00:02:26
But. 00:02:28
Canada. 00:02:33
OK, right. So if I can't use something, I'll make sure that. 00:02:43
I'll introduce the project. This is the second time that you guys have the opportunities to need that Easy guys Geneva Industrial 00:02:49
Park. 00:02:53
Boxers building extension the last minute? Yes, how? This was December the 7th. 00:02:57
On last. 00:03:04
Good afternoon. Chris Stephart, he's here to represent a senior property is a Nissan LLC. 00:03:06
And just give you a great amount of project and the application. This is a pipeline application for a building extension that as 00:03:12
far as 56,000 square feet to the existing shopper building is primarily abused for light manufacturing, warehousing in some office 00:03:20
and it is in the in the industry in the Afghan post to add as much as 50 new jobs to the city. 00:03:29
So this application you guys started to continue this application as I said back in December. 00:03:39
And you guys have requested additional Landsca. 00:03:47
Along the 1750 N St. and you wanted to run parallels with Terminus of the building extension. 00:03:51
The compliance. 00:03:58
The Commission also requested revisions to the exterior of the building extension to provide. 00:04:01
Greater visual interests and attractiveness. 00:04:08
And they added and realized those elevations now they provided. 00:04:13
Additional color I have. 00:04:19
I know they're they're rendering vehicles on the screen, I hope you can see. 00:04:22
Please describe additional coloring something. 00:04:27
Altering volcano materiality and making happening. Talk a little bit about that later. 00:04:32
And new and new metal fabricated animals. 00:04:38
Yeah, is also going back and added the required ISIS foundational planting area in kind of the northern side of the building. 00:04:42
With all these changes, the Community Development Department staff does feel that the accident needs the zoning code in terms of 00:04:50
open design and these standards for designing formation with the surrounding development. 00:04:57
So we had expressed. 00:05:05
Their conversation last time about consistent difficult of designing the standard development. 00:05:08
Is appropriate. It needs our standards. 00:05:13
So we're ready to recommend an approval. 00:05:17
We do. Have I provided 9 conditions of approval. I've made a little change to the 9th, 1:00 just because I remember that you 00:05:20
can't. 00:05:25
Attach those conditions because existing buildings are examples. 00:05:31
So any requests that. 00:05:36
Pretty much just applies to this building in Ascension. 00:05:39
Umm. 00:05:43
And so I can. I think there's one parade to move for an approval or a decision. I'm happy to read all the conditions to the 00:05:44
Commission. 00:05:48
Is there and if you ask our questions regarding the project. 00:05:53
Need Chris can support the microphone and answer any questions. 00:05:59
Brian. 00:06:05
You guys have any questions? 00:06:07
The only the only comment I remember from the last meeting, and it's not necessarily specific to this, it's just a note to clean 00:06:10
up the language. 00:06:14
If there's any conflicting between. 00:06:19
Using existing materials if it's something that doesn't wouldn't meet the current code. I know this is grandfathered in, but maybe 00:06:22
making it a little bit clearer so we don't run into the same issue as last time that was the only note I had. Again, not specific 00:06:26
to this project, but. 00:06:30
Next time we do a text amendment cleanup, I think that would be a good opportunity to clarify there. Yeah we're we're we're in the 00:06:35
process of of drafting some some language right now. So Rachel actually is is you know I'm heading that up for more of our 00:06:40
department. So great. Thank you. 00:06:45
Any other questions? 00:06:51
No. 00:06:54
All right, I think it looks great. Super happy with the applicants. Taking our suggestions and making some changes makes it a lot 00:06:55
easier to approve something like this. That being said, do I have a motion? 00:07:01
Was there a clarifying one there? 00:07:11
Yeah, yeah. 00:07:14
So the 9th one I changed a little bit so now we. I don't know if you can see it on the screen I have. I'm sharing my Microsoft 00:07:17
OneNote notes here. 00:07:21
Changing the wording to read, the applicant shall extend and wrap the sidewalk. 00:07:28
Around the West side of the proposed building extension to all secondary indoors. So I've removed the language about the existing 00:07:34
building. I feel like it was after work. I I had written that the sidewalk shall wrap around both the existing building and the 00:07:42
building attention. So I've removed the requirement for the existing building and only left the building in ascension. 00:07:49
All right. 00:07:58
I have a motion. 00:08:02
There's a secondary. 00:08:05
And the code requires that there are different walkways were safe as you can access to the doorways. 00:08:08
They can be more than 150 feet from a walkway, and so extending that sidewalk to meet that door, I think is a reasonable and good 00:08:15
way to meet that part of code. 00:08:21
Yeah, I'm I'm ready to make a motion. I'm up to approve. The site plan is presented with the proposed conditions, including the 00:08:28
revised 9th one that Brian presented. 00:08:33
All in favor, aye. 00:08:39
Moving on to 4.1 training session by Panama Spencer. 00:08:44
Yeah. Thank you, Chris. 00:08:50
You have to go in the microphones. What's on the? 00:08:55
So I'm just trying to read all those points. 00:09:00
So it said, label the irrigation. 00:09:05
So we put irrigation sprinklers in, but then somebody comes in with Internet or whatever, they don't care where Internet is, our 00:09:07
sprinkler system is, and they just bore through and destroy. 00:09:13
And cause leaks and floods and all kinds of stuff. I don't know if this is the city saying put the Internet in or if this is a 00:09:19
private contractor. What's happened in multiple of our buildings? 00:09:25
Does anybody know anything? 00:09:32
You know anything on that scene? Did you, did you hear that? 00:09:35
It's I did hear it. I'm not sure if I have an answer for Chris. 00:09:38
Yeah, you want to take this, Morgan? 00:09:44
Chris, I'm sorry. 00:09:53
So this, you're saying this, this is a situation that happened, this has happened. 00:09:55
1600 N Our last building on that street, the Internet company just comes through and drills the lines and just plows right through 00:10:01
the sprinkler system and breaks it up and destroys it. 00:10:08
Yeah. OK. So, but OK, So but you're asking, what you're asking is the situation if it happens in the future for this pickup 00:10:15
facility, we label our sprinkler system and then you turn down into the city, are they gonna pass that along to the Internet 00:10:21
companies so they don't file through our yeah, So what? 00:10:28
Ideal world, I'll say that way that when when you do your site plan and then you do site development, that will provide as built 00:10:37
for anything that's within the public right of way. 00:10:43
Anything within the public right ways and then when a cop, any company that wants to utilize that public right way for. 00:10:49
Gas. 00:10:57
Power, stickler, urban Internet or whatever they call for the blue stadium and then we're able to blue stick or able to identify 00:10:57
where certain utilities are and but regardless of. 00:11:04
The When they pull the encroachment permit, they're responsible for fixing any utilities that they time break. 00:11:12
To the city? Or do we go after the Internet company conducted all the damage? 00:11:22
In regards to the in regards to that, so if you find that there is damage after. 00:11:27
A encryption permit was done even though by the city, and the city would go after it after them. That's easy when those companies 00:11:33
would typically put bonds in. 00:11:37
Alright, with the bond then we have we would have our inspections and so forth. So that's that's the way it would be done. So when 00:11:42
you do your site plan and then you provide the city the as built of where certain systems are. 00:11:49
Then we're able to do that. But then again, you know, it comes down to situations that if the city doesn't have that, doesn't have 00:11:56
a actual location, it's happening in the past as a private contractor. 00:12:02
Where? 00:12:09
A utility was placed. The city wasn't able to market as they know was there. It came. As a developer it we we we found it. It was 00:12:09
a large pipe and it was. 00:12:15
The developer who put that thing in there was an ultimately responsible for putting something they weren't supposed to put in, but 00:12:23
it was us as a private developer to deconflict everything with the other person. We didn't. We didn't breakthrough their pipe 00:12:27
because. 00:12:31
Get contractors. 00:12:36
So we'll make sure we label it correctly. So then when everybody, yeah, but if it's but if it's work inside the part of the inside 00:12:39
like I understand, but I'm just saying like if it's worked within the private property, we don't come out and identify that, like 00:12:47
label those and identify that and then then it's private party versus, yeah, no problem. 00:12:55
Thanks. 00:13:03
All right. 00:13:04
OK. 00:13:05
Only turned. 00:13:07
I am loud, but I'm sure you want to go to the recording. So originally we were just going to talk about public hearing notices and 00:13:11
things that go with the agenda item tonight, but. 00:13:17
I was in front of it and you guys having some training this year, every year. 00:13:23
It was just like 4 hours or something with I'm not gonna talk for four hours, I promise. So I did what I was going to say a little 00:13:30
bit and give you a little more detail. 00:13:34
Workers Management. 00:13:39
Kristen Catherine, I had a really good talk the other day and. 00:13:42
Came up with some things, but I'm just going to do what I call a brief overview of record management. 00:13:47
Because I could talk probably for four hours, but I'll try not to. So anyway. 00:13:54
Switch to my computer glasses because I don't want to see that screen. So. So what's the records? There's a big definition for it. 00:14:02
It means a book, letter, document, paper, map, plan. 00:14:07
Photograph film, card, tape recording, how many app tapes nowadays, electronic data or other documentary material, regardless of 00:14:14
physical form or characteristics. 00:14:18
That is. 00:14:23
And received or retained by governmental entity or political subdivision. 00:14:25
And where all of the information in the original is reproducible by photocopy or other mechanical electronic means. 00:14:31
So nowadays that encompasses a lot of things. I mean, that's a pretty big definition, so, but to make it a little simpler, any 00:14:40
information? 00:14:45
And only reproducible form? OK, owned by the government. 00:14:51
And then I just put a side note in there that we are. 00:14:57
Encouraged. 00:15:02
To establish our retention schedule, which I'll get into here in a second. 00:15:03
For retaining our records, now that we know what a record is, we have stuff we have to do with it. So first of all, we're going to 00:15:09
talk about now what is not a record. 00:15:14
So if you guys have personal emails and documents that aren't related. 00:15:20
To city business. 00:15:24
Their personal. 00:15:27
However, our favorite thing. 00:15:29
Workers requests if you're doing city business on a personal device, which we'll get into that a little more as well, but. 00:15:32
It's subject to a search if you get. 00:15:40
Usually. 00:15:45
You know, not so much yet. I usually just ask you to search through your own emails. 00:15:47
But if you were to get a subpoena, then they would substitute everything. 00:15:52
That you've done work on any device you've done work on. So you need to understand how important that is that you're keeping your 00:15:55
city business to your city PC. 00:16:00
You know as much as possible. 00:16:05
New text. I'll talk about that in a minute as well Pam, maybe you'll get to it, but would best practice be if like someone reached 00:16:08
out, say hey please reach out to this. 00:16:12
It would be good one or forward that to your PC one and then respond from your PC. One is another way you could do that. So they 00:16:17
have that one and then just. 00:16:21
Ask them to use that one for city business. 00:16:25
Yeah, that's a that's a really good thing if you haven't been issued a city one, if they're just Gmail accounts. 00:16:27
Please let us know and we'll make sure you get one. 00:16:35
I'm not up on that. So that's Morgan's department. 00:16:39
Yeah, I mean we we're, we're looking at some some different options, but one thing. 00:16:44
For kind of a technology upgrade, I know city manager is interested in getting. 00:16:50
People that serve on boards, a city issued iPad that you would just do city work on and and that would basically contain all your 00:16:56
communications as well. So if there's a ground request it would, it would all be kind of self-contained on that on your iPad. And 00:17:02
then we would, yeah, request that you stick to that because it's for your own privacy. 00:17:09
Let's put it that way. 00:17:17
Temporary grass created for personal use. 00:17:20
A draft is considered. 00:17:23
Protected and especially if a final document goes out, if it has not been distributed to anybody and that's a little further in my 00:17:27
presentation as well. So we'll talk about that in a little bit. 00:17:34
Any notes you got down can be on a device that came down a piece of paper. 00:17:42
Or for for personal use are not subject to records request. 00:17:48
OK, so that's something important to understand. You're welcome to take all the notes you want as long as you don't distribute 00:17:53
them to the rest of the Commission or? 00:17:57
There's a fine line right there because you. 00:18:05
In some ways you can. But if it's a note, then you're distributing it, you're making it a draft, OK? And that's where that fine 00:18:08
line comes in. So you have to be really careful on that. So can I ask a clarifying question on that? So like, we get an agenda. 00:18:14
We go through it and we have our own notes that we add to it. 00:18:22
We. 00:18:26
As long as we don't give it anybody else, they are not subject to records request, OK, and they are not considered a record. Let's 00:18:27
put it that way, OK, they're not considered a record. 00:18:32
And so if it's not a record, we can just do whatever we want with it the second it becomes a record. 00:18:39
And especially if it's outside of the agency, outside of the city, outside of Commission, it becomes a record in this subject. 00:18:46
OK. But if you're going back and forth with somebody and you're creating a draft? 00:18:55
And the final document comes out, that draft is not considered a record, it's a protected document at that point in time. Because 00:19:00
you could have notes on there, you could have different things on there that would be considered. 00:19:07
Private because you submitted a final on that document. OK. 00:19:14
Books contained in our library because you don't get them yourself. How's that? Junk mail or spam? Just delete those things 00:19:21
standard and save them. 00:19:24
On, on anything. 00:19:29
For computer programs and things like that, software is a matter record. It's not subject, it's considered. Oh, I had a word for 00:19:31
