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022425 PC Meeting AgendaPLANNING COMMISSION MEETING RICHFIELD MUNICIPAL CENTER, COUNCIL CHAMBERS FEBRUARY 24, 2025 7:00 PM Call to Order Approval of the Minutes Approval of the minutes of the Regular Planning Commission meeting of January 27, 2025. Open Forum: Opportunity for the public to address the Commission on items not on the Agenda. Agenda Approval 1.Approval of the Agenda Other Business 2.Election of Planning Commission Chairperson, Vice-Chairperson and Secretary. Staff Report No. 3 3.Appointment of liaisons to the City Council, Community Services Advisory Commission, Housing and Redevelopment Authority, School Board, Transportation Commission, Chamber of Commerce, and Sustainability Commission. Staff Report No. 4 4.Review the Planning Commission Bylaws. Staff Report No. 5 5.Annual re-scheduling task. Staff Report No. 6 Liaison Reports Community Services Advisory Commission City Council Housing and Redevelopment Authority (HRA) Richfield School Board Transportation Commission Chamber of Commerce Sustainability Commission City Planner's Reports 6.City Planner's Report On January 28th, the Council approved the second reading of the amendment to the sign code to permit dynamic drive through signs. Also on January 28th, the Council held a work session to discuss limiting short term rentals, but were undecided on the minimum duration to be imposed. They asked staff to solicit feedback from the broader community, so we have put together a survey that was released on February 13th and will close on March 7th. On February 11th, the Council approved the site plan for the Wood Lake Nature Center. We anticipate the existing center will be demolished in early March. On February 19th, Johnny Opara with JO Companies hosted a neighborhood open house for the Penn Station Apartments project at Wood Lake Nature Center. The apartments would be located at 6501 & 6525 Penn Avenue. On February 27th at 6:00 pm, Luce Line Brewing will host a neighborhood open house for the Food Hall project in the Community Center basement. The food hall would be located at the vacant site behind Lakewinds Co-op. MICC is still working to refine their plans and has tentatively scheduled a joint City Council and Planning Commission work session on Tuesday, April 22nd at 6:00 pm. 7. Next Meeting Time and Location •Regular meeting Monday, March 24, 2025 at 7:00 in Council Chambers. 8. Adjournment Auxiliary aids for individuals with disabilities are available upon request. Requests must be made at least 96 hours in advance to the City Clerk at 612-861-9739. *Complete information on how to share comments or questions with the Planning Commission, see our Agendas and Minutes page https://www.richfieldmn.gov/city_government/planning_commission/agendas_and_minutes.php CALL TO ORDER The meeting was called to order by Chair Holmvig-Johnson at 7:00 p.m. in the Council Chambers. M/Taraldsen, S/Stursa, to approve the minutes of the Regular Planning Commission meeting of December 9, 2024. Motion carried: 6-0. OPEN FORUM No members of the public spoke. Chair Holmvig-Johnson made note of correspondence that the Commission received from David Dornacker and Jody Spencer. ITEM #1 APPROVAL OF THE AGENDA M/Stursa, S/Taraldsen, to approve the agenda. Motion carried: 6-0. PLANNING COMMISSION MEETING MINUTES Richfield, Minnesota Regular Planning Commission Meeting January 27, 2025 Planning Commissioners Present: Eddie Holmvig-Johnson, Brett Stursa, Cole Hooey, Matt Taraldsen, Stephanie Kowalkowski, and Brendan Kennealy Commissioners Excused: Benjamin Surma Staff Present: Sam Crosby, Planner II; Ruby Villa, Planner I; and Karl Huemiller, Recreation Services Director Others Present: Anita Perkins, 6612 5th Avenue South and Andrew Holmgren, HGA APPROVAL OF MINUTES ITEM #2 PUBLIC HEARING TO CONSIDER A REQUEST FOR TWO VARIANCES FROM THE SETBACK REQUIREMENTS FOR A DETACHED GARAGE AT 6612 5TH AVENUE SOUTH. Planner Crosby presented Staff Report No. 1. Chair Holmvig-Johnson opened the public hearing. Anita Perkins, 6612 5th Avenue South (the Applicant), thanked the Commission for their consideration of the request. In response to Commissioner Stursa, Perkins stated that her neighbor closest to the garage was aware of the variance request and that they had not expressed any concerns to her. Commissioner Hooey questioned whether the previous garage had gutters and if the new garage would have them. Perkins stated that she did not know whether the previous garage had gutters but that it was her intention to add gutters to the new one. In response to Commissioner Hooey, Planner Crosby clarified that the previous garage was demolished sometime between 2009 and 2012. M/Stursa, S/Taraldsen, to close the public hearing. Motion carried: 6-0. M/Hooey, S/Stursa, to approve two variances from setback requirements for a detached garage at 6612 5th Avenue South. Motion carried: 6-0. Several Commissioners expressed their support for the variances and stated that reusing the existing foundation is sustainable. ITEM #3 PUBLIC HEARING TO CONSIDER A REQUEST