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HomeMy WebLinkAboutAgenda Packets - 2024/02/07 CITY OF MOUNDS VIEW PLANNING COMMISSION AGENDA MOUNDS VIEW CITY HALL Wednesday, February 7, 2024 6:00 P.M. 1. CALL TO ORDER 2. ROLL CALL: Chair Farmer, Vice-Chair Munson, Urlacher, Curtis, Nelson, Stevenson, Rundle 3. APPROVAL OF AGENDA 4. CONSENT AGENDA A. Approval of Minutes: January 3, 2024 5. SPECIAL ORDER OF BUSINESS A. (none) 6. PUBLIC COMMENT Citizens may speak to issues relating to Planning and Zoning not on the agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 7. PLANNING BUSINESS A. Review Planning & Zoning Commission Bylaws 8. REPORTS A. Reports of Staff B. Reports of Council C. Reports of Planning Commissioners 9. NEXT PLANNING COMMISSION MEETINGS: A. Wednesday, February 21, 2024 at 6:00 p.m. B. Wednesday, March 6, 2024 at 6:00 p.m. As-Needed C. Joint Council/PC meeting April 01, 2024 10. ADJOURNMENT PROCEEDINGS OF THE MOUNDS VIEW PLANNING COMMISSION CITY OF MOUNDS VIEW RAMSEY COUNTY, MINNESOTA Regular Meeting January 3, 2024 Mounds View City Hall 2401 Mounds View Boulevard, Mounds View, MN 55112 ______________________________________________________________________________ 1. Call to Order The meeting was called to order by Chair Rundle at 6:00 p.m. for January 3, 2024. ______________________________________________________________________________ 2. Roll Call Members Present: Commissioners Curtis, Farmer, Munson, Nelson, Rundle, and Stevenson. Absent and Excused: Commissioner Urlacher. Also Present: Assistant City Administrator Brian Beeman and Council Member Gary Meehlhause. ______________________________________________________________________________ 3. Approval of Agenda MOTION/SECOND: Commissioner Stevenson/Commissioner Farmer. To approve the agenda as presented. Ayes – 6 Nays – 0 Motion carried. 4. Consent Agenda A. Approval of Minutes: December 6, 2023 Commissioner Farmer requested a change to the minutes noting Vice Chair Farmer called the meeting to order and not Chair Rundle. MOTION/SECOND: Commissioner Nelson/Commissioner Farmer. To approve the Minutes of the December 6, 2023 regular Planning Commission meetings as amended. Ayes – 6 Nays – 0 Motion carried. Mounds View Planning Commission January 3, 2024 Regular Meeting Page 2 ________________________________________________________________________ 5. Special Order of Business None. 6. Public Comment None. ______________________________________________________________________________ 7. Planning Cases A. Recommend Chair and Elect Vice Chair Assistant City Administrator Beeman requested the Commission elect a Chair and Vice Chair for 2024. MOTION/SECOND: Commissioner Stevenson/Commissioner Nelson. To elect Dennis Farmer Chair of the Planning Commission for 2024. Ayes – 6 Nays – 0 Motion carried. MOTION/SECOND: Commissioner Nelson/Commissioner Stevenson. Commissioner /Commissioner . To elect Miranda Munson Vice Chair of the Planning Commission for 2024. Ayes – 6 Nays – 0 Motion carried. 8. Reports A. Reports of Staff Assistant City Administrator Beeman explained the Planning Commission would not be meeting on January 17, but would be meeting on February 7. B. Reports of Council Council Member Meehlhause provided the Planning Commission with an update from the City Council. He commented on the concept plan that was approved by the Council for Mounds View Square. He stated the Council approved a budget and tax levy (6.25%) for 2024. He explained the Council reapproved the reappointment of Gary Stevenson, Miranda Munson and Dennis Farmer to the Planning Commission. He thanked these individuals for their willingness to continue to serve. He explained the Council met briefly on January 2 and designated the official newspaper, depositories, secretary and treasurer for 2024. He reported the Council discussed the creation of a parks master plan at their recent worksession meeting. Mounds View Planning Commission January 3, 2024 Regular Meeting Page 3 ________________________________________________________________________ C. Reports of Planning Commissioners None. 9. Next Planning Commission Meeting: A. Wednesday, January 17, 2024 at 6:00 p.m. B. Wednesday, February 7, 2024 at 6:00 p.m. ______________________________________________________________________________ 10. Adjournment There being no further business before the Planning Commission, Chair Rundle adjourned the meeting at 6:19 p.m. ______________________________________________________________________________ Respectfully submitted, Brian Beeman Assistant City Administrator Transcribed by: Heidi Guenther Minute Maker Secretarial The Mounds View Vision A Thriving Desirable Community Item No: 07A Meeting Date: February 07, 2024 Type of Business: Planning Business Planning Case: (N/A) City of Mounds View Staff Report To: Planning Commission From: Brian Beeman, Assistant City Administrator Item Title/Subject: Review Bylaws Introduction: The Mounds View Planning and Zoning Commission Bylaws require the Commission to review its Bylaws at its first regular meeting in February annually. II. ADOPTION OF BYLAWS 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: They Bylaws shall be reviewed on an annual basis at the first regular meeting of the Commission in February. Discussion: The Planning Commission Bylaws were last amended January 18, 2023. The Planning Commission should review the attached copy of the most current Bylaws and have a discussion if needed. Strategic Plan Strategy/Goal: N/A Recommendation: 1. Staff recommends the Planning Commission review and discuss any changes. If any changes are recommended, a resolution will be prepared for the Commission’s consideration at the next regularly scheduled meeting. Staff is not recommending any changes at this time. Respectfully, _________________________ Brian Beeman, MPA, CMA Assistant City Administrator Attachment(s): 1) Planning Commission Bylaws (revised January 18, 2023) CITY OF MOUNDS VIEW PLANNING AND ZONING COMMISSION BYLAWS (Revised January 18, 2023) I. AUTHORITY: The Bylaws of the Mounds View Planning and Zoning Commission (Bylaws) are established in accordance with the Mounds View Municipal Code Section 33.006(F). “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 33.002 and 33.003. 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 2 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. 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 3 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. 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. 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. 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 and/or other means of communications, of any meeting cancellation. A notice of the meeting cancellation shall be posted as 4 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 13D.01). 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. 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 33.007. 5 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 33.033(A). 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. 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 6 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 Rundle, Chairperson ATTEST: ___________________________ Jon Sevald, Community Development Director Revision History: January 18, 2023 February 5, 2020 April 5, 2017 March 16, 2016 January 24, 2007 September 1, 2004 February 21, 2001 February 2, 2000 March 5, 1997 February 3, 1993 October 1990