it anyway. 00:19:35
The cut. I don't know. Sorry, I can't come up with the word. My brain just went blank. Anyway, it's it's not a record that's 00:19:42
protected. It's totally protected because it could have information in there that. 00:19:47
Could. 00:19:54
The protection of. 00:19:56
The program. Does that make sense? I'm hoping that makes sense. 00:19:58
Nothing is going on, sort of, but I think you know what I'm saying. The software is protected. It is not. 00:20:03
What is it? Proprietary? Thank you. Wasn't coming. 00:20:10
So anyway so that that is not a record as protected well. 00:20:14
Yeah, so giraffes. And that's what we're talking about. Just a minute. 00:20:18
Not a record if. 00:20:23
It's just kind of refreshing what we just talked about. It's temporary. 00:20:26
And it's traded for for work related for your personal use. 00:20:32
OK. And it's not, but where a draft comes in, like we were just talking about it, if you circulate it to anybody? 00:20:38
Was so that say that document you were working on was never finalized and you're using the draft? 00:20:46
To carry. 00:20:53
Everything that you were working on for that draft, then that becomes a record. 00:20:54
That becomes your permanent, your permanent record. 00:20:59
And big fancy words, empirical data and the data is not reasonably available elsewhere. And similar form. 00:21:02
K meaning it's specific to what you were working on and you did not do a final version. So just keep that in mind. Emails and text 00:21:10
messages, we kind of briefly touched on that, but. 00:21:15
Let's talk about how important that is. Our attorney highly recommends that you set your text messages to delete every 30 days. 00:21:22
Because it's there's still a lot that's coming out on that, but they, the records committee did. 00:21:31
Put something, I don't know how long ago was it Just as a new one. 00:21:37
On personal. 00:21:43
Using personal devices because if your cities, if your device isn't paid for by the city you're near texting or. 00:21:45
Things like that. Then it is subject to records requests and subpoenas. 00:21:52
If you've done city business on your phone, on your tablet. 00:21:56
Your. 00:22:00
Question about that. Say you have a neighbor that asks you about a city project. Would that be considered city business if you? 00:22:02
Tell them, Oh yeah, they're going to build a. They're building a. 00:22:11
Restaurant or something in this location that would be considered no, because they're asking a question and you're answering a 00:22:14
question. OK, questions. 00:22:19
OK. Are just questions and it wouldn't be a records request or anything that's they just answer the question and you answered it 00:22:23
like that. They asked you a question you answered it like that. It would not be really be considered a record and and you don't 00:22:29
need to keep it if it's on social media, obviously it's kept for a while but it's it's really just you answering a question if you 00:22:35
go into further detail. 00:22:40
Then you might be might might cross that line into a record and that you would need to keep it. Ways to keep it. 00:22:47
Screenshots. 00:22:55
Same as PDFs if you. 00:22:57
Let's see. 00:23:01
Umm. 00:23:04
I've got another spot, but anyway, so ways to keep them if you need to keep them, and I'll explain that in a minute. So this is 00:23:05
what the state archives has put out recently. Records on personal devices are still government records, text, e-mail messages. 00:23:12
Messaging apps, It's still government record no matter where it is located. You are responsible for your own records. Got A 00:23:21
records on personal devices must be protected from unauthorized access and use. 00:23:27
I can't stop you from sharing something on your. 00:23:35
However. 00:23:39
It could cause a problem if somebody wants information. 00:23:41
And you don't have them go through records request process. 00:23:48
And then then I gather that information and give it to him that way so that we have a record of it. 00:23:52
So if it's, if it's public information, like it's. 00:23:59
Minutes. Or if it's public information, don't worry about it. But if you're sharing something on your device that is not public. 00:24:02
Then that could be a big problem for you if something happens and you're you're the ones that are responsible for that. Preferably 00:24:12
it's done through the records request process so that we have that information. 00:24:18
OK, so. 00:24:25
With our retention schedule, which I'll talk about in just a minute. 00:24:29
Get to know your local recorders office. 00:24:33
That's myself and Kelly. 00:24:36
Now we're going to talk about dimensions on here, transitory correspondence, and this is where I was kind of going to bring it up 00:24:40
just a little bit. 00:24:43
Go ahead and delete it. Transitory here. Somebody asked you a question, you answer it. You're not giving them anything that isn't 00:24:47
already public. You're saying yes, they've submitted. They're going to build over this over here. Go ahead and delete those 00:24:52
administrative correspondence as if. 00:24:57
You're texting somebody or emailing somebody and you're wanting an answer or you're telling them to do something. Then you need to 00:25:02
keep that for at least three years, depending on what it has to do with. 00:25:08
OK. So like if Morgan or is there in the Seam or something like that made in the administrative decision on a project? 00:25:14
And they did it through an e-mail and a text, then that would need to be saved with that project. So they know why that decision 00:25:23
was made. 00:25:27
So then that that particular one would become permanent? 00:25:31
But if something just needs approved, then that's probably just destroy your retention if you're doing it. But please, please, 00:25:35
please stay away from group. 00:25:39
Texting and emailing and responding reply. 00:25:44
Because you can get into trouble for having a meeting. 00:25:48
So without proper notice them OK and I don't want you guys to get in that kind of trouble. 00:25:53
Development that that was going through the process and the Planning Commission after the meeting they wanted the applicant to 00:26:00
provide a lot more amenities and they they went back and forth on on a text message and essentially to the point where they were 00:26:07
saying what type of amenities they they wanted the developer to to give and the developers not on the the text. So it's basically 00:26:14
they're like corresponding and and making a plan and like kind of a deal. 00:26:21
And and and the developer kind of got got word of it. He didn't say or anything like that but he. 00:26:30
It put him in a pretty good position where he's like, well, you guys need to consult with me in the public, in the open and so 00:26:36
just be really careful with testing and stuff like that. Be very careful because. 00:26:41
First of all, is. 00:26:47
Our previous man used to say he wanted to stay out of the newspaper, out of jail, so please be careful what you're doing, it's 00:26:49
it's really important as a public body. 00:26:54
You held a little bit higher standard and people will watch what you're doing. 00:27:00
So just remember that. So now that you know what a record is, what's next? 00:27:05
Umm. 00:27:11
Storage, how do we keep our records, which is one of the big questions that you guys had or at the last meeting? 00:27:13
Sorry, this is gonna look longer than I wanna say. Records already be kept in secure matter that will allow for ease and access 00:27:21
for determined period. 00:27:25
It's a little faster. Each record type has a unique retention. 00:27:30
So every record has a different. 00:27:35
Well, I'll show you that in a minute. A retention period is a determined amount of time that a record should be maintained. 00:27:39
And you have a family council schedule. As I said earlier, we're encouraged to create our own. And so we did. 00:27:49
You know we are in the process of updating that right now and. 00:27:55
Have a slide on that later too. Any record not included in the retention schedule will follow the state's retention schedule 00:27:59
instead of added to the city's retention schedule. 00:28:03
And this time it's taken over a year. 00:28:08
Records with longer retention periods can be sent to the Utah State Archives or the Utah State Records Center. 00:28:12
And what that is, is two different places that you can send them. We can, for paper copies, we will take digital as well. 00:28:18
If we want to remove them off of our systems. 00:28:26
They will take them to the state. 00:28:28
Of the archives. 00:28:31
Over for permanent storage. We can't. The only way we can access this go down and look at them. We cannot retrieve them. We cannot 00:28:34
do anything else with them once we send them to the archives. 00:28:38
But if we send them to the State Records center, then we can retrieve them back. If we need them, we can go look at them as well 00:28:43
and they will destroy them more than mother retention. 00:28:49
So really the only thing you want to spend in the State Records center is something that has a set retention that is not 00:28:54
permanent. 00:28:58
Let's schedule on that one. 00:29:02
There's some some fun things to. 00:29:05
This is umm. 00:29:07
So when it is gone digital? 00:29:10
In fact, I'm still scanning a few things in right now, but this is this we thought this was fun to. 00:29:12
I had that taken as a future conference, so that's me digging through papers. 00:29:19
Still being through a few papers, but soon we won't be doing that at all, which is really cool. I I am of the. 00:29:24
I'm not of the generation of that, but I'm not the. 00:29:34
My philosophy on this is electronics is not going away. It's only going to get better and better and better and so this is me 00:29:38
getting excited about it. 00:29:43
So data management, if you're not familiar with this. 00:29:49
How's the record store digitally in 2017? The contractor with MBI to to. 00:29:53
Use the Laser Fish Data Management system, which is where we're storing things. I can actually put a retention schedule on those. 00:29:59
And then I came on a report that's all in this. I'm just paraphrasing on what I put in here, metadata. I put a definition in there 00:30:05
for those that don't know what that is. 00:30:11
It's just pieces of information that get attached to a document or an e-mail. 00:30:17
A lot of times emails have metadata as well. 00:30:22
Text. I'm sure metadata. Everything is metadata, but we can add additional metadata to it and make it searchable. 00:30:26
Inside of laser feature, which is really nice because all those PDF documents that are on our website are searchable unless you 00:30:33
download them in OCR and Oh yeah, recognize something about visual recognition on that? I just do a blank. Sorry. 00:30:40
Might eat this showing. 00:30:48
So we can put that retention scooter on here now with this system and we run a report and talk to the each department and make 00:30:51
sure that those items that are scheduled for disposition are ready for that the disposition mostly with their leader destroy which 00:30:58
means either shredding or. 00:31:04
I know some of our records have been sent to an incinerator. 00:31:12
So and so that's that's really great that we can follow the schedule and take care of things. 00:31:16
Agendas and minutes. 00:31:23
Are. 00:31:26
Are permanent. So what a Permanent Schedules. There's a we we found this graphic and we thought this was great. On the life cycle 00:31:27
of the document you created, You distribute it, You it's active, you're still using it. Then you put it into inactive storage, 00:31:33
which is more like putting it into laser fish which. 00:31:39
Attaching that man with this position, one of those dispositions is permanent. We can put it in the archives, which I talked 00:31:46
about, sending that to the State Records Committee if we didn't want to store it on our system. 00:31:51
So this depends on how much storage you've got on the system and that kind of stuff. But I just listed a few things that are 00:31:57
permanent. There's way more. We tried to find a few that. 00:32:03
Specifically pertaining to the Planning Commission, what types of things? 00:32:09
That you guys approve that are permanent records and so those are we kind of listed a few of those there. 00:32:14
So what the limited retention that means that we've put a date on it? 00:32:21
This is only retained for three years. This is only retained for four years, seven years. 00:32:27
It's Ours are 15 for 75 years. 00:32:31
Why? 00:32:36
Now it's seven years after retirement, and if somebody deceased, there's also retention on that. But the one piece you wanted to 00:32:37
know about is public notices are kept for six years and then they can be disposed of, which is they can just be thrown on the 00:32:44
recycle, whatever you want to do with them if they're paper form. If not, you can just delete them, however. 00:32:52
The last few years I've actually been putting them with the agenda packets. 00:33:00
And and I'm not going to go dig through an agenda packet and pull out. 00:33:05
A public hearing about us once it's medicine attention, so in essence we've moved it into a permanent retention for our city. 00:33:10
Just. 00:33:18
It's a little, it's not necessary either way. And when Chris and I were talking about that, he had some good reasons as to why he 00:33:20
wanted to know. 00:33:25
How long we keep them and she's very happy to find out that we are keeping them. 00:33:30
Permanently. 00:33:35
I have a very fun. 00:33:36
And what I'll show you guys in just a minute as well on this. 00:33:39
Retention sched. 00:33:46
The archives have it for the whole state. We have it for Vineyard and like I said before, but where can you find our retention 00:33:51
schedule? Please work tonight. 00:33:56
Hello today and it takes a little while to fix it, but I'm taking you this way. 00:34:01
So you can see where you can go to our website if you click on the municipal. 00:34:07
Oh, I'm logged in. So sorry. Let me show you what you'll get. Forgot I got into something else. OK? You will see only the books 00:34:16
that are public. 00:34:20
OK this is the rest. I get that I'm logged in so then you will go to the code. 00:34:25
And. 00:34:31
And this is great so you guys know how to search in our code. It's really different since you know the code. Just for the FYI, 00:34:32
it's not showing up. Oh, it didn't work OK. 00:34:37
That's OK. 00:34:43
I'll snap. I can fix it. Thank you for letting me know that didn't show up. So let's start over. 00:34:45
If I can get my mouth over there. 00:34:53
Yeah, the whole thing. 00:34:55
You're so. 00:34:58
OK. 00:35:00
It doesn't really hit me there, aren't you? So now it's sewing up. Look at that. 00:35:02
Hello. 00:35:08
Mousy. I don't know. 00:35:09
So you're gonna go here? 00:35:11
You're going to click on the municipal code right here. 00:35:13
Now because I'm logged in, it's going to do this over again. Which one says books? 00:35:17
Don't have. 00:35:21
Lots of books, yeah. Good. I got my computer glasses on. So like I said before, you're only going to see the ones that are 00:35:23
published right now. These other ones will be published when I get them, when we get them done. But then this. I just did it this 00:35:29
way so you guys could see, you know, different ways you can look in all the code. 00:35:35
Access. 00:35:44