FOR SITE PLAN APPROVAL OF AN ENTIRELY NEW WOOD LAKE NATURE CENTER BUILDING AT 6710 LAKE SHORE DRIVE. Planner Villa presented Staff Report No. 2. Karl Huemiller, Recreation Services Director, gave a brief presentation regarding the project. In response to Commissioner Stursa, Director Huemiller provided some background regarding trees that will be removed during construction. Most of the trees slated to be removed are cottonwood or box elder trees that sprung up spontaneously during construction of the original building, with the biggest ones being cottonwood trees reaching the end of their lifespan (50 to 70 years). Many of the cottonwood trees are also too close to the existing building and would endanger the new building. Other reasons for tree removals include the increased footprint of the building and improvements in the grading of the new building to prevent flooding. In regard to trees that will be transplanted, most of those maple trees are younger and can sustain the trauma of relocation. Commissioner Kowalkowski questioned the type of irrigation that would be provided for the project. Director Huemiller clarified that no irrigation will be provided due to multiple factors such as the natural setting of the park, usage of native drought-tolerant plantings, and irrigation restrictions as part of B3 guidelines that must be met due to funding sources. M/Taraldsen, S/Kennealy, to close the public hearing. Motion carried: 6-0. M/Taraldsen, S/Stursa, to recommend approval of the request for a site plan of a new Wood Lake Nature Center building at 6710 Lake Shore Drive. Motion carried: 6-0. Several Commissioners expressed their support for the project and the requested zoning code modifications. LIAISION REPORTS Community Services Commission: Commissioner Kowalkowski stated that the Wood Lake Board of Directors is receiving applications for new board members. One application was reviewed at their last regular meeting. City Council: Chair Holmvig-Johnson stated that the City Council had their organizing meeting and swore in new Council members at a special meeting. At their first regular meeting of the year, the Council selected Council member Hayford-Oleary as the Mayor Pro Tempore, in the event that Mayor Supple is outside city limits. The Council also approved a collective bargaining agreement with Teamsters, representing some members of the police force. Housing and Redevelopment Authority (HRA): Commissioner Stursa stated that at their last meeting, the HRA approved a memorandum of understanding to support financial assistance and 4D tax status for Hempel Real Estate, regarding naturally occurring affordable housing apartments at New Orleans Court, Richland Court, Winton House. Richfield School Board: Commissioner Kennealy stated that the Board met on January 6th to elect new officers. The Superintendent presented matters regarding enrollment throughout the district, as well as matters at the STEM school. On January 21st the Board met again and the Superintendent presented on extended learning options. On the same day there was also a study session regarding the school district’s legislative platform. Transportation Commission: Commissioner Surma was absent. Chamber of Commerce: Commissioner Hooey had no report. Sustainability Commission: Commissioner Taraldsen had no report. ITEM #4 CITY PLANNER’S REPORT The first reading for a text amendment to allow dynamic drive-through signs was on January 14th. The second reading will be on January 28th and will include minor changes to the ordinance based on Council direction. The ordinance will now prevent drive-through properties from having both dynamic drive-through signs and a primary dynamic display elsewhere on the property (one or the other). Also, there is a work session scheduled for February 24th, the same evening as the next regular meeting. The work session topic will be regarding MR-2 and MR-3 zoning code updates. ITEM #5 NEXT MEETING TIME AND LOCATION The next meeting will be a Planning Commission Work Session on Monday, February 24, 2025, at 5:45 in the Bartholomew Room. The next regular meeting will be on the same day, Monday, February 24, 2025, at 7:00 in the Council Chambers. ITEM #5 ADJOURNMENT M/Taraldsen, S/Kennealy, to adjourn the meeting. Motion carried: 6-0 and the meeting was adjourned at 7:26 p.m. Submitted by: Ruby Villa Brett Stursa Planner I Planning Commission Secretary AGENDA SECTION:Other Business AGENDA ITEM #2. CASE NO.:Staff Report No. 3 PLANNING COMMISSION MEETING 2/24/2025 REPORT PREPARED BY: Ruby Villa, Planner I DIRECTOR RE VIEW: Melissa Poehlman, Community Development Director 2/18/2025 ITEM FOR COMMISSION CONSIDERATION: Election of Planning Commission Chairperson, Vice-Chairperson and Secretary. EXECUTIVE SUMMARY: The Bylaws of the Planning Commission require that the Planning Commission hold an annual organizational meeting at the first regular meeting in February and elect from its membership a Chairperson, Vice-Chairperson and Secretary. Any member of the Planning Commission may nominate another member or they may nominate themselves. A