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HomeMy WebLinkAbout04-05-2017 PLANNING COMMISSION REGULAR MEETING AGENDA April 5, 2017 - 7:00 P.M. 1. Call to Order 2. Roll Call 3. Special Order of Business A. (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. MU2017-001: MWF Properties, including: Resolution 1067-17, Recommending Approval of an Amendment to the Zoning Map, for properties located at 2901 Mounds View Blvd. and 80XX Groveland Rd. Resolution 1068-17, Recommending Approval of a Conditional Use Permit for a Multiple-Family Dwelling for properties generally located at the NW corner of Mounds View Blvd. and Groveland Rd. 6. Other Planning Activity A. Annual Review of the Planning and Zoning Commission Bylaws, including: Resolution 1069-17, a Resolution Amending the Planning and Zoning Commission Bylaws; and, Resolution 1070-17, a Resolution Recommending Approval of an Amendment to City Code Section 401.06, Subd 3 7. Reports A. Upcoming Planning Cases & Activity B. Staff Updates • GTS Educational Events (contact Jon to be registered): • Basics of Planning & Zoning: Tue April 25th 3:00 – 6:30 (Stillwater) • Beyond the Basics of Planning & Zoning: Tue May 2nd 3:00 – 6:30 (Stillwater) C. Council Updates D. Planning Commissioner Reports 8. Approval of Minutes: February 1, 2017 9. Next Planning Commission Meetings: A. Wednesday, April 19, 2017 B. Wednesday, May 3, 2017 10. Meeting Conclusion Item No: ___5A Meeting Date: April 5, 2017 Type of Business: Planning Case MU2017-001 City of Mounds View Staff Report To: Mounds View Planning Commission From: Jon Sevald, Planner Item Title/Subject: Resolution 1067-17, Recommending Approval of an Amendment to the Zoning Map, for properties located at 2901 Mounds View Blvd. and 80XX Groveland Rd. Resolution 1068-17, Recommending Approval of a Conditional Use Permit for a Multiple-Family Dwelling for properties generally located at the NW corner of Mounds View Blvd. and Groveland Rd. Introduction MWF Properties is proposing to construct a 60-unit apartment building at the NW corner of Mounds View Blvd. & Groveland Rd. The current applications are for; (1) a rezoning to R-4 High Density Residential; and, (2) a Conditional Use Permit (CUP) for a Multiple- Family Dwelling. If approved, and if the developer obtains financial assistance, MWF’s intent is to apply at a later date for a Major Subdivision to combine four lots into one lot; and to apply for a Development Review of the apartment plans. Discussion The project location includes four properties totaling 3.5 acres. Of the four properties, three are vacant and one is occupied by a single-family home. This area along Mounds View Blvd. is characterized by a mix of commercial (i.e. Steve’s Appliance, Fast Lube), townhomes, and single-family residential. The neighborhood along Groveland Rd is characterized by single-family residential. Previously, two similar projects were proposed at this corner; (1) a 19-unit townhome project (2006); and (2) a 96-unit senior living facility (2008-2012). In both cases, the projects required multiple applications that were applied for in phases, similar to the current project. Approval of previous projects included a one-year expiration unless progress was made, or if the City Council approved an extension. Staff is proposing a similar one-year expiration of the CUP. MWF will be requesting financial assistance from the Minnesota Housing Finance Agency (MHFA) in the form of Housing Tax Credits, and from the City’s Economic Planning Case MU2017-001 April 5, 2017 Page 2 Development Authority (EDA) in the form of adopting a Tax Increment Financing (TIF) district. Once secured, MWF’s intent is to submit applications for a Major Subdivision, and a Development Review. The 60-unit apartment building will provide affordable workforce housing. Residents will have an income limit of 60% of the Area Median Income1 (AMI), which varies depending on household size. Household size 1 2 3 4 5 6 7 8 Max HH Income $36,060 $41,220 $46,380 $51,480 $56,620 $59,760 $63,840 $67,980 # of Bedrooms 1 2 3 4 5 6 Max HH Rent $966 $1,159 $1,338 $1,494 $1,647 $1,801 The Metropolitan Council has identified an “Affordable Housing Need” for each city within the seven-county metro for the years 2021-2030 2. Specific to Mounds View, this includes; 9 units at 51% - 80% AMI; 5 units at 31% - 50% AMI, and 13 units at or below 30% AMI. MWF’s project will address a portion of this need. Analysis ZONING MAP AMENDMENT: The City is divided into zoning districts in which certain land uses are regulated as a Permitted, Conditionally Permitted, and Interim (temporary) use, according to which zoning district the property is located in. The proposed project is located on four properties. Multi-Family Dwellings are not permitted in the R-1 or B-3 districts, necessitating a rezoning to R-4, where they are conditionally permitted (CUP). ADDRESS EXISTING USE EXISTING COMP. PLAN PROPOSED COMP. PLAN EXISTING ZONING PROPOSED ZONING 7980 Groveland Rd vacant MU-PUD MU-PUD R-4 High Density Residential R-4 High Density Residential 2865 Mounds View Blvd Single- Family MU-PUD MU-PUD R-4 High Density Residential R-4 High Density Residential 2901 Mounds View Blvd vacant MU-PUD MU-PUD B-3 Highway Business R-4 High Density Residential 80XX Groveland Rd (landlocked parcel) vacant MU-PUD MU-PUD R-1 Single- Family Residential R-4 High Density Residential 1 Minnesota Housing Finance Agency, Housing Tax Credits & Tax Exempt Bond Income and Rent Limits, Table 1, P. 31 [Ramsey County, effective 03-28-2016]. 