I'm doing really good, not really seen this very well. Here's the. 00:35:46
But then we also did put a shortcut on the. 00:35:53
The only way this is searchable is if you download it in OCR. 00:35:57
Right now, unfortunately. 00:36:02
And does this also track all of the changes? I'm talking specifically with our code? 00:36:04
So you could see what the code looked. 00:36:09
July of 2019 if you wanted to. 00:36:13
Actually I download a copy every year OK, which I need to get done. 00:36:17
For this for 2022 I do have a downloaded copy and laser fees so. 00:36:21
I could probably put those in a book if people wanted to. I was just curious if someone had questions, you know, about something 00:36:28
that took place at a specific. OK, here's what you're asking, then here we go. Let me go back. 00:36:33
Here's what you're asking. 00:36:40
Let's get you familiar with the code. 00:36:43
Can you see this down here? 00:36:47
This tracks. 00:36:49
So if something else had been done here, it would have been amended and would have had the. 00:36:51
And the ordinance number you click on that link, it brings you up the ordinance. 00:36:57
So what you're looking at is the current codified code, but if you want to see if what changes were and what it was in the past. 00:37:02
This we're in the municipal code, so this will currently go back to 2015 because we adopted a whole new code. 00:37:09
But I will. I'm going to work on getting as many versions of the passcode as I can. 00:37:16
We're working on that. We'll see what happens. So anyway, just make yourselves familiar with the code and with how that all works. 00:37:22
So I'm glad you asked that question. 00:37:26
That's good. So you can go in there. You can click on that retention schedule, you can go. 00:37:32
Meaning. 00:37:40
Can you find female? 00:37:43
That vineyard. So I should change my glasses if I'm working? 00:37:47
Sorry, you're getting your training in. 00:37:52
But I did put a little shortcut. 00:37:55
Under a quarter, under government, under a quarter. We just added this today. This was just a fun thing vineyard retention 00:38:00
schedule and it'll take the. 00:38:05
Ah. 00:38:10
It was supposed to click the other way, so there's a button. 00:38:13
They'll take you right to this specific spot. So we did put a little shortcut in on the website, but for anybody that's just 00:38:16
looking to click on the code, search for the code. Have fun. 00:38:21
The other books I wanted to show you. 00:38:28
That I'm working on, that I showed Chris the other. 00:38:31
Ordinance will be on their attendees and minutes and what I'm doing with this real quick. 00:38:40
Just we have. 00:38:45
All. 00:38:47
Dates are going to be in there, but all you're going to. 00:38:50
Or the minutes. If you find something in the minutes that you're interested in you you have, I'll go back. I'll go back because I 00:38:54
need to pick a different one, probably. So you'll have the minutes, but if you find something you want. 00:38:59
Then you will get back. 00:39:04
For the agenda packet, do a records request for the agenda packet, but see these are the agenda items. 00:39:07
If I had some that were. 00:39:15
And you'd see something a little different. But I'm not that far yet. I just kind of wanted to give you a glance at what I'm 00:39:18
working on for some transparency and ease of search for general public. I do have an index that I have created that I search for 00:39:22
Excel. 00:39:27
So I'm trying I'm converting that into this. 00:39:32
So that the general public can actually search for keywords. 00:39:36
If they are in that agenda item, then. 00:39:41
In this you'll look at the minutes. If it's something you need, then you need to submit a records request if you want the packet. 00:39:44
There aren't going to be a lot of packets from the older ones, but all the newer ones should have a lot more information for 00:39:48
everybody. 00:39:51
That was just my last, I note. I wanted you guys to see what you can do and what's coming. 00:39:58
So it can, it can help citizens, it can hurt them, but but that's why records are important. And so I think what Pam has done here 00:40:36
is actually fantastic. I really like that you've made the notice as part of the permanent record, but just the transparency piece 00:40:41
of getting it on the website and going forward, we know what we're doing is it be well documented and we can't fix the past when 00:40:46
there's records missing. 00:40:51
We're building a brand new city and everything we're doing technology wise and what the records. 00:40:57
It's going to be right in line with it. So yeah, and that. 00:41:03
So I just wanted to see there's all those books in there I'm working on that were all the ordinances, all the resolutions will be 00:41:07
accessible to the public. 00:41:11
Umm. 00:41:16
All the agenda not. 00:41:18
The index of the agendas with the minutes passed. 00:41:21
Will be available to the public and they will be able to look after that. It's just the reason I'm not putting the agenda packets 00:41:25
because some of them are huge. 00:41:29
And that's a lot of space we'll be taking up. 00:41:33
And so right now I. 00:41:37
Having records request for the actual packet if they want to still public information still available, just might take you that 00:41:39
much longer to get it on those unless you're asking for a lot. Almost. Again, the package shouldn't take me more than a few 00:41:44
minutes giving to you. 00:41:49
So there would be no charge to anybody that asked for them. 00:41:55
Because they are electronic and are accessible. So, so those are just some things we're doing. 00:41:58
So in summary, we treat everything as a record, regardless of the format. Follow the city's please follow the city's retention 00:42:05
schedule. Make sure you're deleting unneeded texts and emails. So text emails that are relevant to your current position. 00:42:11
And if you leave and you feel like something is important, you're welcome to send them to myself, I'll tell you. 00:42:19
And all text emails are subject to grandma. Like I said, grandma's very important than that. Transparencies are important 00:42:26
regardless of what device. 00:42:30
You send it from or you have it stored on. OK, so just understand that that's very important. 00:42:35
And here we are. Here's we are here to help you. 00:42:42
Please, please reach. 00:42:45
That's what Kelly looks like. 00:42:48
Any more questions? I've got one more. I know that there's. 00:42:50
Been some documents shared. 00:42:55
In the past, like I think there was a city. 00:42:57
Dropbox or you know, just other things like that. So what is the standard? 00:43:00
This standard? 00:43:06
What should we plan on using? 00:43:10
Well, do you have? It depends on the size of the document. 00:43:12
For the one you might be discussing, the one that went to the records committee, I'm not going to get into it on that, but just 00:43:18
for the ease of that, because there were so many documents, I did put them in Dropbox and sent the requesters the link. 00:43:25
To Dropbox and since then. 00:43:33
What we have done and I'm going to pull this up. Give me a second. 00:43:37
Oh, it's not coming up there. Cool, Rachel, I think. Like SharePoint, I think. 00:43:42
I've seen, yeah, I've seen like for the Bike Advisory Commission, I think there was a SharePoint doc. So I'm just wondering if you 00:43:48
guys have a SharePoint doc something different those. 00:43:53
As long as you're not putting an original record in there and you still have your original record. 00:43:59
That's if you're using SharePoint as a Commission. 00:44:05
Those probably shouldn't be shared in that aspect with other people. I should go through the records request process. 00:44:10
If that's what you're asking, it's all internal stuff. But yeah, but yeah, so one thing we did, because I don't know why that 00:44:16
didn't did that open and I didn't see it. Oh, that's down here. 00:44:21
If you see right here, because it went to the records committee and there were so many questions on it, we did put everything in 00:44:26
here. I do need to put the final determination letter in here still. 00:44:32
And put the link to the Dropbox with all of those documents that were submitted a question. The issue is for those people that 00:44:38
requested it did pay money. 00:44:43
For that request, and so I did not feel comfortable personally giving that out to somebody else. 00:44:49
When they paid for those. 00:44:57
And until it to the records committee. 00:45:00
And once it. 00:45:03
And everything. 00:45:04
Then. 00:45:06
We felt like we could share it after that point. And so our attorney we've met, Jamie, I'm sure, recommended that we would create 00:45:08
this reading room. 00:45:12
So once everything is settled, they have a 30 day period. 00:45:17
To Umm. 00:45:23
Appeal the records committee's decision. 00:45:25
And once that's settled, if they do appeal and we go on to a court, the stay here, any other documents and anything else will also 00:45:29
go in here for the general public. 00:45:34
So that something was done and once that settles and was done, that reading room will go that those documents will no longer be 00:45:40
available. 00:45:43
I just thought I'd let you know what we're doing and how we're doing it and why we're doing it. 00:45:49
But once, yeah, once it went to the hearing committee, we thought we were it was OK to go ahead and share those. I know they were 00:45:56
sharing them with other people and that's. 00:46:01
Prerogative that they did pay for it, so I did not feel comfortable just giving it to anybody. 00:46:06
But that's why we ended up doing it this way. So does that make sense? 00:46:12
But yeah, anything if if it's in your share drive, please don't give it out to the general public. Let's go through the records 00:46:22
request process. 00:46:26
OK, that way. 00:46:31
You're covering yourself. 00:46:35
The same thing. 00:46:38
On the Planning Commission, and I think we've been using, we don't think we've used the shared drive, OK. I mean, I do use Dropbox 00:46:39
right now for. 00:46:44
Bigger documents and things like that. But if you do, use Google Docs for. 00:46:49
Point or whatever. 00:46:55
Just remember that. 00:46:58
Should stay within the Commission. 00:47:00
And. 00:47:02
Yeah, I figured, like once we had. 00:47:04
So, so being an. 00:47:13
Generally uncomfortable with PO. 00:47:16
Sharing outside of the company will. 00:47:19
You know. 00:47:24
On tension purposes, the city psychic company. 00:47:25
Have your private documents as your working processes out. 00:47:29
And then there are things. 00:47:34
They're more public things with the city, of course, too. But yeah, until. 00:47:36
Until we have a way to like have a shared drive that is completely private. 00:47:42
Where we work on shared documents that way with like city approval. 00:47:48
I would be uncomfortable with that anyway. So yeah, you don't got to worry about that yet. 00:47:55
Yeah. Any more questions then? 00:48:02
Thank you so much. You're welcome. You're awesome. The stuff you're doing is amazing. 00:48:06
Cool. So in our last meeting, we opened up the public hearing for the zoning text amendment. Do I need to reopen up the public 00:48:11
hearing or can can we skip the 5.3? What was the clause? 00:48:17
OK, if it wasn't, if it wasn't closed, then it's open. So you're you're you're able to just accept comment? Cool. So we're we're 00:48:24
just going to skip to 5.3 right now if that's fine, just 'cause we're on the subject if there are any public comments on 5.3 00:48:29
zoning text amendment. 00:48:35
Now is the time. 00:48:41
Doesn't look like we have any. Do I have a motion to close the public hearing? 00:48:43
I moved to close the public hearing I have. 00:48:47
2nd and this is a roll call. 00:48:51
Yes, Anthony. 00:48:55
Bryce. Ayita. Hi, Craig. All right. Do I have a motion for 5.3? Chris, specifically, do you want to make a motion for this? Yeah, 00:48:57
I make a motion. Do we have some ran? 00:49:03
Are ready for that or? 00:49:09
Yes, I can just make a motion to approve the tax amendment as presented. 00:49:12
So the 5.3 zoning text amendment. Do I have a second? 00:49:18
And this also is a roll call, Chris. Hi, Anthony. 00:49:23
Bryce it a hi, Craig. Hi. All right, that passes. So moving to 5.1, conditional use permit for Vineyard Auto, do I have a motion 00:49:27
to open up a public hearing? I move to open up to a public hearing. I have a second. 00:49:34
Do I need to do I need to do a roll call for each of these motions to open up the public hearing? 00:49:44
To open the public hearing. I don't believe so. No, no. OK, all in favor. Aye. I believe this is 1 Brian cracker from mom, but I 00:49:49
believe this is one that's being continued. 00:49:55
OK. 00:50:01
Right, Rachel, that's right. Yeah. OK. OK, We will just continue this. Do I have a motion to continue this to our next, is this 00:50:03
going to be in our next meeting or yeah, I would continue to the next meeting. 00:50:09
I'll move to. 00:50:16
5.1 to the January 18th. 00:50:20
2023. 00:50:23
Do I have? 00:50:25
2nd. 00:50:26
All in favor, aye. 00:50:27
All right, moving to 5.2, Public Hearing for the General Plan, Amendment to the Active Transportation Plan, do I have a motion to 00:50:29
open up a public hearing? 00:50:35
Now I want to open the public hearing or the second all in favor, aye? 00:50:41
All. 00:50:46
Thank you, Chair and members of the Planning Commission. I appreciate the opportunity to be able to address you tonight. 00:50:49
The active transportation plan is something that we've been working on as a city for quite some time. So I believe I've been in a 00:50:56
year process. 00:51:01
Gone through a pretty extensive process, a committee that was made-up about for 14 people, majority believe residents of the 00:51:06
community. We did have a few stakeholders from MAG and UDOT and and and some of our partner agencies that we work with. Also some 00:51:13
of the the larger developers for this plan would kind of impact their property. So it's been an exciting process. We've had a work 00:51:20
session with David Foster with Alta Planning and Design. 00:51:27
David, are you on? By chance, Are you on the? 00:51:35
Remotely, OK, take rain. So David will jump in with some specifics and I'll talk kind of quick because I didn't realize what my 00:51:38
batteries at 30% and so I get the dropping click, so I apologize. 00:51:46
So we will start rolling through this. 00:51:53
Let me say I think I'm OK for now if if if I see some. 00:52:02
Yeah, I'll let you know if I get a warning. So this kind of lays out the steering community committee, kind of small print, but 00:52:07
several members of the community, staff members that we had also planning to design, they were the consultant team that we hired. 00:52:14
This was organized through through MAG and so MAG was a really important partner. They funded the project up to $85,000 and then 00:52:22
the city chipped in about. 00:52:29
I think it was like 5000. So it was a small amount, but really kind of the overall purpose of the plan was to make those regional 00:52:37
connections that's that's very important to to to mag. 00:52:43
I'm just kind of overview the kind of the development of the vision of of kind of getting to the ATP, the active transportation 00:52:50
plan and you know steel mill is 44 through 2001. You know steel mill went away well basically the foreclosure occurred in 2001 and 00:52:58