nomination of an officer requires a motion, a second, and a majority vote. According to the Bylaws (Part II, Organization), a majority vote is necessary to first elect a Chairperson, and then to elect the remaining officers. The Chairperson, Vice-Chairperson, and Secretary are to take office immediately upon election and hold office until their successors are elected next year. As such, there is no limit on tenure, except for the officer’s willingness to serve in such capacity. The Chairperson is responsible for conducting all Planning Commission meetings and public hearings. The Chairperson is also responsible for representing the Commission in dealing with the City Council and staff. The Vice-Chairperson fulfills the responsibilities of the Chairperson in the event the Chairperson is absent. The Secretary assumes these responsibilities when both the Chairperson and Vice-Chairperson are absent and signs all minutes and official Commission documents. RECOM MENDED ACTION: By motion: Elect a Planning Commission Chairperson, Vice-Chairperson, and Secretary. BASIS OF RECOM MENDATION: A.HISTORICAL CONTEXT Commissioner Holmvig-Johnson is the current Chair and has been acting in that role since 2023. Commissioner Kennealy is the current Vice-Chairperson and has been so since September 2022. Commissioner Stursa is the current Secretary and has been so since October 2022. B.POLICIES (resolutions, ordinances, regulations, statutes, etc): Part II, Section I of the Planning Commission Bylaws requires that the Commission elect a Chairperson, Vice-Chairperson and Secretary. C.CRITICAL TIMING ISSUES: None. D.FINANCIAL IMPACT: None. E.LEGAL CONSIDERATION: None. ALTERNATIVE RECOMMENDATION(S): None. PRINCIPAL PARTIES EXPECTED AT MEETING: N/A. AGENDA SECTION:Other Business AGENDA ITEM #3. CASE NO.:Staff Report No. 4 PLANNING COMMISSION MEETING 2/24/2025 REPORT PREPARED BY: Ruby Villa, Planner I DIRECTOR RE VIEW: Melissa Poehlman, Community Development Director 2/18/2025 ITEM FOR COMMISSION CONSIDERATION: Appointment of liaisons to the City Council, Community Services Advisory Commission, Housing and Redevelopment Authority, School Board, Transportation Commission, Chamber of Commerce, and Sustainability Commission. EXECUTIVE SUMMARY: The role of a liaison is to keep the Planning Commission informed of other work or decisions happening in the City by attending or watching meetings (or reading recent meeting minutes) and sharing updates with members of the Planning Commission. A description of each liaison position is below: City Council: The City Council is the legislative branch of the City government. The City Council is responsible for the efficient operation of the City through the enactment of policies and ordinances that are administered by staff. The City Council meets every second and fourth Tuesday at 7:00 p.m., currently Chair Holmvig- Johnson. Community Services Commission: The Community Services Commission is an advisory group appointed by the City Council to discuss and provide feedback on City issues relating to recreation, parks, public works, and any other issues as directed. The Community Services Commission meets on the third Tuesday of the month at 7:00 p.m., currently Commissioner Kowalkowski. Housing and Redevelopment Authority: The Housing and Redevelopment Authority (HRA) is responsible for certain types of housing, economic, and commercial/industrial development and redevelopment in the City. The HRA meets every third Monday at 7:00 p.m., currently Commissioner Stursa. Richfield School Board: The School Board is comprised of locally elected public officials who provide strategic guidance for the Richfield Public Schools and oversee and review the Schools' management. Although the Richfield Public Schools are a completely separate entity from Richfield City Government, the Planning Commission also appoints a liaison to the Richfield School Board. The School Board generally meets the first and third Monday of each month at 7:00 p.m., currently Commissioner Kennealy. Transportation Commission: The Transportation Commission was appointed by the City Council to review transportation-related topics and to make recommendations to the City Council. The Committee meets the first Wednesday of each month at 7:00 p.m., currently Commissioner Surma. Chamber of Commerce: Though a separate entity from Richfield City Government, the Chamber of Commerce provides a connection between the City of Richfield and our local business community. The Chamber's goal is to connect businesses for a prosperous community, currently Commissioner Hooey. Sustainability Commission: The Sustainability Commission works to support the education, promotion and implementation of environmentally sustainable measures and practices in the City of Richfield. The board also makes recommendations to the City Council regarding sustainability related initiatives and policies, currently Commissioner Taraldsen. RECOMMENDED ACTION: Discuss and agree upon which Commissioner will serve as liaison to board or commission. BASIS OF RECOMMENDATION: A.HISTORICAL CONTEXT Although