2 Metropolitan Council, Thrive MSP 2040 Housing Policy Plan, Exhibit 6: Allocations of Affordable Housing Need by Affordability Band for 2021-2030 for All Communities. Planning Case MU2017-001 April 5, 2017 Page 3 The Comprehensive Plan Future Land Use Map 3 guides the Mounds View Blvd corridor west of Fairchild Ave. for Mixed Use-Planned Unit Development (MU-PUD), including the four subject properties. The intent is for development to occur as a PUD for residential and commercial/office use, although, a “PUD” is not required. No amendment to the Comprehensive Plan is required nor proposed as part of this project. Planned Unit Developments require a minimum project size of 4-acres for Mixed Use PUD’s and 3-acres for Residential PUD’s.4 PUD’s allow for flexibility not otherwise permitted within the underlying zoning district (e.g. R-4 High Density Residential). The project size is 3.5 acres, and does not qualify as a Mixed Use-PUD. Further, the proposed project is consistent with the R-4 District, thus, the flexibility of a PUD is not necessary. The most recent PUD was for the Bel Rae assisted living facility (2010). Additionally, the properties are located within the County Road 10 Corridor Overlay District, which includes all properties within 200’ of Mounds View Blvd. (Co Rd 10). The Overlay District requires higher standards for building location, appearance, and landscaping. These regulations will be applicable during the Development Review process. The procedure for considering Zoning Map amendments AND Conditional Use Permits are described in City Code, Section 1125.01, and include the consideration of “Adverse Effects”. Staff’s analysis of these adverse effects are included in Resolution 1067-17 and Resolution 1068-17. CONDITIONAL USE PERMIT: Multiple-Family Dwellings require a Conditional Use Permit (CUP) within the R-4 zoning district.5 In addition to addressing the adverse effects mentioned above, the City Council must make eight Findings of Fact.6 These findings, and Staff’s analysis of each one is included in Resolutions 1068-17. Approval of the CUP will expire after one-year, unless MWF applies for a Major Subdivision and Development Review within that period, or if the City Council approves an extension. Other MWF Properties held a Neighborhood Meeting on February 16, 2017 at Lakes Run apartments, 321 Old Highway 8 in New Brighton. This project was developed by MWF Properties in 2005. MWF mailed notices to properties within 500’ of the project. Eleven property owners attended. 3 City of Mounds View Comprehensive Plan (2008), Figure 6: Future Land Use Map 4 City Code, Section 1120.03 (Special Requirements and Standards) 5 City Code, Section 1109.04, Subd 4 (Multiple Family Dwelling) 6 City Code, Section 1125.01, Subd 3(b) (Criteria for Granting Conditional Use Permits) Planning Case MU2017-001 April 5, 2017 Page 4 Summary MWF Properties is requesting; (1) to rezone two properties to R-4 High Density Residential; and (2) a Conditional Use Permit for a Multiple-Family Dwelling in an R-4 district. The proposed apartment building will include 60-units of affordable workforce housing. MWF Properties will be requesting financial assistance from the Minnesota Housing Finance Agency (competitive grant), and from the City EDA. If financial assistance is obtained, MWF will then apply for a Major Subdivision to combine the four lots into one lot, and will apply for a Development Review for the project. The Development Review will include specific plans for the location and appearance of the facility. A Public Hearing for the Zoning Map Amendment and Conditional Use Permit will be held by the City Council at a later date. Recommendation Staff recommends approval of the Zoning Map Amendment, and Conditional Use Permit contingent upon complying with the conditions in Resolution 1067-17 and Resolution 1068-17. The Planning Commission is requested to consider the following options: 1. Resolution 1067-17, recommending approval of the Zoning Map Amendment; and Resolution 1068-17, recommending approval of the Conditional Use Permit, are attached if the Commission chooses this action. 2. The Planning Commission may choose to deny either of the resolutions. If the Commission chooses this option, Staff would need to be directed to draft a resolution of denial with findings of fact appropriate to support the denial. 3. Table the request. If additional information is needed before a decision can be rendered or if more discussion is needed, the Commission can simply move to table the request until such information has been provided. Because of the 60-day requirements (Deadline: June, 19, 2017) the Commission would need to act upon the request as soon as reasonably possible to avoid an inadvertent approval. Planning Case MU2017-001 April 5, 2017 Page 5 Respectfully submitted, ________________________ Jon Sevald, AICP Planner Attachments 1. Applicant’s Narrative 2. Zoning Map 3. Comprehensive Plan Map 4. Aerial Photo 5. Site Photos 6. Resolution 1067-17 (Zoning Map Amendment) 7. Resolution 1068-17 (Conditional Use Permit) Applicant’s Narrative Zoning Map Comprehensive Plan Map Project Area Aerial Photo Site Photos Figure 1: Site photo from Mounds View Blvd & Groveland Rd looking north (Mar 28, 2017) Figure 2: Site Photo from Mounds View Blvd & western edge of project area, looking east (Mar 28, 2017) Figure 3: Site Photo from in front of 8045 Groveland Rd looking south (Mar 28, 2017) Figure 4: Site Photo approximately where proposed driveway will access Groveland Rd, looking east (Mar 28, 2017) NE property boundary (pink lath) MOUNDS VIEW PLANNING COMMISSION RESOLUTION 1067-17 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA A RESOLUTION RECOMMENDING APPROVAL OF AN AMENDMENT TO THE ZONING MAP OF MOUNDS VIEW FOR PROPERTY LOCATED AT 2901 MOUNDS VIEW BOULVEARD, AND 80XX GROVELAND ROARD WHEREAS, the City of Mounds View Municipal Code, Section 1105.02 establishes a Zoning Map of Mounds View; and, WHEREAS, the applicant, MWF Properties, representing the property owner; the State of Minnesota, has applied for a rezoning request of the properties located at 2901 Mounds View Boulevard (PID: 06-30-23-31-0031) from B-3 Highway Business to R-4 High Density Residential; and 80XX Groveland Road (PID: 06-30-23-31-0241) from R-1 Single Family Residential to R-4 High Density Residential. These properties are legally described as: PID: 06-30-23-31-0031 Parcel 1. Lot 50, except that part which lies Southwesterly of a line run parallel with and distant 100 feet Northeasterly of the Southwesterly boundary of said Lot 50, also except that part described as follows: Commencing at the Northwest corner of said Lot 50; thence East 7 feet along the North line of said Lot 50; thence Southerly 100 feet to a point of intersection on the West line of said Lot 50; thence North along said West line of said Lot 50 to the point of commencement; Auditor's Subdivision No. 89, Ramsey Co., Minn. The said excepted part of the above described property, the Southwesterly 100 feet has been taken by the State of Minnesota for public Highway purposes. Parcel 2. All that part of Lot 32, Auditor's Subdivision No. 89, Ramsey Co., Minn., described as follows, to-wit: Resolution 1067-17 April 5, 2017 Page 2 Commencing at a point on the West line of Lot 50, Auditor's Subdivision No. 89, which point is 100 feet South of the Northwest corner of said Lot 50; thence South to a line 100 feet Northeasterly from and parallel with the Southerly line