they started seeing the structures being torn down kind of in the 2006. I mean you know something you might might know and seeing 00:53:06
that. 00:53:14
More closely. I think our last structure was torn down about three years ago, that Geneva nitrogen plant. 00:53:22
2008, the city traded at the first, I would say pretty visionary plan, the Transit Village as part of the general plan. I was the 00:53:27
first general plan that occurred. I mean there really was a 2004, but the actual like real general plan that had like goals and 00:53:35
objectives was 2008 and emphasized transit walkability. 2012 is when the major development of vineyards started to occur where you 00:53:43
started to see like the Shores neighborhood along the lake. I think the Chaminade was kind of shortly thereafter. 00:53:51
And then things just started taking off after that 2818 to 19, we worked on our updated general plan and I would say this is 00:53:59
really the kind of where we started to define the real vision of the city. That's when the city took a strong stance. We're going 00:54:07
to have a train station. We're going to have a mixed-use village, let's be walkable, let's make that a a a priority, a walkable, 00:54:15
bikeable city. And and even becoming, you know the most walkable in in Utah, that's that's often something that. 00:54:23
Our leaders. 00:54:31
Tout is that we want to be kind of the top notch community when it comes to being able to walk connected transit and bike. 00:54:32
In 2019, the city updated the downtown development code, and so that was the Jeff Spec code that you see now. Jeff Spec is the 00:54:41
walkability guru who came in and worked with Flagship, now Flagborough. 00:54:48
On that project that was really exciting to see kind of the level of detail that's put in place and then 2020, the MAG approved 00:54:57
ATP funds and then the last couple of years we've been working on the plan. 00:55:03
The purpose of the plan was to align our infrastructure with those of the regional network. So we have the Utah like Shoreline 00:55:10
Trail, the London Heritage Trail, the Southern Utah Rail Trail. 00:55:17
Geneva Rd. We'll have a trail, so we do have a lot of regional trails that are planned. 00:55:25
Or partially built to that new impact Vineyard. And so connecting with those is really important. 00:55:30
The purpose was to promote and increase walking, biking and rolling so those non motorized or if motorized kind of the non 00:55:36
vehicular motor modes of transit. 00:55:42
Of transportation, connecting users to transit, healthcare, schools, parks and commercial districts that's really important. So 00:55:48
it's not just recreation but also making sure that people can get to the daily needs and uses through the non motorized means 00:55:54
connecting the east and West side. As you know we're bifurcated with by the Utah Provo main line. So it's really important that we 00:56:00
make kind of more cohesive connection between the two And then the really one of the most important things that came out of the 00:56:06
public was. 00:56:12
That we can increase safety for all motor users and that also includes vehicles and so as you make our system more safe. 00:56:19
For non motorized it as a consequence typically will help to slow down. 00:56:28
The overall traffic not necessarily making congestion, but but slowing it down in areas near schools and our trail corridors. This 00:56:33
provides kind of the overall definition of what an active transportation plan is. 00:56:41
Existing conditions as you know kind of right now the city we've we've done a pretty good job making sure that most of our 00:56:50
residential communities have multi use trails that connect you to our park systems. And so it's really developed as a recreational 00:56:56
base trail system. So that the hope was that this takes it to the next level. It's helping people to actually be able to commute 00:57:01
on a bike or or walk to to multiple uses. 00:57:07
We have the the regional trails that are planned for that go through the city. We have very large. 00:57:14
Collector streets that are set up in a pod system. So it's collector streets that are that then have kind of encased in 00:57:20
neighborhoods that are reflected internally and that's actually created some some pretty big obstacles for the city to become more 00:57:28
more walkable and we can get at that later. We do have some sidewalk gaps, large intersections and crossing distances. 00:57:35
Our existing plans, so I won't go over every single one of those but you can you know as you've been on the Planning Commission 00:57:44
you know that we've done the waterfront master plan, the downtown plants major UV us done a lot of work the Forbes district, the 00:57:49
things that current around the movie theater will tear away conservation district. 00:57:55
And so, you know, kind of having this plan come in and be that connecting. 00:58:01
Tissue between those planets is really important. 00:58:10
This kind of the the trash data we do have since 2019 we have we showed like 4 crashes. 00:58:13
Now just to note, there is a lot more near misses and those things that are typically are not are, are are not reflected in this 00:58:22
data we're going to in the future as we're doing the smart city technology, we're we're looking at rolling out a smart city plan 00:58:28
and there's some ways that we will be able to to track some of those near misses and more scary situations that people are in that 00:58:34
don't necessarily get get reported. 00:58:40
And then the one of the left shows kind of the flow really the kind of the central part of the city may neighborhoods come across 00:58:47
the tracks to. 00:58:50
Your. 00:58:55
Retail districts on the east side. 00:58:56
Umm. 00:58:59
Jobs and education, huge priority of the plan making those connections. You know here comes some of those main districts, 00:59:00
industrial district on the north. And so that that's also priority is as we extend the road being able to connect those those 00:59:07
shops that we have. We have a lot of jobs in our industrial district, I believe close to 1,000,000 square feet of of employment 00:59:13
space up there right now. So that's really important to connect the kind of core residential districts with those jobs. 00:59:20
Um. 00:59:27
It's really important too that as we look at housing attainability, that's a major part of of our planning efforts in the state's 00:59:28
initiatives that we look at transportation. The active transportation modes helps to provide those connections and help people 00:59:36
progress through their in terms of housing and having those connections with jobs with a kind of lower cost means of 00:59:44
transportation, but also just an alternative of transportation. That's a really important part when you look at housing. 00:59:52
How we can connect housing and jobs. 01:00:00
Mixed-use development. Very important as we look at trying to create better connections between. 01:00:02
Jobs, recreation, education and and housing that and that that's a big part of our of our future development is making sure that 01:00:11
we mixed uses. We don't silo uses as much. 01:00:17
Public comment. There was a ton of public comment. 01:00:25
On the left to show, it's kind of the major public engagements that that that we went through around 2 rounds of public engagement 01:00:29
which included public surveys, the web map exercises, Facebook live events, stakeholder interviews, working group, the work 01:00:35
working group with the committee meetings, the Bicycle Advisor Commission has reviewed it, You guys have had a work session, the 01:00:41
City Council has a work session, some of those major takeaways. 01:00:47
The infrastructure doesn't effectively connect people to where they want to go, specifically jobs and kind of that commercial 01:01:32
side. On the east side, residents feel uncomfortable interacting with vehicular traffic. Can I say that it means in the road, and 01:01:38
that's very important too, if we want to get people to go to work on on a bike, is that they should be able to be able to be 01:01:43
within the street system as well and not just on a trail. That often the quickest way to work point A to point B is going to be 01:01:49
within the the roadway system. 01:01:55
Main Street invented Rd. intersection was Dennis identified as unsafe and not being very visible. Trapped, calming was a kind of a 01:02:36
topic that came up over and over throughout the community. And then the center St. roundabout be unsafe for pedestrians. 01:02:44
Part of the plan included providing 5 major projects that the city would undertake. So there there's lots of little things 01:02:54
throughout the project, but these are the five major projects, Main St. improvements. What that looks at is lane repurposing. We 01:02:59
did have hails engineering their traffic engineers within the valley and they analyze the traffic on Main Street and also build 01:03:05
out so as the city is completely built out. 01:03:11
What does traffic look like, and are there opportunities to look at lane repurposing to get legitimate buffered, safe bike lanes 01:03:17
to slow, traffic to add, crossing to to provide? 01:03:23
Some, some, some like effective pinch points for kind of lack of better work, you know, areas that intersections that are very 01:03:30
dangerous to cross, providing ball valves to shorten those distances so that that is a major part of the priority project and we 01:03:35
would come back. 01:03:40
And study that that further. So that is a priority project but if we were to undertake that it would, it would mean going through 01:03:46
quite a quite a bit of design and and further studies on that. Number two was Center St. that's a that's a major area where it's 01:03:53
you get Gannon Park and that park is going to be improved to be a full blown 16 to 18 acre park. So it's going to be a lot more 01:04:01
popular and seeing the crossings across Center St. and making sure that that we can have some safe crossings there. 01:04:08
And that also connects into the roundabout that was identified and then to obviously Main Street what we rode by Blvd. that was a 01:04:17
city initiate a citizen initiated project A citizens I believe we got an English plus 75% of them wanted us to study doing a bike 01:04:24
Blvd. on on that street. We've done some improvements already and we've seen you know with the the reduction in the speed limit 01:04:32
and to 20 miles an hour and also. 01:04:39
Providing some stop signs so that there is kind of a point where that makes people stop. So we we have seen kind of an increase in 01:04:47
safety already. 01:04:50
But that's a road that doesn't have trails or sidewalks and so looking at doing something that was slow traffic and allow for the 01:04:53
mixing of of bikes and and walking within that corridor that that's what we will study in the future. 01:04:59
Project 4 is the 4th North Railroad crossing and so that's providing a bridge over the railroad to connect the east and West 01:05:07
sides. That would be an additional crossing that was identified as a place I'm getting, especially students to Trailside. 01:05:13
Elementary School is really important from the east side. And then the larger regional trail, the Lehigh Rail Trail, that's one 01:05:19
that's kind of happening now. It's also called the Southern Southern Utah Rail Trail. It's kind of gone by a couple names. It goes 01:05:25
from Lehigh through. 01:05:31
The railroad corridors. 01:05:37
Going north, the South and then terminates basically in Vineyard and so that would be a good one to help from a regional 01:05:39
perspective. 01:05:43
State. 01:05:48
That is one that I believe it's Mag who hired JB to oversee it. My correct or is that is that a U dot? 01:05:50
Hiring JB. 01:05:59
The Southern Utah. The Lehigh Rail Trail. 01:06:01
The historic one of the historic, yeah. 01:06:05
Is that a new dot? Yeah, so. 01:06:08
And I bet Mad Jim Price of Mag there. Bike guy is working on that as well. But yeah, mag. 01:06:11
Funded. So this shows kind of a map of those projects. 01:06:17
Just to kind of show a couple graphics, the Main Street ones along, we'll dig into a lot more. 01:06:22
Some concepts were provided just to show kind of what could happen. This graphic on the left shows providing kind of the bus a bus 01:06:29
turn out and so there there would be less conflict with buses and traffic providing actual bike lanes that are buffered with four 01:06:34
foot buffers. 01:06:39
Medians where we need them at the intersections providing the refuge islands and you know providing more pain and and just 01:06:46
visualization so so people can just can see you know. 01:06:51
Do have areas where glad signage on the right kind of showing the cross section of four foot buffered, how that would look from a 01:06:56
sectional view. And then the roundabout one of the thieves identified as being very dangerous with the Main Street and Center St. 01:07:02
roundabout is the dual lanes coming into the roundabout. And so it was it was recommended from the consultant that we look at 01:07:08
taking that down to a single way and like I said we did study from a traffic impact standpoint and even that build out we still 01:07:14
are able to have a very adequate. 01:07:20
Travel times. 01:07:26
And then adding crossings throughout the corridor. So because people are going to cross regardless and so if you don't provide 01:07:27
safe crossings, they're going to be running across, we see that all the time. And so making sure that we have safe crossings that 01:07:32
have lights and flashers. 01:07:37
Real quick question, just clarifying on the roundabout, would that be one lane for just the roundabout or? 01:07:42
Talking one lane for Main Street, yeah, well 11 lane from Main Street, we've studied Center Street, but then you come in in the 01:07:49
Center St. Center Street is already on kind of bookended with one lanes on both sides. And so there's we would have our traffic 01:07:56
consultant to take a look at that. But these are concepts showing basically that we would dig further into them. But like this is 01:08:03
kind of the direction that we think we can go with with this to make it safer. 01:08:10
So Center St. This is one that seemed did a great job of getting some funding for us through MAG. 01:08:19
The dollars that were federal, so it's looking at like a five year build out, but this would be a connection between Gannon Park 01:08:26
and the open space corridor on the north side. So it provide a refuge island and a hawk flasher that you know the overhead 01:08:32
flashers are providing a very safe crossing there. 01:08:38
I think Nasim is looking at ways of of phasing the sense we may be able to get some sort of. 01:08:45
Some sort of like at least an indication flasher, so it wouldn't make you stop and release alert cars that there's there's a 01:08:52
crossing right there and so you were going to look into repurposing the hawk that's being removed from. Is that possible at all? 01:08:59
The one that's currently in by freedom, yeah, So the hawk that's uh that's currently there. We're repurposing it to a copy signal. 01:09:08
So we're actually utilizing the post. We found out that we're able to utilize the post in the mast arm for the traffic signal and 01:09:17
then the hawk light, the actual hawk lighting portions of it we would look into utilizing for. 01:09:26
