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HomeMy WebLinkAboutAgenda Packets - 2024/12/04 CITY OF MOUNDS VIEW PLANNING COMMISSION AGENDA MOUNDS VIEW CITY HALL Wednesday, December 4th, 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: November 6, 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. As a reminder, public comment is for addressing the Planning and Zoning Commission only. Comments or concerns regarding staff must be submitted in writing to the Mayor or City Administrator. Failure to respect these guidelines will result in the Chair asking you to cease commenting and asking you to return to your seat. That said, is there anyone here for public comment? 7. PLANNING BUSINESS A. Resolution 1176-24, Adopting the 2025 Regular Meeting Schedule B. Resolution 1177-24, Amending the Planning and 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, December 18, 2024 at 6:00 p.m. AS-Needed B. Wednesday, January 15, 2024 at 6:00 p.m. As-Needed 10. ADJOURNMENT PROCEEDINGS OF THE MOUNDS VIEW PLANNING COMMISSION CITY OF MOUNDS VIEW RAMSEY COUNTY, MINNESOTA Regular Meeting November 6, 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 Farmer at 6:00 p.m. for November 6, 2024. 2. Roll Call Members Present: Commissioners Curtis, Farmer, Nelson (arrived at 6:09 p.m.), Stevenson and Urlacher. Absent and Excused: Commissioner Munson, and Rundle. Also Present: Assistant City Administrator Brian Beeman, Phil Carlson with Stantec, and Council Member Gary Meehlhause. 3. Approval of Agenda MOTION/SECOND: Commissioner Curtis/Commissioner Stevenson. To approve the agenda as presented. Ayes – 4 Nays – 0 Motion carried. 4. Consent Agenda A. Approval of Minutes: May 1, 2024 MOTION/SECOND: Commissioner Stevenson/Commissioner Urlacher. To approve the Minutes of the May 1, 2024 regular Planning Commission meetings as presented. Ayes – 4 Nays – 0 Motion carried. 5. Special Order of Business Mounds View Planning Commission November 6, 2024 Regular Meeting Page 2 ________________________________________________________________________ None. 6. Public Comment None. 7. Planning Cases A. Resolution 1172-24, Recommending Appointments to the Mounds View Planning and Zoning Commission Assistant City Administrator Beeman stated the Planning Commission should review the applications then discuss and decide who to recommend to the City Council for the 2025 Planning Commission appointments. The Chair and Vice Chair recommendations are conducted through a Planning Commission election and decided by the City Council at their first meeting in January each year. Staff recommends the Planning Commission review the applications, then consider Resolution 1172-24, a resolution recommending appointments to the Planning Commission for 2025 via a motion. Scott Larson, 7336 Parkview Terrace, introduced himself to the Commission and explained he has lived in the community since 2019. He stated he was asked by Council Member Gary Meehlhause to get involved in the community. He explained professionally, he worked as a civil engineer for MnDOT. He stated he served as an election judge yesterday in Precinct 4. He reported he lives on Silver Lake Road and discussed how the noise from this roadway was impacting his neighborhood. Commissioner Nelson arrived at the meeting. MOTION/SECOND: Commissioner Curtis/Commissioner Urlacher. To approve Resolution 1172-24, a Resolution recommending Amber Urlacher, Danny Nelson and Scott Larson to the Planning Commission for 2025. Ayes – 5 Nays – 0 Motion carried. B. Resolution 1173-24, Recommending Approval of a Conditional Use Permit for a sign at 7687 Long Lake Road Phil Calrson, Stantec, stated the Free Life Family Worship Center operates from the church at 7687 Long Lake Road in the R-1 district and is requesting a CUP for a dynamic display sign. The City regulates electronic or “dynamic display” signs with specific standards in the Zoning Code. These signs are a permitted use in the commercial and industrial zoning districts but allowed only with a conditional use permit (CUP) for schools, churches, places of worship or other institutional land uses in other districts. The request involves adding a new freestanding monument sign near the corner of Long Lake Road and County Road I, shown in the graphic and Mounds View Planning Commission November 6, 2024 Regular Meeting Page 3 ________________________________________________________________________ street view photos on the next page. The sign will be close to the existing brick monument