of Lot 32; thence Northwesterly on said parallel line 32 feet; thence Northeasterly to the point of beginning. and, PID: 06-30-23-31-0241 The South 135.00 feet, front and rear, of Lot 47, Auditor's Subdivision No. 89, lying westerly of the East 187.00 feet. WHEREAS, the Planning Commission has reviewed the following documents: 1. Applicant’s Narrative 2. Zoning Map 3. Comprehensive Plan Map 4. Aerial Photo 5. Site Photos 6. Staff Report WHEREAS, the City of Mounds View Municipal Code, Section 1125.01, describes the procedure for considering an amendment to the Zoning Map, including the Planning Commission’s consideration of the following adverse effects (Findings in italics): 1. Relationship to Municipal Comprehensive Plan. Findings: The Mounds View Comprehensive Plan, Figure 6 (Future Land Use Map) guides these properties for Mixed Use (MU-PUD). MU- PUD is defined as “Land containing a building or buildings with significant amounts of residential uses in combination with commercial and/or office uses. Sites with this designation should be developed as planned unit developments to provide flexibility to ensure that integrated efficient and well-planned development occurs. Examples include projects that could provide for a mix of residential and commercial uses within single or multiple structures.” Resolution 1067-17 April 5, 2017 Page 3 The Planning Commission finds that the proposed Zoning Map amendment is consistent with the residential component of the Mixed Use designation. 2. The geographical area involved. Findings: The proposed Zoning Map amendment is in harmony with the adjacent southeasterly zoning district; R-4 High Density Residential. 3. Whether such use will tend to or actually depreciate the area in which it is proposed. Findings: Any depreciation or increase in area property values is speculative. It is expected that approval of this Zoning Map amendment will be followed by a development of a multiple-family dwelling, which will improve the properties from its current vacant status, thereby improving the vibrancy of the neighborhood. 4. The character of the surrounding area. Findings: The character of the surrounding area along Mounds View Blvd (County Road 10) includes a mixture of commercial, single-family detached homes, and single-family attached townhomes. The character of the surrounding area along Groveland Road includes single-family detached homes. 5. The demonstrated need for such use. Findings: The two parcels are currently zoned B-3; and R-1. The B-3 parcel was formerly occupied by a gas station (1972 - 2001). The R-1 parcel is landlocked and undevelopable as-is. Once re-zoned, the applicant’s intent is to develop a multiple- family dwelling on the subject properties and the adjacent southeasterly two properties. The need is demonstrated by the market demand for multiple family housing, and the lack of demand for allowable commercial uses on the B-3 zoned parcel. Resolution 1067-17 April 5, 2017 Page 4 NOW, THEREFORE, BE IT RESOLVED, based upon the above findings, the information and documents regarding the proposed Zoning Map amendment, the staff report, and testimony of the applicant, and in consideration of public testimony, the Planning Commission does hereby recommend approval of the Zoning Map amendment request made by MWF Properties. NOW, THEREFORE, BE IT RESOLVED, that the Planning Commission directs staff to forward this resolution to the City Council prior to approval of the minutes. Adopted this 5th day of April, 2017 Gary Stevenson, Chair ATTEST: James Ericson, City Administrator (SEAL) MOUNDS VIEW PLANNING COMMISSION RESOLUTION 1068-17 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA A RESOLUTION RECOMMENDING APPROVAL OF A CONDITIONAL USE PERMIT FOR A MULTIPLE-FAMILY DWELLING GENERALLY LOCATED AT THE NORTHWEST CORNER OF MOUNDS VIEW BOULVEARD AND GROVELAND ROAD WHEREAS, the City of Mounds View Municipal Code, Section 1109.04, Subd 4 requires a Conditional Use Permit for Multiple-Family Dwellings within the R-4 High Density Residential zoning district; and, WHEREAS, the applicant, MWF Properties, LLC, representing Cynthia Johnson, owner of PID: 06-30-23-31-0029 and PID: 06-30-23-31-0030; and representing the State of Minnesota, owner of PID: 06-30-23-31-0031 and PID: 06-30-23-31-0241, has requested a Conditional Use Permit for a Multiple-Family Residential Dwelling within an R-4 zoning district These properties are legally described as: PID: 06-30-23-31-029 That part of Lot 48, Auditor's Subdivision No. 89 lying South of the North 300 feet front and rear thereof, except that portion taken for the Highway right of way purposes and, PID: 06-30-23-31-0030 Lot 49, Auditor's Subdivision No. 89, Ramsey County, Minnesota and, Resolution 1068-17 April 5, 2017 Page 2 PID: 06-30-23-31-0031 Parcel 1. Lot 50, except that part which lies Southwesterly of a line run parallel with and distant 100 feet Northeasterly of the Southwesterly boundary of said Lot 50, also except that part described as follows: Commencing at the Northwest corner of said Lot 50; thence East 7 feet along the North line of said Lot 50; thence Southerly 100 feet to a point of intersection on the West line of said Lot 50; thence North along said West line of said Lot 50 to the point of commencement; Auditor's Subdivision No. 89, Ramsey Co., Minn. The said excepted part of the above described property, the Southwesterly 100 feet has been taken by the State of Minnesota for public Highway purposes. Parcel 2. All that part of Lot 32, Auditor's Subdivision No. 89, Ramsey Co., Minn., described as follows, to-wit: Commencing at a point on the West line of Lot 50, Auditor's Subdivision No. 89, which point is 100 feet South of the Northwest corner of said Lot 50; thence South to a line 100 feet Northeasterly from and parallel with the Southerly line of Lot 32; thence Northwesterly on said parallel line 32 feet; thence Northeasterly to the point of beginning. and, PID: 06-30-23-31-0241 The South 135.00 feet, front and rear, of Lot 47, Auditor's Subdivision No. 89, lying westerly of the East 187.00 feet. WHEREAS, the City of Mounds View Municipal Code, Section 1125.01, Subd 1(e), states that the Planning and Zoning Commission shall consider possible adverse effects of the proposed conditional use. Its judgement shall be based upon (but not limited to) the following factors (Findings in italics): 1. Relationship to Municipal Comprehensive Plan. Findings: The Mounds View Comprehensive Plan, Figure 6 (Future Land Use Map) guides these properties for Mixed Use (MU-PUD). MU- PUD is defined as “Land containing a building or buildings with significant amounts of residential uses in combination with commercial and/or office uses. Sites with this designation should be developed as planned unit developments to provide flexibility to ensure that integrated efficient and well-planned development occurs. Examples include projects that could provide for a mix of Resolution 1068-17 April 5, 2017 Page 3 residential and commercial uses within single or multiple structures.” The Planning Commission finds that the proposed Conditional Use Permit is consistent with the residential component of the Mixed Use designation. 