Some others that we would have to do at master, it's. 01:09:36
One I know a lot of people are excited about because. 01:09:39
To fill the north half of the. 01:09:42
Great trail connectivity and if that just happened there, it would connect everything so much better. Absolutely. Yeah. So I mean 01:09:46
like Morgan was talking about, I mean we're looking after doing. 01:09:52
The rapid flashing beacon in this section for like for the short term before Hawks before we could do a hawk is the hawk would 01:09:59
require that a lot of the electrical backbone that we don't currently have back there for the flashing beacon can be done on off 01:10:05
solar. 01:10:11
And then this is 400 S or Vineyard Elementary is obviously this is a huge priority. Unfortunately it was a child that was in an 01:10:20
accident there with the vehicle and was was really sad. And so we need to make sure that you know especially this is a huge 01:10:27
priority. We're just seeing started the dialogue with alarm and so we'll see if we can get that improvement speed up. 01:10:34
This is the Trailside elementary connecting kind of the east side where you have the high density housing with the elementary 01:10:44
school. That's really important. 01:10:47
That provide a safe connection. 01:10:53
So I think this is one that that I'm talking with with K2 you're you're you've kind of mentioned that your kids have had a cross 01:10:55
mill Rd. quite quite a bit. And so at least on that kind of north side it would help them to reduce some of the crossings for the 01:11:00
apartments that are. 01:11:04
Franklin So so. 01:11:10
I. 01:11:14
A point we were looking at was Mill Road and Center, Yeah. So that that would be helpful. Yeah. And and there's obviously, I mean 01:11:15
you'll be able to point out there's a lot of like how come we're not looking at this and this. So we're, I mean in the future 01:11:20
where we definitely plan to to look at pedestrian crossings, we're getting some funding for some planning services. So Mill Rd. 01:11:25
Main St. 01:11:30
Yeah, I know it's something you guys are looking at. Yeah, absolutely. 01:11:37
And then here's the Utah Southern Rail Trail. So you can see it going up to Lee High and then it makes a connection down into into 01:11:42
Vineyard. 01:11:46
All the way Rd. by Blvd. this is the citizen initiative project. And so that's one that we would look at hopefully in the next 01:11:52
couple months and kicking this off and then we would work specifically with with the the residents. We can bring the plans back to 01:11:59
the Planning Commission to look at the idea would provide some some options of how that that road can be safer. 01:12:06
Another kind of future study we need to do is a mobility hub study. So that would that would be looking at near the train station 01:12:14
that's open right now and all the different transit modes that are coming into that one spot. How do we effectively connect bikes 01:12:21
to active transportation modes, buses. There's potential for us to give BRT very, very likely that way we will, it's just not 01:12:27
really been solidified yet, but either extending. 01:12:34
The. 01:12:42
UVX line to work to our station. 01:12:43
Or doing some sort of spur line that comes up 800 N to where the the central corridor transit. 01:12:47
Line is planned on State Street and so we are very likely to to get that. And so doing a mobility hub study and looking at how can 01:12:56
we effectively connect all those modes and also UVU you know everything that's going on over there making that kind of one larger 01:13:03
station footprint that would kind of encompass both sides of the of the. 01:13:09
Track. 01:13:16
So that's that's everything that we have. We do have the David Foster who was really instrumental in putting the the plan to get 01:13:18
together and so if you have any questions we've got him on the line and we're happy to to to dig in as as much as you want. We do 01:13:23
have some recommend emotions if you want some changes that would be the second motion approval with changes and then an approved 01:13:29
just an approval if you like it as it is or if you want to deny. I didn't put that in there, I don't want you to deny it but you 01:13:34
could do that as well. 01:13:40
Have a couple questions for you. So in. 01:13:47
First part of the plan talks about existing documents referenced and I didn't see the Central corridor plan in there. 01:13:52
Does it? 01:13:59
Specifically the trail potential trail improvements from that plan. Does it need to be in there or is it a separate thing that 01:14:02
doesn't require it? 01:14:05
So when you say the Central Court are talking about the transit study that no State Street, whatever, the big park study. Oh yeah, 01:14:10
the one we're doing right now. Yeah, yeah. 01:14:16
I couldn't anyways in the draft that I looked at, I know you mentioned it on here, but in the draft that I looked at, I didn't see 01:14:21
it and I only. 01:14:25
Just speaking, specific to trails doesn't matter, just. 01:14:30
Or is that linked to a separate source of funding, Does that make sense right. So that so that's one out that we're funding as a 01:14:35
city the corridor plan. And so we, yeah, we we did work with with with Alta on on making sure that kind of the the, the 01:14:42
connections to that corridor would be included in the plan and so that's that that that should all be. 01:14:49
I just know that, you know, unless it's planned. 01:14:58
Then it doesn't get, it can't get funding, right. And so that's why I do that. Yeah. And that's a really good point. That's that's 01:15:01
one reason it's important to get this plan. You know, if the projects we want, we want to make sure that they're, they're in the 01:15:05
plan because that helps us with grants. 01:15:09
OK. 01:15:14
So another one I had is the section that talks about policy and program recommendations. 01:15:15
Does the city, how does the city actually intend to try to implement those? 01:15:22
And then we do like we talked about Main Street before. We will do Main Street or we'll do even a deeper study. I know it's kind 01:16:04
of annoying, but but it's a study where we start to design it, we start to provide options. We really scope the public. We do more 01:16:10
than just the Tia. We have the traffic consultant, we'll we'll dig deeper and then we'll start to put pricing. 01:16:17
For the different projects, because that corridor, you know, they'll probably be about 10 separate projects for crossings and 01:16:25
intersection proof bike lanes. 01:16:29
And then we'll start putting pricing to them and then we budget for it. So that's that's really the main way that you and does it 01:16:32
with the IP with policy changes does that require. 01:16:37
Like when do you guys look to change say standards or whatever like that, Yeah. So part of this plan to go towards the back of the 01:16:43
plan is that, I apologize, that's something I should have brought up to. 01:16:48
David Foster, he provided us with. 01:16:53
Standard drawings that then the same kid can use. So if he built a roundabout he can go to that standard grind and that provides 01:16:59
kind of the the elements that that need to be as part part of like the roundabout. Or if there's a mid block crossing that 01:17:05
provides standards for a mid block crossing. Want to add anything to that? 01:17:11
I may choose to use it, and that's my only point. Is like, the planner has a lot of good recommendations. That is what hate. It's 01:17:20
like, oh, they're recommended, but then it's like. 01:17:24
The city doesn't look out again. Does that make sense? I see that's, that's and that's part of your job too is to hold us 01:17:30
accountable as a Planning Commission as we do stuff, we bring it to you and you go, OK, well, we just adopted a plan. You know, 01:17:36
you want to build a, you know, a 300 foot wide Rd. that's like a freeway. You know that's that shouldn't work. So that's that's 01:17:43
part of the Planning Commission too is the implementation model. So Morgan's on record on 300 foot wide roadways approved. 01:17:49
So and then just one more, these all talk about new and existing and new plans, but how or where do you address? 01:17:58
Maintenance of existing facilities, so. 01:18:06
Because I obviously identifies budget for new projects, so does. 01:18:10
Maybe. Is that already covered in another? Is that in the general plan? 01:18:14
Type of thing. So like say they're little trails and I noticed that some trails. 01:18:18
They'll get like a new overlay or something once it gets cracked up or whatever, with tree roots or whatever, you know. So at what 01:18:23
point does does this document need to cover that? And if not, is it in another document that covers us? 01:18:29
Yeah, that's a very good question. In regards to maintenance of infrastructure or utilities, it's it's very typical that cities 01:18:36
develop maintenance plans. 01:18:41
And there would be a section for trails or whatever, yes. So it was just kind of outline the policy. Some of those maintenance 01:18:47
plans are not typically brought brought forth to Planning Commission or even or even council that mostly internal policies. 01:18:53
In terms of for example like Elissa say roadway, there's different ways to do it. You could do it where the city could have a set 01:18:59
standard that a roadway will have a pavement condition index, which is the typical way of stating it of 70, no, no less than 70%. 01:19:08
And then would based on that type of policy, which would be in a general plan which would say that the health of our, you know, 01:19:18
the infrastructure health is X, this is how we want to. 01:19:24
Qualify, excuse me, qualified, qualified. And then substitute the department to quantify that of how to ensure that it just 01:19:30
maintains that. 01:19:33
Since my last city, we brought forth several maintenance plants. 01:19:38
To to council in order to for in essence like for council's approval and because everything would be when we bought 4th 01:19:44
maintenance plan, we also bought 4th funding. It was tied to funding on it and then this way it would that's good and that's kind 01:19:51
of answered. I just want, I just always feel like everybody's gung ho to get new stuff built and then like five years later it's 01:19:57
just kind of looking shabby or whatever. 01:20:03
I would assume it would be in there, but I just don't know. 01:20:11
Thank you. 01:20:15
This may be a question for David. Is it typical in active transportation plans? 01:20:17
To address like rideshare bikes or. 01:20:24
You know, the rentable scooters, mobility, whether you're prohibiting that or neutral on it or in support of it or you know, 01:20:30
building areas for that, what what's the guidance there? 01:20:35
Yeah. 01:20:43
Some of the things you mentioned are just recovered the message transportation, transportation, and. 01:20:44
The community is. 01:20:51
Kind of right for it. 01:20:55
So. 01:20:57
Your Transportation Master Plan, and not specifically. 01:21:02
Landfills. 01:21:12
They're equivalent to a bicyclist or that in terms of like this need. 01:21:27
OK. 01:21:33
You know. 01:21:35
Is. 01:21:38
This thing is probably a wise off from. 01:21:40
Being able to support that. 01:21:44
From a private dinner. 01:21:47
No. 01:21:48
Space. 01:21:52
Changing very rapidly or you know, they're pointing out a lot of cities at this point. So it's kind of. 01:21:55
It's kind of market that's really impress. 01:22:01
You know this is something. 01:22:04
You know it could be any more but. 01:22:08
My impression at this point is that there's just, you know, the the economics that aren't going to work. 01:22:12
Come in and provide a service to. 01:22:21
Without a significant amount of pocket to supplement. 01:22:24
And we we are looking at it so we're we're meeting with green bikes they're they're the ones at Salt Lake then next week and so 01:22:33
yeah that was absolutely right but we are we are kind of pursuing it from a long range planning standpoint you know in three to 01:22:39
five years where where you want to be with with those but that's their biggest issue with transit is your first mile, last mile 01:22:46
micro mobility is is a huge solution to that problem. 01:22:53
Yeah. 01:23:02
Probably still on negotiations that will need to happen. 01:23:10
Something, yeah. The only other comment I had was. 01:23:15
Not just viewing this as like a recreation opportunity, but also recognizing that there's an opportunity to reduce the number of 01:23:22
vehicle trips when you can get to where you want to be in a meaningful place. So for example, I've heard people that live on the 01:23:28
South end saying I would bike to Vineyard Grove Park for the soccer game. 01:23:35
But I have to. 01:23:42
Center Street. So I'm gonna hop in my car instead, right? And then that takes up a parking spot. And so I think that that's. 01:23:43
That's one of the key opportunities here and I think it's in here it's it's implied but. 01:23:49
I think that's one of the key opportunities. 01:23:56
Really helping people. 01:23:58
Replace they're still going to the same place and getting to where they want to be but just in a mode of transportation that's 01:24:00
different than the default. Would you like us to to add, I think it's helpful to whether whether it's in here or in the general 01:24:06
general plan, I think addresses it pretty pretty good where we want to make sure that we're we're looking at alternate modes of 01:24:12
transportation. We we we we do have time I mean. 01:24:17
Most likely this will go to the City Council on 11th, but it'll probably go for actual approval on the 25th. So if if you wanted. 01:24:23
You know, us to, you know, work with. Yeah, I mean, you could work something like that in. That'd be helpful. 01:24:32
And and the scene can vouch for this. Like the reason I was so ******** about the trail connecting to the train station underneath 01:24:37
is like if you lived in Tucker. 01:24:42
And there weren't, there wasn't that trail. You would hop in your car. And then by the time you're in your car, you're like, I'm 01:24:47
not gonna take the train, right. And you're just gonna keep driving. And so just a tiny little trail like that can really alter 01:24:52
people's behavior where they say, oh, I'll walk to the train station, then take that. 01:24:57
And and it just changes some of the behavior. So connectivity's huge, just like you wouldn't build. 01:25:04
You know wonder why people don't drive through cul de sacs all the times? Because it doesn't go anywhere, right? Like if you have 01:25:08
a trail, it doesn't go anywhere. Then obviously people aren't going to be using it for anything other than recreation, which is 01:25:13
good. But you can actually use it as a transportation network too. 01:25:17
And based on fingers size, you can get on finger city within 20 minutes. You know, even friends of those extended cities. 01:25:26
It's definitely going to be a viable transportation option for a lot of different. 01:25:38
And you know, coupling that. 01:25:43
There's our station. 01:25:46
Making out of transportation. 01:25:53
Transportation choice, but we can try to keep that a little bit, Yeah, that would be a good place for it. 01:25:57
Any other? 01:26:05
Any comments from the public? 01:26:07
Yeah, come ahead and just state your name. 01:26:12
Hi, I'm Jordan Christensen, actually recently joined. 01:26:19