not expressly required by the Bylaws, liaisons have traditionally been appointed annually. B.POLICIES (resolutions, ordinances, regulations, statutes, etc): None. C.CRITICAL TIMING ISSUES: None. D.FINANCIAL IMPACT: None. E.LEGAL CONSIDERATION: None. ALTERNATIVE RECOMMENDATION(S): None. PRINCIPAL PARTIES EXPECTED AT MEETING: N/A. AGENDA SECTION:Other Business AGENDA ITEM #4. CASE NO.:Staff Report No. 5 PLANNING COMMISSION MEETING 2/24/2025 REPORT PREPARED BY: Ruby Villa, Planner I DIRECTOR RE VIEW: Melissa Poehlman, Community Development Director 2/18/2025 ITEM FOR COMMISSION CONSIDERATION: Review the Planning Commission Bylaws. EXECUTIVE SUMMARY: Part 3, Section 3 of our Bylaws requires that the Planning Commission review the Bylaws each year at the February organizational meeting. The City has selected CivicPlus as our new agenda building software platform. This new system will streamline the creation of agendas and packets for both the City Council and all commissions, all within a single platform. As we begin the process of creating templates for our agendas in the new system, we would like to make things more uniform. The Council, Housing and Redevelopment Authority and Economic Development Authority all have the same order of operations with the open forum occurring before the approval of the minutes. The Planning Commission has approval of the minutes before the open forum. Therefore, staff proposes changing the order of operations to put the open forum before approval of the minutes. If any of the Commissioners have any other change they’d like consider, now is the time to bring it up for discussion. RECOMMENDED ACTION: By motion: Amend Part 1, Section 7 of the Planning Commission Bylaws to change the format of meetings in order to conduct the open forum before the approval of the minutes. BASIS OF RECOMMENDATION: A.HISTORICAL CONTEXT None. B.POLICIES (resolutions, ordinances, regulations, statutes, etc): Annual review of Planning Commission Bylaws is required, and Bylaws must align with City Code. Amending the Bylaws requires a 2/3 majority of the members of the Commission (5 Commissioners). C.CRITICAL TIMING ISSUES: None. D.FINANCIAL IMPACT: None. E.LEGAL CONSIDERATION: None. ALTERNATIVE RECOMMENDATION(S): None. PRINCIPAL PARTIES EXPECTED AT MEETING: N/A. ATTACHMENTS: Description Type 022425 Proposed Bylaw Revisions Cover Memo City Code Section 305 Cover Memo BYLAWS AND RULES OF PROCEDURE OF THE CITY PLANNING COMMISSION RICHFIELD, MINNESOTA The following Bylaws and Rules of Procedure are adopted by the Richfield Planning Commission to facilitate the performance of its duties and functions as empowered under Chapter III, Subsection 305.07, Subdivisions 1-6 of the City Code. General requirements related to residency, terms, attendance, removal, vacancies, etc. shall be dictated by Subsection 305.01. PART I. MEETINGS Section 1. Regular Meetings Regular meetings of the Planning Commission shall be on the fourth Monday of each month commencing at 7:00 P.M. in the Council Chambers of the Municipal Center, unless otherwise noticed. Section 2. Work Session Meetings Approximately six times per year, the Commission will meet to discuss and deliberate on general planning matters related to property development and future well being of the Community. These meetings shall be held on the fourth Monday of the month commencing at 6:00 P.M. whenever possible. In the event of a conflict or need for additional discussion time, meetings shall be held on the second Monday of the month commencing at 7:00 P.M. Unless otherwise noticed, meetings shall be held in the Bartholomew Conference Room of the Municipal Center. Section 3. Special Meetings Special meetings of the Planning Commission can be called by the Chairperson and one member or by three members of the Commission or at the request of the City Council. Notice, designating the time and place of the meetings, shall be given to all members in accordance with the open meeting law. Section 4. Quorum Four members of the Planning Commission shall constitute a quorum for the transaction of business. No action shall be taken in the absence of a quorum with the exception that the Planning Commission members present may take testimony for use at a later meeting at which a quorum is present, and may adjourn a meeting to a later time without further notice. Section 6. Voting At all meetings of the Planning Commission, each member attending shall be entitled to cast one vote. Voting shall be by voice. An affirmative vote of a majority of members present shall be necessary for the passage of any matter before the Planning Commission, except as otherwise provided in these Bylaws. Section 7. Proceedings a)Format of Meeting At a regular meeting of the Planning Commission, the following format shall be followed in conducting the business of the meeting: 1)Call to order / noting of attendance 2)Approval of Minutes 3 2) Open Forum 3)Approval of Minutes 4)Approval of Agenda 5)Public Hearing Items 6)Other Business 7)Liaison Reports 8)Adjournment b)Public Hearing The purpose of a hearing is to collect information and facts in order for the Commission to either render a decision or develop a planning recommendation for the City Council. At a public hearing the following procedure shall be followed for each case for which a public hearing is held: 1)Chair shall state the case to be heard. 