2. The geographical area involved. Findings: The proposed Conditional Use Permit for a Multiple-Family Dwelling is in harmony with uses permitted in the R-4 High Density Residential zoning district. 3. Whether such use will tend to or actually depreciate the area in which it is proposed. Findings: Any depreciation or increase in area property values is speculative. It is expected that approval of this Conditional Use Permit will be followed by a development of a multiple-family dwelling, which will improve the properties from its current vacant status, thereby improving the vibrancy of the neighborhood. 4. The character of the surrounding area. Findings: The character of the surrounding area along Mounds View Blvd (County Road 10) includes a mixture of commercial, single-family detached homes, and single-family attached townhomes. The character of the surrounding area along Groveland Road includes single-family detached homes. 5. The demonstrated need for such use. Findings: The need is demonstrated by the market demand for multiple family housing. WHEREAS, the City of Mounds View Municipal Code, Section 1125.01, Subd 3(b) states that in granting a conditional use permit, the City Council shall consider the advice and recommendation of the Planning and Zoning Commission and the effect of the proposed use on the Comprehensive Plan and upon the health, safety and general welfare of occupants of surrounding lands. Among other things, the City Council shall make the following findings where applicable (Findings in italics): Resolution 1068-17 April 5, 2017 Page 4 1. The use will not create an excessive burden on existing parks, schools, streets and other public facilities and utilities which serve or are proposed to serve the area. Findings: The proposed 60-unit apartment will be adequately served by city parks (Groveland Park is one block north); public schools (Pinewood Elementary, Edgewood Middle School, Irondale High School); and water/sewer utilities are available from Groveland Rd or Mounds View Blvd. 2. The use will be sufficiently compatible or separated by distance or screening from adjacent residentially zoned or used land so that existing homes will not be depreciated in value and there will be no deterrence to development of vacant land. Findings: Sufficient screening and landscaping will be determined through the Development Review process. 3. The structure and site shall have an appearance that will not have an adverse effect upon adjacent residential properties. Findings: Appearance of the structure will be determined through the Development Review process. 4. The use, in the opinion of the City Council, is reasonably related to the overall needs of the City and to the existing land use. Findings: It is the City Council’s opinion that the redevelopment of these properties for an apartment building will increase the vibrancy of the Mounds View Blvd. corridor, and support local businesses along the corridor. 5. The use is consistent with the purposes of the Zoning Code and the purposes of the zoning district in which the applicant intends to locate the proposed use. Findings: The properties are zoned R-4 High Density Residential. The purpose of this district is to “provide for high density residential uses and directly related complementary uses.” 6. The use is not in conflict with the Comprehensive Plan of the City. Findings: The Comprehensive Plan guides these properties for Mixed Use (MU-PUD), intended for a “building or buildings with significant Resolution 1068-17 April 5, 2017 Page 4 amounts of residential uses in combination with commercial and/or office uses.” 7. The use will not cause traffic hazards or congestion Findings: Access is proposed on Groveland Rd, a four-way intersection with Mounds View Blvd. An approved access point will be considered at the time of subdivision approval, and Development Review approval. 8. Adequate utilities, access roads, drainage and necessary facilities have been or will be provided. Findings: Adequate public utilities are available from Groveland Rd or Mounds View Blvd. The 2015 Annual Average Daily Traffic (AADT) for this section of Groveland Rd is 1,250. The 2015 AADT for this section of Mounds View Blvd (CSAH 10) is 21,400. Mounds View Blvd. is classified by Ramsey County as a Minor Reliever with a projected 2030 AADT of 35,500. Access from this property is proposed on Groveland Rd, and will be approved through the subdivision and Development Review process. Drainage facilities will be addressed through the subdivision and Development Review process. NOW, THEREFORE, BE IT RESOLVED, that the Planning Commission recommends approval of this Resolution subject to the following conditions: 1. No development or construction on these properties associated with this Conditional Use Permit shall occur unless a Subdivision and a Development Review have been approved by the City Council, in accordance with the City of Mounds View Municipal Code. 2. Approval of this Conditional Use Permit shall expire after one-year unless a Subdivision and/or Development Review have been applied for, or unless the applicant has applied for and received an extension by the City Council, prior to this permit’s expiration. NOW, THEREFORE, BE IT FINALLY RESOLVED, that the Planning Commission directs staff to forward this resolution to the City Council prior to approval of the minutes. Resolution 1068-17 April 5, 2017 Page 5 Adopted this 5th day of April, 2017 Gary Stevenson, Chair ATTEST: James Ericson, City Administrator (SEAL) Item No: ___6A Meeting Date: Apr 5, 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 the Planning and Zoning Commission Bylaws, including: Resolution 1069-17, a Resolution Amending the Planning and Zoning Commission Bylaws; and, Resolution 1070-17, a Resolution Recommending Approval of an Amendment to