Bike committee. 01:26:23
Maybe there's a better form for me to speak about it, and I'm sure there's. 01:26:26
There's a lot here and and I think the plan is really good and as a fairly recent resident of Vineyard, we kind of moved here 01:26:31
specifically. 01:26:36
Because we saw a vision of a bikable, walkable community. 01:26:42
I think my only question would be, and again this is probably nothing new, but is there any appetite for just lowering the speed 01:26:47
limit throughout the city? 01:26:51
Seems like. 01:26:56
Had a lot of positive feedback about that. 01:26:57
On the Holdaway Rd. project. 01:27:02
But yeah, I think kind. 01:27:05
My perspective and a lot of neighbors perspective is like then you're just isn't that big and they have a lot of free. 01:27:08
Access points. 01:27:16
So it seems like if you want to go fast somewhere, you've got a freeway or you've got to leave a road to do it on. 01:27:18
So yeah, I don't know. 01:27:25
So my partner over here has to force me through. 01:27:28
Negotiations. 01:27:36
So that's a very good question, very good comment. 01:27:39
So the cities this the cities have specifically emulate our staff engineer recent edition and a really good addition. I wish she 01:27:43
was here right now to repeat this to me and I could be. 01:27:50
Oh, now I'm joking. 01:27:57
We conducted several studies across. 01:28:00
Linear roads and specifically focused on areas where there's schools like the elementary school, the only schools and then your 01:28:04
current layer for elementary schools where there where there's a lot of this crossing and we did some, we did some speech studies 01:28:10
on there utilizing. 01:28:16
A expert method, which is actually the method that E dot is facing towards. So if it's a, they're they're facing away from the 01:28:23
engineering method, which is like the what is the 8 fifth percentile? So 85% of people drive over the speed limit. Therefore the 01:28:29
speed limit should be. 01:28:34
Raised which and instead using using a expert method which incorporates like the volume of crashes, the volume of bikers and 01:28:40
pedestrians and the number of connections and what's what's the make up of the road. And based on that we determined that there 01:28:48
are several roads that can wear. The speed limit should be adjusted and adjusted downward. 01:28:57
Versus upward in order because of the makeup of the road versus the actual. 01:29:06
Spheres of Rd. There's several other aspects to that. I don't want to oversimplify it, because if you have actually today, just 01:29:14
today as I was. 01:29:19
Getting on to Mill Rd. Mill Rd's a nice long straight road and you know What Car turn right on. Standing St. onto Mill Rd. while 01:29:25
on a pickup truck was doing well over 35 miles an hour on Mill Road now to five. You know to change lanes southern lane to bypass 01:29:32
that car that. 01:29:39
Doing we're not working all right with you. So placing that there is an obstacles to. 01:29:47
To change the mentality of drivers as well, and not just drivers, but change the mentality of walkers and bikers several times 01:29:54
where we want to make sure that people are aware and like cognizant of. 01:30:01
Delivery crossings. 01:30:09
In certain areas as well to make sure it's safe for everyone. But so the shorter assets you have to my longer response is the 01:30:10
answer is yes. There could be several areas where we're going to be adjusting the speed on this down. The first step is definitely 01:30:15
in areas where the schools are. 01:30:20
That makes sense. 01:30:27
And Jordan, you could hear this presentation twice because we're we're doing BAC. 01:30:29
Excellent. Yeah. 01:30:33
Also, if I'm not mistaken, I won't be there for that, but this, this person right here has convinced convinced me to bring to 01:30:39
council about to make those adjustments to the by the schools at the end of the month. 01:30:45
I don't know if I convinced them. I mean, I haven't I haven't set the one. I won't be here so it's probably going to be like he's 01:30:53
you'll probably see the probably see chicken scratch scratching out my number down to like a single digit number. 01:31:01
If I could make like one more unnecessary comment here. I do think there's opportunities to. 01:31:11
I'm just imagining like I don't know who, but somebody who's like anti active transportation might view this as an attack on 01:31:19
driving or something extreme like that. I think there's opportunities to find this is this is better transportation for everybody. 01:31:26
And I think one specific instance of that that was pointed out somewhere in the plan that I read. 01:31:32
Was a potential for a roundabout on Main Street and Vineyard Loop Rd. Especially for SO I live West of that intersection and. 01:31:40
As you, if you've ever driven through their cars, back up for quite a while and rush hour there and I feel like something 01:31:50
something like a roundabout could. 01:31:54
Via a net positive for everybody. It's not the most pedestrian friendly intersection, but it's definitely an improvement for the 01:31:58
majority of users there. 01:32:03
Anyway, all right. Thank you so much. Yeah, thank. 01:32:08
Any other public comments? 01:32:11
Great. 01:32:14
Great. Is our newest planning, Commissioner. Yes, welcome. 01:32:15
You've attended more than some other alternates already. Now that's one question. I didn't see much about Mill Road and 400 N, 01:32:20
that intersection. 01:32:25
Yeah, I saw some of the other priority plans, I. 01:32:32
Really think that needs to? 01:32:35
A priority. I mean, I think there were five priorities and you can't have a million of them, but like. 01:32:38
It would. Is it Lincoln Apartments that? 01:32:43
On that corner. Then they exchanged Milltown. Now. 01:32:48
It's just like. 01:32:53
Literally across the street from Topgolf in the movie theater. But you would not ever want to walk. 01:32:55
Across there there's no there's no good way to cross. No Rd. you would you have to go up to the connector or down to center St. 01:33:01
1/2 mile in either direction to cross. Legally you wouldn't believe the number of people I see crossing. Well I'm sure people 01:33:07
still do but like it's because it's because you don't walk a mile round trip to cross the street. Yeah if you want we could add 01:33:13
that intersection as a priority project. We did list it as an opportunities and we are actually planning to study it this this 01:33:19
next. 01:33:25
This year, actually 2023. 01:33:32
The so the the developer X development and the mixed-use building that that they're doing part of the development agreement for 01:33:35
that is that they would do a right of way agreement with the city on 400 N and that would include that that that intersection so 01:33:43
doing doing the design. So we actually might be able to speed that up and have have a design. 01:33:50
Because that's thousands of people that could utilize those facilities without taking up a parking spot, right? So why? Yeah, make 01:33:58
it as easy as possible and as safe as possible. 01:34:03
Also, I think that's correct. They didn't say this directly. Maybe maybe you were thinking this, but like that pedestrian 01:34:10
overpass. 01:34:13
It doesn't really do you anything if you're not making full access from people over in Edgewater townhomes or anything like that 01:34:16
to cross Mill Road and then to do the the, the railroad overpass. So yeah, I I think it belongs in there somewhere, at least on 01:34:21
the radar. That's a great point. 01:34:26
Thank. 01:34:31
Any other comments? 01:34:33
If not, drive a motion to close the public hearing. 01:34:35
I'll move to close the public hearing. 01:34:39
I'll second. All in favor. Aye. All right. Do I have a motion? 01:34:42
And if you want to add the piece. 01:34:50
Micro mobility. So I just kind of. 01:34:54
Put it like with the condition that we add language regarding utilizing micro mobility in the plan and then I mean we we heard you 01:34:58
here, so we can have David kind of work on some language. 01:35:04
And the prioritizing, Yeah, and prioritizing Mill Rd. of 400 N intersection. 01:35:11
Yeah, I can make a motion. 01:35:17
I I move to or a motion to recommend approval of Ordinance 202301 Active Transportation Plan to the City Council with the 01:35:20
additions just mentioned. 01:35:24
Do I have a second? 01:35:30
I'll second. This is roll call. Chris. Hi, Anthony. Hi Bryce. I take Greg. 01:35:31
And motion passes. All right. Yeah. Thank you so much, David. 01:35:38
Moving on to Commission member reports and Expert Day discussion and disclosure, do I have any commissioners that have something 01:35:43
to report or? 01:35:46
I will report that the Bike Commission will be meeting tomorrow and we'll be talking about this and. 01:35:51
Yeah, there may be some other recommendations that come to that that will get put forward to to City Council as well, but if 01:35:58
there's anything that you want me to take to the Bike Commission, let me know. 01:36:04
Anything else? Anything from staff? No. 01:36:11
I did have one quick comment. I noticed that the forge is coming in for a public hearing in two weeks. 01:36:16
I was hoping that we'd get more meetings with them. As I mentioned in our last meeting with them that this is a huge project and I 01:36:23
would have liked to have more work session before it comes to a. 01:36:28
Hearing that being said, if they can have their paperwork to us at least a week before, that will be helpful instead of the day 01:36:33
before because it's huge if I saw the day before. 01:36:38
I'd be very inclined to continue at the next well and your your our thought was just to get it on for the public hearing and then 01:36:43
you can you're welcome to to continue it too so. 01:36:49
Cool. Absolutely. I think they're they're they're aware that you guys may want to do that discussed it with them. Cool. Thank you. 01:36:55
And then I was wondering is there any, just Speaking of transportation, I'm looking at the map here on the transportation plan is 01:37:00
there? 01:37:05
Anything that's happening with the holdaway farms? 01:37:10
Like farms or I don't know if they're calling it now, they're working, right? So where they're at, a processes are working with 01:37:14
the church on. 01:37:18
Because where the church ownership is, it overlaps in the right of way into making sure that that property can truly become right 01:37:23
of way as part of the if you remember from the rezoning approval was that I can't remember the amount of permits, but at a certain 01:37:30
number that if they haven't built it right away. 01:37:37
It was between 90 and 105 or something like that, yeah. And so and so that that would be our like right now what our legal ability 01:38:26
would be, but if not then, so let's say it just stalled out then I mean we could always just try to negotiate with, but then as a 01:38:33
property owner, yeah, before then, but if anything. 01:38:39
We at least have that number for when they start constructing that we can pull the pull the trigger once we hit that unit 01:38:46
threshold, OK, but not before then. Yeah, not before them. But I mean, like I said, if they just stall out for some reason, then 01:38:51
we could always negotiate from the City side, but we most likely would have to purchase the property. 01:38:57
Cool. Great. And if there's nothing else, I think that's from staff, then meeting adjourned. 01:39:03
Hey, Brian. 01:39:13
Just like that. 01:39:18
Link
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Yeah. 00:00:03
Oh really? 00:00:06
Everybody is like so I'm like I feel like this is peeled off but Word document on my desktop somewhere. 00:00:11
No. 00:00:43
Hey, Cortana. 00:00:55
All right. Welcome everybody. 00:01:02
It is 601 PM, Today is Wednesday, January 4th, 2023. And this is the Vineyard Planning Commission. 00:01:05
We will have a Pledge of Allegiance by day, and then I will give an invocation. 00:01:13
I pledge allegiance to the flag of the United States of America. 00:01:23
And to the Republic for which it. 00:01:28
One nation under God, indivisible, with liberty and justice for all. 00:01:31
Thank you, Heavenly Father, We're thankful that we can be here today. And please bless us as we make plans for the city that we 00:01:43
will feel inspired as to what is the right thing to do. Please bless us that we. 00:01:48
I know what's best for the citizens here. We're so thankful for the city that we live in and those that serve here. We love the 00:01:53
and we say these things in the name of Jesus Christ. Amen. 00:01:58
All right, moving into an open session, right now is the time for public comments, if anybody has any public comments they would 00:02:04
like to make. 00:02:07
If not, we will move into business item 3.1. 00:02:15
I think that's you, yeah. 00:02:26
But. 00:02:28
Canada. 00:02:33
OK, right. So if I can't use something, I'll make sure that. 00:02:43
I'll introduce the project. This is the second time that you guys have the opportunities to need that Easy guys Geneva Industrial 00:02:49
Park. 00:02:53
Boxers building extension the last minute? Yes, how? This was December the 7th. 00:02:57
On last. 00:03:04
Good afternoon. Chris Stephart, he's here to represent a senior property is a Nissan LLC. 00:03:06
And just give you a great amount of project and the application. This is a pipeline application for a building extension that as 00:03:12
far as 56,000 square feet to the existing shopper building is primarily abused for light manufacturing, warehousing in some office 00:03:20
and it is in the in the industry in the Afghan post to add as much as 50 new jobs to the city. 00:03:29
So this application you guys started to continue this application as I said back in December. 00:03:39
And you guys have requested additional Landsca. 00:03:47
Along the 1750 N St. and you wanted to run parallels with Terminus of the building extension. 00:03:51
The compliance. 00:03:58
The Commission also requested revisions to the exterior of the building extension to provide. 00:04:01
Greater visual interests and attractiveness. 00:04:08
And they added and realized those elevations now they provided. 00:04:13
Additional color I have. 00:04:19
I know they're they're rendering vehicles on the screen, I hope you can see. 00:04:22
Please describe additional coloring something. 00:04:27
Altering volcano materiality and making happening. Talk a little bit about that later. 00:04:32
And new and new metal fabricated animals. 00:04:38
Yeah, is also going back and added the required ISIS foundational planting area in kind of the northern side of the building. 00:04:42
With all these changes, the Community Development Department staff does feel that the accident needs the zoning code in terms of 00:04:50
open design and these standards for designing formation with the surrounding development. 00:04:57
So we had expressed. 00:05:05
Their conversation last time about consistent difficult of designing the standard development. 00:05:08
Is appropriate. It needs our standards. 00:05:13
So we're ready to recommend an approval. 00:05:17
We do. Have I provided 9 conditions of approval. I've made a little change to the 9th, 1:00 just because I remember that you 00:05:20
can't. 00:05:25
Attach those conditions because existing buildings are examples. 00:05:31
So any requests that. 00:05:36
Pretty much just applies to this building in Ascension. 00:05:39
Umm. 00:05:43
