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02-22-1994CITY OF R10HRELD Pumm OOn1miss1On AGGIN February 22, 1994 7:00 p.m. -- Regular Meeting RGH A ppir®yaIl ®f fflmutso Regular Planning Commission meeting of January 25, 1994. pm bacc IH svry n g Now 13U01M800 ITEM #1 PC LETTER #5 Election of Planning Commission Chairperson, Vice - Chairperson and Secretary ITEM #2 PC LETTER #6 ITEM #3 PC LETTER #7 ITEM #4 PC LETTER #8 Appointment of Liaisons Review /Approval of Bylaws Review of the Capital Improvement Program (CIP) L afioon Re p®rto School Board Community Services Advisory Commission H RA City Council AdHoc 135/1494 Traffic Committee clj urnll c n>r Auxiliary aids for individuals with disabilities are available upon request. Requests must be made at least 96 hours in advance to the Administrative Service's Director at 861- 9702." PLANNING COMMISSION MINUTES Regular Meeting January 26, 1994 MEMBERS PRESENT: Chairperson William Snyder; Commissioners: Robert Elliott, Timothy Erlander, Michael Gallagher, Thomas Scaglia, and Paul Wasko (arrived at 7:15) MEMBERS ABSENT: Daniel Linnihan, Morris Nilsen II, and Kristal Stokes COUNCIL LIAISON: None STAFF PRESENT: Byron Wallace, Community Development Director; Bill Weaver, City Planner; Shawn Drill, Zoning Administrator; and Diane Anastos, Associate Planner The Planning Commission meeting was called to order by Chairperson Snyder at 7:07 p. M. APPROVAL OF MINUTES M /Scaglia, S /Erlander to approve the minutes of the regular Planning Commission meeting of October 26, 1993. Motion carried: 5 -0 NEW BUSINESS PC LETTER #1 ITEM #1 Plan Modification #7 to the Lyndale /Hub /Nicollet LHN) Commercial Development Improvement Program Planning Commission Minutes January 25, 1994 Page 2 Communty Development Director Wallace reviewed the staff report, stating that the request is for the Planning Commission to determine that the plan modification being proposed for the Abbot - Northwestern clinic, is in conformance with the Comprehensive Plan. M /Erlander, S /Elliott to adopt Resolution #86 finding the LHN Plan Modification Number 7 in conformance with the Comprehensive Plan. Motion carried: 5 -0 PC LETTER #2 ITEM #2 Disposition/Acquisition of 6625 Stevens Zoning Administrator Drill reviewed the staff report, stating that this item is a consideration of a finding that the proposed use of 6625 Stevens as a single family residence under the Richfield Rediscovered Program) is in conformance with the Comprehensive Plan. Mr. Drill stated that Minnesota State law requires that when a public agency purchases or sells property, the Planning Commission must find the proposed use in conformance with the comprehensive plan. He said that the lot is zoned for single family and the comprehensive plan specifies this lot is to be used for single family. M /Scaglia, S /Erlander to adopt the resolution finding the proposed acquisition /disposition of 6625 Stevens in conformance with the Comprehensive Plan. Motion carried: 5 -0 PC LETTER #3 ITEM #3 Proposed Parking Ordinance Planning Commission Minutes January 25, 1994 Page 3 Zoning Administrator Drill reviewed the staff report, stating that the proposal is for an ordinance amendment to regulate driveways, parking areas and sidewalks in the front yard of R and R -1 zoned lots. He stated that last summer the City Council imposed a six -month moratorium on the development of new front yard parking areas. The Council is requesting that the Planning Commission study effective ways to regulate front yard parking, to better control storm water run -off, and to improve aesthetics throughout the neighborhoods. C? Mr. Drill reviewed the control mechanisms that should be considered when reviewing the issue: 1) setback regulations for driveways; 2) identification of allowable surface treatments for these types of uses; 3) limitations on the amount of impervious surface coverage; 4) limitations on the number of parking spaces permitted in that front yard area; 5) the necessity of regulations for the portion of the driveway which lies within the boulevard; and 6) the necessity of a city permit for new installations or full replacements. Mr. Drill stated that staff has drafted a sample ordinance that would fit into Section 515.05 of the City Code, which is the residential zoning under "accessory uses ". He briefly reviewed how the conditions could be incorporated into the sections, and said that an attempt was made to address all the issues. The Planning Commission should review what has been done thus far, and make recommendations or suggestions. Staff is recommending that a permit process be required. Side yards and backyards are not being addressed at this time. Mr. Drill then be graphic illustrations. Responding to Commissioner Scaglia's question, Mr. Drill stated that the maximum width of the driveway in the boulevard area could be 22 feet. M /Scaglia, S /Erlander to recommend that the City Council approve the proposed ordinance regulating_ parking in the front.yard of R and R -1 zoned lots. Motion carried: 6 -0 Planning Commission Minutes January 25, 1994 Page 4 . PC LETTER #4 ITEM #4 ARC Activity Report (Fourth Quarter) Associate Planner Anastos reviewed the Administrative Review Activity Report for the fourth quarter of 1993. No action was required by the Planning Commission. OLD BUSINESS None. LIAISON REPORTS issues. School Board: Commissioner Scaglia reported that activity has been focused on bond