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HomeMy WebLinkAbout02-01-2017 PLANNING COMMISSION REGULAR MEETING AGENDA February 1, 2017 - 7:00 P.M. 1. Call to Order 2. Roll Call 3. Special Order of Business (none) 4. Citizens Requests and Comments Relating to Planning and Zoning Issues Not Already on the Agenda. (Before speaking, please give your full name and address for the record.) 5. Planning Cases A. (None) 6. Other Planning Activity A. Annual Review of Planning Commission Bylaws. 7. Reports A. Upcoming Planning Cases & Activity B. Staff Updates i. Sat, Feb 4, 2017, 9:00 AM – 3:00 PM: North Metro Community Home & Garden Show @ NSC Sports Expo Center in Blaine ii. Tue, Feb 7, 2017, 7:00 PM – 9:00 PM: Candidates’ Forum @ City Hall iii. Tue, Mar 7, 2017, 7:00 AM – 8:00 PM: Special City Council Election @ Community Center C. Council Updates D. Planning Commissioner Reports 8. Approval of Minutes: January 4, 2017 9. Next Planning Commission Meetings: A. Wednesday, February 15, 2017 B. Wednesday, March 1, 2017 10. Meeting Conclusion Item No: ___6A Meeting Date: Feb 1, 2017 Type of Business: Other Planning Activity City of Mounds View Staff Report To: Mounds View Planning Commission From: Jon Sevald, Planner Item Title/Subject: Annual Review of Planning Commission Bylaws Introduction The City of Mounds View Planning and Zoning Commission Bylaws, Section II(B) states; “The Bylaws shall be reviewed on an annual basis at the first regular meeting of the Commission in February.” The Bylaws were last amended on March 16, 2016. These amendments primarily dealt with item C regarding Ex Parte Contacts. Recommendation Staff recommends that the Planning Commission review the Bylaws, and suggest if any amendments are necessary. If none, no action is necessary. Respectfully submitted, ________________________ Jon Sevald, AICP Planner Attachments 1. Planning Commission Bylaws CITY OF MOUNDS VIEW PLANNING AND ZONING COMMISSION BYLAWS (Revised March 16, 2016) I. AUTHORITY: The Bylaws of the Mounds View Planning and Zoning Commission (Bylaws) are established in accordance with the Mounds View Municipal Code Section 401.06. Subd. 7 “The Commission shall adopt bylaws for its governance and for the transaction of its business.” Where there is a conflict between the provisions of the Bylaws and the provisions of the City Charter and the Municipal Code, the provisions of the City Charter and the Municipal Code shall govern. (For purposes of simplicity, the Planning and Zoning Commission may hereinafter be referred to as the Planning Commission or the Commission.) II. ADOPTION OF BYLAWS; REVIEW AND AMENDMENT: A. ADOPTION AND AMENDMENT: The Bylaws shall be adopted by Resolution by an affirmative vote of the majority of members of the Planning and Zoning Commission appointed as voting members, and shall be placed on file with the City Administrator and the Community Development Department. A copy of the bylaws shall be forwarded to the City Council for its information. Any amendments to the Bylaws shall be adopted by Resolution in the same manner as the original Bylaws. B. ANNUAL REVIEW: The Bylaws shall be reviewed on an annual basis at the first regular meeting of the Commission in February. III. MEMBERSHIP AND VACANCIES. Vacancies on the Planning Commission shall be filled in accordance with the Municipal Code, Sections 401.02 and 401.03. IV. OFFICERS A. OFFICERS NAMED: The officers of the Planning Commission shall consist of a chairperson and vice-chairperson. The Commission may create and fill such other offices from its members, as it may determine, to transact Commission business. In addition, the City Administrator, or his or her designee, shall act as the recording secretary for the Commission for purpose of preparing meeting minutes. B. ELECTIONS; TERMS 1. Chairperson: At the first meeting in January, the Commission shall conduct an election in order to make its recommendation for the chairperson, following the procedure in Section IV.B.3. The name of the person recommended for chairperson shall be forwarded to the City Council for action at its next meeting in January. Based upon the recommendation of the Planning Commission, the Mayor, with the approval of the City Council, shall appoint the chairperson of the Commission each year. 2. Vice-Chairperson: The Planning Commission shall elect a vice-chairperson each year at its first meeting in January, following the procedure in Section IV.B.3. 3. Election Procedure: For each office, the chairperson shall invite nominations from Planning Commission members. After nominations have been received, the chairperson shall entertain a motion to close nominations. If such motion is made and passed, and more than one nomination has been made, the chairperson shall distribute ballots to the Commission members and each member shall write his or her selection on the ballot. The recording secretary shall tally the ballots and announce the nominee receiving the most votes. In the event of a tie, the recording secretary shall announce the nominees tied in the voting and balloting shall be repeated until an election occurs. If only one nomination has been received, the chairperson may conduct the voting by voice vote. If a majority of the members present vote in the affirmative for the nominee, the nominee shall be elected. 