City Code Section 401.06, Subd 3 Introduction During the February 1, 2017 annual review of the Planning and Zoning Commission Bylaws, there was discussion about Section VI, concerning Agenda Sessions. The Commission requested that Staff investigate this further. Discussion The Planning and Zoning Commission Bylaws permit four types of meetings, summarized below. All are subject to open meeting law when a quorum is to be present.1 Regular Meetings are scheduled every first and third Wednesdays. Agenda Sessions were held immediately after adjournment of a Regular Meeting, and included review (not approval) of minutes, and updates from the City Council liaison, Commissioners, and Staff. The intent was that Agenda Sessions were not recorded (cost savings). The most recent Agenda Session was held April 17, 2013. Currently, these items are included under “Reports” on the Agenda, and are recorded. Special Meetings may be held at times other than Regular Meetings. Examples may include a joint meeting with the City Council, or an off-site tour. The CPR training for Planning and Park commission members held on December 7, 2016 could be another example. 1 MN Statute §13D.01, Subd 1 Annual Review of Planning Commission Bylaws April 5, 2017 Page 2 Emergency Special Meetings are intended to be held if immediate attention is necessary. For example, if a non-conforming structure or use was destroyed in a storm and necessitated its replacement or expansion prior to a Public Hearing being held during a Regular Meeting. One example may be placement of temporary communication towers in the event that existing towers are destroyed. Emergency Special Meetings require a “good faith effort” to notify the media, and the public.2 Normally, to schedule a public hearing with the Planning Commission requires a public notice to be provided to the official newspaper 2½ weeks prior to the public hearing date. Historically, the first Regular Meeting of the month was intended for public hearings, and the second Regular Meeting intended for items not requiring official action. This section of the Bylaws was amended in 1999, changing Agenda Meetings to Agenda Sessions to more accurately reflect how meetings were conducted (Ordinance 629). This amendment formally allowed actionable items to take place during the month’s second Regular Meeting. Considering that Agenda Sessions have not been conducted since 2013, it is Staff’s opinion that Agenda Sessions are not necessary within the Bylaws. Survey of area cities Below is a list of how area cities title non-action items (e.g. Agenda Sessions): Arden Hills: “Comments and Reports” Blaine: (no discussion) Columbia Heights: “Other Business”, or “Consent Agenda” Coon Rapids: “Other Business” Fridley: “Other Business” Mounds View: “Reports” New Brighton: “Updates”, or would issue a staff memo Roseville: “Communications and Recognitions” Shoreview: “Report on City Council Actions”, and “Miscellaneous” Spring Lake Park: “Other” The calendar below reflects when area planning commissions (PC) and board of adjustments (BOA) meet. In Mounds View, the Planning Commission serves as the Board of Adjustment. In some cities, they are separate bodies. In others, the City Council serves as the Board of Adjustment. This calendar assumes the first Monday is the first of the month. 2 MN Statute §13D.04, Subd 3 Annual Review of Planning Commission Bylaws April 5, 2017 Page 3 The intent of this calendar is to illustrate the frequency of regular meetings. Because Mounds View’s Commission meets twice per month, this permits flexibility for applicants and Staff as to when to schedule agenda items. Recommendation Staff recommends approval of Resolution 1069-17, approving an amendment to the Planning and Zoning Commission Bylaws, Section VI(A)(2) (Agenda Sessions); and Resolution 1070-17, recommending approval of an amendment to the Mounds View Municipal Code, Section 401.06, Subd 3 (Agenda Sessions). It is Staff’s opinion that because Agenda Sessions have not been utilized by the Planning Commission since 2013, it is not necessary that they be included in the Bylaws or City Code. If there are other areas of the Bylaws which the Planning Commission would like to amend, Staff recommends tabeling this item, and allowing Staff to draft a revised Resolution. Respectfully submitted, ________________________ Jon Sevald, AICP Planner Attachments 1. Planning Commission Bylaws 2. Municipal Code, Chapter 401 (Planning and Zoning Commission) 3. Municipal Code, Chapter 402 (Board of Adjustment and Appeals) 4. Resolution 1069-17 5. Resolution 1070-17 Month Mon Tue Wed Thr Fri Arden Hills PC/BOA Fridley BOA Mounds View PC/BOA Roseville PC/BOA Coon Rapids BOA Blaine PC/BOA Columbia Heights PC/BOA New Brighton PC Fridley PC Mounds View PC/BOA Coon Rapids PC Shoreview PC/BOA Spring Lake Park PC 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 6 401.01 401.02 (Rev. 6/04) CHAPTER 401 PLANNING AND ZONING COMMISSION SECTION: 401.01: Commission Established 401.02: Membership; Terms; Oath; Compensation 401.03: Removal from Office; Vacancies 401.04: Powers and Duties 401.05: Conflict of Interest 401.06: Organization; Meetings 401.07: Employment of Experts; Expenditures 401.08: Annual Report 401.09: Comprehensive Plan Adopted 401.10: Review of Proposed Plats 401.11: Zoning 401.12: Availability of City Records 401.01: COMMISSION ESTABLISHED: A Planning and Zoning Commission for Mounds View is hereby established. (Ord. 536, 4-25-94) 401.02: MEMBERSHIP; TERMS; OATH; COMPENSATION: Subd. 1. Membership; Terms: The Planning and Zoning Commission shall consist of seven (7) members from the resident population of Mounds View, other than persons elected to a public body, to be appointed by the City Council, and based on the recommendation of the Planning and Zoning Commission, from the applications submitted. The appointees shall have three (3) year staggered terms; at least two (2) of these terms, but not more than three (3) terms, shall expire each year on December 31. Based upon the recommendation of the Planning and Zoning Commission, the City Council, shall appoint a chairperson. (Ord. 626, 2-8-99; Ord. 678, 2-12-01; Ord. 706, 10-28-02; Ord. 741, 6-28-04) City of Mounds View 401.02 401.04 (Rev. 5/99) Subd. 2. Oath and Taking of Office: The appointees shall be duly sworn and take office at the first regular meeting of the Commission in the month of January each year. Both original and successive appointees shall hold their offices until their successors are appointed