Community Services Advisory Commission: None. HRA: Community Development Director Wallace reported that the Richfield Apartment Managers and Owners Association held a meeting to talk about various issues. Negotiations are nearing completion with the remaining tenant at 77th and Cedar. The HRA is working with TOLD Realty to promote the Cloverleaf Site, which will be marketed for office development. There have also been meetings with owners in the ILN District with the HRA and Council to redevelop the area into a power center. The Remodeling Fair will be held on Saturday, January 29 at 9:30 a.m. City Council: Community Development Director Wallace reported that the changes made to Norwest Bank's design plan were approved by the Council at the January 24th Council meeting. The appointment of planning commissioner Pamela Dmytrenko was also made at the January 24th meeting. Planning Commission Minutes January 25, 1994 Page 5 Ad Hoc Traffic Committee: Chairperson Snyder reported that a meeting is scheduled for January 26th. Commissioner Wasko requested that the Planning Commission consider holding a study session on issues such as the update of the comprehensive plan. ADJOURNMENT The meeting was adjourned by unanimous consent at 7:50 p.m. Timothy Erlander Planning Commission Secretary CRY Of RICHFIELD ruunm6 oommssion rc Letter Item: #1 Agenda Section: New Business PC Letter: #5 Date: February 22, 1994 GENERAL INFORMATION Subject: Election of Planning Commission Chairperson, Vice — Chairperson, and Secretary. Type of Request: Annual organizational meeting. References: 1. Chapter I1I, Section 305.5, Subd. 1 -8 of Richfield City Code attached). 2. Planning Commission Bylaws (attached). RECOMMENDATION Recommended Action: Preferred: Elect a Planning Commission Chairperson, Vice — Chairperson, and Secretary. Basis: The above action is required by the Planning Commission Bylaws. Alternative: N/A BACKGROUND Public Notices: None Hearing: None Examiner: None Public Hearing: None Planning: Commission: None City Council: None ANALYSIS Issues: The Bylaws require that the Planning Commission hold an annual organizational meeting and elect from its membership a Chairperson, Vice — Chairperson and Secretary at the first regular meeting in February. According to the Bylaws (Part II, Organization), a majority vote is necessary to first elect a Chairperson and second 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. The Chairperson is responsible for conducting all Planning Commission meetings and public hearings. The Chairperson is also responsible for working with city administration in the planning function. The Vice — Chairperson is responsible for the duties of the Chairperson in the event the Chairperson is absent. The Secretary is responsible for the minutes of the Planning Commission. 1993 election results were Chairperson Snyder, Vice — Chairperson Nilsen and Secretary Erlander. Richfield City Code 305.05 305.05. Planning agency. Subdivision 1. Establishment. Pursuant to Minnesota Statutes, section 462.354, subdivision 1, there is .created and continued a city planning agency. Subd. 2. Commission form. The planning agency shall operate as a planning commission of the city. Staff services for the commission shall be furnished by the community development department of the city. The commission serves in,an advisory capacity to the council. Subd. 3. Composition of the commission. The commission consists of nine members appointed by the council to serve for terms of three 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. The city manager, the superintendent of schools for Independent School District No. 280, one council member and one other representative of the Board of Education of Independent School District No. 280 designated by the district are ex officio officers and members of the commission without voting rights. 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 on: a) proposed subdivisions and resubdivisions of land; b) proposed amendments to the zoning ordinance code; c) land development applications requiring special use permits or varianc- es from the land development regulations of the city; and'. d) 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 endeavor to 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 direct- ed 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. Richfield City Code 305.05, Subd. 6 Subd. 6. Dismissal of commission members. Commission members serve at the pleasure of the council. The council may dismiss members of the commission with or without cause. Subd. 7. Vacancies. The office.of a member is vacant upon the member's: a) death; b) disability or failure to serve; c) removal of legal residence from the city; d) resignation in writing; e) removal with or without cause by the council; or f) election or appointment to an elective public office. The commission shall notify the council of a vacancy and request appropriate action to fill the vacancy. Subd. B. 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. The following Bylaws and Rules of procedure are adopted by the City's Planning Commission to facilitate the performance of its duties and functions as empowered under Chapter III, Section 305.05, Subdivision 1 -8 of the City Ordinance Code. Section 1. Regular Meetings Regular meetings of the Planning Commission shall be on the fourth Tuesday of each month commencing at 7:00 P.M. in the Council Chambers of the City Hall. When the regular meeting date conflicts with the State designated precinct caucus, the regular meeting will be held on the second Tuesday of said month at the same time and place. Section 2. General Planning Meetings r The second Tuesday of every month shall be reserved for discussing and deliberating on general planning matters related to the property development and future well -being of the Community. 