sign there. The standards for dynamic display signs are in Section 161.038(H) of the Zoning Code, excerpted at the end of this report. There are strict standards for the display itself, the brightness, and ability to control and turn off the sign, among other things. Such signs can be unsightly if not carefully controlled and the City’s standards are designed to keep such signs more tasteful and unobtrusive. Those standards would apply to this sign. The required front setback for a sign is 15 feet from the right-of-way. The proposed sign is 25 ft from the County Road I ROW and 45 Feet from the Long Lake Road ROW. Staff commented on the request in further detail and recommended the Planning Commission approve the Conditional Use Permit as requested. George Gibson, Pastor at Free Life Family Worship Center, thanked the Commission for considering his conditional use permit. He explained his congregation wanted to have a nice sign, while complying with the City’s requirements. Commissioner Stevenson asked how this sign compared to the dynamic display sign on Red Oak Drive for Abiding Savior Church. Commissioner Nelson reported the Abiding Savior Church had a larger sign that required a variance. He commented on how there were concerns from a neighbor about how the dynamic display sign for Abiding Savior would impact his property. Pastor Gibson explained there were commercial properties adjacent to his church property which meant there were no concerns from the neighbors regarding the requested dynamic display sign. MOTION/SECOND: Commissioner Nelson/Commissioner Stevenson. To approve Resolution 1173-24, recommending approval of a Conditional Use Permit for a dynamic display sign at 7687 Long Lake Road. Ayes – 5 Nays – 0 Motion carried. C. Resolution 1174-24, Recommending Approval of a Preliminary & Final Plat for 7149 Pleasant View Drive Phil Carlson, Stantec, stated Nathan Dornquast owns the single family property at 7149 Pleasant View Drive. His rear yard backs up to the long rear yard of the lot at 3033 Woodale Drive. He and his neighbor Jason Stockwell (sole owner of RFC Fields LLC) have agreed that Nathan would buy a portion of the rear yard of 3033, enlarging the 7149 lot. No new lots are created – the request is simply adjusting the lot line between these two lots with a new plat to be called Hidden Hollow Nook. Staff commented further on the request and recommended the Planning Commission approve the Preliminary and Final Plat as requested. Chair Farmer asked if the highway and utility easement was the only remaining portion of the easement. Mr. Carlson stated this was his understanding. Mounds View Planning Commission November 6, 2024 Regular Meeting Page 4 ________________________________________________________________________ Commissioner Stevenson asked if the neighbors were notified of this request. Mr. Carlson stated the public hearing would be held by the City Council and notification would be made to the neighbors prior to the City Council meeting. MOTION/SECOND: Commissioner Urlacher/Commissioner Curtis. To approve Resolution 1174-24, a Resolution Recommending approval of Preliminary and Final Plat for Hidden Hollow Nook at 7149 Pleasant View Drive. Ayes – 5 Nays – 0 Motion carried. D. Resolution 1175-24, Recommending Approval of a Conditional Use Permit for an Oversized Accessory Building at 6951 Knollwood Drive Phil Carlson, Stantec, stated the single-family residence at 6951 Knollwood Drive is a 0.62-acre property owned by Wayne Spiering. The residence consists of an existing house and a detached garage – an accessory structure. The garage is located on the north side of the property. The existing garage is 942 square feet in size. The owner wants to add 440 square feet to the garage (20’ X 22’) after removing an 84 square-foot shed on the back of the existing garage. The total net area of added structure would be about 356 square feet. The total area of the garage after the proposed addition would be 1,298 square feet, which exceeds the Zoning Code maximum of 952 square feet, except by conditional use permit (CUP). Staff reviewed the request in further detail and recommended the Planning Commission approve the Conditional Use Permit for an oversized accessory building as requested. Wayne Spearing, 6951 Knollwood Drive, explained he was the applicant requesting this conditional use. He stated he was requesting to have a 20’ x 24’ sized garage in order to allow him to store his larger trailers and boat indoors. Mr. Carlson stated the Resolution language could be amended to allow for a garage of this size. MOTION/SECOND: Commissioner Curtis/Commissioner Urlacher. To approve Resolution 1175-24, a Resolution Recommending approval of a Conditional Use Permit for a garage addition with the revised size of 20’ x 24’ at 6951 Knollwood Drive. Ayes – 5 Nays – 0 Motion carried. 