and qualified. Subd. 3. Compensation: All members of the Commission shall serve without compensation. (Ord. 536, 4-25-94) 401.03: REMOVAL FROM OFFICE; VACANCIES: Subd. 1. Removal from Office: a. An appointed member of the Commission may be removed from office for just cause and on written charges by at least four-fifths (4/5) vote of the entire City Council, but such member shall be entitled to a public hearing before such vote is taken. It shall be the duty of the chairman of the Commission to notify the City Council promptly of any vacancies occurring in membership. b. In addition, an appointed member may be removed by the City Council for nonattendance at Planning and Zoning Commission meetings, as provided in the by laws adopted by the Planning and Zoning Commission, or if a Commission member does not attend twenty (20) regularly scheduled meetings per year without the consent of the Commission. c. The Mayor, with approval of the City Council, shall fill such vacancies for the unexpired term of the original appointment. (Ord. 629, 5-10-99) Subd. 2. Termination of Appointment: Any Commission member designing to terminate their appointment to the Commission before the expiration of the term shall give written notification to the Planning and Zoning Commission Chairman of that intention. (Ord. 536, 4-25-94) 401.04: POWERS AND DUTIES: The Commission shall be the City planning agency as authorized by the Minnesota Statutes 1 and the City Charter.2 It shall have the duties and powers which are assigned to it by this Code. (Ord. 536, 4-25-94) 1 M.S.A. §462.354, subdivision 1. 2 See Charter Section 2.02. City of Mounds View 401.05 401.06 (Rev. 5/99) 401.05: CONFLICT OF INTEREST: No person shall be appointed with private or personal interest likely to conflict with the general public interest. If any person appointed 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 action on the matter; alternatively, they may be disqualified by a two-thirds (2/3) majority vote of the Commissioners in attendance. (Ord. 536, 4-25-94) 401.06: ORGANIZATION; MEETINGS: Subd. 1. Officers: At the first regular meeting in January, the Commission shall elect a vice chairman from among its appointed members for a term of one year. The Commission may create and fill such other offices from its members, as it may determine, to transact Commission business. Subd. 2. Regular Meetings: Regular meetings shall be held for the purposes of convening public hearings and conducting business which requires a vote of the Planning and Zoning Commission. The Commission shall hold at least one (1) regular meeting each month on a day and at a time and a place which the Commission shall fix by resolution. Subd. 3. 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, and to perform other matters not requiring a vote of the Commission. (Ord. 629, 5-10-99) Subd. 4. Special Meetings: Special meetings can be proposed during any regular meeting by any Commission member or at the request of the Director of Community Development, yet must be approved by a majority vote of the Commission. Emergency special meetings may be called via written notice to the Director of Community Development by the Chairperson or two (2) Commission members, or by the Director of Community Development. The Director of Community Development shall post and mail a notice of any special meeting in accordance with state statutes. (Ord. 629, 5-10-99) Subd. 5. Quorum: A majority of the appointed voting Commission members shall constitute a quorum. Subd. 6. Voting Privileges: Each of the appointed members shall have equal voting privileges. City of Mounds View 401.06 401.10 Subd. 7. Bylaws: The Commission shall adopt bylaws for its governance and for the transaction of its business. The bylaws shall be reviewed on an annual basis at the first regular meeting in February. Subd. 8. Records: A recording secretary, who may be recommended by the Planning and Zoning Commission for appointment, shall keep a record of attendance at Commission meetings and a record of resolutions, votes and abstentions on each question requiring a vote. The record of the Commission shall be a public record. (Ord. 536, 4-25-94) 401.07: EMPLOYMENT OF EXPERTS; EXPENDITURES: The Commission may request from the City Council the employment of such staff, technicians and experts as may be deemed proper and may request such other funds as may be necessary and proper for the conduct of its affairs. (Ord. 536, 4-25-94) 401.08: ANNUAL REPORT: The City Council may request an annual report from the Planning and Zoning Commission of its works during the preceding year. (Ord. 536, 4-25-94) 401.09: COMPREHENSIVE PLAN ADOPTED: The City hereby adopts as its Comprehensive Plan for future development and growth within the City that certain document hereafter to be referred to as the COMPREHENSIVE PLAN FOR THE CITY OF MOUNDS VIEW, dated 1979, and such Comprehensive Plan is incorporated herein by reference. A copy of the City’s Comprehensive Plan is on file in the office of the Clerk-Administrator. (Ord. 536, 4-25-94) 401.10: REVIEW OF PROPOSED PLATS: Before the preliminary approval is given to any proposed platting or property in the Municipality, the preliminary plat shall be submitted to the Planning and Zoning Commission for study and recommendation along with written reports and recommendations on the plat from the Director of Public Works/City Engineer and City Attorney. The recommendations on and approval of plats by the Planning and Zoning Commission shall be in accordance with Title 1200 of this Code. (Ord. 536, 4-25-94) City of Mounds View 401.11 401.12 (Rev. 5/10) 401.11: ZONING: Subd. 1. Zoning Plan 1: The Commission, upon its own motion, may, and upon instruction by the Council shall, prepare a revised Zoning Plan for the Municipality. Before recommending such Plan to the Council, the Commission shall hold at least one (1) public hearing thereon after a published notice of such hearing appears in the legal newspaper at least ten (10) days prior to the hearing. The same procedure shall apply for the preparation of an overall street plan or acquisition of lands for other public purposes. Subd. 2. Rezoning of Property: See Section 1125.01 of this Code for procedure. (Ord. 536, 4-25-94) 401.12: AVAILABILITY OF CITY RECORDS: Upon the request of the Planning and Zoning Commission, the City Administrator or a designee shall furnish, within a reasonable time, such records or information as may be required for the work of the Commission. (Ord. 536, 