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 not less than twenty -four (24) hours in advance thereof. Section 4. Deadline for Hearing Items The Planning Commission will accept all applications to be heard before it, no later than fifteen (15) working days preceding the regular Planning Commission meeting. Upon written notice to the Community Development Director prior to the Planning Commission meeting, an application may be withdrawn. Once an application is withdrawn, it must be refiled with the Community Development Department, City of Richfield, before any Planning Commission hearing is held. 1 - Section 5. Quorum Five 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 and an affirmative vote of at least four 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 Meetine At a regular meeting of the Planning Commission, the following format shall be followed in conducting the business of the meeting. 1) Roll Call 2) Approval of Minutes 3) Regular Business and Public Hearing Items 4) New Business 5) Old Business 6) Liaison Reports 7) Adjournment b) Public Hearin The purpose of a hearing is to collect information and facts in order for the Commission to 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 - 2) Chair shall call upon the Community Development Director or designee to present the staff report. 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) 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) In addition to the statements by individual or groups, there will be a period, not to exceed thirty 30 minutes, during which the public may question the City's staff members present, the applicant or their representatives or any member of the Planning Commission. Questions must be directed through the Chair. 6) The hearing shall be closed. Interested persons shall not be heard again unless the hearing is reopened by a majority vote of the Commission. 7) The Commission shall discuss and clarify the item before it, and take action on it. 8) Any decision of the Commission on the merits of any planning question before it shall be embodied in the form 3 - of a motion, resolution, or report, and referred to the City Council for action. C) Rules of Procedure At all regular meetings of the Planning Commission where formal action is required on a matter before the Commission, the meetings shall be governed by Robert's Rules of Order. At general meetings of the Planning Commission no formal parliamentary procedure shall govern the conduct of the proceedings unless found to be necessary such as when a formal motion is before the Commission. P tT OR 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. Each member shall cast a ballot for the member he /she wishes to be elected Chairperson. If no one receives a majority of all the members of the Commission, balloting 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 organization meeting, the Vice - chairperson shall automatically become acting Chairperson. 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 Chairperson shall appoint a member of the Commission to approve the minutes of that meeting. 4 - r, 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) Keeps the minutes of the meetings of the Commission in an appropriate minute book. 3) Signs all minutes of the Commission as well as other official documents of the Commission 5 - 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, provided that the amendment was presented and written into the minutes of a previous meeting. Section 3. Review The contents of these Bylaws and Rules of procedure should be comprehensively reviewed, evaluated, and modified where necessary, at the organization meeting held in February of each year. Adopted this 23rd day of February, 1993. Chairperson, Richfield Planning Commission ASecre Old Planning Bylaws[PCBylaw] 6 - CITY OF R10HRELD PLRmmG oommission PO Letter Item: #2 Agenda Section: New Business PC Letter: #6 Date: February 22, 1994 GENERAL INFORMATION Subject: Appointment of liaisons to the Community Services Advisory Commission, City Council, Housing and Redevelopment Authority, School Board, and Ad Hoc Traffic Committee. Type of Request: Annual organizational meeting. References: 1. Chapter III, Section 305.5, Subd. 1 -8 of Richfield City Code. 2. Planning Commission Bylaws. RECOMMENDATION Recommended Action: Preferred: The following Planning Commission actions are recommended: Approve members to serve as liaison and alternate liaison to the Community Services Advisory Board, City Council, HRA, School Board, and Ad Hoc Traffic Committee. Basis: The above action is required by the Planning Commission Bylaws. Alternative: N/A ANALYSIS Issues: Community Services Advisory Commission: The resolution establishing the Community Services Advisory Commission provides that a liaison and alternate from the Planning Commission be appointed to the Community Services Advisory Commission. The Community Services Advisory commission meets on the second Tuesday of the month at 7:00 p.m., generally