And so I can. I think there's one parade to move for an approval or a decision. I'm happy to read all the conditions to the 00:05:44
Commission. 00:05:48
Is there and if you ask our questions regarding the project. 00:05:53
Need Chris can support the microphone and answer any questions. 00:05:59
Brian. 00:06:05
You guys have any questions? 00:06:07
The only the only comment I remember from the last meeting, and it's not necessarily specific to this, it's just a note to clean 00:06:10
up the language. 00:06:14
If there's any conflicting between. 00:06:19
Using existing materials if it's something that doesn't wouldn't meet the current code. I know this is grandfathered in, but maybe 00:06:22
making it a little bit clearer so we don't run into the same issue as last time that was the only note I had. Again, not specific 00:06:26
to this project, but. 00:06:30
Next time we do a text amendment cleanup, I think that would be a good opportunity to clarify there. Yeah we're we're we're in the 00:06:35
process of of drafting some some language right now. So Rachel actually is is you know I'm heading that up for more of our 00:06:40
department. So great. Thank you. 00:06:45
Any other questions? 00:06:51
No. 00:06:54
All right, I think it looks great. Super happy with the applicants. Taking our suggestions and making some changes makes it a lot 00:06:55
easier to approve something like this. That being said, do I have a motion? 00:07:01
Was there a clarifying one there? 00:07:11
Yeah, yeah. 00:07:14
So the 9th one I changed a little bit so now we. I don't know if you can see it on the screen I have. I'm sharing my Microsoft 00:07:17
OneNote notes here. 00:07:21
Changing the wording to read, the applicant shall extend and wrap the sidewalk. 00:07:28
Around the West side of the proposed building extension to all secondary indoors. So I've removed the language about the existing 00:07:34
building. I feel like it was after work. I I had written that the sidewalk shall wrap around both the existing building and the 00:07:42
building attention. So I've removed the requirement for the existing building and only left the building in ascension. 00:07:49
All right. 00:07:58
I have a motion. 00:08:02
There's a secondary. 00:08:05
And the code requires that there are different walkways were safe as you can access to the doorways. 00:08:08
They can be more than 150 feet from a walkway, and so extending that sidewalk to meet that door, I think is a reasonable and good 00:08:15
way to meet that part of code. 00:08:21
Yeah, I'm I'm ready to make a motion. I'm up to approve. The site plan is presented with the proposed conditions, including the 00:08:28
revised 9th one that Brian presented. 00:08:33
All in favor, aye. 00:08:39
Moving on to 4.1 training session by Panama Spencer. 00:08:44
Yeah. Thank you, Chris. 00:08:50
You have to go in the microphones. What's on the? 00:08:55
So I'm just trying to read all those points. 00:09:00
So it said, label the irrigation. 00:09:05
So we put irrigation sprinklers in, but then somebody comes in with Internet or whatever, they don't care where Internet is, our 00:09:07
sprinkler system is, and they just bore through and destroy. 00:09:13
And cause leaks and floods and all kinds of stuff. I don't know if this is the city saying put the Internet in or if this is a 00:09:19
private contractor. What's happened in multiple of our buildings? 00:09:25
Does anybody know anything? 00:09:32
You know anything on that scene? Did you, did you hear that? 00:09:35
It's I did hear it. I'm not sure if I have an answer for Chris. 00:09:38
Yeah, you want to take this, Morgan? 00:09:44
Chris, I'm sorry. 00:09:53
So this, you're saying this, this is a situation that happened, this has happened. 00:09:55
1600 N Our last building on that street, the Internet company just comes through and drills the lines and just plows right through 00:10:01
the sprinkler system and breaks it up and destroys it. 00:10:08
Yeah. OK. So, but OK, So but you're asking, what you're asking is the situation if it happens in the future for this pickup 00:10:15
facility, we label our sprinkler system and then you turn down into the city, are they gonna pass that along to the Internet 00:10:21
companies so they don't file through our yeah, So what? 00:10:28
Ideal world, I'll say that way that when when you do your site plan and then you do site development, that will provide as built 00:10:37
for anything that's within the public right of way. 00:10:43
Anything within the public right ways and then when a cop, any company that wants to utilize that public right way for. 00:10:49
Gas. 00:10:57
Power, stickler, urban Internet or whatever they call for the blue stadium and then we're able to blue stick or able to identify 00:10:57
where certain utilities are and but regardless of. 00:11:04
The When they pull the encroachment permit, they're responsible for fixing any utilities that they time break. 00:11:12
To the city? Or do we go after the Internet company conducted all the damage? 00:11:22
In regards to the in regards to that, so if you find that there is damage after. 00:11:27
A encryption permit was done even though by the city, and the city would go after it after them. That's easy when those companies 00:11:33
would typically put bonds in. 00:11:37
Alright, with the bond then we have we would have our inspections and so forth. So that's that's the way it would be done. So when 00:11:42
you do your site plan and then you provide the city the as built of where certain systems are. 00:11:49
Then we're able to do that. But then again, you know, it comes down to situations that if the city doesn't have that, doesn't have 00:11:56
a actual location, it's happening in the past as a private contractor. 00:12:02
Where? 00:12:09
A utility was placed. The city wasn't able to market as they know was there. It came. As a developer it we we we found it. It was 00:12:09
a large pipe and it was. 00:12:15
The developer who put that thing in there was an ultimately responsible for putting something they weren't supposed to put in, but 00:12:23
it was us as a private developer to deconflict everything with the other person. We didn't. We didn't breakthrough their pipe 00:12:27
because. 00:12:31
Get contractors. 00:12:36
So we'll make sure we label it correctly. So then when everybody, yeah, but if it's but if it's work inside the part of the inside 00:12:39
like I understand, but I'm just saying like if it's worked within the private property, we don't come out and identify that, like 00:12:47
label those and identify that and then then it's private party versus, yeah, no problem. 00:12:55
Thanks. 00:13:03
All right. 00:13:04
OK. 00:13:05
Only turned. 00:13:07
I am loud, but I'm sure you want to go to the recording. So originally we were just going to talk about public hearing notices and 00:13:11
things that go with the agenda item tonight, but. 00:13:17
I was in front of it and you guys having some training this year, every year. 00:13:23
It was just like 4 hours or something with I'm not gonna talk for four hours, I promise. So I did what I was going to say a little 00:13:30
bit and give you a little more detail. 00:13:34
Workers Management. 00:13:39
Kristen Catherine, I had a really good talk the other day and. 00:13:42
Came up with some things, but I'm just going to do what I call a brief overview of record management. 00:13:47
Because I could talk probably for four hours, but I'll try not to. So anyway. 00:13:54
Switch to my computer glasses because I don't want to see that screen. So. So what's the records? There's a big definition for it. 00:14:02
It means a book, letter, document, paper, map, plan. 00:14:07
Photograph film, card, tape recording, how many app tapes nowadays, electronic data or other documentary material, regardless of 00:14:14
physical form or characteristics. 00:14:18
That is. 00:14:23
And received or retained by governmental entity or political subdivision. 00:14:25
And where all of the information in the original is reproducible by photocopy or other mechanical electronic means. 00:14:31
So nowadays that encompasses a lot of things. I mean, that's a pretty big definition, so, but to make it a little simpler, any 00:14:40
information? 00:14:45
And only reproducible form? OK, owned by the government. 00:14:51
And then I just put a side note in there that we are. 00:14:57
Encouraged. 00:15:02
To establish our retention schedule, which I'll get into here in a second. 00:15:03
For retaining our records, now that we know what a record is, we have stuff we have to do with it. So first of all, we're going to 00:15:09
talk about now what is not a record. 00:15:14
So if you guys have personal emails and documents that aren't related. 00:15:20
To city business. 00:15:24
Their personal. 00:15:27
However, our favorite thing. 00:15:29
Workers requests if you're doing city business on a personal device, which we'll get into that a little more as well, but. 00:15:32
It's subject to a search if you get. 00:15:40
Usually. 00:15:45
You know, not so much yet. I usually just ask you to search through your own emails. 00:15:47
But if you were to get a subpoena, then they would substitute everything. 00:15:52
That you've done work on any device you've done work on. So you need to understand how important that is that you're keeping your 00:15:55
city business to your city PC. 00:16:00
You know as much as possible. 00:16:05
New text. I'll talk about that in a minute as well Pam, maybe you'll get to it, but would best practice be if like someone reached 00:16:08
out, say hey please reach out to this. 00:16:12
It would be good one or forward that to your PC one and then respond from your PC. One is another way you could do that. So they 00:16:17
have that one and then just. 00:16:21
Ask them to use that one for city business. 00:16:25
Yeah, that's a that's a really good thing if you haven't been issued a city one, if they're just Gmail accounts. 00:16:27
Please let us know and we'll make sure you get one. 00:16:35
I'm not up on that. So that's Morgan's department. 00:16:39
Yeah, I mean we we're, we're looking at some some different options, but one thing. 00:16:44
For kind of a technology upgrade, I know city manager is interested in getting. 00:16:50
People that serve on boards, a city issued iPad that you would just do city work on and and that would basically contain all your 00:16:56
communications as well. So if there's a ground request it would, it would all be kind of self-contained on that on your iPad. And 00:17:02
then we would, yeah, request that you stick to that because it's for your own privacy. 00:17:09
Let's put it that way. 00:17:17
Temporary grass created for personal use. 00:17:20
A draft is considered. 00:17:23
Protected and especially if a final document goes out, if it has not been distributed to anybody and that's a little further in my 00:17:27
presentation as well. So we'll talk about that in a little bit. 00:17:34
Any notes you got down can be on a device that came down a piece of paper. 00:17:42
Or for for personal use are not subject to records request. 00:17:48
OK, so that's something important to understand. You're welcome to take all the notes you want as long as you don't distribute 00:17:53
them to the rest of the Commission or? 00:17:57
There's a fine line right there because you. 00:18:05
In some ways you can. But if it's a note, then you're distributing it, you're making it a draft, OK? And that's where that fine 00:18:08
line comes in. So you have to be really careful on that. So can I ask a clarifying question on that? So like, we get an agenda. 00:18:14
We go through it and we have our own notes that we add to it. 00:18:22
We. 00:18:26
As long as we don't give it anybody else, they are not subject to records request, OK, and they are not considered a record. Let's 00:18:27
put it that way, OK, they're not considered a record. 00:18:32
And so if it's not a record, we can just do whatever we want with it the second it becomes a record. 00:18:39
And especially if it's outside of the agency, outside of the city, outside of Commission, it becomes a record in this subject. 00:18:46
OK. But if you're going back and forth with somebody and you're creating a draft? 00:18:55
And the final document comes out, that draft is not considered a record, it's a protected document at that point in time. Because 00:19:00
you could have notes on there, you could have different things on there that would be considered. 00:19:07
Private because you submitted a final on that document. OK. 00:19:14
Books contained in our library because you don't get them yourself. How's that? Junk mail or spam? Just delete those things 00:19:21
standard and save them. 00:19:24
On, on anything. 00:19:29
For computer programs and things like that, software is a matter record. It's not subject, it's considered. Oh, I had a word for 00:19:31
it anyway. 00:19:35
The cut. I don't know. Sorry, I can't come up with the word. My brain just went blank. Anyway, it's it's not a record that's 00:19:42
protected. It's totally protected because it could have information in there that. 00:19:47
Could. 00:19:54
The protection of. 00:19:56
The program. Does that make sense? I'm hoping that makes sense. 00:19:58
Nothing is going on, sort of, but I think you know what I'm saying. The software is protected. It is not. 00:20:03
What is it? Proprietary? Thank you. Wasn't coming. 00:20:10
So anyway so that that is not a record as protected well. 00:20:14
Yeah, so giraffes. And that's what we're talking about. Just a minute. 00:20:18
Not a record if. 00:20:23
It's just kind of refreshing what we just talked about. It's temporary. 00:20:26
And it's traded for for work related for your personal use. 00:20:32
OK. And it's not, but where a draft comes in, like we were just talking about it, if you circulate it to anybody? 00:20:38
Was so that say that document you were working on was never finalized and you're using the draft? 00:20:46
To carry. 00:20:53
Everything that you were working on for that draft, then that becomes a record. 00:20:54
That becomes your permanent, your permanent record. 00:20:59
And big fancy words, empirical data and the data is not reasonably available elsewhere. And similar form. 00:21:02
K meaning it's specific to what you were working on and you did not do a final version. So just keep that in mind. Emails and text 00:21:10
messages, we kind of briefly touched on that, but. 00:21:15
Let's talk about how important that is. Our attorney highly recommends that you set your text messages to delete every 30 days. 00:21:22
Because it's there's still a lot that's coming out on that, but they, the records committee did. 00:21:31
Put something, I don't know how long ago was it Just as a new one. 00:21:37
On personal. 00:21:43
Using personal devices because if your cities, if your device isn't paid for by the city you're near texting or. 00:21:45
Things like that. Then it is subject to records requests and subpoenas. 00:21:52
If you've done city business on your phone, on your tablet. 00:21:56
Your. 00:22:00
Question about that. Say you have a neighbor that asks you about a city project. Would that be considered city business if you? 00:22:02
Tell them, Oh yeah, they're going to build a. They're building a. 00:22:11
Restaurant or something in this location that would be considered no, because they're asking a question and you're answering a 00:22:14
question. OK, questions. 00:22:19
OK. Are just questions and it wouldn't be a records request or anything that's they just answer the question and you answered it 00:22:23