2)Chair shall call upon the Community Development Director or designee to present the staff report and stand for questions from the Commission. 3)Chair shall ask the applicant to present his/her case. 4)Members of the Planning Commission shall be allowed to question the applicant about his/her proposal. 5)The Chair shall open the public hearing and all interested persons may address the Commission, giving relevant information regarding the proposal before the Commission. a)All questions or statements by Richfield staff personnel, Planning Commissioners, applicants or interested citizens will be directed through the Chair. b)All who wish to speak will be heard, but only in accordance with the above procedure and after recognition by the Chair. c)No individual may speak longer than five (5) minutes, except through previous arrangement with the Chair, or by vote of the Commission. d)The spokesperson for a group will be allowed ten (10) minutes. e)At the determination of the Chair, if questions or responses from the Commission, the applicant, the public, or City staff introduce materially new information or issues relevant to the matter under consideration, interested citizens may make additional comments in accordance with the above procedure. In order to promote meeting efficiency, the Chair may discourage duplicative comments. 6)The hearing shall be closed. Interested persons shall no t be heard again unless the hearing is reopened by a majority vote of the Commission. 7)Members of the Planning Commission may ask additional questions of City staff or the applicant, and the applicant shall be allowed to respond. 8)The Commission shall discuss and clarify the item before it, and take action in the form of a motion, resolution, or report. PART II. ORGANIZATION Section 1. Election of Officers At the first regular meeting in February of each year, the Commission shall hold an organizational meeting and elect from its membership a Chairperson, Vice- chairperson, and Secretary. Officers shall be elected by a majority vote of all the members of the Commission. Voting shall take place in a manner agreed to by the Commission. If no one receives a majority of all the members of the Commission, voting shall continue until one member receives majority support. Vice-chairperson and Secretary shall be elected from the remaining members by the same procedure. If the Chairperson resigns from office before the next regular organizational meeting, the Vice-chairperson shall automatically become acting Chairperson until a new officer is elected at the next regular meeting. If both Chairperson and Vice-chairperson resign, the Secretary shall become acting Chairperson. In any instance, where an officer of the Commission resigns or retires from office a new officer shall be elected to the vacated position at the next regular meeting of the Commission. If the Chairperson, Vice-chairperson, and Secretary are absent from a meeting, the Commission shall elect a temporary Chairperson by voice vote. In the event that the Secretary is absent from a meeting, the Chai rperson shall appoint a member of the Commission to approve the minutes of that meeting. Section 2. Tenure The Chairperson, Vice-chairperson, and Secretary shall take office immediately following their election and hold office until their successors are elected and assume office. Section 3. Duties of Officers The duties and powers of the officers of the Planning Commission shall be as follows: a)Chairperson 1)Presides over all meetings of the Commission. 2)Appoints committees and performs such other duties as may be ordered by the Commission. 3)Signs documents of the Commission. 4)Sees that all actions of the Commission are properly taken. 5)Calls special meetings of the Commission in accordance with these Bylaws. 6)Works with appropriate city staff in organizing agendas of all general Planning Commission meetings. b)Vice-chairperson Performs all of the duties and responsibilities of the Chairperson in his/her absence. c)Secretary 1)Assumes duties and responsibilities of the Chairperson when both Chairperson and Vice-chairperson are absent. 