4. Assumption of Duties: The Chairperson and Vice Chairperson shall assume office at the first meeting in February of each year. 5. Term of Office: The chairperson and vice chairperson shall serve one year terms, and may be re-elected to additional terms in accordance with this Section IV.B. C. DUTIES OF OFFICERS: The chairperson shall preside over the meetings of the Planning Commission, and shall have the authority to add or cancel regular meetings and to call special meetings as provided in Section VI. The Chair shall have the authority to redirect public comment unrelated to the Commission’s business to the most appropriate City commission or to the City Council. The vice chairperson shall assume the duties of the chairperson, in the absence of the chairperson. In the event of the absence of both the chairperson and vice-chairperson, those members present shall elect a temporary chairperson to preside over the meeting. Page 2 V. COUNCIL LIAISON: The City Council may appoint from among its members a Liaison to the Commission on an annual basis. It is expected that the Council Liaison will attend the Commission meetings on a regular basis. In the event of the absence of the Council Liaison at a Commission meeting, a Commission member may be appointed by the chairperson to represent the Planning Commission at the next regular City Council meeting or at the meeting where the City Council will be considering the planning cases acted upon by the Planning Commission in the absence of the Council Liaison. VI. MEETINGS A. TYPES OF MEETINGS; SCHEDULE: The annual meeting schedule of the Commission shall be adopted by Resolution at the first regular meeting in December for the following year. 1. Regular Meetings: Subject to the adopted meeting schedule, the Commission’s regular meetings will occur on the first and third Wednesdays of each month for the purpose of convening public hearings, making recommendations to the City Council, conducting business which requires a vote of the Commission, convening as the Board of Adjustment and Appeals, conducting long-range planning functions and other official business. 2. Agenda Sessions: An Agenda Session is an informal session of the Planning Commission, typically held immediately following adjournment of a Regular or Special meeting, at which time the Planning Commission may review minutes, informally review proposed or pending planning cases or ordinance amendments, discuss previous actions of the City Council or other Commissions, and to perform other matters not requiring a vote of the Commission. 3. Special Meetings: From time to time, special meetings may be called in order to process significant caseloads, to review works in progress such as comprehensive plan updates or municipal code revisions, or to undertake a retreat or strategic planning session, either amongst itself or in the company of the City Council or other commissions. Special meetings can be proposed by any Commission member or at the request of the City Administrator, or designated staff liaison, yet must be approved by a majority vote of the Commission. 4. Emergency Special Meetings. Emergency special meetings can be called via written notice to the City Administrator, or designated staff liaison, by the Chairperson or two Commission members, or by the City Administrator, or designated staff liaison. (Emergency special meetings are those in which the subject matter is of such an immediate concern that it cannot be delayed until the next regular meeting of the Planning Commission.) The City Administrator, or designated staff liaison, shall post and mail a notice of any special meeting in accordance with State Statutes. Planning Commission members shall be notified by telephone and in writing, if possible, at least seven days prior to a special meeting. Page 3 5. Cancellation of Meetings: Regular or special meetings may be canceled by the chairperson or City Administrator, or designated staff liaison, in the event that there are no items of business requiring the attention of the Commission, or for lack of a quorum, or in response to inclement weather or for any other good and sufficient reason. Members of the Commission shall be notified by telephone of any meeting cancellation. A notice of the meeting cancellation shall be posted as required by State Statutes. B. QUORUM: A majority of the number of voting members appointed to the Commission shall constitute a quorum. C. CONDUCT OF MEETINGS; ADJOURNMENT 1. Meeting Chairperson: If neither the chairperson nor the vice chairperson is present to conduct a meeting of the Planning Commission, the Planning Commission may elect a meeting chair from among those members present prior to the commencement of business. The election shall follow the procedures set forth in Section IV.B.3, except that the Community Development Director, or his or her designee, shall conduct the election. 