4-25-94; Amended, Ord. 844, 5-20-10) 1 See Title 1100 of this Code for zoning regulations. City of Mounds View 402.01 402.01 CHAPTER 402 BOARD OF ADJUSTMENT AND APPEALS SECTION: 402.01: Board Established; Membership 402.01: BOARD ESTABLISHED; MEMBERSHIP: A Board of Adjustments and Appeals, consisting of all appointment members of the Planning and Zoning Commission, is hereby established. The Board shall function under and be governed by the provisions of Section 1125.02 of this Code. (1988 Code §32.10) City of Mounds View RESOLUTION 1069-17 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING AN AMENDMENT TO THE MOUNDS VIEW PLANNING AND ZONING COMMISSION BYLAWS RELATING TO AGENDA SESSIONS WHEREAS, the City of Mounds View Municipal Code, Section 401 establishes a Planning and Zoning Commission, which shall be the City planning agency as authorized by Minnesota Statute §462.354, Subd 1; and, WHEREAS, the City of Mounds View Municipal Code, Section 401.06, Subd 7 states that the Commission shall adopt bylaws for its governance and for the transaction of its business. The bylaws shall be reviewed on an annual basis at the first regular meeting in February; and, WHEREAS, the Planning and Zoning Commission reviewed its Bylaws on February 1, 2017 and March 1, 2017 and, WHEREAS, the Planning and Zoning Commission Bylaws, Section VI(A) describes four types of commission meetings, including Agenda Sessions, intended to include discussions of non-actionable items; and, WHEREAS, it is the current practice that discussion of non-actionable items occur during the Planning and Zoning Commission’s Regular Meetings, and not during Agenda Sessions. Further, Agenda Sessions have not occurred since 2013; and, NOW, THEREFORE, BE IT RESOLVED, that the Mounds View Planning Commission hereby amends the City of Mounds View Planning and Zoning Commission Bylaws, Section VI(A) as follows; Resolution 1069-17 April 5, 2017 Page 2 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. 2. 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. 3. 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. Resolution 1069-17 April 5, 2017 Page 3 5. 4. 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. Adopted this 5th day of April, 2017 Gary Stevenson, Chair ATTEST: James Ericson, City Administrator (SEAL) RESOLUTION 1070-17 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA A RESOLUTION RECOMENDING APPROVAL OF AN AMENDMENT TO THE CITY OF MOUNDS VIEW MUNICIPAL CODE, SECTION 401.06, RELATING TO THE ORGANIZATION OF PLANNING AND ZONING COMMISSION MEETINGS WHEREAS, the City of Mounds View Municipal Code, Section 401 establishes a Planning and Zoning Commission, which shall be the City planning agency as authorized by Minnesota Statute §462.354, Subd 1; and, WHEREAS, the City of Mounds View Municipal Code, Section 401.06, Subd 7 states that the Commission shall adopt bylaws for its governance and for the transaction of its business. The bylaws shall be reviewed on an annual basis at the first regular meeting in February; and, WHEREAS, the Planning and Zoning Commission reviewed its Bylaws on February 1, 2017 and April 5, 2017 and, WHEREAS, the Planning and Zoning Commission Bylaws, Section VI(A) describes four types of commission meetings, including Agenda Sessions, intended to include discussions of non-actionable items; and, WHEREAS, it is the current practice that discussion of non-actionable items occur during the Planning and Zoning Commission’s Regular Meetings, and not during Agenda Sessions. Further, Agenda Sessions have not occurred since 2013; and, WHEREAS, the Planning and Zoning Commission amended its Bylaws on April 5, 2017, removing Agenda Sessions from its Bylaws; and, WHEREAS, the City of Mounds View Municipal Code, Section 401.06 describes the organization of Planning and Zoning Commission meetings, including Agenda Sessions; and, Resolution 1070-17 April 5, 2017 Page 2 NOW, THEREFORE, BE IT RESOLVED, that the Planning and Zoning Commission recommends that the City Council amend the Municipal Code, Section 401.06 to be consistent with the Mounds View Planning and Zoning Commission Bylaws, as follows; 401.06: ORGANIZATION; MEETINGS: Subd. 3. 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, and to perform other matters not requiring a vote of the Commission. (Ord. 629, 5-10-99) Adopted this 5th day of April, 2017 Gary Stevenson, Chair ATTEST: James Ericson, City Administrator (SEAL) DRAFT PROCEEDINGS OF THE MOUNDS VIEW PLANNING COMMISSION CITY OF MOUNDS VIEW RAMSEY COUNTY, MINNESOTA Regular Meeting February 1, 2017 Mounds View City Hall 2401 Mounds View Blvd, Mounds View, MN 55112 ______________________________________________________________________________ 1. Call to Order The meeting was called to order by Chair Stevenson at 7:00 p.m. for February 1, 2017. ______________________________________________________________________________ 2. Roll Call Members Present: Commissioners French, Klander, Love, Rundle, Schiltgen, and Stevenson. Absent and Excused: Commissioner Klebsch (excused). Also Present: Planner Jon Sevald and Council Member Gary Meehlhause. ______________________________________________________________________________ Index to Minutes Page Annual Review of Planning Commission Bylaws 2 Approval of Minutes 4 _____________________________________________________________________________ 3. Special Order of Business None. 4. Citizens Requests and Comments on Items Not on the Agenda None. ______________________________________________________________________________ 5. Planning Cases None. _____________________________________________________________________________ Mounds View Planning Commission February 1, 2017 Regular Meeting Page 2 ________________________________________________________________________ 6. Other Planning Activity A. Annual Review the Planning Commission Bylaws. Planner Sevald explained the Planning Commission reviewed the Bylaws on a yearly basis. He reviewed the Bylaws in detail with the Commission and asked for comments or questions. Commissioner Love asked how staff defined an Agenda Session. Planner Sevald stated this would be a worksession style meeting. Vanessa Van Alstine explained in the past, the Agenda Session portion of the meetings were a cue to the Minute Taker to stop taking minutes. Commissioner Love questioned if Agenda Session meetings would be recorded. Planner Sevald did not believe this would be necessary as these meetings were informal in nature and no formal decisions would be made