2)Signs all minutes of the Commission as well as other official documents of the Commission. PART III. MISCELLANEOUS Section 1. Suspension of Rules The Commission may suspend any of these Rules by a 2/3 vote of those members present. Section 2. Amendments These Rules may be amended at any regular meeting by a 2/3 majority of the members of the Commission. Section 3. Review The contents of these Bylaws and Rules of procedure should be comprehensively reviewed, evaluated, and modified where necessary, at the organizational meeting held in February of each year. Adopted this 24th day of February, 2025 ____________________________________ Chairperson, Richfield Planning Commission ____________________________________ Secretary, Richfield Planning Commission SECTION 305. - ADMINISTRATION; COMMISSIONS; BOARDS 305.00. - Definitions. Subdivision 1. The following terms, when used in this Section, shall have the following meanings unless the context clearly indicates otherwise: Subd. 2. "Commission" means a body established by the City Council to advise the Council on matters of municipal concern. The terms "commission" and "board" may be used interchangeably in this Section. Subd. 3. "Youth" means an individual who is at least 15 years of age. 305.01. - Creation; general requirements. Unless otherwise provided by law or herein, the provisions in this subsection apply to all City commissions. Subdivision 1. Creation. A Commission may be established by a majority of the City Council. The Council shall adopt a resolution or ordinance that will describe the purpose and function of the Commission. City Commissions are advisory bodies to the City Council. The Council shall periodically review the role, responsibilities and procedures of each Commission. The Council may eliminate a Commission by adopting a resolution or ordinance rescinding the resolution or ordinance establishing the Commission. Subd. 2. Residency. Members of city commissions shall be residents of the City, unless an ordinance or resolution expressly provides otherwise. Subd. 3. Terms. The City Council shall appoint members to the commissions for terms not to exceed three years. No member shall serve more than three consecutive terms on the same Commission. Appointment to serve on a Commission for a period of time greater than one-half of a complete term shall be counted as a full term. If the Council appoints an individual who had a break in continuous service of at least one full term, it shall be treated as a first-term appointment. Commissioners may only serve on one Commission at a time. Subd. 4. Youth appointments. The City Council may appoint a maximum of two youth members to certain commissions. Terms for youth appointments shall be one year, commencing on September 1 and ending on August 31. No youth member shall serve more than three consecutive terms on the same Commission. Except as otherwise provided for by resolution of the Council, youth members must be residents of the City and enrolled in a high school or equivalent. A youth member may only serve on one Commission at a time. Subd. 5. Attendance. Members are required to attend regular commission meetings. Commission members shall notify the Commission Chair or staff liaison if he or she is unable to attend a meeting. The Council shall conduct an annual review of the attendance of members of City commissions. Subd. 6. Removal/vacancy. Commission members serve at the pleasure of the City Council and, unless prohibited by law, may be removed at any time for any reason, including but not limited to, excessive absences from commission meetings. When a vacancy occurs, the Council shall appoint a person to fill the unexpired term of the vacated seat. Unless provided otherwise by law or city resolution, a seat on a Commission is vacated upon any of the following: (a) Death; (b) Removal of legal residence in the City; (c) Resignation in writing presented to the City Manager, or designee; (d) Removal by the Council; or, (e) Election or appointment to a public office. Subd. 7. Committees. Commissions may establish committees from time to time as the need arises. Subd. 8. Staff/council liaisons. Each January, the City Council shall designate a Council member as liaison and one alternative liaison to each Commission. The City Manager shall appoint one City employee to serve as a staff liaison to each Commission. Council and staff liaisons are not voting members of a Commission. Subd. 9. Bylaws/rules of procedure. (a) Commissions may adopt bylaws to govern meeting procedures and other matters not addressed in this Section. If the bylaws of a Commission and this Section conflict, this Section shall prevail. Commissions may amend bylaws with approval of a 2/3 majority vote of the Commission. (b) At all meetings of a Commission where formal action is required on a matter, the meeting shall be governed by Sturgis' Standard Code of Parliamentary Procedure. At meetings where no action is required, no formal parliamentary procedure shall govern the conduct of the proceedings unless necessary such as when a formal motion is before the Commission. 