03-09-1999PLANNING COMMISSION
AGENDA
SPECIAL MEETING
March 9, 1999
7.00 p.m.
Roll Call
Organization Meeting
ITEM #1 PC Letter #5 Election of Planning Commission Chairperson, Vice -
Chairperson and Secretary
ITEM #2 PC Letter #G Appointment of Liaisons to the Community Services
Advisory Commission, City Council, HRA and School
Board
ITEM #3 PC Letter #7 Annual review of Planning Commission Bylaws
ITEM #4 PC Letter #8 Establish 1999 -2000 dates for Planning Commission
study sessions
Study Session Items
ITEM #5 PC Letter #11 Multi- purpose Community Center Task Force Updates
ITEM #6 PC Letter #12 77th Street Design Brainstorming
Adjournment
Planning Commission Letter
March 9, 1999
Agenda Section: Organization Meeting
Item #: 1
Letter #: 5
GENERAL INFORMATION
Type of Request: Election of Planning Commission Chairperson, Vice - Chairperson
and Secretary.
Annual organizational meeting
1. Chapter III. Section 305.5, Subd. 1 -8 Richfield City Code.
2. Planning Commission Bylaws (attached).
ANALYSIS
Background: N/A
ACTION TO BE TAKEN
Recommendation: Elect a Planning Commission Chairperson, Vice - Chairperson, and Secretary
The above action is required by the Planning Commission Bylaws.
The Bylaws 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.
According to the Bylaws (Part I1, 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 on 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. 1998 election results were Chairperson Linnihan,
Vice - Chairperson Bjorklund and Secretary Hadley.
141 1
Planning Commission Letter
March 9, 1999
Agenda Section: Organization Meeting
Item #: 2
Letter #: 6
GENERAL INFORMATION
Type of Request: Appointment of liaisons to the Community Services Advisory
Commission, City Council, Housing and Redevelopment Authority, and
School Board
Background: N/A
Annual organizational meeting
1. Chapter III. Section 305.5, Subd. 1 -8 Richfield City Code.
2. Planning Commission Bylaws (attached).
ANALYSIS
ACTION TO BE TAKEN
Recommendation: The following Planning Commission actions are recommended:
Approve members to service as liaison and alternate liaison to the
Community Services Advisory Board, City Council, Housing and
Redevelopment Authority, and School Board.
The above action is required by the Planning Commission Bylaws.
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 Executive
Conference Room at City Hall. The Planning Commission should
appoint two members to serve as liaison and alternate liaison to the
a -
Community Services Advisory Commission. Commissioners
Ahlstrom and Meter served as liaisons to the Community Services
Advisory Commission for 1998.
City Council:
The City Council meets every second and fourth Monday at 7:00 P.M.
in the Council Chambers at City Hall. Commissioners Hadley and
Linnihan served as liaisons to the City Council for 1998.
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. Commissioners
Gepner and Kilian served as liaisons to the HRA in 1998.
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 Dmytrenko and Bjorklund served as
liaisons to the School Board for 1998.
Planning Commission Letter
March 9, 1999
Agenda Section: Organization Meeting
Item #: 3
Letter #: 7
GENERAL INFORMATION
Type of Request: Approval of Planning Commission Bylaws.
Annual review of Planning Commission Bylaws.
1. Chapter III. Section 305.5, Subd. 1 -8 Richfield City Code.
2. Planning Commission Bylaws (attached).
ANALYSIS
Background: N/A
ACTION TO BE TAKEN
Recommendation: Review the attached Planning Commission Bylaws.
1. The above action is required by the Planning Commission Bylaws.
Basis: 2. 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. _
R BYLAWS AND RULESIOF PROCEDURE; ,
OF THE' CITY PLANNING COIIAMISSIONr"= -
RICHFIELD;; MINNESOTA r }
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.
PART 1 MEETINGS.: :
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
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.
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. An affirmative vote of a majority of members present or four
members, whichever is greater, 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) 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 Hearing
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:
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H I
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.
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.
3-
j _4
8) Any decision of the Commission on the merits of any
planning question before it shall be embodied in the
form 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.
PART II. _ ORGAN IZATION F rs'*,w caw +- :r s +•rs.= :uu.t.»r. 7 ter.