8. Reports A. Reports of Staff Assistant City Administrator Beeman discussed upcoming planning cases with the Commission. He explained the Commission would be meeting next on Wednesday, December 4. He stated he anticipated the Commission would also be meeting the first Wednesday in January 2025. Mounds View Planning Commission November 6, 2024 Regular Meeting Page 5 ________________________________________________________________________ B. Reports of Council Council Member Meehlhause provided the Planning Commission with an update from the City Council. He explained the Council reviewed two master streets plan with the Public Works Director noting major street projects would be held every two years going forward. He reported Bronson and Edgewood would be improved in 2025. Council Member Meehlhause stated a joint meeting was held with the Park Recreation and Forestry Commission where an inclusive playground, the Community Center and funding for park capital projects was discussed. He explained a joint worksession was also held with the Arden Hills City Council where joint park programming, organized trash, and 12 gym sports complex was discussed. Council Member Meehlhause commented further on the staffing levels for the Mounds View Police Department. He provided the Commission with the update on the number of racial covenants that had been discharged in the community. Council Member Meehlhause explained the preliminary budget and tax levy had been approved for 2025, which started at 7.4% and has been reduced to 6%. He reported the EDA also approved the preliminary levy for 2025. He described how the SBM Fire Department was moving away from the volunteer model to duty crews, noting this would increase costs for the department. Council Member Meehlhause commented on the City’s master stormwater plan and described the stormwater projects that would be completed at Ardan Park and Silver View Pond. Council Member Meehlhause indicated a Town Hall meeting was held on Monday, October 21. Council Member Meehlhause further discussed the temporary appointment process that was being considered by the Charter Commission. C. Reports of Planning Commissioners Chair Farmer thanked Commissioner Farmer for his service on the Planning Commission. He thanked Commissioners Urlacher and Nelson for reapplying to serve on the Commission. 9. Next Planning Commission Meeting: A. Wednesday, November 20, 2024 at 6:00 p.m. B. Wednesday, December 4, 2024 at 6:00 p.m. Mounds View Planning Commission November 6, 2024 Regular Meeting Page 6 ________________________________________________________________________ 10. Adjournment There being no further business before the Planning Commission, Chair Farmer adjourned the meeting at 7:11 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: December 4, 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: Resolution 1176-24, Adopting the 2025 Regular Meeting Schedule for the Mounds View Planning and Zoning Commission Introduction: The Mounds View Planning and Zoning Commission Bylaws require the Commission to conduct meetings on the first and third Wednesdays monthly. The Bylaws also require the Commission to adopt a meeting schedule at its December meeting. VI. 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. The current start time is 6:00 p.m. This is consistent with the City Council and other Commissions. Discussion: The Planning Commission should review the 2025 meeting dates and start time then discuss and consider approving Resolution 1176-24, Adopting the 2024 Regular Meeting Schedule for the Mounds View Planning and Zoning Commission. Strategic Plan Strategy/Goal: N/A Recommendation: Staff recommends the Planning Commission review the 2025 meeting dates and time, then consider Resolution 1176-24, Adopting the 2025 Regular Meeting Schedule for the Mounds View Planning and Zoning Commission. Respectfully, _________________________ Brian Beeman, MPA, CMA Assistant City Administrator Attachment(s): 1) Resolution 1176-24 RESOLUTION 1176-24 STATE OF MINNESOTA COUNTY OF RAMSEY CITY OF MOUNDS VIEW A RESOLUTION AOPTING THE 2025 REGULAR MEETING SCHEDULE FOR THE MOUNDS VIEW PLANNING