2. Open Meeting Law: Meetings shall be conducted in accordance with the State of Minnesota Open Meeting Law (Minn. Statutes 471.705). 3. Adjournment: Meetings shall adjourn at or before 11:00 p.m. unless a two- thirds majority of the members present agree to extend the time of adjournment. If there is no objection, the Chairperson may declare the meeting adjourned without the necessity of a motion or vote by the Commission. D. MINUTES: Minutes shall be recorded for regular meetings and each commission member shall receive a copy of the unapproved minutes for review and approval at a succeeding meeting. Minutes shall be approved by motion. Approved minutes shall be the official record of the business conducted and actions taken by the Planning Commission. Commission members may request copies of approved minutes after they have been corrected, if necessary, and signed as approved. Copies of the approved minutes shall be filed with the Community Development Department. Unapproved minutes shall be clearly marked “DRAFT”; approved minutes shall be marked “APPROVED”. A policy statement regarding the content and format of the minutes shall be on file with the Community Development Department which may be reviewed from time to time as needed. VII. INFORMATIONAL PACKETS: Each Commissioner shall receive a staff report, plans and additional information, as appropriate, for each item placed on the agenda for any regular or special meeting. The Commission packet should be delivered at least four days prior to the meeting. Each Commissioner is responsible for reviewing the material within the packet prior to the meeting. Page 4 VIII. PROFESSIONAL CONSULTANTS: Advice from, consultation with, and/or requests for review by the City Attorney, City Engineer, City Planning Agency, or other paid consultants shall be in accordance with the Municipal Code, Section 401.07. IX. SUPPLEMENTARY PUBLICATIONS: All Commission members shall receive a copy of the Mounds View Municipal Code and a copy of the Municipal Comprehensive Plan as well as other materials provided by the City Council or City Staff. These materials shall be retained by each commission member and returned to the City Administrator, or designated staff liaison upon the member’s resignation or termination of appointment. X. CONDUCT OF MEMBERS A. ATTENDANCE: Commission members shall advise the designated Staff member or the Commission chairperson of an anticipated absence from any regularly scheduled Planning Commission meeting. Any member absent from three consecutive regularly scheduled meetings or more than six regularly scheduled meetings per year without the consent of the Commission shall be deemed to have vacated the office, and such vacancy shall be filled by the City Council pursuant to Section 401.03, Subd. 1. A leave of absence may be granted by the consent of the Commission. B. CONFLICT OF INTEREST: 1. General Standard: No Commissioner shall be appointed with private or personal interests likely to conflict with the general public interest. If any person appointed to the Commission shall find that their private or personal interests are involved in any matter coming before the Commission, they shall disqualify themselves from taking part in any discussion or action on the matter; alternatively, they may be disqualified by a two-thirds (2/3) majority vote of the Commissioners in attendance. 2. Conflict Due to Economic Interests: A Commissioner has a conflict of interest if, in his or her discharge of official duties, would be required to take an action or make a decision that would substantially affect the Commissioner’s financial interests or those of an associated business, unless the effect on the Commissioner is no greater than on other members of the Commissioner’s business classification, profession, or occupation. In the event a conflict of interest exists with respect to a particular matter before the Commission, the Commissioner shall disqualify himself or herself from taking part in any discussion or action on the matter. Page 5 C. EX PARTE CONTACTS: Ex parte contacts are contacts between individuals seeking to influence the decisions of the Planning Commission and individual Commission members outside the meeting forum. Such contacts may include communications with project applicants, supporters and opponents. When the Planning Commission is involved in a matter which is to be heard and decided by the Commission (e.g. variances), Planning Commissioners shall indicate to the person contacting them that such communication and all testimony needs to be offered at the hearing to ensure a fair hearing for all parties. The intent is for Planning Commissioners to make their decisions based on the same information provided to all Planning Commissioners. Planning Commissioners should avoid expressing any opinion as to the merits of the case outside of Commission meetings. When ex parte contacts occur, the Planning Commissioner is responsible for notifying appropriate City staff and for conveying the substance of any ex parte communication to other Commission members at the next commission meeting at which the matter discussed is under consideration. _______________________________________ Gary Stevenson, Chairperson ATTEST: _______________________________________ James Ericson, City Administrator Revision History: March 16, 2016 January 24, 2007 September 1, 2004 February 21, 2001 February 2, 2000 March 5, 1997 February 3, 1993 October 1990 Page 6 DRAFT PROCEEDINGS OF THE MOUNDS VIEW PLANNING COMMISSION CITY OF MOUNDS VIEW RAMSEY COUNTY, MINNESOTA Regular Meeting January 4, 2017 Mounds View City Hall 2401 County Road 10, Mounds View, MN 55112 ______________________________________________________________________________ 1. Call to Order The meeting was called to order by Chair Stevenson at 7:00 p.m. for January 4, 2017. ______________________________________________________________________________ 2. Roll Call Members Present: Commissioners French, Klander, Klebsch, Love, Rundle, Schiltgen, and Stevenson. Absent and Excused: None. Also Present: Planner Jon Sevald, Police Chief Nate Harder, and Council Member Gary Meehlhause. ______________________________________________________________________________ Index to Minutes Page Oath of Office 1 Resolution Recommending Appointment of a Chair and Vice-Chair 2 Consideration of a Variance to Exceed the 48” maximum fence height 2 in a front yard for the Mounds View Police Department Approval of Minutes 5 _____________________________________________________________________________ 3. Special Order of Business A. Oath of Office for Commissioner Gary Rundle Planner Sevald administered the Oath of Office for Commissioner Gary Rundle. Mounds View Planning Commission January 4, 2017 Regular Meeting Page 2 ________________________________________________________________________ B. Resolution 1066-17, a Resolution Recommending Appointment of a Chairperson and Appointment of Vice-Chairperson Planner Sevald requested the Commission appoint a Chairperson and Vice-Chairperson to serve the Planning Commission in 2017. Commissioner Schiltgen nominated Gary Stevenson to serve as the Chairperson for the Planning Commission. Commissioner Love seconded the nomination. There being no further nominations, Gary Stevenson was recommended to serve as Chairperson. Commissioner Rundle nominated Julianne Love serve as the Vice Chairperson for the Planning Commission. Commissioner Schiltgen seconded the nomination. There being no further nominations, Julianne Love was recommended to serve as Vice-Chairperson. MOTION/SECOND: Commissioner Rundle/Commissioner Schiltgen. To approve Resolution 1066-17, a Resolution Recommending Appointment of a Chairperson (Gary Stevenson) and Vice-Chairperson (Julianne Love). Ayes – 7 Nays – 0 Motion carried. 4. Citizens Requests and Comments on Items Not on the Agenda None. ______________________________________________________________________________ 5. Planning Cases A. Resolution 1065-17, Consideration of a Variance to Exceed the 48” Maximum Fence Height in a Front Yard at 2401 Mounds View Boulevard (Mounds View Police Department) Planner Sevald stated the applicant, the City of Mounds View, is requesting a Variance to the front yard fence height to allow for a 72” chain link fence around the Police Department’s parking lot. It was noted forty-eight inches was the maximum height for a fence in the front yard of a non-corner lot. Staff recommended the Planning Commission hold a public hearing and approve the variance as requested. Chair Stevenson requested comment from Police Chief Harder. Police Chief Harder explained the proposed fencing would assist in improving safety for both officers and the public. Chair Stevenson questioned what color the fence was at the Community Center. Police Chief Harder reported the Community Center fence was green. He indicated he was proposing to have a black fence. Mounds View Planning Commission January 4, 2017 Regular Meeting Page 3 ________________________________________________________________________ Commissioner Rundle questioned if a steel fence should be installed. Police Chief Harder did not believe this would be necessary. He explained the new fence would be gated and would have a keypad entry point. Commissioner Love expressed concern with the