305.03. - Establishment of human rights commission. Subdivision 1. Scope of section. It is declared that it is the public policy of the City to fulfill its responsibilities as a partner of the state department of human rights in securing for all citizens equal opportunity in housing, employment, public accommodations, public services and education, and to fully implement those goals set forth in Minnesota Statutes, Chapter 363A, the Minnesota Human Rights Act. Subd. 2. Establishment of commission. There is established and continued a human rights commission. Subd. 3. Purpose of commission. The purpose of the Commission is to secure for all citizens equal opportunity in employment, housing, public accommodations, public services and education and full participation in the affairs of this community and to take appropriate action consistent with the Minnesota Human Rights Act. The Commission shall also advise the City Council on long range programs to improve human relations in the City. Subd. 4. Composition of the commission. The Commission consists of 13 members appointed by the Council. Eleven members shall be appointed for terms of three (3) years, except that (i) a person appointed to fill a vacancy occurring prior to the expiration of the term for which the predecessor in that term was appointed shall be appointed only for the remainder of such, and (ii) two (2) persons shall be appointed as "youth" members for one (1) year terms. The two (2) youth members shall be given all rights, privileges and responsibilities granted to the other appointed members. Members serve without compensation and may be removed from office at any time by the Council. Subd. 5. Commission's responsibilities. The Commission shall: (a) Adopt bylaws and rules for the conduct of its affairs including the election, assumption of duties and definition of responsibilities of officers and committees; (b) Engage in discussions with the state department of human rights for the purpose of delineating cooperative regulatory and enforcement procedures; (c) Enlist the cooperation of agencies, organizations and individuals in the community in an active program directed to create equal opportunity and eliminate discrimination and inequalities; (d) Formulate a human relations program for the City to provide increased effectiveness and direction to the work of all individuals and agencies addressing themselves to planning, policy making and educational programming in the area of civil and human rights; (e) Advise the City Council and other agencies of the government on human relations and civil rights problems and act in an advisory capacity with respect to planning or operation of any City department on issues of civil and human rights and recommend the adoption of such specific policies or actions as are needed to provide for full equal opportunity in the community; (f) Study, investigate and assist in eliminating alleged violation of Minnesota Statutes, Chapter 363A by conference, conciliation and persuasion, and when necessary, cooperate with the state department of human rights in enforcing the provisions of the state act; (g) Develop such programs of education as will assist in the implementation of the Minnesota Human Rights Act and foster the Commission's assumption of leadership in recognizing and resolving potential human rights problems in the community; and (h) Develop and implement programs that enhance the advancement of human rights in the community and that promote an awareness of and appreciation for cultural diversity. Subd. 6. Investigations, enforcement, penalties. The Commission may receive and investigate complaints of alleged violations of this subsection. Investigations shall conform to the Complaint Process formulated by the State Department of Human Rights. 305.05. - Fire Civil Service Commission. Subdivision 1. Abolish police civil service. The Police Civil Service Commission is abolished. Subd. 2. Fire Commission continued. The former joint police and fire civil service commission is now known as the Fire Civil Service Commission and shall continue. Subd. 3. Membership. The Fire Civil Service Commission shall consist of three (3) members appointed for terms in the same manner, for the same terms, and with the same qualifications pursuant to Minnesota Statutes, Chapter 420. Terms of commissioners are for three (3) years commencing on February 1 of the year of appointment. 305.07. - Planning commission. Subdivision 1. Establishment. Pursuant to Minnesota Statutes, section 462.354, subdivision 1, there is created and continued a City Planning Commission. Subd. 2. Commission form. Except in cases in which the Planning Commission is authorized by this Code or other applicable law to render a final decision, the Planning Commission serves in an advisory capacity to the City Council. Staff services for the Commission shall be furnished by the Community Development Department of the City. Subd. 3. Composition of the commission. The Commission consists of seven (7) members appointed by the Council to serve for terms of three (3) years, with terms of members to be staggered so that as nearly equal number of terms as possible shall expire each year. Terms begin on the first day of February. Subd. 4. Powers and duties of the commission. The Planning Commission shall undertake the duties given by Minnesota Statutes, sections 462.351 to 462.354. The Planning Commission shall deliberate and make recommendations, or final decisions as applicable, on: (a) Proposed amendments to the zoning code or map; (b) Land development applications requiring site plan approval, interim use permits, conditi onal use permits or variances from the land development regulations of the City; and (c) Such other matters relating to