AND ZONING COMMISSION WHEREAS, Mounds View City Code, §33.001 establishes a Planning and Zoning Commission; and, WHEREAS, Mounds View Planning and Zoning Commission Bylaws, Section VI states that subject to adopted meeting schedule, the Commission’s regular meetings will occur on the first and third Wednesdays of each month; and, THEREFORE, BE IT RESOLVED, that the Mounds View Planning and Zoning Commission adopts the following Regular Meeting schedule: Wednesday, January 1, 2025 Canceled Wednesday, January 15, 2025 Wednesday, February 5, 2025 Wednesday, February 19, 2025 Wednesday, March 5, 2025 Wednesday, March 19, 2025 Wednesday, April 2, 2025 Wednesday, April 16, 2025 Wednesday, May 7, 2025 Wednesday, May 21, 2025 Wednesday, June 4, 2025 Wednesday, June 18, 2025 Wednesday, July 2, 2025 Wednesday, July 16, 2025 Wednesday, August 6, 2025 Wednesday, August 20, 2025 Wednesday, September 3, 2025 Wednesday, September 17, 2025 Wednesday, October 1, 2025 Wednesday, October 15, 2025 Wednesday, November 5, 2025 Wednesday, November 19, 2025 Wednesday, December 3, 2025 Wednesday, December 17, 2025 Regular Meetings shall start at 6:00 PM and shall be held at the Mounds View City Hall, 2401 Mounds View Boulevard, unless otherwise officially posted. Adopted this 4th day of December, 2024. Dennis Farmer, Chair ATTEST: Brian Beeman, Assistant City Administrator (SEAL) The Mounds View Vision A Thriving Desirable Community Item No: 07B Meeting Date: December 4, 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: Resolution 1177-24 Amending Planning & Zoning 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. There have been comments from Commissioners questioning the reasoning for the requirement to meet in February annually to review the bylaws especially when it is the only agenda item, only to adjourn the meeting with no changes. It was felt that this is too restrictive and causes the Planning & Zoning Commission an unnecessary meeting. There have been instances in the past when the Commission’s only agenda item was to review bylaws only to state that there were no changes, and then adjourn the meeting. Commissioners have expressed their desire to have the flexibility to review the bylaws on an “as needed” basis. The Commission may want to consider emulating the Economic Development Commission by changing the language to: “The Bylaws may be reviewed on an annual basis or as-needed.” This removes the requirement to be forced to review them in a specific month annually. This would allow the bylaws to be reviewed and combined with other agenda items at any time. 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, then consider approving Resolution 1177-24. Strategic Plan Strategy/Goal: N/A Recommendation: 1. Staff recommends the Planning Commission review and discuss any changes. A resolution has been prepared for the Commission’s consideration. If acceptable, a motion should be The Mounds View Vision A Thriving Desirable Community made approving Resolution 1177-24, Amending the Planning & Zoning Bylaws. Respectfully, _________________________ Brian Beeman, MPA, CMA Assistant City Administrator Attachment(s): 1) Resolution 1177-24, Amending the Planning Commission Bylaws 2) Planning Commission Bylaws (revised January 18, 2023) with proposed changes MOUNDS VIEW PLANNING COMMISSION RESOLUTION 1177-24 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION AMENDING THE PLANNING AND ZONING COMMISSION BYLAWS WHEREAS, Mounds View City Code Chapter 33.006(F) states that the Planning and Zoning Commission shall adopt Bylaws for its governance and for the transaction of its business; and WHEREAS, the Planning and Zoning Commission Bylaws currently state that bylaws shall be reviewed by the Commission on an annual basis in February of each year; and WHEREAS, the Planning and Zoning Commission agrees that this requirement is too restrictive and that the Commission shall have the flexibility and authority to review the Bylaws on an “as-needed” basis. NOW THEREFORE, BE IT RESOLVED, the Planning and Zoning Commission approves amends the Mounds View Planning and Zoning Commission bylaws as follows: II. ADOPTION OF BYLAWS; REVIEW AND AMENDMENT: B. ANNUAL REVIEW: The Bylaws shall be reviewed on an annual as-needed basis by the Commission. at the first regular meeting of the Commission in February. Adopted this 4th day of December, 2024 Dennis Farmer, Chair Attest Brian Beeman, Assistant City Administrator (SEAL) 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