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-
31S
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-
PART III. MISCELLANEOUSwt'.
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 9th day of March, 1999.
Chairperson, Richfield Planning Commission
Secretary, Richfield Planning Commission
6-
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J —
1
aM Planning Commission Letter
March 9, 1999
Agenda Section: Organization Meeting
Item #: 4
Letter #: 8
GENERAL INFORMATION
Type of Request: Adopt a resolution establishing 1999 -2000 dates for Planning
Commission study sessions and discuss possible topics.
ACTION TO BE TAKEN
Recommendatio Adopt the attached resolution, setting dates for the 1999 -2000
n: Planning Commission study sessions.
Basis: 1. The Planning Commission holds regular study sessions to
discuss special topics, work on ordinance amendments and
for educational purposes.
2. Setting the study session dates by resolution allows for more
advance public notification of the meetings.
Alternative: 1. Do not adopt the resolution; recommend changes to the by-
laws establishing the study session schedule.
2. Do not adopt the resolution; direct staff to provide public
notification for each study session as they occur.
q--1
RESOLUTION NO.
RESOLUTION OF THE RICHFIELD PLANNING COMMISSION
ESTABLISHING THE 1999 -2000 STUDY SESSION SCHEDULE
WHEREAS, the Richfield Planning Commission holds regular study sessions to
review special topics and work on special projects.
WHEREAS, because the Planning Commission is an advisory body to the City
Council, all meetings are open to the public and proper notification of the dates of the
meetings is necessary.
NOW, THEREFORE BE IT RESOLVED, the Planning Commission will hold its
1999 -2000 study sessions at 7:00 p.m. in the City Hall Council Chambers, 6700
Portland Avenue, on the following dates:
Tuesday, April 13, 1999
Tuesday, May 11, 1999
Tuesday, June 8, 1999
Tuesday, July 13, 1990
Tuesday, August 10, 1999
Tuesday, September 14, 1999
Tuesday, October 12, 1999
Tuesday, November 9, 1999
Tuesday, December 14, 1999
Tuesday, January 11, 2000
Tuesday, February 8, 2000
Adopted this 9th day of March, 1999 by the Planning Commission of the City of
Richfield, Minnesota.
ATTEST:
Secretary
CITY OF RICHFIELD, MINNESOTA
Chairperson
MAN
Planning Commission Letter
March 9, 1999
Agenda Section: New Business
Item #: 5
Letter #: 11
GENERAL INFORMATION
Type of Request: A member of the Multi - Purpose Community Center (MPCC) will
provide the Commission with an update of the work of the MPCC
Task Force.
ACTION TO BE TAKEN
Recommendation: No formal action is being requested.
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001
Planning Commission Letter
March 9, 1999
Agenda Section: New Business
Item #: 6
Letter #: 12
GENERAL INFORMATION
Type of Request: 77`h Street Design Standards
ANALYSIS
Background: Staff has begun to think about design standards for development along 77`
h
St. It is believed that there is a need for design standards to assure that all
new development in the corridor is compatible and complements the large
public investment in landscaping that has been developed in conjunction with
the buffer wall.
Staff would like to solicit the ideas of Planning Commissioners about design
issues and possible solutions. There are already special design requirements
for signs.
The ordinance allows:
Business directional signs identifying businesses located on I -494. It
controls placement, number, height(7'), type, style, and shape(rounded
corners).
Ground monument signs — Controls include a 10' ht., 60 sq. ft. area, and
illuminated face.
Pedestal signs — They must face a main north -south street, have a 10'
setback, and conform to district height provisions.
Wall signs — Six square feet residential signs are allowed. Commercial signs
are limited to 15% of the wall area.
Window signs- None are allowed facing 77`
h St.
Projecting signs — None are allowed facing
77h St.
Banners — They are not allowed in the corridor.
Additional design standards may be needed relative to the following features:
Number of curb cuts
Building setbacks
Landscaping
Parking lots
Building height
Building shape
Building materials
Uses
The ideas of the Planning Commission relative to these issues will be helpful
in drafting standards.
ACTION TO BE TAKEN
Recommendation: There is no formal action being requested at this time. The Commission
is being asked to provide ideas about design issues and solutions in the
corridor.
Basis: No formal proposals are before the Commission at this time.