aesthetics of the proposed chain link fence. She suggested arborvitae be planted around the fencing to improve the aesthetics of the site. Police Chief Harder stated he was open to the plantings except for areas where pedestrian safety would be compromised. Chair Stevenson questioned the expense of the arborvitae plantings. Commissioner Love estimated the trees would cost approximately $25 for 3’ tall arborvitae, and $100 - $125 for 5’ – 6’ tall arborvitae. Planner Sevald displayed a photograph of an arborvitae. Commissioner Klebsch suggested the fencing be green in color in order to better blend in with the proposed arborvitae plantings. Chair Stevenson requested the Commission’s recommendation for approval include a certain number of plantings to assist with screening the new fencing. Commissioner Klander questioned if any individuals have escaped the sally port while in police custody. Police Chief Harder discussed one event in which an individual escaped the sally port. Commissioner Klander asked if it was common for a police department to have some sort of barrier surrounding the facility. Police Chief Harder stated the majority of police facilities have a barrier or fence. Commissioner Klander believed that a six-foot fence would create a better barrier than a four- foot fence. Commissioner Love inquired when the fence would be installed. Police Chief Harder commented the fence would be installed in the spring of 2017. Commissioner Schiltgen questioned if a color recommendation should be made regarding the fence. The Commission supported the fence being green in color. Chair Stevenson opened the public hearing at 7:28 p.m. Chair Stevenson closed the public hearing at 7:28 p.m. MOTION/SECOND: Commissioner Rundle/Commissioner Klebsch. To approve Resolution 1065-17, a Resolution Approving of a Variance to Exceed the 48” Maximum Fence Height in a Front Yard at 2401 Mounds View Boulevard. Mounds View Planning Commission January 4, 2017 Regular Meeting Page 4 ________________________________________________________________________ The Commission recommends that the fence be screened where appropriate, and that the fence include a green coating. Ayes – 7 Nays – 0 Motion carried. _____________________________________________________________________________ 6. Other Planning Activity None. ______________________________________________________________________________ 7. Reports A. Upcoming Planning Cases & Activity Planner Sevald discussed upcoming planning cases. He reported the Commission would be reviewing the Planning Commission Bylaws in February. B. Staff Updates Planner Sevald provided the Commission with an update from staff. He showed the Commission an old sign that was found at the Public Works building and noted staff was interested in posting a similar updated sign on properties when Public Hearings were going to be held. Commissioner Klebsch supported the use of the signs and believed this would improve transparency. Commissioner Schiltgen feared how residents would respond to having a large sign posted in their front yard. Commissioner Klebsch recommended the sign be modernized in order to become less obtrusive to neighborhoods. C. Council Updates Council Member Meehlhause provided the Planning Commission with an update from the City Council. He was happy to report the Council held a swearing in ceremony at their most recent meeting and noted Mayor Mueller, Councilmember Gunn, and himself were sworn in. He discussed the appointments made by the Council for the coming year. He commented on the new employees that were recently hired and noted the positions that were still open at City Hall. He encouraged those individuals that were interested in serving as a City Councilmember to file with the City for the upcoming special election. D. Planning Commissioner Reports Mounds View Planning Commission January 4, 2017 Regular Meeting Page 5 ________________________________________________________________________ None. 8. Approval of Minutes December 21, 2016. Commissioner Love noted a change on Page 3 stating she did not state she would like to see another individual serve as Vice-Chair. She requested this comment be stricken from the minutes. MOTION/SECOND: Commissioner Klander/Commissioner Rundle. To approve the Minutes of the December 21, 2016 regular Planning Commission meetings as amended. Ayes – 7 Nays – 0 Motion carried. 9. Next Planning Commission Meeting: A. Wednesday, January 18, 2017 B. Wednesday, February 1, 2017 ______________________________________________________________________________ 10. Adjournment There being no further business before the Planning Commission, Chair Stevenson adjourned the meeting at 7:43 p.m. ______________________________________________________________________________ Respectfully submitted, Jon Sevald Planner Transcribed by: Heidi Guenther TimeSaver Off Site Secretarial, Inc.