like that. They asked you a question you answered it like that. It would not be really be considered a record and and you don't 00:22:29
need to keep it if it's on social media, obviously it's kept for a while but it's it's really just you answering a question if you 00:22:35
go into further detail. 00:22:40
Then you might be might might cross that line into a record and that you would need to keep it. Ways to keep it. 00:22:47
Screenshots. 00:22:55
Same as PDFs if you. 00:22:57
Let's see. 00:23:01
Umm. 00:23:04
I've got another spot, but anyway, so ways to keep them if you need to keep them, and I'll explain that in a minute. So this is 00:23:05
what the state archives has put out recently. Records on personal devices are still government records, text, e-mail messages. 00:23:12
Messaging apps, It's still government record no matter where it is located. You are responsible for your own records. Got A 00:23:21
records on personal devices must be protected from unauthorized access and use. 00:23:27
I can't stop you from sharing something on your. 00:23:35
However. 00:23:39
It could cause a problem if somebody wants information. 00:23:41
And you don't have them go through records request process. 00:23:48
And then then I gather that information and give it to him that way so that we have a record of it. 00:23:52
So if it's, if it's public information, like it's. 00:23:59
Minutes. Or if it's public information, don't worry about it. But if you're sharing something on your device that is not public. 00:24:02
Then that could be a big problem for you if something happens and you're you're the ones that are responsible for that. Preferably 00:24:12
it's done through the records request process so that we have that information. 00:24:18
OK, so. 00:24:25
With our retention schedule, which I'll talk about in just a minute. 00:24:29
Get to know your local recorders office. 00:24:33
That's myself and Kelly. 00:24:36
Now we're going to talk about dimensions on here, transitory correspondence, and this is where I was kind of going to bring it up 00:24:40
just a little bit. 00:24:43
Go ahead and delete it. Transitory here. Somebody asked you a question, you answer it. You're not giving them anything that isn't 00:24:47
already public. You're saying yes, they've submitted. They're going to build over this over here. Go ahead and delete those 00:24:52
administrative correspondence as if. 00:24:57
You're texting somebody or emailing somebody and you're wanting an answer or you're telling them to do something. Then you need to 00:25:02
keep that for at least three years, depending on what it has to do with. 00:25:08
OK. So like if Morgan or is there in the Seam or something like that made in the administrative decision on a project? 00:25:14
And they did it through an e-mail and a text, then that would need to be saved with that project. So they know why that decision 00:25:23
was made. 00:25:27
So then that that particular one would become permanent? 00:25:31
But if something just needs approved, then that's probably just destroy your retention if you're doing it. But please, please, 00:25:35
please stay away from group. 00:25:39
Texting and emailing and responding reply. 00:25:44
Because you can get into trouble for having a meeting. 00:25:48
So without proper notice them OK and I don't want you guys to get in that kind of trouble. 00:25:53
Development that that was going through the process and the Planning Commission after the meeting they wanted the applicant to 00:26:00
provide a lot more amenities and they they went back and forth on on a text message and essentially to the point where they were 00:26:07
saying what type of amenities they they wanted the developer to to give and the developers not on the the text. So it's basically 00:26:14
they're like corresponding and and making a plan and like kind of a deal. 00:26:21
And and and the developer kind of got got word of it. He didn't say or anything like that but he. 00:26:30
It put him in a pretty good position where he's like, well, you guys need to consult with me in the public, in the open and so 00:26:36
just be really careful with testing and stuff like that. Be very careful because. 00:26:41
First of all, is. 00:26:47
Our previous man used to say he wanted to stay out of the newspaper, out of jail, so please be careful what you're doing, it's 00:26:49
it's really important as a public body. 00:26:54
You held a little bit higher standard and people will watch what you're doing. 00:27:00
So just remember that. So now that you know what a record is, what's next? 00:27:05
Umm. 00:27:11
Storage, how do we keep our records, which is one of the big questions that you guys had or at the last meeting? 00:27:13
Sorry, this is gonna look longer than I wanna say. Records already be kept in secure matter that will allow for ease and access 00:27:21
for determined period. 00:27:25
It's a little faster. Each record type has a unique retention. 00:27:30
So every record has a different. 00:27:35
Well, I'll show you that in a minute. A retention period is a determined amount of time that a record should be maintained. 00:27:39
And you have a family council schedule. As I said earlier, we're encouraged to create our own. And so we did. 00:27:49
You know we are in the process of updating that right now and. 00:27:55
Have a slide on that later too. Any record not included in the retention schedule will follow the state's retention schedule 00:27:59
instead of added to the city's retention schedule. 00:28:03
And this time it's taken over a year. 00:28:08
Records with longer retention periods can be sent to the Utah State Archives or the Utah State Records Center. 00:28:12
And what that is, is two different places that you can send them. We can, for paper copies, we will take digital as well. 00:28:18
If we want to remove them off of our systems. 00:28:26
They will take them to the state. 00:28:28
Of the archives. 00:28:31
Over for permanent storage. We can't. The only way we can access this go down and look at them. We cannot retrieve them. We cannot 00:28:34
do anything else with them once we send them to the archives. 00:28:38
But if we send them to the State Records center, then we can retrieve them back. If we need them, we can go look at them as well 00:28:43
and they will destroy them more than mother retention. 00:28:49
So really the only thing you want to spend in the State Records center is something that has a set retention that is not 00:28:54
permanent. 00:28:58
Let's schedule on that one. 00:29:02
There's some some fun things to. 00:29:05
This is umm. 00:29:07
So when it is gone digital? 00:29:10
In fact, I'm still scanning a few things in right now, but this is this we thought this was fun to. 00:29:12
I had that taken as a future conference, so that's me digging through papers. 00:29:19
Still being through a few papers, but soon we won't be doing that at all, which is really cool. I I am of the. 00:29:24
I'm not of the generation of that, but I'm not the. 00:29:34
My philosophy on this is electronics is not going away. It's only going to get better and better and better and so this is me 00:29:38
getting excited about it. 00:29:43
So data management, if you're not familiar with this. 00:29:49
How's the record store digitally in 2017? The contractor with MBI to to. 00:29:53
Use the Laser Fish Data Management system, which is where we're storing things. I can actually put a retention schedule on those. 00:29:59
And then I came on a report that's all in this. I'm just paraphrasing on what I put in here, metadata. I put a definition in there 00:30:05
for those that don't know what that is. 00:30:11
It's just pieces of information that get attached to a document or an e-mail. 00:30:17
A lot of times emails have metadata as well. 00:30:22
Text. I'm sure metadata. Everything is metadata, but we can add additional metadata to it and make it searchable. 00:30:26
Inside of laser feature, which is really nice because all those PDF documents that are on our website are searchable unless you 00:30:33
download them in OCR and Oh yeah, recognize something about visual recognition on that? I just do a blank. Sorry. 00:30:40
Might eat this showing. 00:30:48
So we can put that retention scooter on here now with this system and we run a report and talk to the each department and make 00:30:51
sure that those items that are scheduled for disposition are ready for that the disposition mostly with their leader destroy which 00:30:58
means either shredding or. 00:31:04
I know some of our records have been sent to an incinerator. 00:31:12
So and so that's that's really great that we can follow the schedule and take care of things. 00:31:16
Agendas and minutes. 00:31:23
Are. 00:31:26
Are permanent. So what a Permanent Schedules. There's a we we found this graphic and we thought this was great. On the life cycle 00:31:27
of the document you created, You distribute it, You it's active, you're still using it. Then you put it into inactive storage, 00:31:33
which is more like putting it into laser fish which. 00:31:39
Attaching that man with this position, one of those dispositions is permanent. We can put it in the archives, which I talked 00:31:46
about, sending that to the State Records Committee if we didn't want to store it on our system. 00:31:51
So this depends on how much storage you've got on the system and that kind of stuff. But I just listed a few things that are 00:31:57
permanent. There's way more. We tried to find a few that. 00:32:03
Specifically pertaining to the Planning Commission, what types of things? 00:32:09
That you guys approve that are permanent records and so those are we kind of listed a few of those there. 00:32:14
So what the limited retention that means that we've put a date on it? 00:32:21
This is only retained for three years. This is only retained for four years, seven years. 00:32:27
It's Ours are 15 for 75 years. 00:32:31
Why? 00:32:36
Now it's seven years after retirement, and if somebody deceased, there's also retention on that. But the one piece you wanted to 00:32:37
know about is public notices are kept for six years and then they can be disposed of, which is they can just be thrown on the 00:32:44
recycle, whatever you want to do with them if they're paper form. If not, you can just delete them, however. 00:32:52
The last few years I've actually been putting them with the agenda packets. 00:33:00
And and I'm not going to go dig through an agenda packet and pull out. 00:33:05
A public hearing about us once it's medicine attention, so in essence we've moved it into a permanent retention for our city. 00:33:10
Just. 00:33:18
It's a little, it's not necessary either way. And when Chris and I were talking about that, he had some good reasons as to why he 00:33:20
wanted to know. 00:33:25
How long we keep them and she's very happy to find out that we are keeping them. 00:33:30
Permanently. 00:33:35
I have a very fun. 00:33:36
And what I'll show you guys in just a minute as well on this. 00:33:39
Retention sched. 00:33:46
The archives have it for the whole state. We have it for Vineyard and like I said before, but where can you find our retention 00:33:51
schedule? Please work tonight. 00:33:56
Hello today and it takes a little while to fix it, but I'm taking you this way. 00:34:01
So you can see where you can go to our website if you click on the municipal. 00:34:07
Oh, I'm logged in. So sorry. Let me show you what you'll get. Forgot I got into something else. OK? You will see only the books 00:34:16
that are public. 00:34:20
OK this is the rest. I get that I'm logged in so then you will go to the code. 00:34:25
And. 00:34:31
And this is great so you guys know how to search in our code. It's really different since you know the code. Just for the FYI, 00:34:32
it's not showing up. Oh, it didn't work OK. 00:34:37
That's OK. 00:34:43
I'll snap. I can fix it. Thank you for letting me know that didn't show up. So let's start over. 00:34:45
If I can get my mouth over there. 00:34:53
Yeah, the whole thing. 00:34:55
You're so. 00:34:58
OK. 00:35:00
It doesn't really hit me there, aren't you? So now it's sewing up. Look at that. 00:35:02
Hello. 00:35:08
Mousy. I don't know. 00:35:09
So you're gonna go here? 00:35:11
You're going to click on the municipal code right here. 00:35:13
Now because I'm logged in, it's going to do this over again. Which one says books? 00:35:17
Don't have. 00:35:21
Lots of books, yeah. Good. I got my computer glasses on. So like I said before, you're only going to see the ones that are 00:35:23
published right now. These other ones will be published when I get them, when we get them done. But then this. I just did it this 00:35:29
way so you guys could see, you know, different ways you can look in all the code. 00:35:35
Access. 00:35:44
I'm doing really good, not really seen this very well. Here's the. 00:35:46
But then we also did put a shortcut on the. 00:35:53
The only way this is searchable is if you download it in OCR. 00:35:57
Right now, unfortunately. 00:36:02
And does this also track all of the changes? I'm talking specifically with our code? 00:36:04
So you could see what the code looked. 00:36:09
July of 2019 if you wanted to. 00:36:13
Actually I download a copy every year OK, which I need to get done. 00:36:17
For this for 2022 I do have a downloaded copy and laser fees so. 00:36:21
I could probably put those in a book if people wanted to. I was just curious if someone had questions, you know, about something 00:36:28
that took place at a specific. OK, here's what you're asking, then here we go. Let me go back. 00:36:33
Here's what you're asking. 00:36:40
Let's get you familiar with the code. 00:36:43
Can you see this down here? 00:36:47
This tracks. 00:36:49
So if something else had been done here, it would have been amended and would have had the. 00:36:51
And the ordinance number you click on that link, it brings you up the ordinance. 00:36:57
So what you're looking at is the current codified code, but if you want to see if what changes were and what it was in the past. 00:37:02
This we're in the municipal code, so this will currently go back to 2015 because we adopted a whole new code. 00:37:09
But I will. I'm going to work on getting as many versions of the passcode as I can. 00:37:16
We're working on that. We'll see what happens. So anyway, just make yourselves familiar with the code and with how that all works. 00:37:22
So I'm glad you asked that question. 00:37:26
That's good. So you can go in there. You can click on that retention schedule, you can go. 00:37:32
Meaning. 00:37:40
Can you find female? 00:37:43
That vineyard. So I should change my glasses if I'm working? 00:37:47
Sorry, you're getting your training in. 00:37:52
But I did put a little shortcut. 00:37:55
Under a quarter, under government, under a quarter. We just added this today. This was just a fun thing vineyard retention 00:38:00
schedule and it'll take the. 00:38:05
Ah. 00:38:10
It was supposed to click the other way, so there's a button. 00:38:13
They'll take you right to this specific spot. So we did put a little shortcut in on the website, but for anybody that's just 00:38:16
looking to click on the code, search for the code. Have fun. 00:38:21
The other books I wanted to show you. 00:38:28
That I'm working on, that I showed Chris the other. 00:38:31
Ordinance will be on their attendees and minutes and what I'm doing with this real quick. 00:38:40