in the Conference Room at City Hall. The Planning Commission should appoint two members to serve as liaison and alternate liaison to the Community Services Advisory Commission. Commissioners Elliot and Stokes served as liaisons to the Community Services Advisory Commission in 1993. City Council: The City Council meets every second and fourth Monday at 7:00 p.m. in the Council Chambers at City Hall. Byron Wallace served as the City Council liaison for the Planning Commission in 1993. Housing and Redevelopment Authority: The Housing and Redevelopment Authority meets every third Monday at 7:00 p.m. in the Council Chambers at City Hall. Byron Wallace served as the Housing and Redevelopment Authority liaison for the Planning Commission in 1993. School Board: The Commission also appoints a liaison and alternate liaison to the School Board. The School Board generally meets the first and third Monday of each month at 7:00 p.m., and the location alternates from school to school. Commissioner Linnihan served as liaison to the School Board, Commissioner Wasko served as alternate liaison for the Planning Commission 1.993. Ad Hoc Traffic Committee: Commissioners Scaglia, Nilsen and Chairperson Snyder served on the Ad Hoc Traffic Committee for 1993. CITY OF RIOFIFIELD PLRnn ommission Lettat Item: #3 Agenda Section: New Business PC Letter: #7 Date: February 22, 1994 GENERAL INFORMATION Subject: Approval of Planning Commission Bylaws. Type of Request: Annual review of Planning Commission Bylaws. References: 1. Chapter III, Section 305.5, Subd. 1 -8 of Richfield City Code. 2. Planning Commission Bylaws. RECOMMENDATION Recommended Action: Preferred: Review the attached Planning Commission Bylaws. Basis: The above action is required in the Planning Commission Bylaws. Alternative: N/A BACKGROUND Purpose: Provide an opportunity to the Planning Commission to review the Bylaws. Amendments are covered by Section 2. of Part III of the Bylaws requiring presentation at one meeting and 2/3 vote at the following meeting. Public Notice: N/A J CRY Of RICHFIELD rwuww mason Item: #4 Agenda Section: New Business PC Letter: #8 Date: February 22, 1994 GENERAL INFORMATION Subject- Initiation of the Capital Improvement Program (CIP) and introductory discussion of the CIP process. References: 1. Richfield City Charter, Chapter 7. 2. Minn. State. 462.351462.364. 3. State and Local Fiscal Assistance Act of 1972. BACKGROUND Issues: Historically, February marks the beginning of the CIP process, where Planning Commissioners are asked to review the CIP handbook in preparation for the upcoming CIP Plan. Commission members may also propose new projects now, or at a later stage of the review. The Community Services Advisory Board initiated the 1994 CIP process on February 8, 1994. RECOMMENDATION Recommended Action: Review "Capital Improvement Programming: A handbook For Local Planning." No official action is required at this time. The Planning Commission will review the first draft of the Plan in March, and act on the Plan in April. A draft copy of the Plan will be available to the Commissioners in March. Basis: The Planning Commission is required by City Charter to prepare and recommend a Capital Improvement Program for inclusion in the Annual Budget Message of the City Council. L- 94- CIP.DOC i December 22, 1993 PROPOSED TIME TABLE FOUR PRO=ING THE CITY OF RICHFIELD, IrIIMESOTA, 1995 CAPITAL BUDGET AMID 1996 /2000 CAPITAL IMPROVEMENT PROGRAM Date Item December 13, 1993 Council adopts 1994 Capital Budget and 1995/99 CIP. December 22, 1993 Discussion of 1994 process at Community Services Department staff meeting. December 28, 1993 Discussion of 1994 process by city manager and department heads. January 3, 1994 Project description form available in computer <Council> work area. Distribute forms and instructions to Community Services Department personnel. February 1, 1994 Project descriptions due for ALL projects from all departments. February 8, 1994 Introductory discussion of process at Community Services Advisory Commission meeting ( joint meeting with Planning Commission ?) . Commission members may propose new projects. February 9, 1994 Project summary discussed by Community Services coordinators. February 22, 1994 Introductory discussion of process at Planning Commission meeting (if no February 8 joint meeting with Community Services Commission). Commission members may propose new projects. March 1, 1994 Summaries discussed by city manager and department heads. Summary of projects distributed to members of Planning Commission and Community Services Advisory Commission. March 8, 1994 Comunity Services Commission meeting. March 16, 1994 "First draft" summary and project description foams discussed at Community Services Department staff meeting. March 22, 1994 'fit meting Planning Commission / Comunity Services C rrmssion to discuss "first draft". March 29, 1994 All final copy due from all departments. March 30, 1994 CS coordinators prepare 1995 goals and objectives. April 5, 1994 "Final draft" discussed by city manager and department heads. April 5, 1994 "Final draft" summary and project description farms distributed to members of Planning and Community Services Commissions. April 12, 1994 Joint meeting /potential action by Planning Commission /Community Services Commission. April 26, 1994 Potential action by Planning Commission (if not April 12) May 3, 1994.. Final copy available for budget preparation.