planning and development within the City, as may be referred to it by the Council. Subd. 5. General objectives of the commission. The Planning Commission shall, as necessary, perform the following functions on behalf of the City: (a) Subject planning decisions to citizens' examination and influence through technical advisory subcommittees which may study and recommend courses of action on special planning matters; (b) Act as an advocate of various beneficial planning projects, as directed by the Council, to stimulate interest and acceptance of planning within the City; and (c) Act as a coordinator of planning activities within the City by working with public, quasi-public and private planning groups to coordinate the total planning efforts of the City and other governmental units. Subd. 6. Additional powers and duties. The Council may assign additional duties and responsibilities to the Planning Commission to assist the Commission in effectively carrying out the Commission's objectives, powers and duties. 305.09. - Board of health. Subdivision 1. Creation of board. Pursuant to Minnesota Statutes, Chapter 145A, there is created and continued a board of health. Subd. 2. Council to constitute board. The Board consists of the City Council and a physician who is the health officer of the City. Subd. 3. Powers and duties of board. The Board shall: (a) Investigate and make such reports and obey such directions concerning communicable diseases as the State Board of Health may require or give; and (b) Cause all laws and regulations relating to the public health, including any and all health regulations contained in this code to be obeyed and enforced. Subd. 4. Inspection and enforcement. The Board and authorized officers or employees of the Board shall have the right to enter into any building, conveyance or place where contagion, infection, filth or other source or cause of preventable disease exists or is reasonably suspect. Subd. 5. Uniform enforcement and appeals. Orders or rules and regulations adopted or issued by the Board shall be enforced in the manner provided in Section 320. Persons aggrieved by an order or rule or regulation of the Board may appeal in accordance with the provisions of Section 320. AGENDA SECTION:Other Business AGENDA ITEM #5. CASE NO.:Staff Report No. 6 PLANNING COMMISSION MEETING 2/24/2025 REPORT PREPARED BY: Ruby Villa, Planner I DIRECTOR RE VIEW: Melissa Poehlman, Community Development Director 2/18/2025 ITEM FOR COMMISSION CONSIDERATION: Annual re-scheduling task. EXECUTIVE SUMMARY: During last year’s Bylaws review, the Planning Commission indicated a preference for annual rescheduling of Planning Commission meetings that fall on City observed holidays. This year, the May meeting falls on Memorial Day. Staff recommends rescheduling the May meeting to Wednesday, May 28th, which would be the next date that the Chambers are available. The other alternative would be Tuesday, the 20th. While the December meeting for 2025 does not fall on a holiday, the Planning Commission has traditionally voted to reschedule this meeting earlier due to end of year travel arrangements. Staff recommends rescheduling the December meeting to two weeks earlier, Monday, December 8th (the Chambers are unavailable on Monday, December 15th). RECOMMENDED ACTION: By motion: Approve the rescheduling of the May Planning Commission meeting from Monday, May 26th to Wednesday, May 28th. By motion: Approve the rescheduling of the December Planning Commission meeting from Monday, December 22nd to Monday, December 8th. BASIS OF RECOMMENDATION: A.HISTORICAL CONTEXT None. B.POLICIES (resolutions, ordinances, regulations, statutes, etc): None. C.CRITICAL TIMING ISSUES: It would be helpful to decide the meeting dates as early as possible so the Council Chambers can be reserved and both Commissioners and applicants can plan accordingly. D.FINANCIAL IMPACT: None. E.LEGAL CONSIDERATION: None. ALTERNATIVE RECOMMENDATION(S): Approve the rescheduling of the May and December meetings with alternative dates. PRINCIPAL PARTIES EXPECTED AT MEETING: N/A. ATTACHMENTS: Description Type 2025 - February 2026 Holidays/Planning Commission Meetings Schedule Cover Memo 2025 – February 2026 Holidays Date New Year’s Day Wednesday, January 1 Martin Luther King Jr. Day Monday, January 20 Presidents Day Monday, February 17 Memorial Day Monday, May 26 Juneteenth Thursday, June 19 Independence Day Friday, July 4 Labor Day Monday, September 1 Veterans Day Tuesday, November 11 Thanksgiving Day Thursday, November 27 Friday after Thanksgiving Friday, November 28 Christmas Day Thursday, December 25 Day after Christmas Friday, December 26 New Year’s Day Thursday, January 1 Martin Luther King Jr. Day Monday, January 19 Presidents Day Monday, February 16 Planning Commission Meetings 2025 – February 2026 Proposed Alternative Dates Monday, March 24 Monday, April 28 Monday, May 26 Wednesday, May 28 Monday, June 23 Monday, July 28 Monday, August 25 Monday, September 22 Monday, October 27 Monday, November 24 Monday, December 22 Monday, December 8 Monday, January 26 Monday, February 23