at these meetings. Further discussion ensued regarding the open meeting law and agenda session meetings. Commissioner Klander was in favor of the Commission holding agenda sessions to allow for broad speaking on specific topics, such as the TCAAP development, the City’s demographics or a city-wide tour. Chair Stevenson supported this recommendation and hoped to see the Commission hold several agenda sessions to discuss issues impacting the community. It was his opinion the bylaws were acceptable as is. He stated the only portion of the bylaws that could possibly be amended was the reviewing of minute’s section as a new process was followed by the Commission. He recommended the words “review minutes” be removed from Section 6.2. Planner Sevald suggested a Planning Commission 101 Agenda Session meeting be held in the near future. It was recommended future agenda sessions be approved by the Commission by a simple majority vote. Commissioner Love questioned if the Planning Commission had ever had a retreat. Chair Stevenson could not recall this ever happening. Planner Sevald thanked the Commission for their input. He stated he would investigate Section 2 further and the Planning Commission could review the bylaws again at their next meeting. ______________________________________________________________________________ 7. Reports A. Upcoming Planning Cases & Activity Planner Sevald stated the City had no upcoming planning applications at this time. Mounds View Planning Commission February 1, 2017 Regular Meeting Page 3 ________________________________________________________________________ B. Staff Updates i. Saturday, February 4, 2017, 9:00 am – 3:00 pm – North Metro Community Home & Garden Show at NSC ii. Tuesday, February 7, 2017, 7:00 pm – 9:00 pm – Candidate’s Forum at City Hall iii. Tuesday, March 7, 2017, 7:00 am – 8:00 pm – Special City Council Election at Community Center Planner Sevald provided the Commission with an update from staff noting several upcoming events occurring in the City of Mounds View. All Mounds View residents were encouraged to vote in the Special Election on March 7th. Details surrounding the Special Election could be found on the City’s website. Planner Sevald reviewed an aerial photo of the Mounds View Boulevard corridor and encouraged the Commission to consider which types of businesses should be brought to Mounds View. He believed this would be a good discussion for the Commission to hold in conjunction with the completion of the Comprehensive Plan update. Chair Stevenson understood the Tires N’ More/Simons property had been identified for a redevelopment area. He wanted to see the City identify the areas in need of redevelopment so as to provide this information to future developers. He believed it would be great for the City to post this map on its website. Commissioner Love supported the City creating some sort of pedestrian friendly town square along Mounds View Boulevard. Commissioner Klander believed segments of the corridor felt tired and understood these areas were in need of redevelopment. It was his opinion the street improvement project was a great boost for the City. It was his hope the City would continue to support economic development along the Mounds View Boulevard corridor. Council Member Meehlhause explained the City did not have funds available to purchase the Tires N’ More and Simons properties at this time. Planner Sevald discussed the options available to the City regarding large redevelopment projects and how they could be funded. Commissioner Schiltgen was interested in planting wildflowers along the corridor. Council Member Meehlhause indicated the Council would be looking into mowing the corridor more than twice a year to assist with the maintenance of this roadway. Commissioner Rundle discussed several ideas he had to beautify the trail segment along the corridor. Mounds View Planning Commission February 1, 2017 Regular Meeting Page 4 ________________________________________________________________________ Commissioner Klander questioned if the City was in need of additional rental units or if Mounds View had adequate rental housing. Council Member Meehlhause believed this issue would be addressed through the Comprehensive Plan update process. Further discussion ensued regarding the Crossroad Pointe redevelopment project. Commissioner Schiltgen suggested the City consider placing an attraction on the Crossroad Pointe property to draw people into the community. C. Council Updates Council Member Meehlhause provided the Planning Commission with an update from the City Council. He congratulated Chair Stevenson on his reappointment. He noted the Council approved the plans for the new Public Works Facility. He reported the Council meeting start time had been changed from 7:00 p.m. to 6:00 p.m. He explained Michael Richie had been hired as the City’s Project Manager. He invited the Planning Commission to attend the Service to Youth Awards being sponsored by NYFS on Thursday, February 9th where Officer Nate Garland will be recognized for his commitment to youth and high level of community engagement. Council Member Meehlhause stated the Police Chief would be hosting a 1st Annual Daddy Daughter Dance at the Community Center on February 14th from 6:00 p.m. to 8:00 p.m. All Mounds View fathers, daughters, uncles, nieces, grandfathers and granddaughters were invited to attend. D. Planning Commissioner Reports None. 8. Approval of Minutes January 4, 2017. Chair Stevenson requested the fence Chief Harder referred to be changed from green to black. Commissioner Klander recommended his comment regarding the four-foot fence on Page 3 be removed from the minutes. MOTION/SECOND: Commissioner Klander/Commissioner Rundle. To approve the Minutes of the January 4, 2017 regular Planning Commission meetings as slightly amended. Ayes – 6 Nays – 0 Motion carried. Mounds View Planning Commission February 1, 2017 Regular Meeting Page 5 ________________________________________________________________________ 9. Next Planning Commission Meeting: A. Wednesday, February 15, 2017 B. Wednesday, March 1, 2017 ______________________________________________________________________________ 10. Adjournment There being no further business before the Planning Commission, Chair Stevenson adjourned the meeting at 8:25 p.m. ______________________________________________________________________________ Respectfully submitted, Jon Sevald Planner Transcribed by: Heidi Guenther TimeSaver Off Site Secretarial, Inc.