2021-08-19 Leeward Planning Commission Minutes

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2. Discussion and recommendation on Planning Department procedures for processing requests for time extensions on permit and rezone ordinance amendments heard by the Planning Commission. Chairman Vitousek introduced this item at 10:29 a.m. and called on a motion so that discussion could take place. No motion was made, and the Commission moved onto the next agenda item. PLANNING DIRECTOR'S REPORT Report on July 2021 Special Management Area (SMA) determinations, minor permits and enforcement action issued by the Planning Director. At 10:30 a.m. Chairman Vitousek called upon staff to address this agenda item. Mr. Kay stated that the staff was in the process of working out a way to generate the SMA report from the new Electronic Processing and Information Center ("EPIC") system that the Planning Department had just transitioned into, and that they would be sure to present a report inclusive of the past months unreported. In response to Commissioner Kanuha's question, Mr. Kay said that the report could be expected at the Commission's October meeting. Director Kern reported that the EPIC system was working well through fixes and tweaks and a lot of training to staff, as one would expect with any new digital system. He said that despite the apprehension and concern that the department staff initially felt, they were now seeing the potential in this software. He said that a third party had just been contracted, who would help create SMA reports. He further said that the current dip in the operation productivity caused by the time spent for staff training should soon reverse, and that they would see a lasting positive outcome with an increase in productivity. AGENDA ITEMS FOR NEXT MEETING At 10:33 a.m. Chairman Vitousek introduced this item and asked if there were any proposals from the commissioners. Commissioner Yates asked if the Commission would revisit the matter of time extension procedure, which was on today's agenda as unfinished business but not discussed. Chairman Vitousek responded that it could be agendized again, if any commissioners felt that further discussion was necessary in addition to what had been discussed at the April 15, 2021, meeting. Asked by Commissioner Yates, Chairman Vitousek recalled that the April discussion indicated that it was within the Commission's rights to put in its own conditions of approval, with consideration of the passage of time, including no further allowance for time extensions. Deputy Corporation Counsel Schlueter advised that if the Commission wished to discuss the matter under Unfinished Business Item 2 on the agenda, a motion should be made in order to do so. No motion was made. Mr. Kay offered to individually answer any procedural questions that Commissioner Yates might have. Commissioner DeFranco said that information on roads and other infrastructure plans would be helpful to the Commission in making decisions, and that she would support such a topic to be agendized. Chairman Vitousek noted that a request had been made before for a series of 3 Leeward Planning Commission August 19,2021,Meeting Minutes